Provision of Catering, Conference and Accommodation Services for Juba

REQUEST FOR QUOTATION 2-YEAR FRAMEWORK AGREEMENT FOR THE PROVISION OF CATERING, CONFERENCE AND ACCOMMODATION SERVICES-FOR JUBA Tenders & Other Advertisments CARE-International (John Lasu) November 11, 2026, 2:44pm 1 Request for Quotation for two (2) -YEAR FRAMEWORK AGREEMENT FOR THE PROVISION OF CATERING, CONFERENCE AND ACCOMMODATION SERVICES- For Juba FWA RFQ-Catering, Accommodation and Conferences services.docx (270.9 KB) FWA RFQ-Catering, Accommodation and Conferences services.pdf (880.4 KB) Attached advert: Request for Quotation 2-YEAR FRAMEWORK AGREEMENT FOR THE PROVISION OF CATERING, CONFERENCE AND ACCOMMODATION SERVICES-FOR JUBA RFQ DOCUMENT# [FWA_001.11.2026_JUBA] RFQ ISSUE DATE: [TUESDAY, NOVEMBER 10, 2026] QUOTATION SUBMISSION DEADLINE: [WEDNESDAY, NOVEMBER 25, 2026, 4:00 PM, CAT] CARE SOUTH SUDAN 151 ELLIS STREET NE ATLANTA, GA 30303-2440 CONFIDENTIAL DOCUMENT PREPARED BY CARE ® Table of Contents TOC \o "1-3" \h \z \u 1. ABOUT CARE PAGEREF _Toc245207135 \h 2 2. GENERAL CONDITIONS and CLAUSES PAGEREF _Toc245207136 \h 3 2.1. CARE’s GENERAL CONDITIONS PAGEREF _Toc245207137 \h 3 2.2. CONFIDENTIALITY/ NON-DISCLOSURE PAGEREF _Toc245207138 \h 3 2.3. PUBLICITY PAGEREF _Toc245207139 \h 3 2.4. LIABILITY PAGEREF _Toc245207140 \h 4 2.5. FORCE MAJEURE PAGEREF _Toc245207141 \h 4 2.6. ERRORS AND OMISSIONS PAGEREF _Toc245207142 \h 4 2.7. OWNERSHIP OF WORK PAGEREF _Toc245207143 \h 4 2.8. CONFLICT OF INTEREST PAGEREF _Toc245207144 \h 4 3. COMPANY PROFILE & BIDDER’S DECLARATION PAGEREF _Toc245207145 \h 4 3.1. COMPANY PROFILE PAGEREF _Toc245207146 \h 4 3.2. BIDDER’S DECLARATION PAGEREF _Toc245207147 \h 5 4. CONDITIONS AND GUIDELINES FOR SUBMISSION OF QUOTATION PAGEREF _Toc245207148 \h 6 5. SCHEDULE OF REQUIREMENTS PAGEREF _Toc245207149 \h 6 5.1. CARE TECHNICAL SPECIFICATIONS PAGEREF _Toc245207150 \h 6 5.2. CARE DELIVERY REQUIREMENTS PAGEREF _Toc245207151 \h 6 6. TECHNICAL & FINANCIAL OFFERS PAGEREF _Toc245207152 \h 7 6.1. SUPPLIER’S OFFER PAGEREF _Toc245207153 \h 7 GUIDELINES FOR ESTABLISHMENT OF A TWO-YEAR FRAMEWORK AGREEMENT PAGEREF _Toc245207154 \h 10 VENDOR QUESTIONNAIRE FORM PAGEREF _Toc245207155 \h 15 ABOUT CARE At CARE, we seek a world of hope, inclusion, and social justice, where poverty has been overcome and people live with dignity and security. This has been our vision since 1945, when we were founded to send lifesaving CARE Packages® to survivors of World War II. Today, CARE is a leader in the global movement to end poverty. We put women and girls in the center because we know we cannot overcome poverty until all people have equal rights and opportunities. In 2019, CARE worked in 100 countries and reached 70 million people with an incredible range of life-saving programs. To know more about CARE, https://www.care.org/our-work/ GENERAL CONDITIONS and CLAUSES CARE’s GENERAL CONDITIONS The enclosed document is not an offer to contract, but a solicitation of a vendor’s proposed intent. Acceptance of a quotation in no way commits CARE to award a contract for any or all products and services to any vendor. CARE reserves the right to make the following decisions and actions based on its business interests and for reasons known only to CARE: To determine whether the information provided does or does not substantially comply with the requirements of the RFQ To contact any bidder after quotation submittal for clarification of any information provided. To waive any or all formalities of bidding To accept or reject a quotation in whole or part without justification to the bidder To not accept the lowest bid To negotiate with one or more bidders in respect to any aspect of submitted quotation. To award another type of contract other than that described herein, or to award no contract. To enter into a contract or agreement for purchase with parties not responding to this RFQ To request, at its sole discretion, selected Vendors to provide a more detailed presentation of the quotation. To not share the results of the bids with other bidders and to award contracts based on whatever is in the best interest of CARE. Any material statements made orally or in writing in response to this RFQ or in response to requests for additional information will be considered offers to contract and should be