INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) RFP/14/074 - Request for Pricing: U.S. Election Program Venue (Lot 1); Election Night ...
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INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS
(IFES)
Request for Pricing: U.S. Election Program Venue (Lot 1);
Election Night Reception (Lot 2) and
Democracy Awards Dinner Venue (Lot 3)
RFP/14/074
March 12, 2014Table of Contents
1 INTRODUCTION ............................................................................................................................. 3
1.1 Purpose ....................................................................................................................... 3
1.2 Coverage & Participation ............................................................................................ 3
2 GENERAL INFORMATION ............................................................................................................... 3
2.1 The Organization ......................................................................................................... 3
2.2 Schedule of Events ...................................................................................................... 3
3 PROPOSAL PREPARATION INSTRUCTIONS .................................................................................... 3
3.1 Service Provider’s Understanding of the Inquiry ....................................................... 3
3.2 Good Faith Statement................................................................................................. 4
3.3 Communication ........................................................................................................... 4
3.4 Proposal Submission ................................................................................................... 5
3.5 Criteria for Selection ................................................................................................... 5
3.6 Selection and Notification .......................................................................................... 5
4 SCOPE OF WORK/SPECIFICATIONS................................................................................................ 6
5 FUNCTIONAL REQUIREMENTS..................................................................................................... 12
5.1 Timeline ..................................................................................................................... 12
5.2 Location ..................................................................................................................... 12
6 QUALIFICATIONS & REFERENCES ................................................................................................ 12
7 BUDGET & ESTIMATED PRICING .................................................................................................. 13
8 ADDITIONAL TERMS & CONDITIONS ........................................................................................... 19
8.1 Non‐Disclosure Agreement ...................................................................................... 19
8.2 Costs .......................................................................................................................... 19
8.3 Intellectual Property ................................................................................................. 19
8.4 Service Provider’s/Vendor Responses ..................................................................... 19
8.5 Partial Awarding ....................................................................................................... 20
8.6 No Liability ................................................................................................................ 20
8.7 Entire RFP .................................................................................................................. 20
9 SERVICE PROVIDER CERTIFICATION ...................................................................................................... 21
Page 2 of 221 INTRODUCTION
1.1 Purpose
The purpose of this Request for Pricing (RFP) is to invite prospective service providers to
submit a proposal for Conference Services for the U.S. Election Program (Lot 1), Election Night
Reception (Lot 2) and the Democracy Awards Dinner (Lot 3). The RFP provides service
providers with the relevant operational and performance requirements.
Vendors are invited to submit bids for one or multiple lots.
1.2 Coverage & Participation
IFES reserves the right not to enter into any contract, to add and/or delete elements, or to
change any element of the coverage and participation prior to the award without prior
notification at any time without any liability or obligation of any kind or amount.
2 GENERAL INFORMATION
2.1 The Organization
The International Foundation for Electoral Systems (IFES) is an independent, non‐
governmental organization providing professional support to electoral democracy. IFES
promotes democratic stability by providing technical assistance and applying field‐based
research to the electoral cycle worldwide to enhance citizen participation and strengthen civil
societies, governance and transparency.
2.2 Schedule of Events
The following tentative schedule will apply to this RFP, but it may change in accordance with
the IFES’ needs or unforeseen circumstances. Changes will be communicated by e‐mail to all
firms submitted complete Notice of Intention (Schedule “A”).
Issuance of RFP on March 12, 2014
Technical Questions/Inquiries Due by March 24, 2014, at 7:00 p.m. EDT
Answers/Addenda from IFES on March 28, 2014
RFP Closes on April 6, 2014, at 11:00 p.m. EDT
3 PROPOSAL PREPARATION INSTRUCTIONS
3.1 Service Provider’s Understanding of the Inquiry
In responding to this RFP, the service provider accepts full responsibility to understand the
RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain
Page 3 of 22such understanding. IFES reserves the right to disqualify any service provider/vendor who
demonstrates less than such understanding. Furthermore, IFES reserves the right to
determine, at its sole discretion, whether the service provider/vendor has demonstrated such
understanding. Such disqualification shall be at no fault, cost, or liability whatsoever to IFES.
