BRAC INTERNATIONAL
LIBERIA COUNTRY OFFICE

INVITATION TO BID (ITB)
TENDER DOCUMENT

FRAMEWORK AGREEMENT FOR PROVISION OF HOTEL, VENUE AND CONFERENCE SERVICES

(Including Conference Facilities, Accommodation, and Catering Services)

Tender Reference No.: LBR/MON/FA/APR/2026/0002

Issued By:

BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia

Date of Issue: 20th April 2026
Submission Deadline: 11th May 2026

Contact: bidsubmission.liberia@brac.net

Date: 20th April 2026
Ref: LBR/MON/FA/APR/2026/0002

Dear Sir/Madam,
INVITATION TO BID – FRAMEWORK AGREEMENT FOR HOTEL, VENUE, AND CONFERENCE SERVICES

BRAC International Liberia Country Office hereby invites eligible and qualified service providers to submit bids for the establishment of a Framework Agreement for the provision of hotel, venue, and conference services.

The objective of this tender is to engage capable service providers to deliver reliable, high-quality, and cost-effective services for meetings, trainings, workshops, and events across BRAC operational locations in Liberia. Services shall include conference facilities, accommodation, catering, and related event support services, under a call-off arrangement.

I am attaching the Invitation to Bid (ITB) along with the complete set of tender documents, including all Sections.
Key Tender Milestones
•Tender Issue Date: Monday, 20 April 2026
•Confirmation of Receipt & Participation: Wednesday, 22 April 2026
(Only bidders who confirm participation will receive further communications, if applicable)
•Pre-Bid Conference (Optional): Monday, 27 April 2026
(Details to be shared with confirmed bidders, if required)
•Clarification Deadline: Tuesday, 28 April 2026
•Final Clarifications Issued: Friday, 01 May 2026
•Submission Deadline: Monday, 11 May 2026 at 5:00 PM (Liberia Time)
This tender is being rolled out to support both Monrovia and regional operations. Service providers are encouraged to indicate their coverage areas, including regional presence.

Framework Agreements may be established with multiple service providers across different regions to ensure adequate coverage and service availability.
BRAC reserves the right to accept or reject any or all bids, in whole or in part, without assigning any reason.
We look forward to receiving your submission.

Yours sincerely,

Sumo Jallah
Head of Operations
BRAC International
Liberia Country Office

Table of Contents

INVITATION TO BID – FRAMEWORK AGREEMENT FOR HOTEL, VENUE, AND CONFERENCE SERVICES2
Key Tender Milestones2
SECTION 1: INSTRUCTIONS TO TENDERERS (ITT)5
A.General5
1.A. General5
2. Source of Funds5
3. Corrupt, Fraudulent, Collusive, or Coercive Practices6
4. Eligible Tenderers6
5. Eligible Goods and Services7
B.Tender Document8
6. Tender Document: Sections8
7. Tender Document: Clarification8
8. Tender Document: Amendment8
C.Qualification Criteria9
9. Tenderer- General Criteria9
10. Tenderer: Experience Criterion9
11. Tenderer: Financial Capacity9
D.Tender Preparation9
12. Tender: Only One9
13. Tender: Preparation Costs10
14. Tender: Language10
15. Tender: Contents of Tender Submission10
16. Tender: Alternatives10
17. Tender: Prices and Discounts10
18. Tender: Prices and Currency10
19. Tenderer: Disqualification11
20. Tender: Validity11
21. Tender Security11
22. Tender Format and Signing12
E.Tender Submission12
23. Tender: Sealing and Marking12
24. Tender: Submission Deadline13
25. Tender: Submitted Late13
26. Tender: Withdrawal, Modification, or Substitution14
F.Tender Opening and Evaluation14
27. Tender: Opening14
28. Tender: Confidentiality15
29. Tender: Clarification15
30. Tenderer: Contacting the Purchaser15
31. Tender: Responsiveness15
32. Tender: Non-conformities, Errors, and Omissions16
33. Tender: Correction of Arithmetical Errors16
34. Tender: Preliminary Examination17
35. Tender: Technical Evaluation17
36. Tender: Financial Evaluation17
37. Tender: Negotiation18
38. Tender: Comparison18
39. Tenderer: Post-qualification18
40. Tenders: Purchaser’s Right to Reject Any or All Tenders18
G.Contract Award19
41. Award Criteria19
42. Purchaser’s Right to Vary Quantities19
43. Notification of Award19
44. Performance Security19
45. Contract: Signing20
46. Advising Unsuccessful Tenderers20
47. Tenderer: Right to Complain20
H.International Competitive Tendering [Note: to be deleted for OTM]22
48. International Competitive Tendering [ICT]22
SECTION 2: TENDER DATA SHEET (TDS)23
SECTION 3: TERMS OF REFERENCE (TOR)FRAMEWORK AGREEMENT FOR HOTEL, VENUE, AND CONFERENCE SERVICES32
1. BACKGROUND32
2. OBJECTIVE32
3. SCOPE OF SERVICES33
4. FRAMEWORK AGREEMENT TERMS34
5. PRICING MECHANISM36
6. ELIGIBILITY REQUIREMENTS38
7. EVALUATION SUMMARY39
9. AWARD & MANAGEMENT40
SECTION 4: TECHNICAL REQUIREMENTS & SPECIFICATIONS41
SECTION 5: TECHNICAL EVALUATION46
Scoring Guide47
Formula47
SECTION 6: FINANCIAL PROPOSAL TEMPLATE47
6.1 Instructions to Bidders47
6.2 PRICING SCHEDULE47
D. Additional Services (If Applicable)48
6.3 PACKAGE PRICING (OPTIONAL)49
6.4 PRICING DECLARATION49
6.5 FINANCIAL EVALUATION BASIS49
6.6 IMPORTANT NOTES49
SECTION 7: TENDER SUBMISSION DOCUMENTS – COMPLIANCE CHECKLIST50

