Overview 

Westminster Foundation for Democracy (“WFD”) is the UK public body dedicated to supporting democracy around the world. 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.

. We are a problem-solving, practitioner-led organisation that offers:  

• Specialist analysis, research, and advice to inform policy makers on a range of democratic governance issues;
• High quality and impactful programmes that directly support the full spectrum of institutions in political systems to develop inclusive political processes, more accountable political systems, protection of rights and freedoms, and more pluralistic societies; and  
• International elections observation on behalf of the UK.  

Aim of this Request for Quotes

WFD is issuing this Request for Quotes (“RFQ”) to a range of potential suppliers of goods and/or services and would welcome a proposal or quote from you/your organisation.

WFD requires hotel services to ensure that accommodation for all business travel in Taiwan is efficiently secured and managed, offering value for money and flexibility in both booking and payment terms.

Quote submission

All proposals or quotes should be submitted by December 9th, 2024 in writing and include: 

• The supplier’s name, status, company number, and registered office address  
• An overview of the hotel location, room types and facilities including on-site security approach/mitigations for high profile guests
• A transparent quotation of the charge for the room(s) with breakfast in New Taiwanese Dollar to include: a clear breakdown of all costs; any proposed discount applied for WFD as a non-profit organisation; and a separate identification of any VAT charges (and/or any other applicable tax, excise or other charges).  
• Specified payment terms with no upfront payment required, ideally supported by credit lines.  

The proposal or quote should be sent electronically and addressed to: Rita Lin at procurement@wfd.org 

The same email address should be used for any questions related to this RFQ.  

WFD’s standard terms and conditions for tendering and key policies are found at WFD, General Terms and Conditions for Tendering and you can find a copy of WFD’s Code of Conduct at WFD Code of Conduct.  

Detailed Specification  

Objective 

WFD acknowledges that, to achieve its mission and goals, WFD staff and stakeholders may, from time to time, be expected to travel or host delegations in Taiwan. WFD requires hotel services to ensure that accommodation for all business travel in Taiwan is efficiently secured and managed, offering value for money and flexibility in both booking and payment terms. 

Scope of work

• Provide standard room options inclusive of daily breakfast.
• Offer preferential corporate rates for accommodation and event spaces.
• Ensure 24/7 customer support throughout travellers’ stay
• Hold room reservations for travellers pending final confirmation, with flexibility on booking cancellations.
• Specify clear payment terms, including invoicing options and credit line support. 

Deliverables 

• Detailed corporate fare quotes for standard room(s), inclusive of breakfast.
• A booking and enquiry line (24/7 preferred) for staff to contact the hotel at their convenience, not limited to emergencies.
• Dedicated 24-hour customer support throughout travellers’ stay
• Flexibility in holding room reservations for travellers pending approval or final confirmation.
• Clear payment terms, including invoicing options, potential transfer fee and credit line availability. 

Timeline 

The contract’s expected duration is a minimum of one year. 

Working arrangements

The Supplier is expected to deliver timely booking services and provide on-site and remote support throughout the duration of all WFD bookings

Payments

Payment terms and currency to be specified by the Supplier (options include USD, GBP or TWD). Each booking should not require upfront payment and should ideally be supported by credit lines.

Minimum experience and expertise

The Supplier and its staff assigned to the Contract shall be expected to provide quality accommodation booking services. Prior experience working with the public sector or international organisations is preferrable.