3.2 Good Faith Statement
All information provided by IFES in this RFP is offered in good faith. Individual items are
subject to change at any time before the award. 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.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a
specified procurement officer in charge of managing this RFP process. In no case shall verbal
communication govern over written communication.
3.3.1 Notice of Intention: Service providers interested in bidding to this RFP are
encouraged to notify IFES of their interest as soon as possible by filling and
sending to the contact below the Notice of Intention herewith attached as
Schedule A. However, the Notice of Intention is not mandatory and is does not
legally bind the interested service provider.
Attention: Josh Hayes
Fax: +1 202 350 6701
E‐mail: jmhayes@ifes.org
3.3.2 Service Providers’ Inquiries. Applicable terms and conditions herein shall govern
communications and inquiries between IFES and service providers as they relate
to this RFP. Inquiries, questions, and requests for clarification related to this RFP
are to be directed in writing to:
Attention: Josh Hayes and Joseph Marcus
Fax: +1 202 350 6701
E‐mail: jmhayes@ifes.org; jmarcus@ifes.org
3.3.3 Formal Communications shall include, but are not limited to:
Questions concerning this RFP must be submitted in writing.
Errors and omissions in this RFP and enhancements. Service providers shall
recommend to IFES any discrepancies, errors, or omissions that may exist
within this RFP. With respect to this RFP, service providers shall recommend
to IFES any enhancements, which might be in IFES best interests.
Page 4 of 22 Inquiries about technical interpretations must be submitted in writing.
Addenda to this RFP.
3.3.4 Addenda: IFES will make a good‐faith effort to provide a written response to the
questions or request for clarification that requires addenda per the Schedule of
Events in 2.2.
3.4 Proposal Submission
It is mandatory for bidders to send proposals in electronic copy via e‐mail to both Josh Hayes,
jmhayes@ifes.org, and Joseph Marcus, jmarcus@ifes.org on or prior to the closing date and
time shown in the Schedule of Events in 2.2.
3.5 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated competence,
compliance, format, and organization. The purpose of this RFP is to identify those suppliers
that have the interest, capability, and financial strength to supply IFES with the product and
service identified in the Scope of Work and/or Specifications.
Evaluation Criteria (apply to all Lots):
1. Quality of Space (layout of meeting space and rooms, proximity of rooms to each
other [if applicable], accessibility)
1.1 Weight: 20%
2. Pricing and Payment Terms
2.1 Weight: 30%
3. Location (Proximity to IFES headquarters and Metro accessibility)
3.1 Weight: 30%
4. Service Provider’s Experience
4.1 Weight: 20%
Evaluation Criteria Grading for Each Criterion:
Exceed Expectations 10 Points
Meets Expectations 5 Points
Did Not Meet Expectations 0 Points
3.6 Selection and Notification
Service providers determined by IFES who possess the capacity to compete for this contract
will be selected to move into the negotiation phase of this process. Written notification will
be sent to these service providers via mail. Those service providers not selected for the
negotiation phase will not be notified.
Page 5 of 224 SCOPE OF WORK/SPECIFICATIONS
2014 U.S. Election Program (Lot 1)
Scope of Work
The International Foundation for Electoral Systems (IFES)’ United States Election Program (USEP)
is a four‐day conference (with one day of on‐site preparation) to be held from Saturday,
November 1 to Wednesday, November 5, 2014, in the Washington, D.C. area. The USEP brings
together election officials, academics and experts who represent more than 40 countries around
the world. This year, IFES expects 200 participants during the Monday and Wednesday sessions
and up to 250 for the Tuesday program.
On‐site preparation will begin on Saturday, November 1. The actual event will begin on Sunday,
November 2, and end on Wednesday, November 5, 2014. However, some guests may stay beyond
the end of the program. The event consists of plenary sessions with a number of breakout
sessions. IFES will also provide tours of polling stations in Washington, D.C., Virginia and Maryland
on Election Day, thus there is a need for a staging area for a handful of small buses.
Day 1—Saturday, November 1
Office and Storage Room for IFES staff starting at 12:00 p.m.
