Open Tender – Hotel Venue Catering & Accommodation 2023

Tender Number:                             LBN-FW-2023-02

Contracting Authority:                  Democracy Reporting International gGmbH

Nature of contract:                        Framework Contract for Hotel Venue, Catering, & Accommodation

Service Time Frame:                      From the date of signature until 31 December 2023

Payment Currency:                        USD

Payment Method:                          Bank transfer from Germany

1. About DRI

Democracy Reporting International (DRI) is a non-partisan, independent, not-for-profit organisation registered in Berlin. It has been established in Lebanon since 2016. DRI promotes political participation of citizens, accountability of state bodies and the development of democratic institutions worldwide. Democratic discourse is the basis of our mission and vision. In our work, we facilitate discussion and exchange about democratic government and the need for a continuous discourse adhering to democratic rules.  

2. Description of the services required: hotel venue, catering, and accommodation for DRI’s guests in 2023

DRI is seeking to sign a framework contract with a hotel to host multiple activities, provide catering, and accommodate guests as part of DRI’s mission and projects in Lebanon. The hotel will work under the overall supervision of DRI’s Country Representative and his assigned focal point from the DRI team in Lebanon.

3. Contents of this Tender Document

The document consists of the annexes indicated below and should be read in conjunction with any Addendum that may be issued by DRI.

• Annex I:               Financial Proposal
• Annex II:              Proposal Submission Form
• Annex III:             Service Provider Information Form
• Annex IV:            Technical & Financial Proposal Form
• Annex V:              Criteria for Technical and Financial Evaluation
• Annex VI:            Declaration of Honour

4. Deadline for submission of tender document

The tender documents must be sent no later than 17 February 2023 at 12:00 pm local time (Beirut, Lebanon). Tenders received after the deadline will not be considered.

5. Submission of Queries for Clarifications

Requests for clarification about the contents of the tender document shall be sent no later than 31 January 2023 to the following email address: [email protected]. DRI will provide response or clarification in writing and in a timely manner with all tenderers. Delays in providing such information will not be considered a reason for extending the submission date. Incomplete submissions will not be considered.

6. Award procedure

The tenders complying with the technical proposal as outlined in Section 12 below (“Structure of the Proposal”) and submitted on time will be considered for the evaluation.

7. Award criteria

Please see Annex V.

8. Exclusion criteria

Tenderers shall be excluded from participation, if

• they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; or if
• they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the DRI’s financial interests.

9. Working language

Written communication for this proposal and the tender shall be in English. Informal communication will not be entertained unless allowed by DRI’s Procurement Policy.

10. Structure of Proposal:

The proposal should be structured in the following way: 1) Proposal Submission Form; 2) Service Provider Information Form; and 3) Technical and Financial Proposal.

11. Additional information

Submitting an offer implies acceptance by the tenderer of all terms and conditions of this document and its annexes.

12. Confidentiality

The entire evaluation procedure is confidential.

13. Notification of Award

The successful tenderer will be informed in writing. Unsuccessful tenderers will be informed as well.