Tender Notice for Hotel Layover Services
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- Giles Gallagher
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1 Tender Notice for Hotel Layover Services PIA requires hotel accommodation services from 2, 3, 4 star hotels for its transit and delayed flight economy class passengers at Lahore. Tendering will be done on Single Stage Two Envelope basis. Interested parties are requested to send their technical and financial bids separately sealed in single envelop at the address given below. Last date of submission of bid is 16 th August, 2013 till 12:30 pm. Technical bids will be opened on same day at 1:00pm. Interested parties may collect the bid documents from or General Manager Passenger Handling Room#113, 1 st floor, PIA Head Office near Terminal-1, Karachi.
2 Standard Layover Hotel Agreement This agreement is being concluded between Pakistan International Airlines (Here in after PIA) and M/s XYZ Hotel or name of owner person or company (Hereinafter the hotel). This agreement has 5 parts Part-1 Basic Services: This part outlines the basic services required by PIA for which agreement is being concluded Part-2 Service Levels; It outlines Services Levels required by PIA from Hotel. Part-3 Rates: This part contains the rates agreed between. Part-4 Duration & Termination: Part 4 clarify about the duration and termination of contract Part-5 Governing Laws & Dispute Resolution; This part explains mode of resolving any issue with regard to this agreement Part-1 Basic Services 1.1 Once PIA contacts the hotel for providing accommodation to passengers, the hotel shall be obligated to provide its own accommodation. 1.2 Unless decided between PIA and the hotel passengers will not be accommodated at any other place on behalf of the hotel. 1.3 Passengers staying in the hotel for less than 8 hours will be considered as short layover and the hotel will have a separate rate package for short layover 1.4 Passengers staying more than 8 hours in the hotel will be considered as full layover. 1.5 Time, with regards to point 1.3 and 1.4, will be considered from check in and check out from the hotel. Part-2 Service Levels In order to ensure certain services level for PIA passengers, the hotel is agreed to provide followings services and meet standards outlined below in part-2 of this agreement.
3 2.1 Hotel shall ensure the complimentary provision of Airport Transportation. 2.2 Pick & drop van must have working air-conditioner and heater. 2.3 Vehicle used for transportation of passengers must be declared fit and must possess required documents from relevant authorities. 2.4 Hotel must have reasonable facilities (food and infrastructure) for special passengers. 2.5 There must be a doctor on panel of the hotel to handle any medical emergency subject to payment by PIA which may be settled in bills. 2.6 There must be working and effective cooling and heating system in hotel, however, centralized cooling and heating system is preferable. 2.7 Power backup system is must and it should be so strong as to provide effective air conditioning during summer. 2.8 Passengers will be offered a welcome drink on arrival. 2.9 One meal will be complimentary if passenger is checked in after breakfast time There must be a wash room kit available for each passenger A suggestion box will be available at lobby for dropping comment card (will be provided by PIA) for any complaint or suggestion regarding hotel experience Allocation of room shall be single occupancy; however, adjustment can be made in case family or group of passengers. Part-3 Rates: 3.1 PIA and the hotel agree to following rates of short layover and the services mentioned in part-2 of this agreement: 3.2 PIA and the hotel agree to the following rates of full layover and the services mentioned in part-2 of this agreement; 3.3 All invoices shall be settled in 30 days by PIA. 3.4 Hotel shall be liable for all taxes, duties, levies, cesses which may be imposed on the hotel by the federal, provincial, or any other local government. Part-4 Duration & Termination: 4.1 This agreement will remain effective for 02 years without any change in any manner in rates 4.2 Notwithstanding in 4.1, either party may terminate agreement with a prior written notice of 30 days.
4 Part-5 Governing Laws and Dispute Resolution 5.1 This agreement shall be governed in accordance with the laws of Pakistan. 5.2 If any dispute arises between parties in connection with this agreement, it shall be resolved amicably through mutual negotiation, failing which; the matter shall be referred for arbitration. 5.3 Managing Director PIA, or his nominee, shall be the sole arbitrator whose decision shall be final and binding upon the parties 5.4 The parties agree to the exclusive jurisdiction of courts in Karachi. Signatures; The hotel PIA
5 Terms & Conditions 1. Bids will be opened on Single Stage Two Envelope Bidding basis. Accordingly, all bidders must submit one sealed envelope containing separately Technical proposal and Financial Proposal before specified tender opening date / time. PIA will be at liberty to revise the requirement or annul the whole tender proceedings at any stage. 2. Bids must reach on 16 th of August 2013 till 12:30pm in the office of General Manager- PHS located at Room#113, First Floor PIA Head Office near Terminal-1, Karachi. 3. Bids received after stipulated date & time shall not be considered. The Corporation will not be responsible for postal delays. The decision of General Manager Passenger Handling shall be final and binding in this regards. 4. Technical proposal will be opened at 1:00 pm on 16 th August, 2013 to ascertain qualifying hotels. 5. After the technical evaluation, financial bids of qualifying hotels will be opened on a date/time which will be communicated to the qualified hotels. 6. Disqualifying hotels will be notified. 7. PIA reserves the right to reject any tender in part or full after assigning a reason, however PIA will not be required to justify the grounds of rejection. 8. Hotels must attach certificate/document issued by the concerned authorities mentioning that the subject hotel is 2, 3 or 4 star. 9. All hotels must produce valid GST certificate alongside bid. 10. Bid shall be valid for 60 days. 11. PIA does not pledge to accept the lowest tender and reserve the right to accept or reject any or all tenders / quotations. 12. All bidders are required to send their financial proposals strictly as per the enclosed Financial Bid Document. Any deviation may leads to disqualification. 13. Interested parties who can provide these services should submit tenders directly with PIA, no sub-agents will be entertained. An Integrity Pact in this (appended below) has to be signed:
6 Financial Bid Document Single Bed Double Bed Hotel Name Breakfast Lunch Dinner Refreshment Complete package for 24 hours stay Rates must include all the payable taxes. All amount in PKR only.
7 Technical Evaluation Technical Evaluation of hotels will be done on the basis of following criteria; # Criteria Total Marks Marks Distribution 1 Number of Rooms in a hotel to 20 room = 5 marks 20 to 30 = 10 marks 30 to 40 = 15 marks 40 plus= 20 marks 2 Nature of Property 5 Commercial and built as hotel=5 Residential=0 3 Certification 5 3, 4 star certification from concerned authorities=5 4 Location 5 Within 10 km from airport= 5 marks More than 10 km from airport=2.5 marks 5 Transportation 15 Serviceable AC/Heater=8 marks Fitness Certificate = 3 marks Capacity to transport more than 20 pax=4 marks Capacity to transport between 4 to 20 pax=2 6 Wash room kit 5 Shaving kit=1, shampoo& soap=1, comb=1, tooth paste & brush=1, hair dryer=1. 7 Food arrangements 10 Staff hygiene= 2 marks Well lighted & ventilated kitchen =2 marks HACCEP Certificate=3 Dining hall with Capacity to manage more than 40 pax at a time=3(no dining hall= 0 marks) Dining hall with Capacity to manage between pax at a time=1.5 8 Special person arrangements 5 Lift=2marks Wheel chair=1.5marks Ramp=1.5marks 9 Ambiance of hotel plus Rooms 13 Will be checked on visit 10 Cleanliness of hotel plus rooms 15 Lobby=4 marks Reception=2marks Corridors=2 marks Rooms=7 marks 11 staff 2 Uniformed staff =2marks Passing Marks: 70
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