Day 2—Sunday, November 2
Registration: 9:00 a.m. ‐ 5:00 p.m.
Open area adjacent to plenary session meeting rooms with space for backdrop.
Two Tables
Four Chairs
Plenary Session I w/ Opening Remarks: 2:00 p.m. ‐ 3:30 p.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Afternoon Break: 3:35 p.m. ‐ 3:55 p.m.
Coffee and Tea Service—assortment of snacks
Plenary Session II: 4:00 p.m. ‐ 4:30 p.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
Page 6 of 22c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
President’s Welcome Reception: 7:00 p.m. ‐ 9:00 p.m.
Small Ballroom—Mixed Standing and Sitting—200 people
Cocktail tables and Round Tables with Chairs. Floral centerpieces at each table.
Small stage for 4 or 5 people, podium, and backdrop.
Press to talk microphone accessible at speaker’s podium, multbox/audio mixer with all
necessary power supply and cabling.
Food and Beverage
Heavy hors d'oeuvres and bar services.
Provide hors d'oeuvres menu and per person and hourly pricing for beverage and bar services.
Day 3—Monday, November 3
Breakfast: 8:00 a.m. ‐ 9:00 a.m.
Breakfast Buffet—200 people
Beverages: coffee, tea, water, juices
Large Room—Round tables—200 people
Registration: 9:00 a.m. ‐ 5:00 p.m.
Open Area with space for backdrop—adjacent to meeting rooms.
Two Tables
Four Chairs
Plenary Session III: 9:15 a.m. ‐ 10:30 a.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Morning Break: 10:35 a.m. ‐ 10:55 a.m.
Coffee, tea and water service—assortment of snacks
Plenary Session IV: 11:00 a.m. ‐ 12:15 p.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one or two large projector screen(s) approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Lunch: 12:30 p.m. ‐ 1:30 p.m.
Large Room—Round tables—200 people
Page 7 of 22Lunch Buffet—200 people
Beverages: water, iced tea, soda, tea, coffee
Plenary V: 1:40 p.m. ‐ 2:55 p.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one or two large projector screen(s) approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Afternoon Break: 3:00 p.m. ‐ 3:15 p.m.
Coffee, tea and water service—assortment of snacks
Plenary VI: 3:20 p.m. ‐ 4:35 p.m.
Large Room—Classroom style—200 people
a. Featuring a wheelchair accessible stage capable to display a podium with microphone
for speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one or two large projector screen(s) approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Baxter Award Reception—6:00 p.m. ‐ 8:00p.m.
Small Ballroom—Mixed Standing and Sitting—175‐225+people
Cocktail tables and Round Tables with Chairs. Floral centerpieces at each table.
Small stage for 4 or 5 people, Standing table, podium, and backdrop.
Press to talk microphone accessible at speaker’s podium, multbox/audio mixer with all
necessary power supply and cabling. Small Podium in the rear of room.
Food and Beverage
Heavy hors d'oeuvres and bar services.
Provide hors d'oeuvres menu and per person and hourly pricing for beverage and bar services.
Day 4—Tuesday, November 4
Breakfast: 8:00 a.m. ‐ 9:30a.m.
Breakfast Buffet—250 people
Beverages: coffee, tea, water, juices
Large Room—Round tables—250 people
a. Featuring a wheelchair accessible stage capable with long rectangular table for three
speakers with microphones for each speaker.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Lunch: 1:30 p.m. ‐ 3:30 p.m.
Large Room—Round table—250 people
Page 8 of 22Lunch Buffet—250 people
Beverages: water, iced tea, soda, tea, coffee
Day 5— Wednesday, November 5
Breakfast: 8:00 a.m. ‐ 9:00 a.m.
Breakfast Buffet—200 people
Beverages: coffee, tea, water, juices
Large Room—Round tables—200 people
Session I: 9:15 a.m. ‐ 10:30 a.m.
Large Room—Classroom style—200 people
a. Featuring a physically accessible stage capable to display a podium with microphone for
speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Morning Break: 10:35 a.m. ‐ 10:55 a.m.
