Tender Description

Terms of Reference (TOR) for Framework Agreement for Refreshments, Lunch, and Training Materials in Baidoa District Bay region Somalia.

Target location: Baidoa (Southern Somalia)

1. Background and Context:

The Somalia Resilience Programme (SomReP) is a consortium of seven international non-governmental organizations (INGO) and one Local NGO. SomReP works to enhance the resilience of chronically vulnerable households, communities and systems across Somalia/land.

The Somalia Resilience Program (SomReP) is an ambitious approach to tackle the challenge of recurrent droughts and the chronic vulnerability among pastoralists, agro-pastoralists, and peri-urban households in one of the poorest countries in the world. SomReP is being implemented through a consortium of 7 INGOs (ACF, ADRA, CARE, COOPI, DRC, Oxfam and WVI) and 1 Local NGO (Shaqodoon).

2. Introduction:

The Somalia Resilience Programme (SomReP) uses sustainable approaches to tackle the challenges of recurrent droughts and the chronic vulnerability among pastoralists, agro-pastoralists, and peri-urban households and communities. The consortium has deep experience in Somalia context joined as a consortium in 2012 to build a resilience model based on the global resilience thinking, innovative livelihood approaches for the Somalia context, and bridging the relief to development continuum. SOMREP intends to partner with a bank/MFI so as to support our existing village saving and loans associations (VSLAs), Livestock associations, farmer groups by extending financial services to them. In this case SomRep project in Dollow & Baidoa (Southern Somalia) requires reputable and qualified MFIs/banks to support this process. The financial institutions/banks will provide access to a flexible source of capital for our program cohort in business through a loan revolving fund. The VSLA concept involves groups of people collaborating to pool their savings together in order to create a fund for lending and borrowing. The primary goal of the of the MFI/bank will be to provide savings and loan services to this economic groups including livestock associations, farmer groups etc.

COOPI is planning to enter into a framework agreement for the supply and provision of refreshments, lunch, and training materials to support various events, workshops, and training programs. This agreement is aimed at ensuring the continuous availability of quality and timely services for the successful execution of these events.

3.  Objectives:

The primary objectives of this framework agreement are:

• To provide high-quality refreshments and lunch for participants in training programs, workshops, and other events.
• To supply the necessary training materials to facilitate effective learning and knowledge transfer.
• To ensure timely and reliable delivery of services in alignment with the needs of the organization.

4. Scope of Services:

The selected vendor(s) will be expected to deliver the following services:

A. Refreshments and Lunch:

1. Refreshments: 
   • Provision of snacks, beverages (tea, coffee, juices), and other refreshments during breaks (morning/afternoon).
   • Options for dietary preferences and special requirements (e.g., vegetarian, halal, gluten-free, etc.).
2. Lunch: 
   • Provision of lunch for [insert number] participants during workshops, training sessions, or meetings.
   • Various lunch menu options that can cater to different dietary needs and preferences.
   • Delivery, setup, and cleanup of lunch services at designated venues.

B. Training Materials:

1. Provision of Training Materials: 
   • Supply of training materials, such as printed handouts, manuals, brochures, and booklets.
   • Provision of any additional training resources as required (e.g., USB drives, stationery, flipcharts).
2. Customization: 
   • Ability to customize training materials with the organization’s branding and logos as necessary.
   • Timely delivery of training materials before scheduled training dates.

C. Venue for Training Sessions:

• Training sessions will be held at the following venues, which the vendor should be prepared to deliver services to:
  • Venue with accessibility/safety and capacity of 100 participates at a time with a condition of AC/Fan and Internet availability., Spacious, Standard type with Mic and Projector

5. Deliverables:

The vendor(s) will be responsible for the following deliverables:

• Daily refreshments and lunch service for participants at the agreed location and time.
• Training materials ready for distribution to all participants, as specified in each training session.
• Full coordination and communication with the event coordinators to ensure quality and timely service.

6. Duration of Agreement:

This agreement will be in place for an initial period of 10 months, with an option for renewal based on performance and mutual agreement.

7. Terms of Payment:

• Payment will be made based on an agreed schedule (e.g., monthly or per event).
• Invoices must be submitted upon completion of each event or training program.
• Payment terms and conditions will be clearly defined, including any penalties for late delivery or failure to meet service quality standards.

8. Vendor Requirements:

The selected vendor(s) must meet the following criteria:

• A proven track record of providing quality catering services for corporate events and training programs.
• Must have business registration with local Authorities.
• Ability to cater to a wide range of dietary needs and preferences.
• Experience in delivering training materials for professional development purposes.
• A reliable delivery mechanism and adherence to timelines.
• A team capable of handling multiple events simultaneously, if required. (Key staff CV)

9. Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

• Cost-effectiveness and value for money.
• Detailed Profile information that contained, 
• Experience and reputation in providing catering and training material services.
• Quality and diversity of menu and materials.
• Ability to customize services to suit specific event needs.
• Flexibility in terms of service delivery and scalability.
• Registration certificate by SWS of Somalia.
• Commercial operating license from government of Somalia
• Clearance taxation certificate
• References including names and contact information from previous clients who can be contacted regarding relevant experience (At least THREE)
• Successful bidder will be required to sign COOPI Supplier Code of Conduct form.

10. COOPI Responsibilities

• The organization will provide the vendor with the schedule of events and training programs in advance.
• The organization will ensure clear communication regarding special dietary needs and any other specific requirements.
• The organization will ensure the availability of appropriate spaces for meal services and training material distribution.

11. Confidentiality:

The vendor(s) must ensure the confidentiality of any information provided during the contract period. This includes any personal or professional data shared by participants or the organization.

12. Terms of Termination:

The framework agreement can be terminated by either party under the following conditions:

• Mutual agreement of both parties.
• Failure of the vendor(s) to meet agreed-upon service standards.
• Breach of confidentiality or other terms stipulated in the agreement.
• In such cases, both parties must provide notice 30 days prior to termination.

13. Reporting and Communication:

• Regular updates and reports regarding service delivery, feedback from participants, and any issues encountered during the contract period.
• The vendor(s) should maintain clear lines of communication with the organization to address any concerns promptly.

14. Financial Evaluation

• A financial proposal with a detailed breakdown of costs quoted in USD. Applicable tax amount must be clearly stipulated and separated from the base costs.
• Payment Terms and credit Period.

Financial proposal should not be part of the technical proposal; it should be a separate document.

The evaluation committee will not necessarily choose on the basis of lowest price alone but will award one of received offer on the basis of value for money, price, quality, compliance with international norms, and delay for delivery. The experience of the contractor in the performance of similar contracts will be as well a criterion for selection

Skills Required

Attachment

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