Iom Malaysia/ My-2024-Rfq-001: Conference Facilities and Hotel Accommodation Services for Establishment of Long-Term Agreement in Kuala Lumpur and Putrajaya, Malaysia

• Country: Malaysia
• Summary: Iom Malaysia/ My-2024-Rfq-001: Conference Facilities and Hotel Accommodation Services for Establishment of Long-Term Agreement in Kuala Lumpur and Putrajaya, Malaysia
• MYT Ref No: 96608229
• Deadline: 29 Feb 2024
• Financier: International Organization for Migration (IOM)
• Purchaser Ownership: Government
• Tender Value: Refer Document
• Notice Type: Tender
• Document Ref. No.: IOM MALAYSIA/ MY-2024-RFQ-001
• Purchaser's Detail:
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• Description:
• Objective and Scope IOM seeks to engage a qualified vendor located in Malaysia to provide conference facilities and hotel accommodation services for the IOM Malaysia office based in Kuala Lumpur. IOM Malaysia is soliciting proposals to provide all technical and administrative support, human resources, materials and equipment necessary for the provision venue and conference facilities including hotel accommodation and services, conference audio-visual support, sustenance, transfers from/to the airport, and conference/meeting space in Kuala Lumpur and Putrajaya, Malaysia. The vendor shall provide services in two LOTs identified below: LOT 1- Conference Facilities only LOT 2- Accommodation Facilities only Contractual approach and Duration IOM wishes to sign a Long-Term Arrangement (LTA) with one or more vendor(s) for an initial period of one (1) year with possible extensions for one (1)year, at the discretion of IOM and subject to satisfactory performance by the vendor(s) to provide print production services.LTA is a contractual framework in which IOM and a selected vendor agree on a list of services, the conditions of their delivery, and their prices for a defined period. IOM shall provide specific requirements and time frames for each task when required by issuing Institutional Contracts using the terms and conditions agreed in the LTA and the agreed rate/fee stated in the LTA will be used to calculate the contract amount.IOM reserves the right to rescind the LTA should performance not meet its requirements. IOM does not warrant that any quantity of services shall be purchased during the term of the Arrangement and is not bound to purchase any minimum number of services. IOM reserves the right to utilize other sources at its discretion. Technical Requirement of Conference Facilities and Hotel Accommodation Services The vendor must meet the following requirements: Have international standards in providing conferencing and accommodation services with Hotels 3, 4 or 5 stars in Kuala Lumpur and Putrajaya, Malaysia Shall have all the necessary equipment and facilities as well as experienced and professionally trained staff to handle minimum requirements of IOM. Shall have a conference room(s) and related services available in hotel. Offers essential conference facilities and services, this includes venue confirmation, lightening and decoration of building andexhibition panel, flipchart, paper and set of markers, name tag, pens, direction signs holders, name tent holders, stage, security, audio-visual system such as LCD Projector, screen, pointers, microphone, and etc. Catering ancillary staff. Have reliable internet connection in the hotel conference facilities and room accommodation. Ability to provide transportation services, if required Shall have parking space for vehicles. Hotel and its facilities shall be friendly to persons with disabilities (PWDs). Hotel will be cleared by United Nations Department of Safety (UNDSS) based on their minimumrequirements (Note: No LTA will be signed until the UNDSS clearance is obtained). Conference Facilities include but are not limited to: Ability to facilitate participants, staff, and other delegates to the venue and assists throughout the event. Ability to set-up multiple styles for sitting arrangements in meeting rooms e.g. conference, theatre, etc. Meeting room with adequate lighting. Meeting room with adequate spaces for installing boxes for interpretation. Provide secretariat room for organizer if requested. Good internet connections to be available in the conference and secretariat rooms. Secured parking facility. Audio-visual system (such as project or, screen, microphone, etc.) and sound system to be organized if requested. Provision for movement specially for persons with disability such as wheelchair and separate pathways for walking or lifts instead of staircase. Ability to provide meeting packages as follow with the minimum requirements:- Half day meeting package (1 coffee/tea break inclusive of drinking water, lunch)- Full day meeting package (2 coffee/tea breaks inclusive of drinking water, lunch) Assistance of Professional PersonnelTo have competent staff to facilitate workshops and events. This includes personnel to assist in setting up the IT and audio-visual systems and requirements during conferencing, as well as floor staff to ensure the on-time serving of food and readiness to provide assistance if requested. Catering Services:The catering should includevegetarian options. The provider should cater for AM/PM tea/coffee, snacks, lunch, and dinner. The beverages package must include all non-alcoholic drinks, such as cordial drinks, water, tea, and coffee. The minimum content for coffee breaks should include tea, coffee, milk, sugar, and a selectionof fruits, food or snacks, such as baked goods and confectionery. Hotel Accommodation Services include but are not limited to: Ability to accommodate meeting participants, staff, and other delegates with access to persons with disability. Have basic facilities in the rooms such as single or double bed, air-conditioning, TV screen, telephone for emergency, hot and cold water, toiletries, and towel. Have internet connection and safe deposits in rooms and washing/ironing provisions. Secured parking facility. Non-smoking rooms available Accessible Room for persons with disability. Long-term Accommodation (without conference):For IOM staff who come from outside of Malaysia and may stay for a minimum of one (1) night or more. The key requirement is a single/double room on a bed and breakfast basis with internet access (internet cable or Wi-Fi) in the room. These services will be requested through any IOM staff member directly for his/her personal use and will be paid directly by the staff member, IOM will not be responsible to settle any private invoices for staff members. Short-term Accommodation (with conference Room):Accommodation linked to a conference/training/workshop event, participants may come from abroad or from within Malaysia. Therefore, the number of rooms may not always be commensurate with the number of event participants. Internet connection available in the rooms. These services will be requested through IOM focal point and, apart from personal expenses of IOM staff members or their guest, covered by IOM Purchase Orders (POs). Any additional expenses like telephone, minibar, or extra days including upgrade of accommodation will not be covered by IOM. Bids Evaluation process In making the final decision, IOM considers both technical and financial aspects. The Evaluation Team first reviews the technical aspect of the proposal for each LOT followed by the review of the Finance proposal of those vendors who pass the technical evaluation for the respective LOT. Proposal for each LOT must be submitted separately as the evaluation for each LOT would be completed separately against the requirements as indicated in the Terms of Reference. Prior to the reviewing of the technical aspect of the proposal, the administrative compliance will be reviewed first for their completeness in terms of all the requested information being provided and adherence to administrative instructions for submission. Those proposals that successfully pass the administrative check shall qualify for the Technical evaluation. Preliminary Examination of Bids [Pass/Fail criteria] This stage of the evaluation is to assess the mandatory requirements in terms of document formality required for each bidder with pass or fail criteria before undertaking their detailed examination or evaluation. Confirmation will be done one by one, whether the submitted documents and format are in conformity with the requirement as mentioned above.Any Bid that does not meet the Mandatory requirements shall not be considered for technical evaluation.However, IOM also reserves the right to waive mandatory requirements in the following instances:In the event that none of the submitted proposals meet all the mandatory requirements, IOM reserves the right to allow to pass to the next step ofevaluation the proposals that in their sole discretion most closely meet the requirements, and IOM also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of IOM.
• Documents:

 Tender Notice

Finanacial-Offer-Form-for-Lot-2--ANNEX-5b.xlsx

Finanacial-Offer-Form-for-Lot-1--ANNEX-5a.xlsx

Request-for-Quotation-for-Conference-facilities-and-Hotel-Accommodation.docx