Subject: Solicitation for Catering Services for End of Year Gathering ADDENDUM 1

Transcription

1 Date: November 20, 2015 Ref.: RFQ/16/014 Subject: Solicitation for Catering Services for End of Year Gathering ADDENDUM 1 The International Foundation for Electoral Systems (IFES) invites your firm to participate in this competitive solicitation for pricing, delivery and terms of potential sale on the following catering services for the IFES office in Arlington, VA. BACKGROUND IFES is an independent, non governmental organization (NGO) with headquarters registered in the United States. IFES promotes democratic stability by providing technical assistance to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. DESCRIPTION OF GOODS/SERVICES IFES is looking to secure the services of a catering company for an End of Year Gathering, taking place from approximately 3:00 6:00 p.m. on Friday, December 11, 2015 at IFES HQ. Currently, IFES is located at: 1850 K Street, NW Fifth Floor Washington, DC IFES will relocate in mid November After moving, IFES will be located at 2011 Crystal Drive Tenth Floor Arlington, VA IFES will expect approximately 100 Individuals to be present for the event. Responses should detail the following goods and services. No. Description 1 Food: Displayed or standing food station (including vegetarian, kosher, and halal options) 2 Food: Displayed or passed hors d oeuvres (including vegetarian, kosher, and halal options) 3 Food: Displayed or passed desserts 4 Beverage: Full bar with alcoholic (beer, red and white wine, and cocktails) and nonalcoholic drinks Beverage pricing options should be proposed for open bar and on consumption.

2 5 Rental furniture (high top tables and chairs); rental linens (for buffet and high top tables); rental china, glassware, and silverware; room dividers 6 OPTIONAL Floral centerpieces for all tables 7 Staff to serve 100 People 8 Taste testing prior to the event Notes 1. IFES is equipped with kitchens with running water, but do not have ovens. The catering company may use the kitchens for meal preparation, but will have to bring the equipment needed to prepare and serve the meal. 2. The successful offeror will be required to provide a Certificate Of Insurance (COI) prior to the event. Please see Addendum #1 at the end of this RFQ for our Landlord s COI requirements 3. IFES is a tax exempt organization, and as such all pricing should be exclusive of sales tax. REQUIREMENTS Bidders must submit the following: 1. IFES requests bids for the above listed services on a fixed price basis. 2. General information about the bidder history and experience. 3. Detailed description of past experiences providing similar services to organizations. 4. Names, addresses and telephone numbers of three business references, and approval to contact listed references. EVALUATION IFES will evaluate bids based on the following criteria: 1. COST 70% 2. PAST PERFORMANCE 30% Evaluation Criteria Grading for Each Criterion: Exceeds Expectations Meets Expectations Does Not Meet Expectations 2 Points 1 Point 0 Point SCHEDULE OF EVENTS Release of RFQ November 11, 2015 Questions due November 16, 2015 at 11:59pm EST Answers from IFES November 20, 2015 RFQ Closes All Bids due November 25, 2015 at 11:59pm EST GENERAL TERMS AND CONDITIONS 1. Prices quoted must be valid for 30 days. 2. Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. RFQ/16/014 Page 2 of 5

3 3. All procurement will be subject to IFES contractual obligations and contingent on the availability of donor funding. 4. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. 5. IFES reserves the right to accept all or part of the quotation when awarding the purchase order. 6. All information provided by IFES in this RFQ is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from. 7. IFES reserves the right to require any bidder to enter into a non disclosure agreement. 8. The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation. FORM/CONTENT OF RESPONSE All quotations shall: 1. Be in the English language. 2. Contain detailed cost in USD with applicable Tax/Charges clearly identified, provided against each of the categories of services described in this request. 3. Include a contact name, address, and telephone number to facilitate communication between IFES and the Bidder. 4. A brief outline of the company and services offered, including: Full legal name and address of the company or individual; Full legal name of company s President and / or Chief Executive Officer (not applicable for individuals); Year business was started or established 5. All questions and responses must adhere to the schedule noted above and shall be to the attention of Josh Hayes at jmhayes@ifes.org. IFES has zero tolerance for fraud. Fraud is any act or omission that intentionally misleads, or attempts to mislead, to obtain a benefit or to avoid an obligation. If you have concerns about potential fraud in any way related to IFES projects, contracts or activities, please contact IFES Compliance Hotline at compliance@ifes.org or at End of RFQ RFQ/16/014 Page 3 of 5

4 RFQ/16/014 Page 4 of 5 Addendum 1: to RFQ/16/014 Certificate of Insurance Requirements

5 RFQ/16/014 Page 5 of 5