Hotel and Catering Services in N’Djamena (N° EPF-2023-11_AO5)

PROJECT DESCRIPTION

1. Contract Description

The purpose of this project is to select providers for hotel services (accommodation and catering) and catering for the benefit of the Multinational Joint Task Force (MNJTF), to ensure that MNJTF personnel can receive tailored training in the best possible conditions. To this end, several needs for hotel services and catering have been identified to meet the demands of various formations and the overall volume of training.

The main objective is to implement hotel and catering services as soon as possible for each training session carried out by Defense Conseil International (DCI), for the benefit of the Multinational Joint Task Force. These services must comply with food hygiene regulations specific to the catering sector, as well as the standards for accommodation establishments (sanitation and safety).

2. Number and Titles of Lots

The expected services include either providing accommodation for MNJTF personnel or providing meals at the accommodation sites, as well as delivering catering services to various MNJTF training locations.

The services to be provided are subject to a schedule established by DCI and approved by MNJTF, reflected in a purchase order. This order will specify the headcount and dates, which may be adjusted based on MNJTF’s operational requirements.

These services are divided into the following lots:

• Lot 1: Hotel services (accommodation and catering) for up to 70 people in air-conditioned single rooms, with breakfast and dinner, and lunch as an option. The establishment must have at least 2 meeting rooms and both indoor and outdoor spaces suitable for conducting theoretical and tactical training. It must have an enclosed inner courtyard, isolated from public spaces, of at least 100 square meters.
• Lot 2: Hotel services (accommodation and catering) for up to 33 people in air-conditioned single rooms, with breakfast and dinner, and lunch as an option. The establishment must have at least 2 meeting rooms and both indoor and outdoor spaces suitable for conducting theoretical and tactical training. It must have an enclosed inner courtyard, isolated from public spaces, of at least 800 square meters, allowing light vehicle movement.
• Lot 3: Hotel services (accommodation and catering) for up to 25 people in air-conditioned single rooms, with breakfast and dinner, and lunch as an option. The establishment is not required to have a meeting room.
• Lot 4: Hotel services (accommodation and catering) for up to 15 people in air-conditioned single rooms, with breakfast and dinner, and lunch as an option. The establishment is not required to have a meeting room.
• Lot 5: Catering services for up to 75 people, including breakfast, coffee breaks, lunch, dinner (based on the order), beverages, and ceremonial cocktails. The services are to be provided in N’Djamena and/or nearby areas for consecutive periods ranging from 1 to 45 days, sometimes across multiple sites simultaneously.

Mandatory conditions for Lots 1, 2, 3, and 4:

• Establishment properly sized and protected by a perimeter wall.
• Human access control system at the entrance of the establishment.
• Facilities in excellent condition (floors, walls, paint, electrical equipment).
• A fully equipped kitchen to prepare meals under proper hygiene conditions.
• Autonomous generator for power supply (24/7).
• Continuous water supply (showers, toilets, sinks).
• Functional Wi-Fi network.

Mandatory conditions for Lot 5:

• Services to be provided in N’Djamena and surrounding areas (variable headcount from 15 to 75 people).
• Mobile service adaptable to any type of room (service autonomy regardless of the location).
• Services that can span from one (1) to several days.
• Possibility to deliver services at two locations simultaneously.

PARTICIPATION CONDITIONS

3. Eligibility and Origin Rules

The following legal entities cannot participate in the tender process or be awarded a contract:

a. Entities in bankruptcy, liquidation, judicial settlement, cessation of activity, or similar situation resulting from procedures under national law;
b. Entities undergoing bankruptcy, liquidation, judicial settlement, or similar procedures under national law;
c. Entities that have been convicted by a final judgment (without appeal) for any professional misconduct;
d. Entities that have committed serious professional faults;
e. Entities that have failed to meet their social security payment obligations according to the legal provisions of their country;
f. Entities that have failed to meet their tax payment obligations according to the legal provisions of their country;
g. Entities that have made serious false declarations when providing required information for participation in a contract;
h. Entities acting as shell companies to conceal financial transactions or launder money for other companies;
i. Entities that, under another contract with DCI, have been declared in serious default for non-compliance with contractual obligations;
j. Entities convicted of any of the following offenses by a final judgment:

