Request for quotes to procure the services of hotels and restaurant for accommodation in Vientiane Capital

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Request for quotes to procure the services of hotels and restaurant for accommodation in Vientiane Capital

WFD is looking to procure the services of hotels and restaurant for accommodation in Vientiane Capital for WFD staff or consultants travelling to fulfil the objectives of the Lao Programs.

Overview 

Westminster Foundation for Democracy (“WFD”) is the UK public body dedicated to supporting democracy around the world. Operating internationally, WFD works with parliaments, political parties, and civil society groups as well as on elections to help make political systems fairer, more inclusive and more accountable. 

We are a problem-solving, practitioner-led organisation that offers:  

  • High quality and impactful regional and country programmes that directly support the full spectrum of institutions in political systems to develop inclusive political processes, more accountable political systems, protection of rights and freedoms, and more pluralistic societies;  

  • Specialist analysis, research, and advice to inform UK policy makers on a range of democratic governance issues through our Centre of Expertise; and   

  • International elections observation on behalf of the UK.  

Aim of this Request for Quotes  

WFD is issuing this Request for Quotes (“RFQ”) to a range of potential suppliers of goods and/or services and would welcome a proposal or quote from your organisation. 

WFD is inaugurating the “Strengthening Accountability in Laos”, strive to support the Laos National Assembly and the People’s Provincial Assemblies to conduct meaningful oversight. The primary change to which WFD aims to contribute is the increased use of PLS within NA committees and two PPAs. In order to create this change, two NA Committees (the Social and Cultural Committee and the Economy, Technology and Environment Committee) and the two PPAs (Luang Prabang and Khammouane) must be supported to engage in PLS practices, using the newly developed PLS Guide, to undertake scrutiny of national laws and sub-laws that fall under their remit.  

Frequent travel to Vientiane Capital is expected for WFD Regional’s staff, WFD expert and consultants for all other Lao programs. Thus, WFD is looking for hotels and restuarant for accommodation in the Vientiane Capital that offer rooms of international standard, and preferably meeting room arrangements with coffee break, lunch/luncheon and even catering. 

Quote submission 

All proposals or quotes should be submitted by 23:59 on 15th February 2024 in writing and include:  

  • The supplier’s name, status, company number, and registered office address  

  • An overview of the supplier’s relevant experience, expertise, capability and capacity 

  • A description of the good(s) or service(s) to be provided and clear explanation as to how this meets the specification in this RFQ 

  • A transparent quotation of the charge for the good(s) or service(s), in [LAK or USD], to include: a clear breakdown of all costs; any proposed discount applied for WFD as a not-for-profit organisation; and a separate identification of any VAT charges (and/or any other applicable tax, excise or other charges). 

 The proposal or quote should be sent electronically and addressed to: soumaly.rattanavong@wfd.org.  

The same email address should be used for any questions related to this RFQ.  

By submitting a proposal or quote, you agree to comply with WFD’s standard terms and conditions for tendering and key policies, which are found here, and WFD’s Code of Conduct.  

Detailed Specification 

Objective 

WFD’s governance programming in Laos has focused on supporting the National Assembly and the People’s Provincial Assemblies to become stronger and more active governance actors that are able to discharge their primary roles – as the representative organ of the people and as the body holding the executive accountable for its actions – in a more meaningful way. Our programming has been focused on specific key parliamentary practices that can enhance accountability and inclusive representation – pre- and post-legislative scrutiny, gender-sensitive scrutiny of legislation, gender-responsive budgeting and budgetary oversight, judicial oversight and operation of the public petitions system. 

WFD is inaugurating the “Strengthening Accountability in Laos”, strive to support the Laos National Assembly and the People’s Provincial Assemblies to conduct meaningful oversight. The primary change to which WFD aims to contribute is the increased use of PLS within NA committees and two PPAs. In order to create this change, two NA Committees (the Social and Cultural Committee and the Economy, Technology and Environment Committee) and the two PPAs (Luang Prabang and Khammouane) must be supported to engage in PLS practices, using the newly developed PLS Guide, to undertake scrutiny of national laws and sub-laws that fall under their remit. 

As the details above Vientiane Capital is a more frequent travel for country visit before travel to program visit to the provincese. Hotel accommodations with a good international standard while demonstrating good value for money are the main target to ensure safety and effective working environment for all WFD staff, experts, consultants, and delegates.  

Scope of work 

WFD is procuring hotels with international standard in Vientiane Capital to accommodate WFD staff, experts and delegates travelling to fulfil the objectives of WFD’s Lao programs. On average, there will be five trips to Vientiane per year and each trip will accommodate 2-3 guests or more. 

Deliverables 

  • Provide individual double or single bedded room of international standard for each guest, 

  • Provide rooms equipped with secured door locks and a safe 

  • Available Breakfast, Lunch and Dinner options 

  • Meeting room and facilities with coffee break 

  • Catering event and luncheon 

  • Airport Transfer 

Timeline 

The timeline is upon the termination of the contract. 

Payments 

Payments will be made based on the invoices submitted upon each stay. A minimum of 30 days is required for WFD to process the payment. 

Deadline to submit the quote

15 February 2024