Coffee, tea and water service—assortment of snacks
Session II: 11:00 a.m. ‐ 12:15 p.m.
Large Room—Classroom style—200 people
a. Featuring a physically accessible stage capable to display a podium with microphone for
speaker remarks and two rectangular head tables to host as many as five speakers at
any one time.
b. Displaying one large projector screen approximately 7.5’ wide by 10’ tall.
c. Accommodating five interpreter booths, each equipped for two interpreters.
d. Ethernet access to internet for one computer in the rear.
Closing Remarks: 12:20 p.m.
Same Room as Session II
Lunch: 12:30 p.m. ‐ 1:30 p.m.
Boxed Lunches
Beverages: water, iced tea, soda, tea, coffee
Additional Space:
Office and Storage Room for IFES staff
Saturday, November 1, 12:00 p.m. – Wednesday, November 5, 5:00 p.m.
Two Small Prayer Rooms
Sunday, November 2, 8:00 a.m. – Wednesday, November 5, 5:00 p.m.
Exhibit Area near Plenary Sessions
Sunday, November 2 from 9:00 a.m. to Wednesday, November 5 at 2:00 p.m.
Accommodate one‐table top exhibit for as many as 20 exhibitors.
Page 9 of 22Four breakout rooms (in addition to exhibitors’ space, plenary, prayer and office rooms):
Sunday, November 2 from 9:00 a.m. to Wednesday at 4:00 p.m.
a. Accommodate a minimum of 30 persons each room in a ‘classroom’, ‘U‐shape’ or ‘tables
of round’ setting.
b. Two wireless microphones per meeting room (total of four rooms/eight microphones);
multbox/audio mixer with all necessary power supply and cabling; flip chart and
markers.
Election Night Reception (Lot 2)
Scope of Work
Background
IFES hosts an Election Night Reception during every U.S. Election Program. The reception allows
guests to watch the results of the elections, mingle and share experiences. The reception space
should contain projection screens and cable TV connection so that multiple channels can be
projected at once. A dinner of heavy hors d’oeuvres and open bar are provided.
Election Night Reception: November 4, 2014 from 7:00 p.m. to 12:00 a.m.
Large Ballroom—Mixed Standing and Sitting—250 people
Cocktail tables and Round Tables and Chairs. Floral centerpieces at each table.
a. Press to talk, microphone accessible at speaker’s podium and two microphone
stands; multbox/audio mixer with all necessary power supply and cabling.
b. Projection of multiple television news channels. Projection package that includes
multiple smaller screens and one primary screen approximately 7.5’ wide by 10’ tall
and all necessary screen‐dressings, pipe and drape, cables and long‐throw LCD
projector with a minimum of 3,000 lumens.
Food and Beverage
Heavy hors d'oeuvres (both passed and at food stations) and bar services.
Beverages: cocktails, beer, red and white wine, mixers, iced tea, water
Page 10 of 222014 Democracy Awards Dinner (Lot 3)
Scope of Work
IFES’ Annual Gala fundraising dinner pays tribute to outstanding men and women who share a
common commitment to freedom and democracy.
IFES will present this year’s awards in Washington, D.C., on Wednesday, October 1, 2014. A
reception will begin at 6:00 P.M. and dinner will begin at 7:00 P.M. IFES expects 320 current and
former Members of Congress, foreign dignitaries, notable business leaders and international
development professionals will attend.
Meeting/Function Space
1. Registration area with two skirted rectangular tables and four chairs.
2. Grand ballroom or meeting area capable of
a. Seating for 320 guests for dinner in rounds of ten.
b. Featuring a stage area capable to display two national flags, a podium with
microphone for speaker remarks, three chairs, a coffee‐table and small stand to
feature three crystal awards.
i. Access to stage for Persons with Disabilities may be required
c. Displaying two large screens approximately 7.5’ wide by 10’ tall.
3. Meeting space in addition to dining area that will accommodate 320 guests for a stand‐
up reception.
4. Meeting room that can serve as an office for event preparation and temporary storage of
registration materials and signage from 12:00 P.M. to 11:00 P.M. on October 1, 2014.