1. • i. Fraud, as defined in Article 3 of EU Directive 2017/1371;
   • ii. Corruption, as defined in Article 4(2) of EU Directive 2017/1371;
   • iii. Behaviors related to criminal organizations as defined in Article 2 of Council Framework Decision 2008/841/JHA;
   • iv. Money laundering or financing of terrorism as defined in Article 1(3), (4), and (5) of EU Directive 2015/849;
   • v. Terrorist offenses or offenses related to terrorist activities, as defined in Articles 1 and 3 of Council Framework Decision 2002/475/JHA, or incitement to commit an offense, complicity, or attempt as described in Article 4 of the same decision;
   • vi. Child labor or other forms of human trafficking, as defined in Article 2 of EU Directive 2011/36/EU.

DCI will exclude the company in cases where:

• A member of the company’s governing body, management, or supervisory board or a person with decision-making powers is involved in one of the situations outlined in points c) to i);
• An entity liable for the company’s debts is in one of the situations outlined in points a) or b);
• An entity essential for contract allocation or execution is involved in one of the situations outlined in points c) to i).

4. Number of Bids

Bidders may submit an offer for only one lot. Multiple submissions are not permitted.

5. Eligibility Conditions

To be considered eligible, bids must be accompanied by:

• A general presentation of the company;
• A description of your services and offerings;
• References for similar services previously provided;
• A copy of the legal registration with the commercial registry;
• Professional liability insurance certificate;
• Certificate of non-bankruptcy proceedings;
• Certificate stating that you are up to date with your social security obligations;
• A certificate confirming non-inclusion on the EU sanctions list (written declaration).

6.  Subcontracting

Subcontracting is not allowed.

7. Performance Guarantee

Not applicable.

8. Information Session

No information session is planned.

9. Offer Validity

Offers are valid for a period of ninety (90) days from the deadline for submission.

10. Expected Start Date

Notification by February 24, 2025, with contract commencement from March 18, 2025.

11. Service Implementation Period

The deadline for service completion is December 31, 2025.

SELECTION AND AWARD CRITERIA

12. Selection Criteria

After the opening of bids, the committee will assess their compliance with the eligibility conditions outlined in Section 5. Eligible bids will be scored based on the following criteria:

1: Price criterion. Score out of 100 points, weighting coefficient 65%.

Overall amount of each offer (accommodation and food or food catering).

The score relating to the price of the offer will be determined by comparison with the offer of the candidate having proposed the lowest price, according to the following formula:

N price = 100 x (P min / P offer)

Where:

N price = proposal price score

P min = lowest bid price

P offer = price of the candidate’s offer

2: Technical value (commercial offer). Score out of 100, weighting 35% Compliance with expected services.

Organisation of services (staff on duty).

13. Award Criteria

Provided that the bidder meets the selection criteria and offers a fully compliant proposal, the award will be made based on the best technical offer, coupled with the lowest price.

DCI will open bids and evaluate them according to the weighted criteria specified in Article 12, respecting the eligibility requirements in Article 5. Bidders whose offers are deemed inadmissible will be notified and informed of their right to appeal.

Each candidate will receive an overall score out of 100. Compliant offers will be ranked using the following formula in descending order of score:

Final score = P x 65% + VT x 35%

The highest-scoring offer will be selected, subject to the conditions in the following section. DCI will notify unsuccessful candidates, providing them with a 15-day period to file an appeal.

SUBMITTING AN OFFER

 14. How to Obtain the Tender Document

Request a confidentiality agreement via the following email address: service.achats@groupedci.com.

The tender document will be accessible via the WSS online tool once the confidentiality agreement is received. The deadline for submitting the signed confidentiality agreement is January 24, 2025, by 12:00 PM (Paris time). Any questions about this tender should be submitted in writing to service.achats@groupedci.com, specifying the tender subject, at least fifteen (15) days before the submission deadline specified in Section 15.

DCI will respond to questions by February 12, 2025. DCI may modify the schedule and notify candidates in writing via the WSS tool.

15. Bid Submission Deadline

The deadline for submitting bids is February 18, 2025 at 12:00 pm. Any offer received after this deadline will not be taken into consideration and will not be examined.

16. Tender opening session

The tender opening will take place on 20 February 2025 (Paris time zone).

17. Language of the procedure

All written communications under this invitation to tender must be made in French.