Request for Proposal (RFP) Pathfinder

Request for Proposal (RFP)

Issued on: 14^th May 2024

Solicitation Number: 2024-001

For: Pathfinder International

Quotes Deadline: 12^th June, 2024

Background

Pathfinder is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose.

Since 1957, we have partnered with local governments, communities, and health systems to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent.

Our work ensures millions of women, men, and young people are able to choose their own paths forward.

Scope of Work

Pathfinder International invites proposals from qualified hotel service providers registered in Nigeria to enter into a long-term agreement for two years with the possibility of extension to three years to provide lodging, conferencing, and catering services to support its implementation of program activities in Abuja, Kano, Kaduna, and Lagos States.

Quotes Deadline

All written responses to this RFP must be received by Pathfinder no later than 5:00 PM on 12^th June 2024.

Please email the proposal and other information directly to the procurement email:

[email protected] 

Inquiries

If you have any questions/inquiries, please e-mail [email protected] no later than close of business 7^th June 2024. As a part of this RFP process, Pathfinder reserves the right to hold a bidders’ conference in addition to the question-and-answer period. 

Payment Terms

We anticipate entering into a fixed price agreement with the selected supplier(s). Payments will be made according to deliverables upon receipt of services. 

Proposal Guidelines and Instructions 

A two-stage process will be used, with sealed bids. Potential suppliers will be required to submit proposals in two files, one containing the technical proposal and the other containing the cost proposal. All proposals must be signed and valid for a minimum of sixty (60) days.

Your proposal should provide basic information about your Company and relevant service offerings. It should have a section addressing each of the following areas: 

• Company Profile
• Responsiveness to the Scope of Work 
• References

Responses should include the following information:

a. Company Profile

• Describe the Company on an overall basis, both nationally and internationally (if appropriate)
• Summarize the Company’s qualifications and experience of the activities described in the scope of work
• Provide a detailed track record of previous similar work undertaken.

b. Approach

• Provide a description of the Company’s services
• Describe the Company’s experience dealing with clients.
• Describe the Company’s capability to provide the services
• Describe the key personnel to be utilized on the engagement along with resumes of key personnel.  Indicate their degree of expertise and prior experience, which would be appropriate for the engagement. 

c. Responsiveness:

• Identify key personnel who will be available for consultation or discussion. 
• Describe any current or past relationships your organization may have with Pathfinder, and if it is a potential conflict of interest.  If there is a potential conflict of interest, then please explain how this risk will be mitigated. 

d. References:

1. Submit three (3) client references for each key member of the proposed client service team;
2. Provide any other information to demonstrate the Company’s capability in relation to the Scope of Work

B      Financial Proposal

Bidders pricing should be based on the following: 

[Option 1: For Services performed during the Term, the service provider will be paid in accordance with the rates set forth in Annex XXX hereto [Annex XXX should list Consultant’s employees and their daily or hourly rates (and overhead or indirect rates, as appropriate)].]; or

Option 2
of $	XXXX

[:  For Services performed during the Term, Service provider will be paid a fixed fee  (the “Fixed Fee”).]

Evaluation Criteria 

In evaluating the proposals, Pathfinder International will seek the best value for money rather than the lowest priced proposal. Pathfinder will use a two-stage selection procedure: 

• the first stage will evaluate the Technical Proposal. 
• the second stage will evaluate the Cost Proposal for proposals that pass the Technical Proposal evaluation.

Specifically, the selection committee will evaluate each proposal upon the following criteria:

1. The skill, experience and training of the specified person who will be performing the services requested;

• The Bidder’s understanding of Pathfinder’s mission;

• The prior experience and reputation of the Bidder in working with international NGO’s similar to Pathfinder;

• Cost

Eligibility Evaluation (Potential offeror must pass all these criteria before proceeding to the technical evaluation)
Eligibility Criteria	Item Under Evaluation	Overall Comment
1. The offeror must have a hotel in one or all of the locations: Abuja, Kano, Kaduna, and or Lagos States>	Yes/No	Pass/Fail
2. Must be registered with CAC, Tax authorities with copies attached.	Yes/No	Pass/Fail
3. Submission of proposal before deadline	Yes/No	Pass/Fail
4. Must pass PI ineligibility and compliance screening	Yes/No	Pass/Fail
5. Experience in providing hotel services	Yes/No	Pass/Fail

Technical Evaluation (Each criterion is weighted and scored according to the information provided by the potential offeror)
Description of Item		Score
1.	Hotel/company Profile (Introducing the hotel key staff, branches, services; rooms, halls, menu for catering services, etc.)	15
2.	Availability of internet services, spacious parking space, lounge, restaurant, and other amenities	15
3.	Lists of clients and their contact details; at least 3: phone, email, contact person and position (preferably, International NGOs or UN Agencies.	15
4.	Terms of Payment (after services payment terms carries the highest score)	20
5.	Hotel location within the state (High-brow and safe locations carries thehighest score)	15
6.	List of complimentary services	10
6.	Rate for Services (Rooms, Halls, meals, and others)	10
Total Score		100

If at any time prior to award Pathfinder deems there to be a need for a significant modification to the terms and conditions of this RFP, Pathfinder will issue such a modification as a written RFP amendment to all competing bidders.  No oral statement of any person shall in any manner be deemed to modify or otherwise affect any RFP term or condition, and no bidder shall rely on any such statement. Such amendments are the exclusive method for this purpose. 

