RFSO-Hotel Services-Ottawa/ CIHR

Telephone No:(number on the official notice)

The Canadian Institutes of Health Research (CIHR) is Canada's federal funding agency for health
Research. CIHR provides financial supports to researchers from across Canada, in four pillars of health research: biomedical; clinical; health systems services; and population health.

The CIHR is looking for hotel services in Ottawa, Ontario, Canada, including:

-accommodation services (guest rooms);
-catering services;
-meeting rooms; and
-logistical support.

Services are required to fully accommodate and satisfy the Volunteer Scientific Experts, Researchers, Peer Reviewers and Ad Hoc Meetings of CIHR, on an as and when requested basis, using multiple Standing Offers (up to 8 Standing Offers) for a period of 5 years, starting in October 2019 and including two 1-year option periods.

Approximately 140 meetings are required in a 1-year period and correspond to an estimated maximum number of 4,000 guest room nights.
The meetings are typically held on weekdays during the day. However, some meetings may include evenings and weekends.

Offerors will be classified in 2 Streams:

i.Stream 1:
-Meeting rooms: minimum size of 800 square feet, for up to 36 people; and
-During peak meeting periods involving a minimum of 40 meetings over a four to five- week period (which typically occurs no more than twice a year), luncheon arrangements can be for up to 235 guests; or

iiStream 2:
-Meeting rooms: minimum size of 500 square feet, for up to 25 people; and
-During Ad-hoc meetings, luncheon arrangements can be for up to 50 guests.

Up to 5 Standing Offers may be issued for Stream 1, and up to 3 Standing Offers for Stream 2.

The requirement is subject to the provisions of the World Trade Organization Agreement on Government Procurement (WTO-AGP), the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), the Canadian Free Trade Agreement (CFTA), the Canadian Chile Free Trade Agreement (CCFTA), Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP), Canada Kora Free Trade Agreement (CKFTA) and Canada Ukraine Free Trade Agreement (CUFTA).

There is no security requirements associated with the requirement of the Standing Offer.

The Contractor’s hotel establishment must be located within a 10 kilometer radius of the CIHR Head Office located at 160 Elgin Street, Ottawa, Ontario, Canada, K1A 0W9.

The Request for Standing Offers includes Technical and Financial mandatory criteria. The financial mandatory criteria are the following:

1-The Offeror’s Guest Room Rates MUST be equal or less than the Offeror’s guest room rates contained in the Public Services and Procurement Canada (PSPC) Accommodation and Car Rental Directory in effect at time of bid closing;
2- Offeror must quote their prices, for catering services, below or up to the limitation of expenditure shown in Annex B, table 1. Any offeror who exceeds the limitation of expenditure for any of the catering services, will be disqualified from the bidding process and be given no further consideration.
Offers must be submitted by email, only to Public Works and Government Services Canada (PWGSC) by the date, time and place indicated on page 1 of the RFSO;
Due to the nature of the Request for Standing Offers, transmission of offers by facsimile to PWGSC will not be accepted.

During the evaluation process, CIHR representatives will conduct a site visit of the Offeror’s premises to determine the adequacy/accuracy of the information contained in the offer. The site visit is mandatory.

Basis of selection: An offer must comply with the requirements of the Request for Standing Offers and meet all mandatory technical and financial evaluation criteria to be declared responsive. The responsive offers with the lowest evaluated prices will be recommended for issuance of a Standing Offer (Stream 1 and/or Stream 2).

At the time of call up issuance, when a requirement is identified, the identified user will contact the highest-ranked offeror to determine if the requirement can be satisfied by that offeror. If the highest-ranked offeror is able to meet the requirement, a call-up is made against its standing offer. If that offeror is unable to meet the requirement, the identified user will contact the next ranked offeror. The identified user will continue and proceed as above until one offeror indicates that it can meet the requirement of the call-up. In other words, call-ups are made based on the "right of first refusal" basis.

Delivery Date: Above-mentioned

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.