SECTION 1: INSTRUCTIONS TO TENDERERS (ITT)
A.General
1.A.General
1.1The Purchaser indicated in the Tender Data Sheet (TDS) issues this Tender Document for the supply of Goods and Related Services, or Non-Consulting Services, as identified in the TDS and as specified in detail in Section 5: Tender Submission.
1.2The successful Tenderer will be required to complete the delivery of the goods and/or services (if applicable), as specified in Section 5.
1.3Throughout this Tender Document:
(a)The term “in writing” means communicated in written form with proof of receipt;
(b)If the context so requires, singular means plural and vice versa; and
(c)“Day” means calendar day.
2. Source of Funds
2.1The Purchaser has been allocated funds as indicated in the TDS and intends to apply a portion of the funds to eligible payments under the contract for which this Tender Document is issued.
2.2For this provision, “funds” means any monetary resources appropriated to BRAC International, or revenues generated by BRAC International and its entities, or aid grants and credits put at the disposal of BRAC International by the development partners through the Government or directly through bilateral agreement/ understanding.
2.3Payments by the development partner, if so indicated in the TDS, will be made only at the request of BRAC International and upon approval by the development partner in accordance with the applicable Loan/Credit/Grant Agreement, and will be subject in all respects to the terms and conditions of that Agreement.
3. Corrupt, Fraudulent, Collusive, or Coercive Practices
3.1The BRAC International requires that Tenderers and Suppliers shall observe the highest standard of ethics during the implementation of procurement proceedings and the execution of contracts.
3.2In pursuance of this requirement, the Purchaser shall:
(a)Exclude the Tenderer from participation in the procurement proceedings concerned or reject a proposal for award and
(b)Declare a Tenderer ineligible, either permanently or for a stated period of time, from participation in procurement proceedings under public funds; if it, at any time, determines that the Tenderer has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, a contract under BRAC International funds.
3.3Should any corrupt, fraudulent, collusive, or coercive practice of any kind come to the knowledge of the Purchaser, it shall, in the first place, allow the Tenderer to provide an explanation and shall take actions only when a satisfactory explanation is not received. Such exclusion and the reasons thereof shall be recorded in the record of the procurement proceedings and promptly communicated to the Tenderer concerned. Any communications between the Tenderer and the Purchaser related to matters of alleged fraud, corruption, collusive or coercive practice shall be in writing.
3.4The Tenderer shall be aware of the provisions on fraud, corruption, collusive and coercive practices stated in GCC Clause 3.
3.5The Purchaser’s personnel have an equal obligation not to solicit, ask for, and/or use coercive, collusive, corrupt, or fraudulent methods to obtain personal benefits in connection with the said proceedings.
4. Eligible Tenderers
4.1This Invitation for Tenders is open to eligible Tenderers from all countries, except for any specified in the TDS. This criterion shall also apply to the determination of the nationality of proposed sub-suppliers for any part of the Contract, including related goods or services.
4.2A Tenderer may be a physical or juridical individual or body of individuals, or a company, invited to take part in a Tender in response to an Invitation for Tenders. Furthermore, a Tenderer is permitted to form a Joint Venture, Consortium, or Association (JVCA) in preparing and submitting this Tender; tenders submitted by a joint venture of two or more partners shall comply with the following requirements:
(a)The tender, and in case of successful tender, the Contract, shall be signed to be legally binding on all partners;
(b)One of the partners shall be authorized to be in charge, and this authority shall be evidenced by submitting a power of attorney signed by legally authorized signatories of all the partners.
(c)The partner in charge shall be authorized to incur liabilities, receive payments, and receive instructions for and on behalf of any or all partners of the joint venture;
(d)All partners of the joint venture shall be liable jointly and severally for the execution of the Contract in accordance with the Contract terms, and a relevant statement to this effect shall be included in the authorization mentioned under (b) above, as well as in the Tender Submission Form and the Contract (in case of a successful tender); and
(e)A copy of the agreement entered into by the joint venture partners shall be submitted with the tender.
4.3A BRAC International-owned Microfinance program or Enterprises in a respected country may also participate in the Tender under the same conditions as any other tenderer, and no advantages shall be given to such BRAC International-owned Microfinance program or Enterprises.
4.4The Tenderer shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive, or coercive practices in accordance with ITT Sub-Clause 3.3.
4.5The Tenderer with a consistent history of litigation or several arbitration awards against it, as specified in the TDS, shall not be eligible to tender. The Tenderer shall supply the information requested in the Tenderer Information Form.
4.6The Tenderer shall have the legal capacity to enter into the Contract.
4.7The Tenderer shall not be insolvent, be in receivership, be bankrupt, or be being wound up, its business activities shall not be suspended, and it shall not be the subject of legal proceedings for any of the foregoing.
4.8The Tenderer shall have fulfilled its obligations to pay taxes and social security contributions under the relevant national laws and regulations.
4.9The Tenderer must guarantee that it complies with all applicable Anti-Terrorism Laws and does not engage in or conspire to engage in any transaction that evades or avoids, or has the purpose of evading or avoiding, or attempts to violate, any of the prohibitions outlined in any Anti-Terrorism Law. “Anti-Terrorism Laws” shall mean any laws relating to terrorism or money laundering, including: Anti-Terrorism Act of the respective country (as may from time to time be amended, renewed, extended, or replaced) and any international conventions related to terrorism and counter-terrorism.
5. Eligible Goods and Services
5.1All goods and services to be supplied under the contract are eligible Goods and Services, unless their origin is from a country specified in the TDS.
5.2For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the services are supplied.
5.3The origin of goods and services is distinct from the nationality of the Tenderer.
B.Tender Document
6. Tender Document: Sections
6.1The Sections comprising the Tender Document are listed below and should be read in conjunction with any amendments issued in accordance with ITT Clause 8.
●Section 1: Instructions to Tenderer;
●Section 2: Tender Data Sheet;
●Section 3: General Conditions of Contract (GCC),
●Section 4: Special Conditions of Contract (SCC),
●Section 5: Tender Submission Forms; and
●Section 6: Contract Forms
6.2The Purchaser will reject any Tender submission if the Tender Document was not purchased directly from the Purchaser or through its agent, as stated in the TDS.
6.3The Tenderer is expected to examine all instructions, forms, terms, and specifications in the Tender Document as well as in Tender Amendments, if any. Failure to furnish all information or documentation required by the Tender Document may result in the Tender being rejected.
7. Tender Document: Clarification
7.1A prospective Tenderer requiring any clarification of the Tender Document shall contact the Purchaser in writing at the Purchaser’s address indicated in the TDS. The Purchaser will respond in writing to any request for clarification received no later than five (5) days before the submission deadline for Tenders.
7.2The Purchaser shall forward copies of its response to all those who have purchased the Tender Document, including a description of the inquiry, but without identifying its source.
7.3Should the Purchaser deem it necessary to amend the Tender Document as a result of a clarification, it shall do so following the procedure under ITT Clause 8 and ITT Sub-Clause 24.3.
8. Tender Document: Amendment
8.1At any time before the deadline for submission of Tenders, the Purchaser, for any reason, on its own initiative or in response to a clarification request in writing from a Tenderer, having purchased the Tender Document, may amend the Tender Document by issuing an amendment.
8.2Any amendment issued shall become an integral part of the Tender Document and shall be communicated in writing to all those who have purchased the Tender Document.
8.3To give a prospective Tenderer reasonable time in which to take an amendment into account in preparing its Tender, the Purchaser may, at its discretion, extend the deadline for the submission of Tenders. If an amendment is issued with a period of only one-third or less of the Tendering period remaining, then the deadline for the submission of Tenders may be extended by the Purchaser, if so requested by a substantial number of Tenderers, provided the delivery schedule permits.
C.Qualification Criteria
9. Tenderer- General Criteria
9.1The Tenderer shall possess the necessary professional and technical qualifications and competence, financial resources, production capability with equipment and other physical facilities, including after-sales service where appropriate, managerial capability, specific experience in the procurement object, reputation, and the personnel to perform the contract.
9.2To qualify for multiple lots in a package for which tenders are invited in the Invitation for Tenders, the Tenderer shall demonstrate having resources and experience sufficient to meet the aggregate of the qualifying criteria for the individual lots.
10. Tenderer: Experience Criterion
10.1The Tenderer shall have the following minimum level of supply experience to qualify for supplying the goods and services under the contract:
(a)specific experience in the supplying of similar goods and services as specified in the TDS; and
(b)A minimum production capacity or availability of equipment as specified in the TDS.
10.2In the case of a Tenderer offering to supply standard off-the-shelf goods that the Tenderer did not manufacture, the Tenderer shall furnish the Manufacturer’s printed brochure describing the goods and their performance.
10.3In the case of a Tenderer offering to supply goods which the Tenderer did not manufacture or otherwise produce, the Tenderer shall submit a Manufacturer’s Authorization Letter in the format indicated in Section 5: Tender Submission as stated in the TDS.
11. Tenderer: Financial Capacity
11.1The Tenderer shall demonstrate that it has satisfactorily completed the supply of similar goods or services of value under at least three (3) contracts over a period as stated in the TDS.
11.2The Tenderer shall have the availability of minimum liquid assets, working capital, or credit facilities from a Bank, as specified in the TDS.
D.Tender Preparation
12. Tender: Only One
12.1A Tenderer shall submit only one Tender for the total requirement. A Tenderer who submits or participates in more than one Tender will cause all the Tenders with that Tenderer’s participation to be rejected.
13. Tender: Preparation Costs
13.1The Tenderer shall bear all costs associated with the preparation and submission of its Tender, and the Purchaser shall not be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.
14. Tender: Language
14.1The Tender, as well as all correspondence and documents relating to the Tender, shall be written in English or the local language, unless otherwise specified in the TDS. Supporting documents and printed literature furnished by the Tenderer may be in another language, provided they are accompanied by an accurate translation of the relevant passages into the English language, in which case, for purposes of interpretation of the Tender, such translation shall govern.
14.2The Tenderer shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
15. Tender: Contents of Tender Submission
15.1The Tender prepared by the Tenderer shall comprise the following:
(a)Completed Tender Submission Letter.
(b)Completed Price Schedule.
(c)Completed Schedule of Goods, Services, and Spare Parts.
(d)Technical Specification of the Goods and/or Services and Compliance.
(e)Tenderer Information.
(f)Manufacturer’s Authorization Letter, if required.
(g)Original Tender Security, completed in accordance with ITT Clause 21, if required.
(h)Any other document as specified in the TDS.
16. Tender: Alternatives
16.1Alternative Tenders shall not be considered unless otherwise stated in the TDS.
17. Tender: Prices and Discounts
17.1Tenders are being invited either for individual lots or for any combination of lots. For each lot offered, Tenderers must quote for 100% of the items specified (including both goods and/or services) and for the full quantity of each item. If so indicated in the TDS, Contracts may be awarded on a lot-by-lot basis, and Tenderers wishing to offer any price reduction for the award of more than one Contract shall specify in their Tender the price reductions applicable to each lot or combination of lots.
18. Tender: Prices and Currency
18.1The Tender shall state against each Item required both the Unit Price and the Total Price for the quantity required. For any item listed in the Schedule against which the Tenderer does not quote, it shall be assumed that the Tenderer is unable to supply that item, and the Tender will be considered non-responsive.
19. Tenderer: Disqualification
19.1The Purchaser shall disqualify a Tenderer who submits a document containing false information or misleads or makes false representations in relation to any aspect of the tender process. If such an occurrence is proven, the Purchaser may declare such a Tenderer ineligible, either permanently or for a stated period of time, to participate in future procurement proceedings.
19.2The Purchaser may disqualify a Tenderer who has a record of poor performance, such as abandoning the supply, not properly completing the contract (i.e., more than one contract not completed as per the contract conditions), inordinate delays (i.e. more than one contract where the agreed delivery time was exceeded by more than 100%), litigation history or financial failures.