Pathfinder is not bound to accept the lowest or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals.

Pathfinder shall not be legally bound by any award notice issued for this RFP until a contract is duly signed and executed with the winning Bidder.

The evaluator will tally all the individual scores for each section and calculate the average score. The total average scores, will be added to obtain the total points achieved by the individual supplier. If the total number points meets or exceeds the threshold established in the evaluation methodology, the suppliers cost proposal will be eligible for consideration.

The score for the cost proposal will be calculated in the following manner:

Cost proposal score = 100 x Lowest cost/ cost of the proposal under consideration. The lowest cost proposal will receive the full 100 points. 

The total score will be calculated as follows:

Total Score= Technical proposal score of the proposal under consideration multiplied by [insert percentage] plus (+) Cost proposal score of the proposal under consideration multiplied by [insert percentage].

Terms

Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.

Pathfinder will not reimburse any expenses related to the preparation of any proposal related materials or delivery.

Confidentiality

As a part of the RFP process, Pathfinder International may be providing confidential information. Consequently, suppliers must complete a Confidentiality/ Non-Disclosure Agreement. See Annex B

Agreement

Any resulting contract will be subject to the terms and conditions contained in the annex. See Annex C

Thank you,

Procurement Team,

Nigeria,

Pathfinder International.

See Annex B

CONFIDENTIALITY AGREEMENT

This Confidentiality Agreement, dated as of ________________ , is made by and between [INTERN NAME], (“The Service Provider”), and Pathfinder International.  

Through this Consultancy, the Consultant may be exposed to certain confidential information of Pathfinder International.  In order to provide for an agreement to protect such confidential information, the Consultant and Pathfinder agree as follows:  

1. Confidential Information.  This Agreement shall apply to all confidential and proprietary information disclosed by Pathfinder to the Consultant orally or in writing, including information disclosed prior to the date hereof, with respect to Pathfinder’s businesses, operations and proprietary technologies (“Confidential Information”); provided, however, that for purposes of this Agreement Confidential Information shall not be deemed to include information which at the time of disclosure or thereafter (a) is generally available to the public (other than as a result of a disclosure by Counterparty), (b) is available to the Consultant on a non-confidential basis from a source other than Pathfinder (as evidenced by its previously existing written records), provided such source is not and was not bound by a confidentiality agreement with Pathfinder or otherwise prohibited from transmitting such information to the Consultant by a contractual, legal or fiduciary obligation, (c) has been independently developed by Consultant, as evidenced by written records, or (d) which at the time of disclosure, and with respect to such disclosure only, is required to be disclosed pursuant to a requirement of law.
2. Nondisclosure.    The Consultant shall not disclose Pathfinder’s Confidential Information to any third party.
3. Return or Destroy.  Upon completion of the Consultant or at the written request of Pathfinder, the Consultant shall return to Pathfinder, all Confidential Information and all copies thereof if in written or other tangible form.  Where impractical to return copies, such copies shall be destroyed.  
4. Term.  This Agreement shall be effective as of the date first written above and shall continue in effect for the Consultancy; provided, however, that the obligations and restrictions contained in this Agreement shall survive the termination or expiration of this Agreement.

• Miscellaneous.  This Agreement shall be governed and construed in accordance with the laws of The Commonwealth of Massachusetts.  

IN WITNESS WHEREOF, the parties hereby have caused this Confidentiality Agreement to be executed as an agreement under seal as of the date first written above.  

Signature:___________________________    Name: 

Date:

Annex C

INDEPENDENT CONTRACTOR AGREEMENT (ICA)

TERMS AND CONDITIONS

RELATIONSHIP:  It is understood and agreed that the Contractor is furnishing services to

Pathfinder International as an Independent Contractor, and nothing contained in the Agreement between Pathfinder and the Contractor shall create any association, partnership, joint venture, employer-employee or agent-principal relationship.

CONFIDENTIAL INFORMATION:  Each party shall treat as confidential all information obtained from the other during the course of performance under the Agreement.  Neither party shall disclose such information without prior written consent of the other, unless compelled to do so by law. All confidential information disclosed or otherwise made known to the Contractor as a result of the services remains the sole property of Pathfinder.

