Ghana

Request for Quotation

PROCUREMENT REFERENCE NO: QC/RFQ/15/06/2023

PROJECT: UMRAH TRIP TO MEKKAH, SAUDI ARABIA 2023

ISSUE DATE: 19/06/2023

QATAR CHARITY – GHANA

22 TRIPOLI ST, EAST LEGON, ACCRA, GHANA

TEL: 0558888415, 0302513501

Classification: Internal ‫داخلي‬

 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

REQUEST FOR QUOTATION

PROCUREMENT REFERENCE NO: QC/RFQ/19/06/2023
PROCUREMENT SUBJECT: UMRAH TRIP TO MEKKAH, SAUDI ARABIA 2023

Qatar Charity - Ghana Office invites your submission of a quotation to provide Travel Services to
Mekkah, Saudi Arabia in accordance with the Conditions detailed below.

A. TRAVEL PACKAGE DETAIL

 The expected Travelling Persons from Accra, Ghana to Saudi Arabia is Twenty-Six (26). This
includes Twenty (20) Children between the ages of 15-16 and Six (6) Adults.
 The Twenty-Six (26) Travelling Persons constitute of Twenty-Five (25) Persons holding a
Ghanaian Passport and One (1) Person holding a Palestinian Passport.
 Service Provider will be expected to arrange applicable Entry to Saudi Arabia and Transit
Visas for ALL Twenty-Six (26) Travelling Persons.
 Service Provider will be expected to arrange Travel Insurance and coordinate any related
vaccinations or the processing of Yellow Card as needed for ALL Twenty-Six (26) Travelling
Persons (as Applicable).
 Service Provider will be expected to arrange for Economy Class Air-Tickets of their
recommended and agreed Airline for ALL Twenty-Six (26) Travelling Persons (as
Applicable).
 The Twenty-Six (26) Travelling Persons will be expected to travel via Economy throughout
the flights in and out of Saudi Arabia.
 The Twenty-Six (26) Travelling Persons are expected to arrive (incl. Transits) via King
Abdulaziz International Airport, Jeddah, Saudi Arabia.
 The Twenty -Six (26) Travelling Persons are expected to arrive in Mekkah, Saudi Arabia on
the morning of Sunday 20th August, 2023 and depart from Medina, Saudi Arabia for Accra,
Ghana after Eight (8) Calendar Days.
 While in Saudi Arabia the Service Provider is expected to arrange and make a Tour Vehicle
(Van) available for the Twenty-Six (26) Travelling Persons plus One Person (1) who will be
joining them in Saudi Arabia i.e., from Jeddah to Mekkah, while in Mekkah, from Mekkah to
Medina, while in Medina and for final drop-off at Prince Mohammad bin Abdulaziz
International Airport, Medina, Saudi Arabia to progress final DEPARTURE formalities enrout
to Accra, Ghana.

Authorized Signature
& Page 1 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬
 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

 Twenty-Six (26) Travelling Persons are expected to depart via Prince Mohammad bin
Abdulaziz International Airport, Medina, Saudi Arabia via Transit (as Applicable) enroute to
Accra, Ghana.

 The preferred Hoteling details as are follows.

Total No. of Location Hotel (or Similar Standard) Occupancy Type Boarding Type
Persons

Twenty-Seven Mekkah, Al Safwa Hotel 1No. Room 1 Bed

(27) Saudi https://alsafwahhotel.com/ 1No. Room 3 Beds Bed & Breakfast
Arabia 5No. 5 Beds
Rooms

Twenty-Seven Medina, Harmony Hotel 1No. Room 1 Bed

(27) Saudi https://www.almadinah- 1No. Room 3 Beds Bed & Breakfast
Arabia harmony.com/index.php/en/ 5No. 5 Beds
Rooms

Note:
1. Twenty-Six (26) Persons are traveling from Accra, Ghana to Jeddah, Saudi Arabia.
2. One (1) Person will be joining them upon Arrival in Jeddah, Saudi Arabia. The additional One (1)
Person will be with through their stay in Saudi Arabia.
3. In the event that Room Types with 5 Beds are not available. Service Provider can substitute that
with Six (6) Rooms with Four (4) Beds.

Supplier Notes:

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Full Name of Company:

Authorized person: Contact Person:
Registration No: Address:

Authorized Signature
& Page 2 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬
 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

Mobile: Telephone:

Signature and Stamp:

B. GENERAL TERMS AND CONDITIONS

1. Only Service Providers that are legally registered in Ghana can apply for this RFQ.
2. Only the original RFQ forms received from Qatar Charity - Ghana Office (QC) should be used for
submitting the offer. However, in case of insufficient space, additional sheets may be attached
retaining the same column heading as the original Tender Form.
3. All the columns provided in the RFQ documents should be filled in. These columns should not
be left blank. In the absence of any information, please write N/A.
4. Overwriting, erasing, or using correction fluid are not allowed.
5. Travel Period should always be mentioned in number of Calendar Days.
6. The validity of the offer shall be minimum 80 days from the closing date of submission of the
RFQ.
7. QC has the right to revise the Travel Details as applicable.
8. QC has the right to cancel any item(s) from the quotation or to cancel the whole RFQ. QC is
under no obligation to accept the lowest price or any offer, offer always is separate-able, and
QC has the right to take part of it.
9. The Offer shall include full details and specifications of the offered items.
10. The Service Provider shall deliver the Travel Package and Ancillary Services as stated in the
Contract awarded to him within the delivery period offered and indicated in the applicable
Contract. If the delivery is delayed, a penalty of 0.3% per calendar day of the total value of the
contract shall be charged and deducted from the invoice. However, if the delay is taking place
due to force major conditions, i.e., beyond the Service Provider’s control, the QC will consider
an alternative solution proposed by Service Provider to enable delivery on Contract.
11. For DUE DILIGENCE CHECKS purposes QC has the right to ask Bidders to provide any extra
information. Before or after the Final Selection, Bidders may possibly be required to attend a
meeting with the Procurement Committee in QC at no extra cost to QC.
12. Interested Service Providers must provide all the required documents; the Annexes separately
as mentioned with all the necessary details.
13. QC has the right to request submission of Company Registration Documents and Ghana Card or
Passport Bio-Page of key personal of Service Provider as issued by the Government of Ghana.
14. Please note that once a RFQ process completed, QC will ONLY communicate with the
SELECTED BIDDER going forward.