5. Meeting space nearby reception or dinner area that will feature a 16’ wide by 8’ tall IFES
banner to be used as a backdrop for staged event photography
6. Meeting space nearby reception or dinner area to serve as an exhibit area featuring as
many as twelve 2’ x 3’ framed posters
7. Meeting room that can act as Greenroom for VIPs
Food and Beverage
Reception, 6:00 p.m. to 7:00 p.m.
Hors d'oeuvres and bar service (liquor, beer, red and white wine, mixers, iced tea, water)
considering 320 guests
Dinner, 7:00 p.m. to 10:00 p.m.
Request two, but no more than four plated menu options and price for a three course dinner
(salad, entrée and dessert) consistent for all 320 meals and a wine menu. Please consider
vegetarian, Halal and Kosher dietary restrictions in planning each menu.
Page 11 of 22Floral Centerpieces
One centerpiece at each dinner and cocktail table
Audio‐Visual
Press to talk, microphone accessible at speaker’s podium. Stage scene options and lighting,
multbox and two LCD projection packages that include screens approximately 7.5’ wide by
10’ tall and all necessary screen dressings, pipe and drape, cables and long‐throw LCD
projectors with a minimum of 5,000 lumens each.
Please specify if vendor will allow client to bring in outside A/V equipment or service
provider.
5 FUNCTIONAL REQUIREMENTS
5.1 Timeline
The U.S Election Program (Lot 1) will begin on November 1, 2014, at 12:00 p.m. and end on
November 5, 2014, at 5:00 p.m.
The Election Night Reception (Lot 2) will take place on November 4, 2014, between 4:00 p.m.
and 12:00 a.m.
The Democracy Awards Dinner (Lot 3) will take place on October 1, 2014, between 12:00 p.m.
and 11:00 p.m.
5.2 Location
The U.S Election Program (Lot 1) will take place in Washington, D.C., Maryland or Virginia, at
a location that is within a five‐minute walk of a Metro station.
The Election Night Reception (Lot 2) will take place in Washington, D.C., Maryland or Virginia,
at a location that is within a five‐minute walk of a Metro station.
The Democracy Awards Dinner (Lot 3) must take place within Washington, D.C.
6 QUALIFICATIONS & REFERENCES
The service provider must provide the following information in order for their proposal to be
considered:
1. A brief outline of the company and services offered, including:
Page 12 of 22 Full legal name and address of the company
Full legal name of company’s President and / or Chief Executive Officer
Registration Documents
U.S. companies must indicate if they are a registered Small Business (Woman
owned, veteran‐owned, Minority‐owned, Disabled, Service Disabled Veteran‐
owned)
2. Evidence of successful completion of a project of a similar size and complexity.
3. References: Contact information for no less than three references from projects similar
in size, application, and scope and a brief description of their implementation (including
location and year)
7 BUDGET & ESTIMATED PRICING
The service provide must fill out the following cost breakdown for the implementation of their
service for IFES’s project as described in this RFP. The service provider/vendor must agree to keep
these prices valid for minimum of 90 calendar days.
Pricing must be in US Dollars (USD). 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.
All pricing should be exclusive of taxes. Vendors are invited to submit bids for one or multiple
lots.
Lot 1: U.S. Election Program Event
Please provide total pricing based on the specifications listed in Section 4 of the RFP.
Unit
Total Price
No. Item Description QTY Units Price
USD
USD
1. Meeting Spaces 1 event 1 lot
ancillary items/equipment,
including easels and flagpoles
Excluding A/V equipment
2. A/V equipment 1 event 1 lot
3. Coat check 1 event 1 lot
4. TBD (based on
Floral arrangements 1 event total number of
tables)
Page 13 of 22Please provide unit pricing, based on a total of 150 guest rooms for four nights
Unit
No. Item Description QTY Units Price
USD
Guest Rooms – single rate 4 nights 150
1.1 rooms
Nights of November 1-4
Guestroom Commitment: Run of house
Guest Rooms – double rate 4 nights 150
1.2 rooms
Nights of November 1-4
Guestroom Commitment: Run of house
1 meal 600
1.3 guest
Guest Rooms – continental breakfast
nights
1 service 600
1.4 guest
Guest Rooms – wireless internet
nights
Please provide food and beverage menu, with pricing, based on the specifications in Section 4
of the RFP
No. Item Description QTY Units
1. 1 event 1 lot
Food
Please consider vegetarian, Halal and
Kosher dietary restrictions in planning
each menu
Please provide rice options as well
Please provide food pricing list
2. 1 event 1 lot
Beverage
Specify if kosher wines are available
Please provide a beverage pricing list
Page 14 of 22Please provide pricing options for the following services
No. Item Description QTY Units
1. Valet services 1 service 1 vehicle
2.