included by vendor in any final contract. CONFIDENTIALITY/ NON-DISCLOSURE All information gained by any vendor concerning CARE work practices is not to be disclosed to anyone outside those responsible for the preparation of this quotation. Any discussion by the vendor of CARE’s business practices could be reason for disqualification. CARE, at their discretion, reserves the right to require a non-disclosure agreement. Reciprocally, CARE commits that information received in response to this RFQ will be held in strict confidence and not disclosed to any party, other than those persons directly responsible for the evaluation of the responses, without the express consent of the responding vendor. Finally, the information contained within this RFQ is confidential and is not to be disclosed or used for any other purpose by the vendor. PUBLICITY Any publicity referring to this project, whether in the form of press releases, brochures, or photographic coverage will not be permitted without prior written approval from CARE. LIABILITY The selected vendor(s) will be required to show proof of adequate insurance at such time as CARE is prepared to procure the services. The participating vendor will also be required to indemnify and hold harmless CARE for, among other things, any third-party claims arising from the selected vendor’s acts or omissions and will be liable for any damage caused by its employees, agents or subcontractors. FORCE MAJEURE Neither Party shall be responsible for a performance that is delayed, hindered, or is rendered inadvisable, commercially impracticable, illegal, or impossible by a “Force Majeure Event.” A Force Majeure event includes, without limitation, an act of nature, a pandemic, emergency, civil unrest or disorder, actual or threatened terrorism, war, fire, governmental action or interference of any kind, power or utility failures, strikes or other labor disturbances, a health warning issued by the Center for Disease Control (or similar agency), any other civil or governmental emergency and/or any other similar event beyond a Party’s reasonable control. The Party that seeks to invoke this Force Majeure provision (the “Affected Party”) shall provide the other Party (the “Unaffected Party”) with a written notice within ten (10) days of the date the Affected Party determines a Force Majeure Event has occurred. ERRORS AND OMISSIONS CARE expects the vendor will provide all labor, coordination, support, and resources required based on the vendor’s quotation and corresponding final SOW. No additional compensation will be available to the vendor for any error or omission from the quotation made to CARE. The only exclusions are add-ons, deletions, and/or optional services for which the vendor has received written authorization from CARE. OWNERSHIP OF WORK All work created during this evaluation must be original work, and no third party should hold any rights in or to the work. All rights, title and interest in the work shall be vested in CARE. CONFLICT OF INTEREST CARE encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to CARE if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ. COMPANY PROFILE & BIDDER’S DECLARATION Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and return it as part of your quotation. No alterations to its format shall be permitted and no substitutions shall be accepted. COMPANY PROFILE Table 4.1.A Previous Work with CARE Have you already had previous transactions with CARE? Yes No FORMCHECKBOX FORMCHECKBOX If marked “Yes”, please provide the year of the latest transaction with CARE and the requirement that was delivered. (This is to inform everyone that this information is for system checking only. This will not be part of any evaluation process.) If you marked, “No” on the table above, please answer the Table 4.1.A. below: Table 4.1.B Other Information Item Description Detail(s) Legal name of bidder Legal Address, City, Country Website Year of Registration Company Expertise Bank Information (Please answer below) Bank Name: Bank Address: IBAN: SWIFT/BIC: Account Currency: Bank Account Number: Previous relevant experience: 3 contracts Name of previous contracts Client & Reference Contact Details Contract Value Period of activity Types of activities undertaken BIDDER’S DECLARATION Yes No FORMCHECKBOX