20. Tender: Validity
20.1Tenders shall remain valid for the period specified in the TDS after the deadline of Tender submission prescribed by the Purchaser pursuant to ITT Sub-Clause 24.1. The Purchaser shall reject any Tender as non-responsive that is valid for a shorter period than specified in the TDS.
20.2In exceptional circumstances, before the expiration of the Tender validity period, the Purchaser may solicit the Tenderers’ consent to an extension of the period of validity of their Tenders. The request and the responses shall be made in writing. The Tender Security provided under ITT Clause 21 shall also be suitably extended promptly. If a Tenderer does not respond or refuses the request, it shall not forfeit its Tender Security, but its Tender shall no longer be considered in the evaluation proceedings. A Tenderer agreeing to the request will not be required or permitted to modify its Tender.
21. Tender Security
21.1The Tenderer shall furnish as part of its Tender, a Tender Security in original form and in an amount in US$, as specified in the TDS.
21.2The Tender Security shall:
(a)At the Tenderer’s option, be either;
(i)In the form of a bank draft or pay order; or
(ii)in the form of an irrevocable bank guarantee issued by a Scheduled Bank of the country in the format furnished in Section 5: Bank Guarantee for Tender Security, a foreign bank may provide a bank guarantee through its corresponding bank in the country;
(b)Be payable promptly upon written demand by the Purchaser in the case of the conditions listed in ITT Sub-Clause 21.5 being invoked; and
(c)Remain valid for a period of twenty-eight (28) days beyond the original validity period of Tenders, or beyond any period of extension subsequently requested in ITT Sub-Clause 20.2.
21.3If a Tender Security is required, the Purchaser shall reject as non-responsive any Tender not accompanied by a valid Tender Security.
21.4Unsuccessful Tenderers’ Tender Security will be discharged or returned within twenty-eight (28) days of the end of the Tender validity period specified in ITT Sub-Clause 20.1 and 20.2 or within ten (10) days after the signing of the contract with the successful Tenderer, whichever is earlier. The Tender Security of the successful Tenderer will be discharged immediately upon the successful Tenderer’s furnishing of the Performance Security pursuant to ITT Clause 44 and signing the Contract Agreement pursuant to ITT Clause 45.
21.5The Tender Security may be forfeited:
(a) If a Tenderer withdraws its Tender during the period of Tender validity specified by the Tenderer on the Tender Submission Letter, except as provided in ITT Sub-Clause 20.2; or
(b) If the successful Tenderer fails to:
(i)Accept the correction of its Tender Price pursuant to ITT Sub-Clause 33; or
(ii)Furnish a Performance Security in accordance with ITT Clause 44; or
(iii)Sign the Contract in accordance with ITT Clause 45 cc.
22. Tender Format and Signing
22.1The Tenderer shall prepare one (1) original of the documents comprising the Tender as described in ITT Sub-Clause 15.1 and clearly mark it “ORIGINAL”. In addition, for hard copy submissions, the Tenderer shall prepare copies of the Tender as stated in the TDS and clearly mark each of them “COPY”. In the event of any discrepancy between the original and the copy, the original shall prevail.
22.2The original and copy of the Tender shall be typed or written in indelible ink and shall be signed by a person duly authorized to sign on behalf of the Tenderer. This authorization shall consist of a written authorization and shall be attached to the Tenderer Information Sheet. The name and position held by each person signing the authorization must be typed or printed below the signature. All pages of the original and of each copy of the Tender, except for unamended printed literature, shall be numbered sequentially and signed or initialed by the person signing the Tender.
22.3Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the person(s) signing the Tender.
E.Tender Submission
23. Tender: Sealing and Marking
23.1Tenders may be submitted in either hard copy and/or electronically as specified in the TDS. Where the tender is submitted in hard copy, the Tenderer shall enclose the original in one (1) envelope and all the copies of the Tender in another envelope, duly marking the envelopes as “ORIGINAL” and “COPY.” The two (2) envelopes shall then be enclosed and sealed in one (1) single outer envelope. The format for electronic submission is as specified in the TDS.
23.2For hard copy submissions, the inner and outer envelopes shall:
(a)Bear the name and address of the Tenderer;
(b)be addressed to the Purchaser at the address as specified in the TDS;
(c)bear the name of the Tender and the Tender Number as specified in the TDS; and
(d)Bear a statement “DO NOT OPEN BEFORE…” .
23.3If all envelopes are not sealed and marked as required by ITT Sub-Clause 23.2, the Purchaser will assume no responsibility for the misplacement or premature opening of the Tender.
24. Tender: Submission Deadline
24.1Tenderers must submit their Tenders to the Purchaser, at the address specified in ITT Sub-Clause 23.2, no later than the date and time specified in the TDS.
24.2Where Tenders are submitted in hard copy, Tenders may be hand delivered, posted by registered mail, or sent by courier. The Purchaser shall, upon request, provide the Tenderer with a receipt showing the date and time at which its Tender was received.
24.3The Purchaser may, at its discretion, extend the deadline for the submission of Tenders by amending the Tender Document in accordance with ITT Clause 8, in which case all rights and obligations of the Purchaser and Tenderers previously subject to the deadline shall thereafter be subject to the new deadline as extended.
25. Tender: Submitted Late
25.1Any Tender received by the Purchaser after the deadline for submission of Tenders in accordance with ITT Clause 24 shall be declared late, rejected, and returned unopened to the Tenderer.
26. Tender: Withdrawal, Modification, or Substitution
26.1A Tenderer may withdraw, modify, or substitute its Tender after it has been submitted by sending a written notice, duly signed by the original authorized representative, in accordance with ITT Sub-Clause 22.2 (except that no copies of the withdrawal notice are required). The written notice must be:
(a)In the case of a WITHDRAWAL, it must be submitted in a sealed envelope, clearly identifying the relevant Tender and marked WITHDRAWAL;
(b)In the case of a MODIFICATION or SUBSTITUTION, be submitted in a sealed envelope, with the relevant modified or substituted documents, clearly identifying the relevant Tender and marked MODIFICATION or SUBSTITUTION as applicable; and
(c)Be received by the Purchaser before the deadline prescribed for submission of Tenders, in accordance with ITT Clause 24.
26.2 Tenders requested to be withdrawn in accordance with ITT Sub-Clause 26.1 shall be returned unopened to the Tenderers, only after the Tender opening.
26.3 No Tender shall be withdrawn or modified after the deadline for submission of Tenders specified in ITT Clause 24.
F.Tender Opening and Evaluation
27. Tender: Opening
27.1The Purchaser may open the Tenders in public, with Tenderers allowed to attend and witness the opening, or not as specified in the TDS. Where it has been specified that the Tender Opening will be in public, Tenderers or their authorized representatives shall be allowed to attend and witness the opening of Tenders and shall sign a Tender Opening Sheet evidencing their attendance. Tenders for which an acceptable notice of withdrawal has been submitted pursuant to ITT Clause 26 shall not be opened. The following forms are to be maintained, and records kept:
a. Record of Tender Dropping.
b. Tender Opening Sheet for BRAC International Officials.
c. Tender Opening Sheet for Participating Tenderers.
d. Statement of Tender Security.
e. Comparative Statement of the Quoted Prices (Form 1- 10).
27.2The name of the Tenderer, Tender withdrawals or modifications or substitutions, total amount of each Tender, number of corrections, discounts, and the presence or absence of a Tender Security, if required, and such other details as the Purchaser, at its discretion, may consider appropriate, shall be read out aloud and recorded. Only those prices and discounts read out at the Tender opening shall be considered for evaluation. All pages of the original of the Tenders, except for un-amended printed literature, will be initialed by a minimum of three (3) members of the Tender Opening Committee.
27.3Minutes of the Tender opening shall be made by the Purchaser and furnished to any Tenderer upon receipt of a written request. The minutes shall include, as a minimum, the name of the Tenderer and whether there is a withdrawal, modification, or substitution; the Tender Price, including any discounts and alternatives offered, if permitted; and the presence or absence of a Tender Security, if one was required.
27.4Tenders not opened and read out at the Tender opening shall not be considered, irrespective of the circumstances, and shall be returned unopened to the Tenderer.
27.5No Tender shall be rejected at the Tender opening, except for late Tenders, which shall be returned unopened to the Tenderer pursuant to ITT Clause 25.
28. Tender: Confidentiality
28.1After the opening of Tenders, information relating to the examination, clarification, and evaluation of Tenders and recommendations for award shall not be disclosed to Tenderers or other persons not officially concerned with the evaluation process until after the award of the Contract is announced.
29. Tender: Clarification
29.1The Purchaser may ask Tenderers for clarification of their Tenders to facilitate the examination and evaluation of Tenders. The request for clarification and the response shall be in writing, and any changes to the prices or substance of the Tender shall not be sought, offered, or permitted, except to correct arithmetical errors discovered by the Purchaser in the evaluation of the Tenders, in accordance with ITT Clause 33.
30. Tenderer: Contacting the Purchaser
30.1Following the opening of the Tenders and until the Contract is signed, no Tenderer shall make any unsolicited communication to the Purchaser or try in any way to influence the Purchaser’s examination and evaluation of the Tenders.
30.2Any effort by a Tenderer to influence the Purchaser in its decisions on the examination, evaluation, comparison, and post-qualification of the Tenders or Contract award may result in the rejection of its Tender.
30.3Notwithstanding ITT Sub Clause 30.1, from the time of Tender opening to the time of Contract award, if any Tenderer wishes to contact the Purchaser on any matter related to the tendering process, it should do so in writing.
31. Tender: Responsiveness
31.1The Purchaser’s determination of a Tender’s responsiveness is to be based on the contents of the Tender itself without recourse to extrinsic evidence.
31.2A substantially responsive Tender conforms in all respects to the requirements of the Tender Document without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:
(a)effects in any substantial way the scope, quality, or performance of the Goods and/or Services specified in the Contract; or
(b)limits in any substantial way or is inconsistent with the Tender Document, the Purchaser’s rights or the Tenderer’s obligations under the Contract; or
(c)If rectified, it would unfairly affect the competitive position of other Tenderers presenting substantially responsive Tenders.
31.3If a Tender is not substantially responsive to the Tender Document, it shall be rejected by the Purchaser. It shall not subsequently be made responsive by the Tenderer by correction of the material deviation, reservation, or omission.
31.4There shall be no requirement as to the minimum number of responsive Tenders.
32. Tender: Non-conformities, Errors, and Omissions
32.1The Purchaser may regard a Tender as responsive even if it contains minor deviations that do not materially alter or depart from the characteristics, terms, conditions, and other requirements outlined in the Tender Document or if it contains errors or oversights that are capable of being corrected without affecting the substance of the Tender.
32.2Provided that a Tender is substantially responsive, the Purchaser may request that the Tenderer submit the necessary information or documentation, within a reasonable period of time, to rectify nonmaterial nonconformities or omissions in the Tender related to documentation requirements. Such omission shall not be related to any aspect of the price of the Tender. Failure by the Tenderer to comply with the request may result in the rejection of its Tender.
33. Tender: Correction of Arithmetical Errors
33.1Provided that the Tender is substantially responsive, the Purchaser shall correct arithmetical errors on the following basis:
(a)if there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected, unless, in the opinion of the Purchaser, there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted shall govern and the unit price shall be corrected;
(b)If there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail, and the total shall be corrected; and
(c)If there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetical error, in which case the amount in figures shall prevail, subject to (a) and (b) above.
33.2Any arithmetical error or other discrepancy, as stated in ITT Sub-Clause 33.1, that is found shall be immediately notified to the concerned Tenderer.
33.3Any Tenderer that does not accept the correction of errors as determined by the application of ITT Sub-Clause 33.1 shall have its Tender disqualified, and its Tender Security may also be forfeited.
34. Tender: Preliminary Examination
34.1The Purchaser shall firstly examine the Tenders to confirm that all documentation requested in ITT Clause 15 has been provided, and to determine the completeness of each document submitted.
34.2The Purchaser shall assess whether the Tenderer’s Qualifications as per ITT Clauses 9 to 11 are met; Tenderers are required to satisfy, on a Yes/No or Pass/Fail basis, all stipulated qualification requirements. Any negative determination by the Purchaser will result in rejecting the Tender as non-responsive without the need for further evaluation as per ITT Clauses 35 and 36.
35. Tender: Technical Evaluation
