Overview

Westminster Foundation for Democracy (WFD) is a UK public body. Operating internationally, WFD works with parliaments, political parties, and civil society groups as well as on elections to help make political systems fairer, more inclusive and more accountable. 

Aim of this Invitation to Tender 

WFD is issuing this Invitation to Tender (“ITT”) to a range of potential suppliers and would welcome a bid from your organisation.

WFD aims to conduct a series of 4 workshops, each of 2-day duration, in partnership with the Algerian parliament. WFD is seeking a supplier to provide a secure event space to conduct these workshops. Further details are provided under the detailed specification heading of this tender.

Bid submission

All bids should be submitted by 9 November 2024, 12.00am GMT+1 in writing, must comply with the requirements of this ITT, and must include the information requested in the bid requirements below.

The bid should be sent electronically and addressed to: procurement@wfd.org. The same email address should be used for any questions related to this ITT.

By submitting a bid, you agree to comply with WFD’s standard terms and conditions for tendering and key policies, which are found here, and WFD’s Code of Conduct. 

Detailed Specification

Objective

WFD seeks the services of a supplier that can provide an event in Algiers to host 4 high level workshops, each of 2-day duration from 9:00 to 16:00 between November 2024 and March 2025.

Specifications

The supplier will:

Offer comprehensive security, including:

• Scanning of incoming vehicles.
• Metal detectors at the main entrance.
• Continuous security monitoring within the venue.
• On-site security personnel to manage access.

Be located within a secure area of Algiers.

The supplier shall provide an event space according to the requirements below:

1. Meeting room(s):

• Capacity to accommodate 30 participants.
• U-shape or round table setup (depending on the workshop’s needs).
• Adequate space for registration and break-out sessions.
• Availability of natural light and ventilation.
• High-speed internet access in the meeting room.
• AV equipment: Projector, screen, wireless hand-held microphones, sound system.
• Stationery: flipcharts (min. 2 sets) and flipchart pens.

2. Meals and refreshments for 30 persons:

• Morning coffee break with snacks.
• Lunch buffet with a variety of options, including vegetarian and halal.
• Adequate provision for special dietary needs.

3. Technical and logistical support:

• On-site IT technician throughout the event to provide any technical assistance needed during the event.
• Adequate signage for the workshop.
• Access to a business centre for printing, scanning, and copying needs.

Timeline

The workshops will be held for 2 consecutive days each between October 2024 – March 2025. 

Reporting

The Supplier will work closely with the WFD team and report to the team on a needs basis.

The Supplier should arrange for a project manager or event coordinator to liaise with WFD throughout the term of this arrangement and shall provide regular updates on logistics and planning.

Working arrangements 

The Supplier will work closely with the WFD Algeria team.

Payments

Payment will be made after the satisfactory delivery of venue hire and services.

The quotation for this tender should be in the currency that the accounts payable of the supplier is based in. 

Minimum experience and expertise

Previous experience in handling events/workshops including with high level participants.

Bid process

Timescale

Below is the proposed timescale for the tendering process. Please note the dates are indicative and subject to change. 

Bid requirements

In general, the bid should include the following:

1. Organisational profile.
2. Proposed solution and how it meets the specification.
3. Financial proposal.
4.  References.
5. Confirmation of compliance with General Terms and Conditions of Tendering.

Organisational profile

• Company profile, including brief history and financial overview (audited financial accounts).
• Case studies/credentials demonstrating relevant experience and skills profile.
• Names and brief biographies of key staff.

Proposed solution

• Clear explanation as to the proposed approach to meeting the specification set out in this ITT.
• Detailed project plan: This should include timelines, resourcing, and how safety will be ensured, particularly with parliamentarians involved. We expect the hotel to outline how it monitors the premises and ensures security according to the event agenda. Additionally, please confirm whether a dedicated full-time coordinator will be assigned to work directly with WFD, including their name and contact information.

Financial proposal

• Full breakdown costings for the proposed solution in the currency accepted by the supplier’s preferred accounts payable account.
• Separate accounting of VAT and/or any other applicable tax, duty, or charge.
• Detailing of any discount applied in view of WFD’s not-for-profit status. 

References

The bid should include details of two references relating to similar goods/services provided in the last three years. Please note – referees will only be contacted once Preferred Bidder status is assigned.

Confirmation of acceptance of General Terms and Conditions of Tendering

All bidders will be deemed to have accepted the WFD Terms and Conditions of Tendering and confirmed their compliance. 

All bidders should also note the following:

• All bids should be submitted in English (preferable language).
• All bids should be submitted in electronic form only.
• This ITT and the response may be incorporated in whole or in part into the final contract.
• Only information provided in response to questions set out in this documentation will be taken into consideration for the purposes of evaluating the ITT.
• Bids which are poorly organised or poorly written, such that evaluation and comparison with other submissions is notably difficult, may exclude the bidder from further consideration.
• Any bids which do not fully comply with the requirements of this ITT may be disregarded at the absolute discretion of WFD. 

Evaluation criteria

In evaluating bids, the WFD procurement committee will usually consider the following criteria, among others:

• Quality of bid document.
• Service offer and solution fit to specification.
• Quality, capacity, and track-record of bidders based on references.
• Value for money and pricing factors.
• Professional profile, track record, and references.
• Relevant experience.

WFD will score each criterion using the following table:

Tender queries

Any questions related to this tender should be addressed to procurement@wfd.org.

Equal information

Should any supplier raise a question that is of general interest, WFD reserves the right to circulate both question and answer to other respondents, either via WFD’s website or by email. In this event, anonymity will be maintained.

Annual reports

Please provide a link or copy of your company’s latest audited annual accounts with the bid.

Other information

If the potential supplier believes that there is additional information that has not been requested in the ITT but is relevant to your bid, please include that information as a separate attachment and explain its relevance to this ITT.