The subject-matter of the contract is the rental of hotel rooms in Warsaw of a standard of at least three stars (three stars).
Basic contract
1. The subject-matter of the basic contract is the comprehensive provision of hotel services in Warsaw, i.e. the rental of single (or multi-person hotel rooms with the possibility to book only one person, at a price for a single room) together with a breakfast with a full sanitary node (room with a bathroom) and within the time limits set by the Contracting Authority for staff of UKNF-DIB and DBS from departments in off-site locations.
2. The Contractor must provide the Hotel with the level of equipment and the scope and quality of the services provided, including catering services, at least 3 stars (three stars).
3. Breakfast should be included in the price of the accommodation.
4. Each hotel room to be offered by the Contractor must meet standards of at least 3 stars (three stars) and additionally be equipped with a place of work, i.e. an additional table or desk, adequately illuminated with a light, with a minimum of 500 lux. At the workplace there shall be direct and easy access to at least one free socket, with the possibility to connect a portable computer. In addition, each room should have an efficient air-conditioning system and a functioning electric kettle to boil tea and coffee water.
5. The Contractor shall ensure that the rented hotel rooms, including bathrooms, are kept clean throughout the period of stay of the Contracting Authority’s staff and provide rooms for non-smokers.
6. The hotel should be able to deposit items in a safe of a size that allows the storage of a corporate portable computer.
7. The Contractor should ensure that luggage can be stored outside the hours of the hotel day.
8. The stated duration of the contract, no later than 27.5.2016 (or at the latest from 27.8.2016 in the event of renewal of the current Annex Agreement) for a period of 12 months or until the gross maximum value of the contract has been reached before that period. The contracting authority provides for the possibility to exercise the ‘optional right’ and extend the contract for a further 6 months or to use the maximum gross remuneration set out in the contract before that period.
9. Planned number of nights (hotels) in the basic contract: up to 4400 nights.
10. The hotel should have accommodation (peaces) in the designated single location for not less than 60 people.
11. The Contracting Authority requires that the Hotel, through which the Contractor will provide hotel services in Warsaw, within a maximum distance of 8 km (distance to be verified by the Contracting Authority on the basis of the portal designating.pl), measured in a straight line from Warsaw Central Dworc.
12. The Contractor should also provide accommodation for late arrivals, i.e. after 18.00.
13. The contractor should provide the possibility to submit a reservation no later than 5 working days before the intended stay and to cancel part of the reservation or otherwise modify the reservation without incurring costs within no more than 3 days before the booking date.
14. The Contracting Authority requires the Contractor, if it is not possible for the Hotel to provide accommodation at the location indicated in the tender, to provide hotel services of at least an equivalent standard meeting the requirements of the tender specifications at another location in Warsaw, in accordance with the unit price specified in the tender. The contractor must indicate in the tender, failing which the tender will be rejected, the necessary information on the second location of the hotel (additional hotel) providing the services. In justified cases (after initial agreement with the Contracting Authority), the address of the second location may be changed during the performance of the contract.
The procurer reserves the right to reduce the total number of nights. If the number of nights spent is reduced, the Contractor’s remuneration will be proportionally reduced by the number of nights not used. Contractors will not be entitled to any claim on this basis.
Right of option
1. Purchase of an option to the basic contract for the provision of hotel services in Warsaw, for UKNF-DIB and DBS staff from departments in off-sites.
2. The subject-matter of the ‘right of option’ contract will be the comprehensive provision of hotel services in Warsaw on the basis of the basic contract.
3. Under the option, the services covered by the contract will be provided within a period of six months from the date of completion of the basic contract or until the maximum gross value of the contract has been reached before that period.
4. The contract value of the option will be no more than 50 % of the value of the underlying contract.
5. Planned number of nights (hotels) in the order form of an option up to 2200 nights.
6. The contracting authority will decide whether or not to exercise the right of option in accordance with the Contracting Authority’s needs.
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