35.1The Purchaser shall secondly examine the Tender to confirm that the Tenderer, without any material deviation or reservation, has accepted all terms and conditions specified in the GCC.
35.2The Purchaser shall evaluate the technical aspects of the Tender submitted in accordance with ITT Clause 15, to confirm that all requirements have been met without any material deviation or reservation.
35.3If, after the examination of the terms and conditions and the technical aspects of the Tender, the Purchaser determines that the Tender is not substantially responsive in accordance with ITT Clause 31, it shall reject the Tender.
36. Tender: Financial Evaluation
36.1The Purchaser shall evaluate each Tender that has been determined, up to this stage of the evaluation, to be substantially responsive.
36.2To evaluate a Tender, the Purchaser shall consider the following to determine the highest-ranked Tender:
(a)The evaluation method selected as identified in ITT 36.4 in the TDS;
(b)Where the evaluation method is Lowest Cost Compliant, the highest-ranked Tender shall be the lowest evaluated Tender;
(c)Where the evaluation method is the Weighted Method, the highest-ranked Tender shall be the Tender that has achieved the highest total score;
(d)The Tender price as quoted in accordance with ITT Clauses 18, excluding local taxes (VAT and other taxes) which will be payable on the goods if a contract is awarded; and
(e)Price adjustment for correction of arithmetical errors pursuant to ITT Sub-Clause 33.
36.3If so indicated in the TDS (ITT Sub-Clause 17.1), the Tender Document shall allow Tenderers to quote separate prices for one or more lots, and shall allow the Purchaser to award contracts including one or multiple lots to more than one Tenderer following the methodology specified in ITT Sub-Clause 36.4.
36.4To determine the highest ranked lot, or combination of lots, the Purchaser shall:
(a)evaluate only the lot or lots which comply with the requirements specified in ITT Sub-Clause 17.1;
(b)take into account:
(i)the resources sufficient to meet the aggregate of the qualifying criteria for the individual lots;
(ii)the highest ranked Tender for each lot calculated in accordance with the requirements of Evaluation Criteria;
(iii)the price reduction per lot or combination of lots and the methodology for their application as offered by the Tenderer in its Tender; and
(iv)The Contract award sequence provides the optimum economic combination, taking into account any limitations due to constraints in supply or execution capacity determined in accordance with the post qualification criteria under ITT Clause 39.
37. Tender: Negotiation
37.1Post Tender Negotiations (PTN) may be conducted, after completion of the evaluation process and determination of the highest ranked bidder, either only with the highest evaluated bidder or alternatively with more bidders in order of ranking.
38. Tender: Comparison
38.1The Purchaser shall compare all substantially responsive Tenders to determine the highest ranked Tender, in accordance with ITT Clauses 35 and 36.
39. Tenderer: Post-qualification
39.1The Purchaser shall determine to its satisfaction whether the Tenderer that is selected as the highest ranked bidder and substantially responsive Tender is qualified to perform the Contract satisfactorily.
39.2The determination shall be based upon an examination of the documentary evidence of the Tenderer’s qualifications submitted by the Tenderer with Section 5: Tender Submission and to any clarifications requested in accordance with ITT Clause 29.
39.3An affirmative determination shall be a prerequisite for award of the Contract to the Tenderer. A negative determination shall result in rejection of the Tenderer’s Tender, in which event the Purchaser shall proceed to the next highest ranked Tender to make a similar determination of that Tenderer’s capabilities to perform satisfactorily.
40. Tenders: Purchaser’s Right to Reject Any or All Tenders
40.1The Purchaser reserves the right to reject any or all Tenders or annul the procurement proceedings, after obtaining approval from Competent Financial Authority within BRAC International, without thereby incurring any liability to Tenderers.
40.2Notice of the rejection shall be given promptly to all concerned Tenderers, and the Purchaser shall, upon receipt of a written request, communicate to the requesting tenderer(s) the grounds for its rejection but is not required to justify those grounds.
G.Contract Award
41. Award Criteria
41.1The Purchaser shall award the Contract to the Tenderer whose offer is substantially responsive to the Tender Document and that has been determined to be the highest ranked Tender, provided further that the Tenderer is determined to be qualified to perform the Contract satisfactorily.
42. Purchaser’s Right to Vary Quantities
42.1The Purchaser reserves the right at the time of Contract Award to increase or decrease the quantity, per item, of Goods and/or Services originally specified in Section 5: Tender Submission, provided this does not exceed fifteen (15) percent of the quantity indicated in the Schedule of Requirements, and without any change in the unit prices or other terms and conditions of the Tender and the Tender Document.
43. Notification of Award
43.1Prior to the expiration of the period of Tender validity, the Purchaser shall notify the successful Tenderer, by issuance of a Notification of Award Letter that its Tender has been accepted.
43.2Until a formal Contract is prepared and executed, the Notification of Award Letter shall constitute a preliminary step towards concluding contract.
43.3The Notification of Award Letter shall state the value of the proposed Contract, the amount of the Performance Security, the time within which the Performance Security shall be submitted and the time within which the Contract shall be signed.
44. Performance Security
44.1Within seven (7) days of the receipt of Notification of Award Letter from the Purchaser, the successful Tenderer shall furnish Performance Security for the due performance of the Contract in the amount specified in the TDS, using for that purpose the Performance Security Form furnished in Section 9. Please refer to the TDS.
44.2The Performance Security shall be valid until a date twenty-eight (28) days after the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations.
44.3The proceeds of the Performance Security shall be payable to the Purchaser unconditionally upon first written demand as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.
45. Contract: Signing
45.1At the same time as the Purchaser issues the Notification of Award, Letter the Purchaser shall send the Contract Agreement and all documents forming the Contract, to the successful Tenderer.
45.2Within ten (10) days from the date of issuance of the Contract Agreement by the Purchaser and notification to the successful Tenderer, the successful Tenderer shall sign the Contract Agreement with the Purchaser.
45.3Failure of the successful Tenderer to submit the Performance Security pursuant to ITT Clause 44 or sign the Contract pursuant to ITT Sub-Clause 45.2 shall constitute sufficient grounds for the annulment of the award and forfeiture of the Tender Security. In that event, the Purchaser may award the Contract to the next highest ranked responsive Tenderer at their quoted price (corrected for arithmetical errors), who is assessed by the Purchaser to be qualified to perform the Contract satisfactorily.
45.4Immediately upon receipt of the signed Contract Agreement and Performance Security from the successful Tenderer, the Purchaser shall discharge and return the successful Tenderers Tender Security.
46. Advising Unsuccessful Tenderers
46.1Upon the successful Tenderer furnishing Performance Security pursuant to ITT Clause 44, and signing the Contract pursuant to ITT Sub-Clause 45.2, the Purchaser shall also notify all other Tenderers that their Tenders have been unsuccessful.
46.2The Purchaser shall promptly respond in writing to any unsuccessful Tenderer who, after notification in accordance with ITT Sub-Clause 46.1, requests in writing for the Purchaser to communicate the grounds on which its Tender was not selected.
47. Tenderer: Right to Complain
47.1Any Tenderer has the right to complain if it has suffered or may suffer loss or damage due to a branch of a duty imposed on the Purchaser beyond the contractual requirement after the signing of the same.
47.2A complaint will be dealt with as follows:
(a)The choice of procurement methods for goods and/or services and a decision by the Purchaser to reject all tenders shall not be the basis for a complaint/appeal.
(b)A tenderer/supplier shall submit his/her complaint/appeal for consideration through the three stages in consecutive order, e.g. Head of Finance, Head of Internal Audit and Country CEO or Country Director (CD) or Country Representative (CR) of BRAC International.
(c)A tenderer/supplier shall submit its complaint, in writing within ten (10) working days of when he/she became aware of the circumstances giving rise to the complaint. This should be supported by material evidence.
(d)A tenderer /supplier shall submit his/her complaint in the first instance, to the Head of Finance, BRAC International; address as stated in the TDS. The Head of Finance shall consider the complaint and decide whether to reject the complaint or to implement any corrective action. He/She shall issue a written decision to the tenderer /supplier within 15 working days of receipt of the complaint stating either the reasons for the rejection of the complaint or advising on the corrective action that has been taken, copying the decision to the Head of Procurement / In-charge and Country CEO or Country Director (CD) or Country Representative (CR), BRAC International.
(e)When a complaint is being considered at any level, the tender examination, evaluation and approval process will continue, but Notification of Award Letter (NOAL) shall not be issued until final decision on complaint has been received or the supplier does not pursue the complaint at higher level.
(f)If the tenderer/supplier is not satisfied with the written decision or fails to receive the written decision from him within the specified time period stated at (d) above and wishes to pursue its complaints, he/she shall within 10 working days after the date of receipt of the written decision, address the same complaint in writing to t Head of Internal Audit, BRAC International; address as stated in the TDS.
(g)The Head of Internal Audit, BRAC International shall consider the subject matter of the complaint and decide whether to reject the complaint, or implement any corrective action. The complainant will be intimated about the decision within 30 working days.
(h)If the tenderer/supplier is not satisfied with the written decision of the Head of Internal Audit, BRAC International or fails to receive the written decision from him within the specified time period stated at (g) above and wishes to pursue his/her complaint, he/she shall within 15 working days from the date of receipt of the decision shall address the same complaint in writing to the, BRAC International; address as stated in the TDS. Country CEO or Country Director (CD) or Country Representative (CR)
(i)The Country CEO or Country Director (CD) or Country Representative (CR), BRAC International shall consider the subject matter of the complaint and decide whether to reject the complaint or to implement any corrective action. Within 15 working days of receipt of the complaint the Country CEO or Country Director (CD) or Country Representative (CR) shall issue a written decision to the supplier stating either the reason for the rejection of the complaint or advising on the corrective action that has been taken, copying the decision to the Head of Finance, BRAC International, Head of Procurement/In charge, BRAC International, and Head of Internal Audit, BRAC International.
(j)The decision of the Country CEO or Country Director (CD) or Country Representative (CR) shall be final and concerned purchasers/ officials shall act upon such decision immediately.
H.International Competitive Tendering [Note: to be deleted for OTM]
48. International Competitive Tendering [ICT]
48.1In variation of 7.1 above, the Purchaser will respond in writing to any request for clarification received no later than fourteen (14) days prior to the deadline for submission of Tender.
48.2In variation of 14.1 above, the Tender shall be written in the English language. Supporting documents and printed literature furnished by the Tenderer may be in another language provided they are accompanied by an accurate translation of the relevant passages into the English language, in which case, for purposes of interpretation of the Tender, such translation shall govern.
48.3In variation of 18.2 above, all prices shall be quoted in any freely convertible currency or in Country Functional Currency and shall not be subject to variation on any account. Each tender shall be limited to one currency for tendering purposes.
48.4In variation of 21.1 above and TDS, international tenderers may provide a tender security in the currency of their tender, through their banker’s corresponding bank in Country, as long as the value corresponds to the requirement stated in the TDS; tender securities in currencies other than US$ will, for the purpose of evaluation, be converted to US$ at the governing selling rate published by the Central Bank of Country for the day of tender return.
48.5Incoterms (2010) shall be used for the determination of the successful tenderer’s transport obligations, as stated in the TDS.
48.6Tenderers shall be permitted to express their tenders in any freely convertible currency or in Country Functional Currency or in US$. Price comparison for evaluation purpose shall be done in Country Functional Currency, and tenders submitted in currencies other than Country Functional Currency other than US$ shall be converted by the purchaser at their selling rates as published by the Central Bank of Country on the day of Tender Return.
48.7For the purpose of comparing the prices of national tenderers offered in US$ with prices offered by foreign tenderers in other currencies for goods to be imported, the Purchaser shall during the evaluation adjust the tender prices offered by foreign tenderers in foreign currency as stated in the TDS.
48.8In case of foreign supplier – shipping documents to be available not later than the arrival of the goods in Country.
Foreign suppliers shall have a local agent in Country for all goods requiring warranty or after

