Terms of Reference for Providing Hotel Services

Posted on Opportunities

About TaRL Africa 

Teaching at the Right Level (TaRL) Africa which began as a joint venture between Pratham International (an Indian based NGO) and J-PAL is now an independent organization registered in Kenya, with our headquarters in Nairobi, Kenya. We strengthen children’s foundational literacy and numeracy skills by using the evidence-based Teaching at the Right Level approach. TaRL Africa supports governments and organizations in over 12 countries across Sub-Saharan Africa. We have teams working directly with governments in Côte d’Ivoire, Nigeria, and Zambia. Additionally, we provide remote support to partners in other African countries. We build the capacity of governments and organizations to design, deliver and scale impactful programs, while learning and sharing how the approach can be improved for different contexts. 

Our mission is to support every child across Africa build foundational skills for a better future. 

As part of operational functions, we are seeking qualified and proven Hotel Service Providers to offer hotel services across our various areas of operations in Nigeria. 

Administrative Information 

TaRL Africa Nigeria therefore requests quotations from interested and competent hotel service providers. The intent of this RFQ is to secure competitive quotes and select reputable hotels to provide hotel services for TaRL Africa Nigeria program office in the following locations: 

Abuja, Kaduna, Bauchi, Kebbi, Kano, Borno, Adamawa, Yobe, Katsina, Sokoto and Gombe.

Administrative Requirements 

The submitted quotes must include the following mandatory attachments. 

  1. Brief profile of the Hotel. 
  2. Full name of current directors/shareholders. 
  3. Certificate of registration such as certificate of incorporation and VAT/IRS. d. Bank Details, Physical address, Emails and Phone numbers 
  4. Evidence of current and active applicable certification for the sector of operation (e.g., Business permit etc.) 
  5. TIN and current Tax Clearance Certificate. 
  6. A minimum of three (3) references from current clients. 
  7. Current Hotel Services quotes/costs across the mentioned locations. 

Eligibility 

All applicants should provide the following 

Certificate of registration/incorporation, memorandum and article of association and valid Tax Identification Number TIN. 

Vendor must be licensed/authorized for services to be rendered (please provide supporting documentation) 

Company profile briefly reflecting the core competencies, key management personnel and clearly stating the physical verifiable office address, phone number, website link and email address. 

Minimum of 3 reputable references active within the last three years. Note that applicable government taxes will be deducted prior to making payment for services provided. 

Technical Specifications 

The table below contains the technical requirements of the services. Potential service providers are requested to provide quotations containing the information below on official letterhead or official quotation format. 

Please, applicants are to provide most competitive fixed rates for their services that will be valid for the next 12 months. 

Description and Specification  Quoted Price
Meals
Breakfast where applicable
Parked Lunch
Buffer lunch where applicable
Other Services
Accommodation
Room Rates
a)
b)
c)
d)
Service Apartments
a) One Bedroom 

b) Two Bedrooms

c)Three Bedrooms 

d)Four Bedrooms 

Meeting/Conference Halls 

a)

Flat rates are highly encouraged 

Terms of Agreements 

Terms of agreement should include but not limited to: 

  • Late checkout considerations. 
  • Partnership with other hotels (in the event of fully booked situation) 
  • Priority services. 
  • Cancellations policy. 
  • Reservation protocols. 

Standard Requirements 

The hotel should be clean, inside and outside and have existing HSE Policy measures.

The hotel should have good relationship with the police and other sister security agencies. 

The hotel must have good local reputation and is accustomed to welcoming INGO workers. 

The hotel must be well lit to ensure good surveillance, visibility and criminal deterrence potentials. 

The hotel perimeter wall must meet standard requirements and must be enhanced with razor wires and or electric fence. 

The hotel must have adequate parking space within the compound for project and employee vehicles. 

Generally, the hotel must have surveillance systems, access control measures, room security systems and infrastructures such as internet services good fire safety measures, unobstructed emergency exit, adequate fire extinguishers, provision for first aid and a backup generator among others. 

TaRL Africa Obligation 

Make follow up on timely payment. 

Provide information as and when required by the service provider. 

Monitor performance and provide feedback to the service provider. 

Conduct Hotel Security and Risk Assessment twice yearly. 

May take any other guidance as may be advised by the service provider.

Joint Obligation 

Continuous monitoring for quality management and improvement. 

Duration of Service 

Initial one year with possibility of renewal base on satisfactory performance.

Payment terms 

Monthly upon the submission of accurate invoice and relevant documentation.

All payment shall be made in Nigerian currency and by bank transfer.

Payment shall be made after due verification. 

RFQ Evaluation Criteria 

For quotations to be considered, applicants must provide copies of the required documents and must have significantly met the minimum requirements and has been determined as the best evaluated in terms of cost, quality, reputation, past experience and suitability for TaRL Africa needs. 

Submission of Quotations 

Please send your quotations together with the support/relevant attachments by close of business on Friday 25th August 2023 via the following channel: 

Email: procurement@teachingattherightlevel.org 

We look forward to hearing from you. Please do not hesitate to reach out to the email above in case of any queries or concerns. 

Disclaimer 

TaRL Africa reserves the right to accept or reject any or all quotations without providing any reason. 

Job Information

Job type: Full Time Salary: Negotiable Publish date: 10 Aug 2023

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