Authorized Signature
& Page 3 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬
 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

15. Unsuccessful Bidders reserve the right to know the results by inquiring from QC if interested.
All suppliers are welcomed to ask questions for the reason(s) why they did not win. Bidder
information will NOT be shared with a Third Party.
16. Please note that all questions that comes from supplier will be collected until last date of asking
question and in same day answers will be sent to all companies which sent us e-mail.

C. DELIVERY
The Service Provider via the Travel Insurance coverage SHALL BEAR ALL RISKS RELATING to the
UMRAH Trip 2023 to Mekkah, Saudi Arabia for ALL Travelling Persons upon Departure from Accra,
Ghana via Transit(s) (as Applicable), while in Saudi Arabia and upon their safe return back to Accra,
Ghana.

D. METHOD OF PAYMENT
1. Submitted quoted prices MUST be in Ghana Cedis (GH¢).
2. Qatar Charity - Ghana Office will convert the submitted quoted prices to equivalent United
States Dollar (USD) as per Bank of Ghana (BOG) Daily Exchange Rate on the date the applicable
Contract is issued.
3. In the event of volatile currency fluctuations, Qatar Charity - Ghana Office reserves the right to
pay remaining agreed Contractual Sum balance(s) in United States Dollars (USD) as per issued
Contract (Clause 4).
4. The converted Contractual Price equivalent in United States Dollar (USD) on the date the
applicable Contract is issued will be stated in the applicable Contract(s).
5. ALL payments in Ghana Cedis (GH¢) will be effected using the applicable Bank of Ghana (BOG)
Exchange Rate.
6. Payment shall be made within (30) days after submission and acceptance of Invoice covering
UMRAH trip to Mekkah, Suadi Arabia 2023.
7. Qatar Charity - Ghana Office will take in consideration upfront payment ONLY under extreme
circumstances.

E. EVALUATION CRITERIA

Authorized Signature
& Page 4 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬
 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

 Bidder firstly will be evaluated based on submission criteria.

 Bidders that fail to provide any requested documentation will be excluded.
 Bids will be evaluated on Technical and Financial basis.
 Only Bidders that obtain minimum of the Evaluation Based Technical criteria will then be
considered for the next stage of Financial Evaluation.
 Qatar Charity - Ghana Office will select the minimum offer among the FINAL LIST OF
ACCEPTED OFFERS.

F. SUBMISSION CRITERIA
 The offers shall be submitted through email and consist of below.
o Financial offer: RFQ
o Itemized description of the ALL-INCLUSIVE Travel Package
o Legal Documents: Tax Clearance Certificate, Certificate of Registration, IDs of
Authorized Bidder Company Representatives and Bank Account details.
 Only the Procurement Reference No. must be indicated in email subject.
 Reference Pictures for previously organized trips can be included in Bidder Response to
RFQ or submitted in person to below address enveloped and labeled [Reference
Pictures for Evaluation]. QC will not be responsible for Reference Pictures that are not
received before end of Bid Submission period.
o Address: 22 Tripoli Rd. East Legon, Opposite MJ Grand Hotel
o Location on map: https://maps.app.goo.gl/t4ziUHtSR2TXEntv9
 All documentation must be in English and signed by the authorized person of company
(except legal documents)
 Your return Tender must be received at the email address below not later than
Deadline. Offers delivered after deadline will not be considered.
Deadline for Submitting offers: 07/07/2023
Email address for submitting offers: minusah@qcharity.org; nsackey@qcharity.org

CAVEAT

Authorized Signature
& Page 5 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬
 ,Tel : +233 302513501
‫ دولة غانا‬/ ‫مكتب ميداني‬
Ghana Field Office
Republic of Ghana

1. For all inquiries regarding this tender, please contact the QC Representative, not later than
30/06/2023 at 2:00 pm local time by E-mail to minusah@qcharity.org; nsackey@qcharity.org
2. Please note that emails whether for offers or inquiries sent must have only procurement
reference number below as subject. Emails with different subjects might be disregarded.
3. Prospective Bidders should please attach copies of either Ghana Card or Passport Copies.
4. Prospective bidders should provide a Valid Tax Clearance Certificate and SSNIT Clearance.
5. All Bidder submitted Documents should be signed, stamped, and sealed.
6. Contractors will be required to come by the Qatar Charity - Ghana Office to properly complete
and sign the applicable TENDER SUBMISSION SHEET.

G. Reference / Experience

No. Name of Contract Contract Contact Email Phone

organization Subject Value Person

Authorized Signature
& Page 6 of 7 Request for Quotation
Stamp
Classification: Internal ‫داخلي‬