SECTION 2: TENDER DATA SHEET (TDS)

Instructions for completing the Tender Data Sheet are provided, as needed, in the notes in italics mentioned for the relevant ITT clauses.
ITT ClauseAmendments of, and Supplements to, Clauses in the Instruction to Tenderers
A.General
ITT 1.1The Purchaser is:
Operations Department
BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia
Telephone No. N/A
E-mail address: bidsubmission.liberia@brac.net

[The Purchaser is the unit or subdivision of the Procuring Entity, which will issue the Notification of Award Letter and sign the Contract Agreement with the successful Tenderer].
The Tender Reference is: LBR/MON/FA/APR/2026/0002

The Goods and/or Services are: Provision of Hotel Accommodation, Conference Facilities, and Catering Services under a Framework Agreement across BRAC operational locations in Liberia, as further described in Section 3 (Terms of Reference).
ITT 2.1The source of funds is
BRAC
ITT 2.3The name of the Development Partner is -None

[State name of the Development Partner, if no partner state ‘none’]
ITT 4.1Tenderers, including their Sub-suppliers, from the following Countries are not eligible: Nil

[State “Nil” or if any countries with which the Government of the respective country does not trade]
ITT 4.5The maximum number of Arbitration awards against the Tenderer shall be [State number] over the last [state years] years.

The maximum number of Arbitration awards against the Tenderer shall be one (1) over the last five (5) years.

[A maximum of 1 arbitration award against the Tenderer over a period of last 5 years would be deemed reasonable].
ITT 5.1Goods and Services from the following countries are not eligible: Not applicable

[State “Not applicable” or if any countries with which the Government of the respective country does not trade]
B:Tender Document
ITT 6.2The following are authorised agents of the Purchaser for the purpose of providing the Tender Document: None
[If not applicable, please specify “None”]
ITT 7.1For clarification of Tender purposes only, the Purchaser’s address is:
Attention: Sumo Jallah
BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia
Telephone No. N/A
E-mail address: bidsubmission.liberia@brac.net

C:Qualification Criteria
ITT 10.1(a)The Tenderer shall have a minimum of [state number] years of experience in supplying similar goods and/or services to those that are the subject of the Tender.
The Tenderer shall have a minimum of three (3) years’ experience in providing hotel accommodation, conference, and/or catering services of similar nature and scope.

[A minimum of three (3) years would be deemed reasonable; for value of tender of US$. 5 000 or below no such requirement may be asked for]
ITT 10.1(b)The minimum production capacity or availability of equipment is/are – Not Applicable

The Tenderer shall demonstrate capacity to provide services through:
• Adequate hotel room availability and accommodation facilities
• Conference and meeting venues with appropriate capacity
• Catering services for events and meetings
• Ability to support BRAC operational locations as required

[It is usual to state a minimum production capacity of about 1.5 to 2 times the quantity of the goods to be procured including specific minimum machinery required or state “None” if considered not applicable; for estimated tender values of US$. 5000 or below no such requirement may be asked for]
ITT 10.3A Manufacturer’s Authorisation letter is required only for the following items listed in Section 5: Schedule of Requirements: Not Applicable

[State ‘None’ if not required; for value of tender of US$. 5000 or below no such requirement may be asked for]
ITT 11.1The Tenderer shall have satisfactorily completed at least three (3) contracts of similar nature during the last three (3) to five (5) years.

[For value of tender of US$. 5000 or below no such requirement may be asked for]
ITT 11.2The Tenderer shall have the availability of minimum liquid assets or working capital or credit from a Bank of US$ [state amount].