INTELLECTUAL PROPERTY: The title to all Intellectual Property rights in or in relation to material created during the course of the services, including but not limited to designs, works of authorship, analyses, reports, improvements or processes, vests in Pathfinder upon its creation.  These rights include title and interest in patent, copyright, trademark and other proprietary rights. At its sole discretion, Pathfinder may grant to the Independent

Contractor, a limited, royalty-free license to use material developed under this Agreement.  In addition, nothing in this Agreement shall supersede the rights of donors supporting Pathfinder’s work.

NON-COMPETE:  While this Agreement is in effect, the Independent Contractor shall not perform similar services with any party directly or indirectly in competition with Pathfinder without giving prior notice to and obtaining written consent from Pathfinder.

ASSIGNMENT:  The Independent Contractor may not assign its rights or responsibilities under this Agreement without the prior written consent of Pathfinder.

INDEMNIFICATION:  Independent Contractor will indemnify and hold Pathfinder, its employees, and its customers harmless from all penalties, damages and expenses, including attorneys’ fees, incurred by Pathfinder and/or its customers (whether or not the agreement is canceled) caused by or arising out of Independent Contractor’s breach of any term of this Agreement including, without limitation, the timely performance thereof.

TERMINATION FOR CONVENIENCE:  Pathfinder International reserves the right to terminate this

Agreement or any part hereof for its sole convenience. In the event of such termination, the Independent Contractor shall immediately stop all work hereunder. Subject to the terms of this Agreement, the Independent Contractor shall be paid for services rendered up to the time of termination.  

TERMINATION FOR CAUSE:  Pathfinder International may terminate the Agreement or any part thereof, for cause in the event of any default by the Independent Contractor, or if the Independent Contractor fails to comply with any term or condition of the Agreement, or fails to provide Pathfinder upon request with adequate assurance of future performance, or in the event of termination of funding or the prime award for convenience. In the event of termination for cause, Pathfinder shall not be liable to the Independent Contractor for any amount for services not accepted, and Independent Contractor shall be liable to Pathfinder for any and all rights and remedies provided under the Agreement or by law. If it is determined that Pathfinder improperly terminated the Agreement for default, such termination shall be deemed a termination for convenience.

WAIVER:  Failure of Pathfinder to enforce at any time or for any period of time any of the provisions of this Agreement will not constitute a waiver of such provisions or of the right of Pathfinder to enforce each and every provision.

INSPECTION/ACCEPTANCE:   Prior to acceptance, all Deliverables will be subject to review and approval by Pathfinder. Pathfinder’s Assignment Manager will promptly inform the Independent Contractor whether deliverables, reports or other outputs are accepted. 

Pathfinder may require additional work or changes in the deliverables prior to acceptance. 

INVOICE REQUIREMENTS:    Independent Contractor shall submit an invoice for work performed immediately upon completion, and in no case later than 60 calendar days after the end date of this Agreement. Each invoice shall include: (a) the Independent Contractor’s name and address, dates and number of days of performance and amount of payment requested as fees for service; and (b) a description of the deliverables or services for which payment or reimbursement is sought.  Upon acceptance of the deliverables or services and submission and acceptance of the Independent Contractor’s expense report, if any, Pathfinder will make payment within 30 days of receipt of the invoice.  

For assignments of greater than 90 days’ duration, the Independent Contractor may submit interim invoices on a schedule to be agreed upon with the Assignment Manager for this assignment.

BILLING POLICIES: 

a) Payment shall be on a daily fee basis. Pathfinder will not pay for more than one eight hour day in any 24 hour period.

b) Independent Contractor may bill for not more than one day during travel status in each direction to or from assignment.

EXPENSE REPORT:  The Independent Contractor shall be reimbursed for properly documented travel and other expenses incurred in direct support of services performed under this agreement.  Travel and other expenses must comply with Pathfinder’s travel policies and procedures for reimbursement, including submission of the Travel Expense Voucher (TEV) forms provided by Pathfinder. Expense reports submitted later than 15 calendar days after the end date of this Agreement will not be paid.

MODIFICATIONS:  The scope of work and other terms and conditions contained in this Agreement shall not be added to, modified, superseded or otherwise changed except by written modification.

DISPUTES: Any dispute or disagreement which cannot be resolved by Pathfinder and the Contractor after good faith efforts, and any controversy, claim or dispute otherwise arising out of or in connection with this Agreement or breach thereof will be subject to arbitration in accordance with the rules of the American Arbitration Association. This Agreement is governed by and construed under the laws of the Commonwealth of Massachusetts, U.S.A.

ENTIRE AGREEMENT:  This Agreement supersedes all prior oral or written agreements, if any, between the parties concerning the work under this Agreement and constitutes the entire agreement between the parties with respect to the work to be performed under this Agreement