Parking ‐ hourly 1 service 1 hour
3.
Parking ‐ overnight 1 service 1 night
4. Shuttle service – venue/IAD 1 service 1 roundtrip
5.
Shuttle service – venue/DCA 1 service 1 roundtrip
6.
Internet – hard wired 1 service 1 connection
7.
Internet ‐ wireless 1 service 1 connection
8.
Executive Suite 1 room 1 night
9.
Junior Suite 1 room 1 night
Additional: Guest Rooms
1. Please answer: The hotel will provide one complimentary room for a food and
beverage minimum of USD $_______;
2. Please specify how many executive and junior suites are available at the hotel;
3. Please confirm check‐in and check–out times. Can early check‐in and late check‐out
be provided (subject to availability)? If so, please specify the times;
4. Provide attrition as a percentage of total commitment;
5. Please specify how many guestrooms are available at hotel and
6. Specify when is the latest date we can increase the number of rooms guaranteed.
Additional: Other
1. Identify recommended areas for up to six minibuses waiting to shuttle participants
to and from event venues at times specified in the participant agenda;
2. Highlight compliance with the Americans with Disabilities Act (ADA);
3. Specify if vendor will allow client to bring in outside A/V equipment and outside
service provider;
4. Preference will be given to hotels that can host all events on one floor/level—please
include floor plan that highlights the event spaces being offered/ recommended;
5. Parking for loading trucks available on/or close to premise;
6. Specify flexibility on times to enter premises for set up and
7. Kindly detail any additional fees.
Page 15 of 22Lot 2: Election Night Reception
Unit
Total Price
No. Item Description QTY Units Price
USD
USD
Large Ballroom 1 room 1 day
1. ancillary items/equipment
excluding A/V equipment
2. A/V equipment 1 event 1 lot
3. 1 lot 320
Food – 3 hours
guests
Heavy hors d’oeuvres
Please consider vegetarian, Halal and
Kosher dietary restrictions in planning
each menu
Please provide rice options as well.
Please provide food menu
4. 4 hours 320
Beverage – 3 hours
guests
Beverages: cocktails, beer, red and
white wine, mixers, iced tea, water
Bar service
Specify if kosher wines are available
Please provide beverage menu
5. 1 service 1 event
Coat check
6. 1 event TBD
(based
Floral arrangements on total
number
of tables)
Total
Shipping/Freight/Delivery Costs
Grand Total
Page 16 of 22Please provide pricing options for the following services
No. Item Description QTY Units
1. Valet services 1 service 1 vehicle
2.
Parking ‐ hourly 1 service 1 hour
3.
Parking ‐ overnight 1 service 1 night
4.
Internet – hard wired 1 service 1 connection
5.
Internet ‐ wireless 1 service 1 connection
Lot 3: Democracy Awards Dinner
Please provide total pricing based on the specifications listed in Section 4 of the RFP.
Unit
Total Price
No. Item Description QTY Units Price
USD
USD
Meeting Spaces 1 lot 1 lot
1. ancillary items/equipment
excluding A/V equipment
2. A/V equipment 1 event 1 lot
3. 1 lot 320
Food
guests
Hors d’oeuvres
Three-course dinner
Please consider vegetarian, Halal and
Kosher dietary restrictions in planning
each menu
Please provide rice options as well.