The Tenderer shall demonstrate adequate financial capacity (e.g. bank statements, audited financial statements, or credit facility)

[It is usual to state not less than 3 times the estimated value of the Tender for goods to be procured or state “None” if considered not applicable but for value of tender of US$. 5 000 or below no such requirement may be asked for]
D.Tender Preparation
ITT 14.1The Tender, as well as all correspondence and documents relating to the Tender shall be written in the English language.
ITT 15.1(h)The Tenderer shall supply the following additional documents:
•Company profile
•Valid business registration certificate
•Tax clearance certificate
•Valid operating license (hospitality/hotel)
•List of past clients
•Evidence of similar contracts
•Photos of facilities
•Room capacity & Conference facilities details
•Catering capability
•Any other supporting documents demonstrating capacity
[The Purchaser should consider carefully the nature of other documents to be provided, which should be sufficient to enable the Purchaser to evaluate all the Tenders on a fair and equitable basis.]
ITT 16.1Alternative Tenders shall not be considered.

[The Purchaser should ask for alternatives only if it is felt essential that such offers would be beneficial to the procurement objective. if alternative tenders are permitted then outline the method and evaluation criterion for such alternative]
ITT 17.1Tenders are being invited for a single LOT
OR
Tenders are being invited for [state number, maximum 5] LOTS

Framework Agreement for Provision of Hotel Accommodation, Conference Facilities, and Catering Services.

ITT 20.1The Tender Validity Period shall be [state days]

The Tender Validity Period shall be 90 days.

[Normally, 30 to 120 days but may be up to 150 days in exceptional circumstances]
ITT 21.1A Tender Security is required in the amount of US$ [state amount]
[The Tender Security amount should be expressed as a fixed amount covering at least two (2) percent of the estimated tender value.]

OR
A Tender Security is NOT required.
[The Tender Security is not mandatory in case the Tender is being invited for low value procurement; however, in the case of high value procurement (e.g. above US$ 100,000) being undertaken via OTM a Tender Security must be provided]
ITT 22.1In addition to the original of the Tender, [state number] copies shall be submitted.

One (1) original and one (1) copy shall be submitted (if hard copy submission applies).

[Usually only two copies are needed; ask for more if those are essential]
E.Tender Submission
ITT 23.2(b)For Tender submission purposes only:
The address for hard copy Tender submission is .
AND / OR
The Tender shall be submitted electronically via email to BRAC International. Electronic submissions shall be in

E-mail address: bidsubmission.liberia@brac.net

ITT 23.2(c)For Tender submission purposes only:
The name of the Tender is .
The Tender Number is .
The name of the Tender is: Framework Agreement for Hotel Accommodation, Conference & Catering Services
The Tender Number is: LBR/MON/FA/APR/2026/0002

ITT 23.2(d)For Tender submission purposes only:
The time and date for Tender opening is .

The Tender Opening shall not be public.
ITT 24.1The date and time by which Tenders must be received by the Purchaser is .
The deadline for submission is: Monday, 10 May 2026 at 5:00 PM (Liberia Time)
F.Tender Opening and Evaluation
ITT 27.1Either
The Tender Opening shall be Public and take place at:
Address:

On [state date] at [state time]

Or

The Tender Opening shall not be Public, with no Tenderers in attendance.
[Tenders shall be opened in one place only. This is only required if the Tender is to be opened publicly. If the Tender is not opened publicly then enter Not Applicable.]
ITT 36.3If the Tender includes more than one lot Tenderers are permitted to quote separate prices for one or more lots and the Purchaser shall be permitted to award contracts including one or multiple lots to one or more than one Tenderer following the methodology specified in Instructions to Tenderers Sub-Clause 36.4.
ITT 36.4The selection method is:

Evaluation Method:
Weighted Method
• Technical Evaluation: 70%
• Financial Evaluation: 30%
Technical evaluation shall consider:
•Availability of accommodation & room capacity
•Conference facilities & venue suitability
•Catering capacity and quality
•Experience & past performance
•Service delivery capability
•Compliance
Financial score formula:
Sf = 100 × (Fm / F)

[The Purchaser shall select the evaluation method to be applied]
Lowest Cost Compliant
OR
Weighted Method
Where Weighted Method is used, the evaluation shall be based on a combination of:
A. Non-Price criteria, which may include:
i) Experience and Past Performance
ii) Technical Capability, this may include (incl. equipment/facilities, qualifications, certifications)
iii) Methodology / Approach (this may include the schedule / plan)
B. Tendered Price

Weighting of the Non-Price criteria may be between 60% to 80% in total, with Price being weighted between 20% to 40%.

The evaluation process for Non-Price criteria will use the following scoring system:
(i)Very good (gives added value and shows high quality on the whole), 100%;
(ii)Good (adequate and well suited to the purpose), 80%;
(iii)Satisfactory (sufficient but lacks substantial advantages or has uneven quality), 50%;
(iv)Poor (not addressed or not sufficient, high risk), 0%.

The formula for determining the Price score is the following:
Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the price of the lowest proposal and F the price of the proposal under evaluation.
G.Award of Contract
ITT 44.1A Performance Security is required in the amount of [state currency] [state amount]
[The Performance Security amount should be expressed as a fixed amount covering at least five (5) percent of the contract value and shall be issued in the contract currency.]
OR
Performance Security is NOT required.
[Note: Performance Security is mandatory for OTM and LTM except where approved by the Head of Operations]
ITT 47.2 (d)The name and address of the office where complaints to the Procuring Entity are to be submitted is:
Head of Finance
BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia
ITT 47.2 (f)The name and address of the office where complaints to the Procuring Entity are to be submitted is:
The
Head of Internal Audit
BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia

ITT 47.2 (h)The name and address of the office where complaints to the Procuring Entity are to be submitted is:
The
Country Director (CD)
BRAC Liberia Country Office
16th Street, Gardner Avenue
Sinkor Beachside, Monrovia, Liberia

–The final destination of the services is:

All BRAC operational locations across Liberia, including Monrovia, regional offices, and sub-regional/branch offices.

[State destination. This may either be the place at which the goods are required, a Purchaser’s warehouse or some other point at which the goods to be delivered or installed]
H.International Tendering [Note: to be deleted for OTM] – Not Relevant
ITT 48.5The final destination of the goods provided by foreign suppliers and to be imported is

[State destination. In the case of a contract with a foreign supplier, Incoterms shall be used for this purpose; examples: CFR named port of destination for sea freight, e.g. CFR Rotterdam, or CPT named place of destination for any mode of transport, e.g. CPT Amsterdam airport; according to current legislation in Country, BRAC International will have to insure the goods with an insurance company in Country]
ITT 48.7For the purpose of comparing the prices of national tenders offered in Ta with prices offered by foreign tenderers in other currencies, the Purchaser shall during the evaluation adjust the tender prices offered by foreign tenderers for goods to be imported as follows

[National tenderers will likely offer goods already imported or manufactured locally, whereas foreign tenderers may offer goods to be imported; during the evaluation and for the purpose of comparing tender prices, the Purchaser shall add to the price offered by foreign tenderers for goods to be imported all costs to provide a fair comparison with tender prices offered by national tenderers for goods locally supplied; examples are: import duties, import taxes, customs procedure fees and costs, transport costs from e.g. CFR Rotterdam to the named place of destination for locally supplied goods, etc.]
ITT 48.9Insert or

SECTION 3: TERMS OF REFERENCE (TOR)FRAMEWORK AGREEMENT FOR HOTEL, VENUE, AND CONFERENCE SERVICES
1. BACKGROUND
BRAC International is a leading development organization committed to improving the lives of people living in poverty and vulnerability through a wide range of programmes, including health, education, livelihoods, food security, and humanitarian response.
In Liberia, BRAC implements multiple programmes across several counties, many of which require regular meetings, trainings, workshops, and stakeholder engagements. These activities require access to suitable venues, accommodation, and catering services to support effective programme delivery and coordination.
Given the geographic spread of operations and the need for efficiency, quality service delivery, and cost control, BRAC Liberia intends to establish a Framework Agreement with qualified hotels and venue service providers. This approach will enable flexible procurement through call-off arrangements while ensuring consistency in service standards, competitive pricing, and operational reliability.
The Framework Agreement is expected to support:
•Programme meetings, trainings, and workshops
•Conferences, stakeholder engagements, and events
•Accommodation for staff, consultants, and participants (where required)
•Catering services, including tea breaks and meals
•Standardization of service quality and pricing across locations
Through this tender process, BRAC seeks to identify and engage service providers with proven capacity, adequate facilities, and coverage in Monrovia and other operational regions to ensure reliable and high-quality service delivery.
2. OBJECTIVE
The objective of this tender is to establish a Framework Agreement with multiple qualified service providers for the provision of hotel, venue, and conference services to support BRAC Liberia’s operations.
The Framework Agreement will enable reliable, timely, and cost-effective access to conference facilities, accommodation, catering, and related event services through a flexible call-off arrangement, ensuring efficient implementation of meetings, trainings, workshops, and other programme activities across all operational locations.
3. SCOPE OF SERVICES

The selected service provider(s) shall provide hotel, venue, and conference services as outlined below:

