L-UNIVERSITA TA’ MALTA
UNIVERSITY OF MALTA
Msida MSD 2080 - Malta
Msida MSD 2080 - Malta
DIPARTIMENT TAL-PROCUREMENT
PROCUREMENT DIRECTORATE
IMPORTANT NOTICE TO PROSPECTIVE BIDDERS
THE SOFT COPY OF THIS TENDER DOCUMENT IS AVAILABLE FOR
DOWNLOAD FROM WWW.UM.EDU.MT/PROCUREMENT.
ANY CLARIFICATIONS OR ADDENDA TO THE TENDER
DOCUMENT WILL BE UPLOADED ON THE SAME WEBSITE.
PROSPECTIVE BIDDERS WHO DO NOT COLLECT A HARD COPY OF
THE TENDER DOCUMENTS FROM THE UNIVERSITY OF MALTA
ARE TO REGISTER THEIR RESPECTIVE CONTACT DETAILS AT
TENDERS.PROCUREMENT@UM.EDU.MT
SO
THAT
ANY
CLARIFICATIONS / COMMUNICATIONS PERTAINING TO THIS
TENDER PROCEDURE ARE COMMUNICATED TO THEM IN DUE
TIME AS PER TENDER DOCUMENTS.
THE UNIVERSITY OF MALTA SHALL NOT BE HELD RESPONSIBLE
FOR ANY MISDEMEANOUR IF THIS CONDITION IS NOT ADHERED
TO.
TEL: (356) 2340 2212/3/5 FAX: 2131 4307
0
UM 1571
CALL FOR EXPRESSION OF INTEREST FROM
ESTABLISHED 3, 4, and 5 Star HOTELS TO BE REGISTERED
AS APPROVED HOTELS TO THE UNIVERSITY OF MALTA
This document is free of charge
Publication Date: 29th April 2011
Closing Date & Time: Wednesday the 1st June 2011 @ 10.00 hrs
To be deposited in Tender Box at:
Procurement Directorate
2nd Floor, Administration Building
University of Malta – Msida MSD 2080
Tel: 23402212/3; Fax: 21314307
This Call for Expression of Interest Document runs through 14 pages excluding this cover and Tenderers are
advised to read it thoroughly and present it, in its entirety.
1
CALL FOR EXPRESSION OF INTEREST FROM ESTABLISHED 3, 4, and 5 Star
HOTELS TO BE REGISTERED AS APPROVED HOTELS TO THE UNIVERSITY OF
MALTA
1.0 Scope
The University of Malta is calling for expression of interest from established 3, 4 and 5 Star
hotels wishing to be considered for inclusion in its Approved Suppliers List for hotels.
Approved Hotels will then be asked annually to quote for the accommodation requirements of
the University of Malta as the need arises, over a period of three (3) years, starting from the
01.06.2011.
1.1 Expressions of Interest from Hotels classified and certified by the Malta Tourism Authority
as 3, 4 and 5 Star will be taken in consideration.
1.2 Only Hotels in the following Locations will be taken into consideration: Balzan
Floriana
Sliema
St. Julians
Valletta
1.3 Interested parties should submit quotes for the following services: i.
ii.
iii.
iv.
v.
Twin Room (Single occupancy) on bed & breakfast basis
Single Room on bed & breakfast basis
Twin Room on bed & breakfast
Half Board Supplement
Beverage Package:
a) ½ bottle wine, ½ bottle water, coffee
b) Soft drinks, water, coffee
1.4 Meeting Facilities:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
Main meeting room: capacity with the facility to host different set-ups such as theatre,
classroom, hollow square and u-shape.
Break-out rooms
PA system included
Audio Visual Equipment
Coffee breaks
Working lunches including beverage package
Water in meeting room
Note pads, pens/pencils, mints
1.5 Rates in 1.3 should cover two specific periods, from: 10th April till 31st October
1st November till 31st March
2
2.0 Criteria for Pre-Qualification Assessment:
The University of Malta will evaluate and assess the submissions of the interested applicants
upon a set of criteria. These include:1.
Certification of Hotel Standards as classified by the Malta Tourism Authority.
2.
Affiliation to a Franchised Hotel Chain.
3.
Track record and experience in the provision of such accommodation services
including Conferences and Seminars.
4.
Size of Hotel in regards of room capacity.
5.
Calibre of references and reputation of the Company. The University of Malta
reserves the right to contact any of the past clients for further information
and/or clarification. In this respect the Prospective Supplier should ensure the
Contacts’ agreement to such an approach, by the University of Malta.
6.
Financial strength and viability of the Company.
3.0 Selection
The University of Malta will then proceed to select a maximum of 5 hotels from each
classification, that is 3, 4 and 5 Star which in its opinion have, the capacity, the company
experience, the appropriate certification of classification by the Malta Tourism Authority and the
financial strength to be able to deliver the most appropriate accommodation services against our
requirements and subsequently continue rendering a durable high level service to the University of
Malta, during the tenure of the contracted period.
