TENDER FOR HOTEL SELECTION FOR INTERNATIONAL ALERT TRAINING PROGRAM

International Alert Lebanon is implementing the“Enhancing CSO's ability to foster social stability in Hasbaya and Southern Baalbeck” project in partnership with Deutsche Gesellschaft für International Zusammenarbeit (GIZ) within the framework of “Strengthening Agriculture, Local Communities and Small and Medium Enterprises (ACE)” programme with the financial support of the German Federal Ministry for economic cooperation and development (BMZ).

1. Number of Participants:

The hotel must have the capacity to host up to 32 participants for the specified duration. It's important to note that not all participants will need accommodation, but the hotel should be ready to accommodate those who do.

1. Scheduled Program Dates:

• May 27th to 29th, 2024 (3 days - 2 nights)
• June 5th to 7th, 2024 (3 days - 2 nights)
• July 29th to 31st, 2024 (3 days - 2 nights, Tentative dates)
• August 5th to 7th, 2024 (3 days - 2 nights, Tentative dates)
• August 19th to 21st, 2024 (3 days - 2 nights, Tentative dates)
• September 16th to 30th, 2024 (3 days - 2 nights, Tentative dates for coaching sessions with smaller attendee numbers)
• October 14th to 16th, 2024 (3 days - 2 nights, Tentative dates)
• October 21st to 23rd, 2024 (3 days - 2 nights, Tentative dates)
• November 4th to 15th, 2024 (3 days - 2 nights, Tentative dates)

Additionally, International Alert will organize 5 workshops and learning events. These will include 1 coffee break and lunch without accommodation. 4 workshops will have up to 25 participants, and one learning event towards the end of the project will have up to 50 participants. The workshops will start in January 2025 and conclude in May 2025.

1.  Services Required:

The selected hotel is expected to provide the following specific services:

a. Accommodation:

- Single rooms with in-suite bathrooms.

- High-speed internet access.

- Adequate workspace for participants.

b. Meals:

- Each day, a diverse breakfast menu will be provided upon check-in.

-Two rich coffee breaks, lunch, and dinner per day.

-Lunch offers an open buffet with a variety of menu choices catering to both vegetarian and non-vegetarian preferences.

-On the last day, the package includes two coffee breaks and lunch.

c. Meeting Facilities:

- Fully equipped meeting rooms, featuring one spacious main room and two additional breakout rooms designed for workgroup sessions.

- Comfortable seating arrangements conducive to training sessions.

-Necessary stationery including pencils, pens, flipcharts, and sticky notes.

d. Parking Facilities:

 Sufficient parking spaces for participants are included in the overall price.

1. Payment Method:

Payment will be made via bank transfer within 14 days of the completion of the training program. The payment details will be provided by International Alert upon acceptance of the proposal.

1. Security and Emergency Plan:

The selected hotel must have a comprehensive security and emergency plan in place, including but not limited to evacuation procedures, emergency contact information, and availability of medical assistance. In addition, given the potential risks associated with conflict or war, the hotel's emergency plan should specifically address contingencies for such situations. This plan should be shared and discussed with International Alert before finalization to ensure alignment with safety protocols and procedures.

1. Accommodation:

Participants should be provided with:

-Comfortable single rooms.

-High-quality bedding and amenities.

-24/7 room service.

1. Free Cancellation Policy:

The hotel is expected to offer a free cancellation policy for individual room reservations. This policy should allow participants to cancel their reservations without incurring any charges, as agreed upon with International Alert, even if the cancellation takes place on the same day.

1. Long-Term Agreement:

International Alert is seeking to establish a long-term partnership with a chosen hotel for hosting recurring training programs. The initial agreement will include upcoming training sessions outlined in the program section above. Nonetheless, International Alert reserves the right to terminate the agreement if it finds the hotel's performance unsatisfactory.

1. Proposal Submission:

Interested hotels are requested to submit their detailed proposals by May 16, 2024. The proposals should include:

-Detailed information about the hotel facilities and services.

-Pricing details for accommodation, meals, and other services.

-Emergency security plan.

-Terms and conditions of free cancellation of rooms.

1. Proposal Evaluation:

Proposals will be evaluated based on:

-Suitability of the hotel's facilities and services for the training program.

-Pricing competitiveness.

-Emergency security and crisis management plan.

-Flexibility in cancellation terms.