SectionDescription
3.1 Type of ServicesThe service provider(s) shall provide:
•Conference and meeting facilities
•Accommodation services (where required)
•Catering services (tea breaks, meals)
•Event support services (as applicable)All services shall meet acceptable quality and hospitality standards.
3.2 Mode of Service DeliveryServices shall be provided through:
•On-site provision at hotel/venue facilities
•Full-service packages (venue + catering + accommodation, where required)Service providers shall clearly indicate available services and facilities.
3.3 BRAC Operational CoverageBRAC Liberia operates through:
•One (1) Country Office – Monrovia
•Five (5) Regional Offices
•Approximately thirty (30) sub-level (branch) offices
Regions include: Boys Town Region – Boys Town, Airport, Thinker Village, Buchanan Central, Buchanan North Bong / Nimba Region – Totota, Gbarnga, Ganta, Tapeta, Sacleapea, Karnplay, Sanniquellie Lofa Region – Voinjama, Zorzor, Foya, Kowlini, Kolahun Paynesville Region – Mount Barclay, Johnsonville, Kakata, Paynesville South, Congo Town, Paynesville North VOA Region – Barnesville, Caldwell, VOA Junction, Clara Town, Logan Town, New Kru Town Grand Gedeh / Zwedru Region – Boleyville, Zwedru
3.4 Coverage RequirementsService providers shall demonstrate capacity to provide services:• In Monrovia and/or• In regional locations (clearly specifying areas of operation)
3.5 Service ObligationsService providers shall ensure:
•Availability of suitable venues for meetings and events
•Provision of accommodation where required
•Catering services in line with agreed standards
•Availability of conference equipment (e.g. projector, sound system, WiFi)
•Timely and professional service delivery
3.6 Pricing & Cost ConsiderationsAll costs shall:
•Be clearly itemized by service component (venue, accommodation, catering, equipment), with pricing structured as follows:
•Accommodation: per room per night
•Conference facilities: per day or per event
•Catering: per person per meal
•Package pricing, where applicable
•Be inclusive of all applicable service charges and taxes
•Exclude any hidden or additional charges unless expressly agreed in writing by BRAC
•Clearly indicate whether taxes are included or excluded in the quoted prices
3.7 Service ExpectationsService providers shall ensure:
•High-quality service delivery
•Clean, safe, and secure environment
•Adequate staff support during events
•Timely response to booking requests
•Compliance with health, safety, and security standards
3.8 Call-Off MechanismServices shall be procured through call-off arrangements (e.g. Purchase Orders or booking requests) issued under the Framework Agreement based on actual operational needs.
3.9 Performance RequirementsService providers shall maintain:
•Consistent service quality
•Functional facilities and equipment
•Accurate billing and documentation
•Reliable communication and coordination. Failure to meet requirements may result in suspension or termination of the Framework Agreement.

Bidders may submit for one or more components (hotel accommodation, venue, or catering); however, preference may be given to bidders offering integrated solutions.

4. FRAMEWORK AGREEMENT TERMS

ComponentDescription
DurationThe Framework Agreement shall be valid for an initial period of two (2) years, subject to satisfactory performance. The agreement may be extended for an additional period of up to one (1) year, with a maximum total duration of three (3) years.
Non-ExclusivityThis is a non-exclusive Framework Agreement. BRAC reserves the right to engage multiple service providers and procure from any of them based on operational requirements, price competitiveness, location, and service quality.
No Guaranteed QuantitiesThe Framework Agreement does not constitute a commitment to procure a minimum volume of services. Requirements will depend on actual operational needs.
Call-Off MechanismServices shall be procured through call-off arrangements (e.g. Purchase Orders, booking requests, or service orders) issued under the Framework Agreement on an as-needed basis. Each call-off shall specify the type of service (venue, accommodation, or catering), the number of participants, the duration, and the location.
Performance BasisContinued engagement under the Framework Agreement shall be subject to service provider performance, including service quality, responsiveness, facility standards, pricing compliance, and adherence to contractual obligations.
Service FlexibilityBRAC may procure standalone services (e.g., conference only) or bundled services (e.g., venue + accommodation + catering), depending on operational needs.
Location-Based SelectionService providers shall be engaged based on proximity to the required location (Monrovia or regional areas), availability of facilities, and suitability for the event.

ComponentDescription
DurationThe Framework Agreement shall be valid for an initial period of two (2) years, subject to satisfactory performance. The agreement may be extended for an additional period of up to one (1) year, with a maximum total duration of three (3) years.
Non-ExclusivityThis is a non-exclusive Framework Agreement. BRAC reserves the right to engage multiple suppliers and procure from any of them based on operational requirements, price competitiveness, and service performance.
No Guaranteed QuantitiesThe Framework Agreement does not constitute a commitment to purchase a minimum volume of services. Requirements will depend on actual operational needs for accommodation, conference facilities, and catering services.
Call-Off MechanismServices shall be procured through call-off Purchase Orders issued under the Framework Agreement on an as-needed basis. Each call-off order shall specify the type of service required (accommodation, conference facilities, or catering), location, duration, and any specific service requirements.
Performance BasisContinued engagement under the Framework Agreement shall be subject to supplier performance, including reliability of supply, responsiveness, pricing compliance, and adherence to contractual obligations.

5. PRICING MECHANISM
ComponentDescription
Pricing StructurePricing shall be based on clearly defined rates for each service category, including:
•Conference / meeting room rates (per day or per session)
•Accommodation rates (per room per night)
•Catering rates (per person per meal or package)
•Equipment and additional services (as applicable)
Rate ValidityAll quoted rates shall remain fixed for the duration of the Framework Agreement, unless otherwise agreed in writing by BRAC.
Pricing RequirementsBidders must provide:
•Conference facility rates by capacity/type
•Accommodation rates by room category
•Catering rates (tea breaks, meals, full board)
•Rates for additional services (e.g. projector, sound system, internet)
Cost InclusionAll prices shall be inclusive of applicable service charges, taxes, staffing, and operational costs. No hidden or additional charges shall be applied unless agreed in writing by BRAC.
Package Pricing (Optional)Service providers may propose bundled packages (e.g. conference + catering, or full board accommodation), provided that individual component rates are also clearly indicated.
Price CompetitivenessBRAC reserves the right to compare rates among awarded service providers and select the most competitive and suitable option based on price, location, and service quality.
Call-Off ProcurementServices under the Framework Agreement shall be procured through call-off arrangements (e.g. booking requests or Purchase Orders). BRAC may procure from any awarded service provider based on availability, suitability, and price competitiveness.
Payment timeline:Within 30 days of valid invoice submission
Currency: USD (unless otherwise agreed)
Taxes: Must be clearly stated in the bid
Price VerificationBRAC reserves the right to verify the reasonableness of quoted rates against prevailing market conditions.

6. ELIGIBILITY REQUIREMENTS
Bidders shall meet the following minimum eligibility requirements and submit the corresponding supporting documents:
Requirement CategoryRequirementDescriptionRequirement Type
Legal Status

Business RegistrationValid business registration certificate issued by the relevant authorityMandatory
Tax ComplianceCurrent and valid tax clearance certificateMandatory
Operating LicenseValid business / hospitality / hotel operating license (as applicable under national regulations)Mandatory
Company InformationCompany ProfileCompany profile including ownership structure, organizational setup, facilities, and operational capacityMandatory
ExperiencePast ContractsEvidence of past contracts or services of similar nature (hotel, conference, or event services), including client details, scope, and durationMandatory
Technical CapacityFacilities & CapacityDetails of available facilities including conference rooms, accommodation capacity, and catering servicesMandatory
Technical CapacityLocation & CoverageLocation of hotel/venue and indication of coverage (Monrovia and/or regional presence)Mandatory
ComplianceHealth & Safety ComplianceEvidence or declaration of compliance with applicable health, safety, and security standardsMandatory
Failure to meet the above eligibility requirements or to submit the required supporting documents may result in disqualification at the preliminary evaluation stage.
7. EVALUATION SUMMARY

Evaluation StageDescriptionOutcome
Preliminary ExaminationVerification of submission of all mandatory documents, including business registration, tax clearance, operating license, company profile, and signed forms, in accordance with Section 7: Tender Submission DocumentsPass / Fail
Technical EvaluationAssessment based on the criteria outlined in Section 5, including facilities & capacity, location, experience, service quality, and compliance with technical requirements70%
Minimum Technical ThresholdBidders must achieve at least 70% of the Technical Score to qualify for financial evaluation49 / 70
Financial EvaluationEvaluation based on the pricing methodology defined in Section 6: Financial Proposal Template, including rates for conference facilities, accommodation, catering, and related services30%
Combined EvaluationFinal score calculated as the sum of Technical and Financial scoresTotal Score (100%)
Award DecisionSelection of one or multiple service providers based on best value for money, location suitability, availability, and service quality under the Framework AgreementRanked Award

8. SUBMISSION INSTRUCTIONS
RequirementDescription
Submission FormatBidders shall submit two separate proposals:
•Technical Proposal
•Financial Proposal
Tender ReferenceAll submissions must clearly indicate the Tender Reference Number on the subject line and in the proposal documents
Submission DeadlineBids must be submitted on or before the stated deadline. Late submissions shall not be considered
Submission MethodProposals shall be submitted electronically via the designated email address: bidsubmission.liberia@brac.net