4.0 Conditions
4.1 Suppliers must confirm that they would be ready to abide with the tender conditions
detailed in the following extracts, in the event of being appointed as Approved Hotels,
which extracts form an integral part of this Pre-qualification Assessment document:Special Conditions
Extract from Part II of Legal Notice 296 of 2010
4.2 Suppliers are to confirm:their readiness to issue relevant accommodation arrangements ONLY against
officially signed Local Purchase Order or Contract entered into delivered by the
relevant Department/Institution from the University of Malta.;
their readiness to provide the University of Malta, with an individual invoice
per event, with each invoice having the following specific details among
others:-.
3



Local Purchase Order number
name event
dates
It is to be noted however that the University of Malta during the tenure of the
Contracting period, reserves the right to issue further conditions that may be
necessary, to ensure the optimum deal and benefits for the University of Malta.
5.0 Instructions for Submissions
Interested applicants are requested to complete ALL the questionnaire and deposit it in the
Tender Box at the :PROCUREMENT DIRECTORATE,
ROOM 301, ADMINISTRATION BLDG.,
UNIVERSITY OF MALTA
MSIDA MSD 06 - MALTA
by not later than 10.00 am (1000 Hours) of Wednesday the 1st June 2011
Late or incomplete submissions will not be considered.
Submissions are to be made in accordance with this document and the replies to this
questionnaire are to follow the sequence, as the way the questions are put. Additional material
and/or brochures/promotional material, may be appended at the end of the submission.
All questions must be answered, for the submission to be considered.
The questionnaire must be duly signed by the authorised signatory of the company submitting
the questionnaire.
Timetable
DATE
Clarification Meeting/Site Visit
(Refer to Clause 9.1)
Deadline for request for any additional information
from the Contracting Authority
Last date on which additional information are issued
by the Contracting Authority
Deadline for submission of tenders /
(unless otherwise modified in terms of Clause 11.3)
Tender Opening Session
(unless otherwise modified in terms of Clause 11.3)
[not applicable]
TIME*
[not
applicable]
16th May 2011
5:15pm
26th May 2011
5:15pm
1st June, 2011
10:00am
1st June, 2011
10:15am
* All times Central European Time (CET)
4
Extract from Part II of Legal Notice 296 of 2010
Right of Recourse
(1) Where the estimated value of the public contract exceeds twelve thousand euro (€12,000) and is
issued by an authority listed in Schedule 1, any tenderer or candidate concerned shall have a right to
make a complaint to the Review Board in accordance with this regulation.
(2) (a) The contracting authority shall be obliged to issue a notice and affix an advertisement, in a
prominent place at its premises, indicating the awarded public contract, the financial aspect of the
award and the name of the successful tenderer. The contracting authority shall, by electronic means or
by fax, inform the tenderer or candidate concerned of the publication of the award. The contracting
authority shall be precluded from concluding the contract during the period allowed for the submission
of appeals.
(b) The award process shall be completely suspended if an appeal is eventually submitted.
(3) Any tenderer or candidate concerned who is aggrieved by B 3459 the award indicated by the
contract authority may, within five working days from the publication of the notice, file a letter of
objection, together with a deposit, with the contracting authority, clearly setting forth any reason for his
complaint. The deposit to be paid in respect of tenders valued at less than forty-seven thousand euro
(€47,000) shall be four hundred euro (€400), while those between forty-seven thousand euro (€47,000)
and one hundred and twenty thousand euro (€120,000) shall be 0.5% of the estimated value of the
tender, with a minimum deposit of four hundred euro (€400).
The letter by the complaining tenderer shall be affixed on the notice board of the contracting authority
and shall be brought to the attention of the recommended tenderer.
(4) After the expiry of the period allowed for the submission of a complaint, the contracting authority
shall deliver the letter of complaint, the deposit receipt and all documents relating to the public contract
in question to the Review Board who shall examine the matter in a fair and equitable manner. In its
deliberation the Review Board shall have the authority to obtain, in any manner it deems appropriate,
any other information not already provided by the contracting authority. The Review Board shall
determine the complaint by upholding or rejecting it. The written decision of the Review Board shall be
affixed on the notice board of the contracting authority and copies thereof shall be forwarded to the
Director of Contracts and all the parties involved.
(5) The tenderer or candidate concerned who is not satisfied with the decision granted by the Review
Board may refer the matter to the Court of Appeal (Inferior Jurisdiction) in terms of article 41(6) of the
Code of Organization and Civil Procedure within a period of sixty days. Such recourse however may
not delay the Head of the contracting authority from implementing the Review Board’s decision.
(6) Tender documents issued in terms of this Part shall include a clause informing tenderers that the
award of the contract is subject to the right of recourse as provided for in this regulation, a copy of
which should be reproduced in the documents.
(7) The Minister shall have the authority by order to extend the provisions of this regulation in order
that recourse as provided in this regulation be made available also by authorities listed in Schedule 3
and to prescribe the procedure by which such recourse is to be granted.
5
There are no Special Conditions
6
VOLUME 2 SECTION 2 – GENERAL CONDITIONS
The full set of General Conditions for Services Contracts (Version 1.02 dated 2 June 2010) can be
viewed/downloaded from:
www.contracts.gov.mt/conditions
It is hereby construed that the tenderers have availed themselves of these general conditions, and have
read and accepted in full and without reservation the conditions outlined therein, and are therefore
waiving any standard terms and conditions which they may have.
