Weill Cornell Medical College in Qatar of Doha-Qatar - Assignment Example

REQUEST FOR PROPOSAL Educational Trip Management Contractor Service Information Weill Cornell Medical College in Qatar of Doha-Qatar seeks to award a one-time event management contractual agreement for the management of its one month educational trip to the United States of America. Weill Cornell Medical College is an international university that was established as a partnership between Qatar foundation and Cornell University in 2002 to offer a unique curriculum in premedical and medical education which leads to the award of medical degree from Cornell University. Tour Information The aim of the tour is to allow students to have a practical interaction with what they learn in classrooms by participating in the learning process practically. Secondly, the tour also aims at enabling social interaction between the students from Qatar and those in the United States. This social interaction is expected will help the students experience and understand the differing culture and learning environments. Moreover, sightseeing will enable the students to see and further internalize what they have learnt about the US. This education trip will be for a period of one month and is to host one hundred freshmen students (approximately 70 female and 30 male) and three teachers (two female and 1 male). While in the US, the students are expected to visit and attend lectures in at least three US universities across the United States. The classes should be for a week each in one of the universities on the East Coast, the Midwest, and the West Coast of United States. Furtherer, they are to have sightseeing tour around the universities. Supporting Efforts If awarded, the selected contractor shall 1. Provide all the contracted services requested within this Request for Proposal. 2. Be responsible for all expenses in the course of travelling and any related expenses including transportation, housing, meals or supplemental receipts. 3. Contractor will provide, supplement or enhance all accessories or equipments that are required during the duration of the tour. 4. Contractor should provide liaison to work directly with other service providers like hotels, insurance and transport companies. 5. Will provide liaison to facilitate processing and verification of student visas, and other travel documents that may be required during the duration of visit. 6. The contractor, during the bid, shall provide a list of all labor rates and advance and prices. 7. Process tickets and other necessary documentations including boarding passes and luggage clearance for approximately 100 students and three teachers. 8. Provide one post-tour reports by November 1. The reports should cover the services offered, the cost of all the services, the challenges encountered, feedback from the students and any other information that may assist in future planning. 9. Provide for contractor liaison to travel to the prospective universities to conduct pre-visit study on the suitability of such university. The criteria for the study should include geography, areas of special interests, like historical sites, and the diversity of the university community. Contractor shall be responsible for all travel related costs, car, meals, taxes, air, housing, and incidentals of their liaison. Scope of Service The overall work will consist of four phases: 1. To carry out a pre-visit study and identify prospective universities to visit. Having identified these universities, initiate communication with the aim of securing proper dates for the visit. These dates should be from September and should run for a month. Moreover, contact service providers to book such services as may be required by those who will be travelling. 2. If phase one is successful, then the contractor will acquire the list of students and the three members of the staff who will be travelling and start processing of their documents. This should be done in consultation with the university administration. Having processed all the travel documents, submit them to the university administration for onward transfer to the students. Such documents should include visas, hostel tickets, air tickets and any other document that may be required. 3. Manage all the aspects of the tour including class attendance, meals, transportation, sightseeing and any other aspect of the tour. The quality of such travels and tours should reflect the diversity of the university, should be under normally accepted conditions of safety and security. 4. After the tour, the contractor is expected to write a report on all the activities engaged in during the tour. Such report should also capture student feedback on the visit and challenges encountered. Deliverables The contractor shall complete all the four phases of the tour in 70 calendar days. The contractor are free to provide their own calendar, however, the overall schedule should be within 70 days after the award of this contract. The university however suggests that the first 30 days should be used to carry out task one and two of the scope of work. The next thirty days should be for the actual tour, and the last ten days should be for preparing of the report. The deliverable for the activities are: 1. Report of the pre-visit to the prospective university detailing the university’s profle, areas of special interest in the university, accommodation and transport facilities in and around the campus, sightseeing activities around the university and any other information that may assist in decision making. The report should give option of at least three universities per geographical area. 2. Travel documents for about 100 students and three staff members. Such documents should include air tickets, visas and any other necessary travel document. 3. Daily log of activities undertaken during the visit. This log should include details of any occurrence of concern, illnesses or any incident worth noting. 4. Report on the whole tour Legal Considerations and Obligations When the contract is awarded, the contractor is expected to: 1. Maintain any licenses, permits or governmental approvals to lawfully provide such services. 2. Once awarded, the contract cannot be cancelled except on conditions that are stated under unfavorable business conditions article. 3. During the duration of the contract, the contractor will be responsible for all damages, penalties, and fines that accrue as a result of the contractor’s violations of any rules or regulations. 4. The contract shall not be construed to be an employment, partnership or agent agreement. Its execution therefore should reflect the true nature and scope of the contract. Submission 1. With each submission for this RFP, each contractor should include information requested under the scope of service section. Such information should have sufficient explanations. 2. Contractors should also submit details of previous work and the scope of such engagements. Such list should also include contact persons for verification purposes. 3. While the contractors are encouraged to bid with the lowest dollar amount in mind, such submissions do not necessarily guarantee an approval. 4. Late responses will not be considered, there will be no exceptions to this rule. 5. All information should be as complete as possible, missing or otherwise incomplete information may render a bid void. 6. Contractors are requested to submit two bid packages, one with lowest dollar amount. Evaluation Criteria The best proposal will be evaluated on the level of their previous professional consulting experience and expertise in the education and tour management field. Further, evidence of mergers and working partnership between the contractor and service providers in the fields covered by the scope of this proposal will be an added advantage to the contractor. In addition, contractors with the lowest dollar rates will also be considered favorably. Read More