REQUEST FOR QUOTATION (RFQ) : Conference hall rental and Catering services

Description de l'offre

PRF-EpiCFY25
Solicitation Title: Conference hall rental and Catering services for HIV/AIDS Coordination Bi-Monthly Coordination Meeting, CE
RFQ Release Date: 1/09/2026
Questions Due Date: 4/09/2026
Submit Questions to: Cameroon.Procurement@fhi360.org JTanga@fhi360.org
Proposal Due Date: 4/09/2026
Extended Due Date: RAS
Submit Proposal to: Cameroon.Procurement@fhi360.org
Anticipated Contract Start Date:
Contract End Date:
Background
FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology, creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.
Scope of Work
FHI 360 Cameroon, under the EpiC project funded by the U.S. Department of State, requests quotations for the provision of conference hall rental, catering services, didactic materials, sound system, and projection equipment to support program operations for 30 participants for one day.
S/N
Description
Quantities
1
Conference Hall with Sound System (microphones, speakers, projector, screen, Internet connectivity)
1
2
Didactic Materials package (note books, pens, folders)
30
3
Mineral water bottles (1.5 litres)
30
4
Coffee Break
30
5
Launch Break
30
Address for Submission
Interested providers are required to send their proposals by email to the following address:
Cameroon.Procurement@fhi360.org and JTanga@fhi360.org
Deadline: September 04th, 2026 Subject: « Conference Hall rental and catering services, – 01- FHI360 _Yaoundé »
Any questions for clarification can be sent to Cameroon.Procurement@fhi360.org
Required Documentation
The proposal must include the following items:
• Up-to-date administrative and legal documents (Tax ID, Trade Register, Professional Tax
certificate, ID of legal representative, Bank attestation).
• Company profile and references for similar service contracts.
• Proof of Catering service capacity, hygiene and quality assurance standards.
• Availability of clean rest rooms.
• Good accessibility for both mobile and disabled persons.
• Reliable reservation system.
• Secure Parking, with camera, security guard,
•
Payment terms: Net 30 days, no advance payment.
EVALUATION
Offers will be evaluated based on the following weighted criteria:
✓ Financial- Price competitiveness, clarity of cost breakdown. (30%)
✓ Administrative- Valid documentation, compliance with procurement rules, references. (20%)
✓ Technical- Conformity with specifications, delivery timeline, service quality,
warranty/assurance. (50%)
FHI 360 Disclaimers
•
FHI 360 may perform a background check on any selected vendor.
•
FHI 360 may cancel the solicitation and not award
•
FHI 360 may reject any or all responses received
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Issuance of the solicitation does not constitute an award commitment by FHI 360
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FHI 360 reserves the right to disqualify any offer based on failure of the offeror to follow solicitation instructions
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FHI 360 will not compensate any offeror for responding to solicitation
•
FHI 360 reserves the right to issue award based on initial evaluation of offers without further discussion
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FHI 360 may choose to award only part of the activities in the solicitation, or issue multiple awards based on the solicitation activities
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FHI 360 has the right to issue amendments to the RFQ at any time