FORMCHECKBOX Ethics: By submitting this Quote, I/we guarantee that the bidder has not engaged in any improper, illegal, collusive, or anti-competitive arrangements with any competitors; has not directly or indirectly contacted any buyer representative (aside from the point of contact) or gather information regarding the RFQ; and has not attempted to influence or offer any type of personal inducement, reward, or benefit to any buyer representative. FORMCHECKBOX FORMCHECKBOX I/We affirm that we will not engage in prohibited behavior or any other unethical behavior with CARE or any other party. We also affirm that we have read the general clause and conditions included in this RFQ and that we will conduct business in a way that avoids any financial, operational, reputational, or other undue risk to CARE. FORMCHECKBOX FORMCHECKBOX Conflict of interest: I/We warrant that the bidder has no actual, potential or perceived Conflict of Interest in submitting this Quote, or entering into a Contract to deliver the Requirements. CARE Procurement's Point of Contact will be notified right away by the bidder if a conflict of interest occurs during the RFQ process. FORMCHECKBOX FORMCHECKBOX Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal issues that could hinder the ability to conduct business. FORMCHECKBOX FORMCHECKBOX Offer Validity Period: I/We confirm that this Quote, including the price, remains open for acceptance for the Offer Validity. FORMCHECKBOX FORMCHECKBOX I/We understand and recognize that you are not bound to accept any quotation you receive, and we certify that the goods offered in our Quotation are new and unused. FORMCHECKBOX FORMCHECKBOX By signing this declaration, the signatory below represents, warrants and agrees that he/she has been authorized by the Organization/s to make this declaration on its/their behalf Name: Title/Designation: Company Name: Date: Signature CONDITIONS AND GUIDELINES FOR SUBMISSION OF QUOTATION This Request for Quotation (RFQ) outlines the requirements for an open and competitive procurement process aimed at establishing Framework Agreements. The objective is to pre-position qualified suppliers to enable faster and more efficient contracting when needs arise. CARE receives funding from multiple donors including but not limited to ECHO, EC, NORAD, GIZ, BMZ, UN, OCHA, SDC, MFO and others. These may require the provision of goods and services, and quicker implementation will be necessary during emergency. Upon identification of a need, a call-off request will be issued only to the selected Framework Agreement holders. The successful supplier will then be requested to provide s specific quotation for the requied goods and/or services, and a Purchase Order (PO) will be issued under the terms of the Framework Agreement and PO terms for the specific procurement requirement. Quotations will be accepted until 04:00 PM, CAT [WEDNESDAY, NOVEMBER 25, 2026], delivered via email solely to [SSD.Tender@care.org] no later than the above specified date. Additionally, all costs included in quotations must be all-inclusive to include any outsourced or contracted work. Any quotations which call for outsourcing or contracting work must include a name and description of the organizations being contracted. All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFQ. All contractual terms and conditions will be subject to review by the CARE legal department, and will include scope, budget, schedule, and other necessary items pertaining to the project. You must respond to every subsection including statement, question, and/or instruction without exception. Any verbal information obtained from, or statements made by representatives of CARE shall not be construed as in any way amending this RFQ. Only such corrections or addenda as are issued in writing by CARE to all RFQ participants shall be official. CARE will not be responsible for verbal instructions. SCHEDULE OF REQUIREMENTS CARE TECHNICAL SPECIFICATIONS Item # Description Bidder’s Specification 1 Refer to Table 5.1. B As per the description of service in Table 5.1. CARE DELIVERY REQUIREMENTS Item # Other Requirements 1 Delivery Date & Time Bidder shall deliver the services 7 days after signing the PO 2 Delivery Terms (incoterms) FORMCHECKBOX EXW [Ex-works (Place)] FORMCHECKBOX FCA [Free