These general conditions will form an integral part of the contract that will be signed with the
successful tenderer/s.
This has a Central Government Authority entry and not the University of Malta
7
PRE - QUALIFICATION QUESTIONNAIRE
1.0
Name of Company
2.0
Address
3.0
Registered Company Number
4.0
Telephone Number
5.0
Fax Number
6.0
E-mail address
7.0
Business details
(List products /services provided)
8.0
Company status (Privately Owned, Ltd., PLC,
etc.) Attach Copy of List of Directors from
Registrar of Companies - MFSC
9.0
Year when the Company was founded
10.0 Is the Company part of a Group? If so, what Group: (please send details of Group
structure)
8
11.0 Company’s turnover for the last three years in relation to the sale of Accommodation
Services, from global turnover. Furthermore please send copy of audited Accounts of
the last 3 years)
2007
2008
2009
12.0 Three (3) References for the Tendering Company .
Client name and Contact details.
1.
2.
3.
9
In filling up the above references, it is hereby understood that the University of
Malta is free to contact any of the references detailed for further information
required.
13.0 Would be ready to abide with ALL the tender conditions detailed in
4.0 Conditions- points 4.1 and 4.2 (Cross out whichever does not apply)
YES
NO
14.0 Describe your approach to ensuring that the University of Malta is always forwarded
the most competitive offers coupled with all applicable discounts, for any requirements
it may have for accommodation services.
15.0 Detail any Affiliation to a Franchised Hotel Chain.
10
16.0
Signature, name and title
17.0
Date
11
The Financial Offer
Contract Title:
CALL FOR EXPRESSION OF INTEREST FROM ESTABLISHED 3, 4, and 5 Star HOTELS
TO BE REGISTERED AS APPROVED HOTELS TO THE UNIVERSITY OF MALTA
PUBLICATION REF: UM1571
NAME OF TENDERER:
3 - STAR HOTEL
A
B
ITEM
QTY
1.3 (i)
1
1.3 (ii)
1
1.3 (iii)
1
1.3 (iv)
1
1.3 (v-a)
1
1.3 (v-b)
1
1.4
1
C
D
E
DESCRIPTION OF ARTICLE
Rates from 1st May till 30th
September
Inclusive of VAT in €
Rates from 1st October till
30th April
Inclusive of VAT in €
Twin Room (Single Occupancy) on bed & breakfast basis
Single Room on bed & breakfast basis
Twin Room on bed & breakfast basis
Half Board Supplement
Beverage Package – half bottle of wine, half bottle of water, coffee
Beverage Package – soft drinks, water, coffee
Meeting Facilities as specified in 1.4 i-viii
Done at:
On behalf of :
12
The Financial Offer
Contract
Title:
CALL FOR EXPRESSION OF INTEREST FROM ESTABLISHED 3, 4, and
5 Star HOTELS TO BE REGISTERED AS APPROVED HOTELS TO THE
UNIVERSITY OF MALTA
PUBLICATION REF: UM1571
NAME OF TENDERER:
4 - STAR HOTEL
A
B
ITEM
QTY
1.3 (i)
1
1.3 (ii)
1
1.3 (iii)
1
1.3 (iv)
1
1.3 (v-a)
1
1.3 (v-b)
1
1.4
1
C
D
E
DESCRIPTION OF ARTICLE
Rates from 1st May till 30th
September
Inclusive of VAT in €
Rates from 1st October till
30th April
Inclusive of VAT in €
Twin Room (Single Occupancy) on bed & breakfast basis
Single Room on bed & breakfast basis
Twin Room on bed & breakfast basis
Half Board Supplement
Beverage Package – half bottle of wine, half bottle of water, coffee
Beverage Package – soft drinks, water, coffee
Meeting Facilities as specified in 1.4 i-viii
Done at:
On behalf of :
13
The Financial Offer
Contract Title:
CALL FOR EXPRESSION OF INTEREST FROM ESTABLISHED 3, 4, and 5 Star HOTELS
TO BE REGISTERED AS APPROVED HOTELS TO THE UNIVERSITY OF MALTA
PUBLICATION REF: UM1571
NAME OF TENDERER:
5 - STAR HOTEL
A
B
ITEM
QTY
1.3 (i)
1
1.3 (ii)
1
1.3 (iii)
1
1.3 (iv)
1
1.3 (v-a)
1
1.3 (v-b)
1
1.4
1
C
D
E
DESCRIPTION OF ARTICLE
Rates from 1st May till
30th September
Inclusive of VAT in €
Rates from 1st October till 30th
April
Inclusive of VAT in €
Twin Room (Single Occupancy) on bed & breakfast basis
Single Room on bed & breakfast basis
Twin Room on bed & breakfast basis
Half Board Supplement
Beverage Package – half bottle of wine, half bottle of water, coffee
Beverage Package – soft drinks, water, coffee
Meeting Facilities as specified in 1.4 i-viii
Done at:
On behalf of :
14
15