Please provide food menu
4. 4 hours 320
Beverage
guests
Specify if kosher wines are available
Please provide beverage menu
5. 1 service 1 event
Coat check
6. TBD
Floral arrangements 1 event (based
on total
Page 17 of 22number
of tables)
Total
Shipping/Freight/Delivery Costs
Grand Total
Please provide unit pricing, based on the specifications below
Unit
No. Item Description QTY Units Price
USD
Guest Rooms – single rate 8 nights 1 room
1.1 Guestroom Commitment: Run of house rate
September 30: 1
October 1: 6
October 2: 1
Guest Rooms – double rate 8 nights 1 room
1.2 Guestroom Commitment: Run of house rate
September 30: 1
October 1: 6
October 2: 1
Executive/Presidential Suite 5 nights 1 room
1.3 September 30: 1 rate
October 1: 3
October 2: 1
Guest Rooms – continental breakfast 1 meal 13 guest
1.4 nights
1.5 Guest Rooms – wireless internet 1 service 13 guest
nights
Page 18 of 22Please provide pricing options for the following services
No. Item Description QTY Units
1. Valet services 1 service 1 vehicle
2.
Parking ‐ hourly 1 service 1 hour
3.
Parking ‐ overnight 1 service 1 night
4.
Internet – hard wired 1 service 1 connection
5.
Internet ‐ wireless 1 service 1 connection
Additional
1. Please answer. The hotel will provide one complimentary room for a food and beverage
minimum of USD $_______.
2. Please specify how many executive and junior suites are available at hotel
8 ADDITIONAL TERMS & CONDITIONS
8.1 Non‐Disclosure Agreement
IFES reserves the right to require the service provider/vendor to enter into a non‐disclosure
agreement.
8.2 Costs
The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be
incurred by a service provider/vendor or 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.
8.3 Intellectual Property
The respondent should not use any intellectual property of IFES including, but not limited to,
all logos, registered trademarks, or trade names of IFES, at any time without the prior written
approval of IFES, as appropriate.
8.4 Service Provider’s/Vendor Responses
All accepted responses shall become the property of IFES and will not be returned.
Page 19 of 228.5 Partial Awarding
IFES reserves the right to accept all or part of the quotation when awarding the purchase
order.
8.6 No Liability
IFES reserve the right to accept or reject any quotation or stop the procurement process at
any time before the award, without assigning any reason or liability.
IFES shall not be liable to any service provider/vendor, person, or entity for any losses,
expenses, costs, claims, or damages of any kind:
Arising out of, by reason of, or attributable to, the service provider/vendor responding
to this RFP; or
As a result of the use of any information, error, or omission contained in this RFP
document or provided during the RFP process.
8.7 Entire RFP
This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.
Page 20 of 229 Service Provider Certification
This certification attests to the service provider’s/vendor’s awareness and agreement to the
content of this RFP and all accompanying calendar schedules and provisions contained herein.
The service provider/vendor must ensure that the following certificate is duly completed and
correctly executed by an authorized officer of your company.
This proposal is submitted in response to RFP/14/074 issued by IFES. The undersigned is a duly
authorized officer, hereby certifies that:
(Service Provider/Vendor Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms,
conditions, and provisions of the referenced RFP and any addenda thereto in the event of an
award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a
period of 90 calendar days.
The undersigned further certify that their firm (check one):
IS
IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The
undersigned agree to notify IFES of any change in this status, should one occur, until such time as
an award has been made under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
Signature of Authorized Officer:
Name: Title:
Signature: Date:
Page 21 of 22Schedule “A”
Notice of Intention
RFP/14/074
From:
Name: [INSERT COMPANY NAME]
Contact: [INSERT NAME OF AUTHORIZED REPRESENTATIVE]
Phone: [INSERT TELEPHONE NO.]
Fax: [INSERT FAX NO.]
Email: [INSERT E‐MAIL]
Please state your intention with regard to the subject Request for Pricing by selecting one of the
following:
[ ] Intends to respond to IFES Request for Proposal/Quotation
[ ] Does not intend to respond to IFES Request for Proposal/Quotation
TO:
International Foundation for Electoral Systems
Attention: Josh Hayes
Fax: +1 202 350 6701
E‐mail: jmhayes@ifes.org
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