Carrier (Port)] FORMCHECKBOX FAS [Free Along-Side Ship (Port)] FORMCHECKBOX FOB [Free On-Board (Port)] FORMCHECKBOX CFR [Cost, & Freight (Port)] FORMCHECKBOX CIF [Cost, Insurance & Freight (Port)] FORMCHECKBOX CPT [Carriage Paid-To (Place)] FORMCHECKBOX CIP [Carriage & Insurance Paid-To (Place)] FORMCHECKBOX DAP [Delivered at Place (Place)] FORMCHECKBOX DPU [Delivered at Place Unloaded (Place)] FORMCHECKBOX DDP [Delivered Duty Paid (Place)] Juba City 3 Custom Clearance (Must be linked to Incoterms at origin) FORMCHECKBOX Not Applicable. Shall be done by _______________ FORMCHECKBOX Shouldered by CARE FORMCHECKBOX Supplier/ Bidder FORMCHECKBOX Freight Forwarder 4 Exact Address(es) of Delivery Location Juba City, CARE South Sudan office or at the Hotel Premises. 5 Warranty Period Standard Manufacturer’s Warranty (if applicable) 6 Payment Terms 30 Days upon Receipt of items 7 Quotation Validity The quote needs to be valid for 90 days to cover all the days from bidding up to the award process. TECHNICAL & FINANCIAL OFFERS SUPPLIER’S OFFER Table 5.1.A Bidder’s Offer Item # Description Specification Quantity Unit of Measurement 1 Refer to Table 5.1.B As per the description of service in Table 5.1. Table 5.1.B Cost Proposal Item # Description Quantity Requested Unit of Measurement (UAM) Unit Price (in USD) Total Price (in USD 1 Single room only (without breakfast, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet) 1 Night 2 Single room - Bed and breakfast, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (BB) 1 Night 3 Single room -Half board with breakfast and lunch or breakfast and dinner, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (HB) 1 Night 4 Single room- Full board with breakfast, lunch, and dinner, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (FB) 1 Night 5 Double room-(without breakfast, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet) 1 Night 6 Double room - Bed and breakfast with TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (BB) 1 Night 7 Double room-Half board with breakfast and lunch or breakfast and dinner, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (HB) 1 Night 8 Double room- Full board with breakfast, lunch, and dinner, TV with all channels, air conditioning, laundry service, 24-hour power and wi-fi internet (FB) 1 Night 9 Full day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 1-25 pax 1 Day 10 Full day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 26-50 pax 1 Day 11 Full day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 51-75 pax 1  Day 12 Full day hall hire: air conditioned 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 76-100 pax 1 Day 13 Full day hall hire: air conditioned 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 100 pax above 1 Day 14 Half day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 1-25 pax 1 Half day 15 Half-day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 26-50 pax 1 Half day 16 Half day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 51-75 pax 1 Half day 17 Half-day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 75-100 pax 1 Half day 18 Half-day hall hire: air conditioned with 24-hour power, free Wi-Fi, LCD projector, maximum capacity: 100 pax above 1 Half day 19 Breakfast serves to a room guest 1 Plate/Pax 20 Morning tea/coffee with snacks including but not limited to sambuusa with meat, beans, cowpeas, cake and mandazi - catering service 1 Plate/Pax  21 Evening tea/coffee with snacks including but not limited to sambuusa with meat, beans, cowpeas, cake and mandazi - catering service 1 Plate/Pax 22 Milk tea 1 Cup 23 Black tea 1 Cup 24 Milk Coffee 1 Cup 25 Black coffee 1 Cup 26 Buffet lunch including but not limited to beef meat/fish, masala/fish curry/beef stew/roasted, chicken/chicken curry/chicken pilau/mutton/beans, rice/posho/bread/chapati, salad- tuna and fish- green salad/vegetables soup/mushroom soup, fruits. 1 Plate/pax 27 Drinking water @ bottle 600ml 1 Bottle 28 Drinking water @ bottle 500ml 1 Bottle 29 Soda - 300 ml bottle 1  Pc 30 Cartons of water (24 small bottles of 600ml) 1 Carton 31 Crates of Soda (12 small, bottled soda 500ml) 1 Crate 32 Cocktail Juice 1 Glass 33 Chair hire 1 Pc 34 DJ with PA System 1 EA 35 Tent hire: (Capacity 1-25 pax) 1 Pc 36 Tent hire: (Capacity 26-50 pax) 1 Pc 37 Tent hire