File FormatAll documents shall be submitted in PDF format
File LabelingFiles shall be clearly labeled as:
•‘’Technical Proposal – [Bidder Name]’’
•“Financial Proposal – [Bidder Name]”
Compliance with InstructionsProposals shall be prepared and submitted in accordance with the requirements provided in this Tender Document and its respective Sections
9. AWARD & MANAGEMENT

ComponentDescription
Award ApproachContracts may be awarded to one or multiple suppliers under the Framework Agreement, depending on the outcome of the evaluation and operational requirements.
Basis of AwardAward decisions shall be based on Best Value for Money (BVM), taking into account both technical quality and financial competitiveness, in line with BRAC procurement principles.
Multiple AwardsBRAC may establish the Framework Agreement with multiple suppliers to ensure flexibility, risk mitigation, competition, and continuity of supply across different locations and service needs.
Allocation of WorkCall-off orders under the Framework Agreement shall be allocated among awarded suppliers based on a combination of price competitiveness, availability, geographic coverage, service performance, and responsiveness to specific requirements.
Right to DecideBRAC reserves the right to determine the number of suppliers to be awarded, the structure of the Framework Agreement, and the allocation of work, based on operational needs and evaluation outcomes.
Call-Off MechanismProcurement under the Framework Agreement shall be executed through call-off Purchase Orders, issued based on actual requirements. No minimum quantity is guaranteed.
Performance MonitoringSupplier performance shall be continuously monitored based on quality of service, timeliness, compliance with specifications, and feedback from end users.
Service Level ComplianceSuppliers are required to maintain agreed service standards throughout the contract period. Failure to meet performance expectations may result in reallocation of orders or contract termination.
Price ValidityPrices quoted under the Framework Agreement shall remain fixed for the duration of the contract, unless otherwise agreed under exceptional circumstances.
Framework DurationThe Framework Agreement shall be valid for an initial period of two (2) years, with a possible extension of one (1) additional year, subject to satisfactory performance and mutual agreement.

SECTION 4: TECHNICAL REQUIREMENTS & SPECIFICATIONS
(VENUE , CONFERENCE FACILITIES & CATERING SERVICES)

4.1 Scope of Services

ComponentDescription
ScopeProvision of venue hire, hotel accommodation, conference facilities, and catering services for meetings, trainings, workshops, and official events
CoverageMonrovia and field locations across Liberia
Contract TypeFramework Agreement (FA)
Call-Off MechanismServices to be requested through call-off Purchase Orders
QuantityNo guaranteed quantities

4.2 Hotel Accommodation Requirements

4.2.1 Room Standards

ComponentRequirement
Room TypesStandard, Executive, and/or Suite rooms (as applicable)
CleanlinessRooms must be clean, well-maintained, and serviced regularly
BeddingClean linens and bedding provided
BathroomsPrivate, clean bathrooms with running water
Air ConditioningFunctional AC or adequate ventilation
FurnishingBasic furnishings (bed, desk, chair, wardrobe)

4.2.2 Utilities & Services

ComponentRequirement
ElectricityReliable supply with backup (generator)
Water SupplyContinuous running water
HousekeepingDaily room cleaning services
Reception24-hour or adequate front desk support
Laundry (Optional)Availability of laundry services

4.2.3 Safety & Security (Hotel Premises)

ComponentRequirement
Access ControlControlled access to hotel premises
Security PresenceSecurity personnel or basic security arrangements
LightingAdequate lighting within and around premises
Emergency MeasuresBasic fire safety and emergency exits
Guest SafetySecure environment for guests and staff

4.2.4 Additional Services (Where Applicable)
ComponentRequirement
InternetWi-Fi access (where available)
ParkingSecure parking facilities
RestaurantOn-site catering or dining facilities
Transport (Optional)Airport transfer or local transport (if available)

4.3 Venue & Conference Facility Requirements
4.3.1 Capacity & Layout

ComponentRequirement
CapacityAbility to accommodate small (10–20), medium (20–50), and large groups (50–200+)
Layout OptionsClassroom, theatre, U-shape, boardroom
FlexibilityAbility to reconfigure setup
Breakout RoomsAvailability of additional rooms

4.3.2 Infrastructure

ComponentRequirement
SeatingAdequate tables and chairs
LightingWell-lit rooms
VentilationAir conditioning or proper ventilation
Power SupplyReliable electricity with backup
CleanlinessClean and well-maintained premises

4.3.3 Conference Equipment

ComponentRequirement
Audio-VisualProjector, screen, microphones
InternetReliable Wi-Fi
PowerCharging points
FlipchartsFlipcharts and markers
SupportTechnical support where applicable

4.4 Catering Services Requirements

PackageDescriptionMinimum InclusionsUnit
Standard Tea BreakLight refreshmentsTea/Coffee, Water, SnacksPer person
Deluxe Tea BreakEnhanced refreshmentsTea/Coffee, Water, Juice, SnacksPer person
Standard LunchBasic mealMain + protein + vegetablePer person
Executive/Buffet LunchPremium mealMultiple dishes + dessertPer person
DinnerEvening mealSame as lunchPer person
Full-Day PackageWorkshopTea breaks + lunchPer person/day
Full Board PackageResidentialBreakfast + lunch + dinner + teaPer person/day

4.5 Service Delivery Requirements

ComponentRequirement
TimelinessServices delivered as scheduled
StaffingAdequate staff provided
SetupProper arrangement of venue and catering
CoverageMulti-location delivery
ResponsivenessAbility to handle urgent requests

4.6 Food Quality & Hygiene Standards

ComponentRequirement
Food QualityFreshly prepared meals
ComplianceLocal health regulations
PackagingFood-grade materials
Staff HygieneClean attire, hygiene practices
HandlingSafe preparation and storage

4.7 Security, Safety & Premises Requirements

4.7.1 Venue & Premises Security

ComponentRequirement
Access ControlControlled access to venue/kitchen
SecurityBasic security arrangements
LightingAdequate lighting
StorageSecure storage for equipment

4.7.2 Food & Catering Security

ComponentRequirement
StorageSafe storage conditions
ProtectionPrevent contamination
TransportCovered transport
IntegrityPrevent tampering
4.7.3 Event Safety

ComponentRequirement
Crowd ControlOrderly service
Emergency AccessClear exits
Setup SafetyHazard-free setup

4.7.4 Compliance & Inspection

ComponentRequirement
ComplianceHealth & safety regulations
InspectionBRAC inspection allowed

4.8 Logistics & Equipment Requirements

ComponentRequirement
FurnitureTables, chairs
EquipmentAV systems
TentsOutdoor setups
TransportDelivery logistics
SetupInstallation & dismantling

4.9 Operational Capacity Requirements

ComponentRequirement
ScaleSmall to large events
CoverageMulti-location
FlexibilityShort notice
CustomizationMenu & setup flexibility

4.10 Service Assurance & Performance

ComponentRequirement
QualityConsistent service
ReplacementReplace poor quality
ResponsivenessAddress issues promptly
PerformanceMaintain FA standards

4.11 General Requirements

ComponentRequirement
OrderingCall-off Purchase Orders
PricingAll-inclusive
FlexibilityCustom arrangements allowed
SECTION 5: TECHNICAL EVALUATION

Technical evaluation shall be conducted based on the criteria below. Bidders shall be evaluated against their demonstrated capacity to provide venue facilities, hotel accommodation, conference services, and catering services across BRAC operational areas.

A.Mandatory Requirements

Bidders must meet ALL requirements below to be considered technically responsive.

CriteriaPass / Fail
Minimum 3–5 years’ experience in hotel, conference, or catering services
At least 3 similar contracts (NGO/INGO experience preferred)
Valid business registration and tax clearance certificate
Demonstrated capacity (rooms, venues, event hosting capability)

B.Technical Assessment

CriteriaWeight
Experience & Similar Contract30%
Capacity (Rooms, Venues, Catering)40%
Compliance (Documents & Requirements)30%

Total Technical Score: 100%

Scoring Guide

RatingScore
Good 100
Fair70
Poor 0

Formula
For each criterion:
Weighted Score = (Score ÷ 100) × Weight
SECTION 6: FINANCIAL PROPOSAL TEMPLATE
6.1 Instructions to Bidders
Bidders shall submit a separate Financial Proposal in areas of expertise using the format below.
All prices must be quoted in USD and shall remain fixed for the duration of the Framework Agreement and should be inclusive of all applicable taxes, duties, and service charges unless otherwise stated.
6.2 PRICING SCHEDULE

A. Accommodation Services
Room TypeDescriptionRate (USD) per Room / NightTaxes Included (Yes/No)
Single Room
Double Room
Executive Room (if applicable)
Suite (if applicable)

B. Conference & Venue Services
Facility TypeCapacityRate (USD) per Day / EventIncludes (Equipment, WiFi, etc.)
Small Meeting Room
Medium Conference Room
Large Conference Hall
C. Catering Service
Service TypeDescriptionRate (USD) per PersonTaxes Included (Yes/No)
Tea Break (AM/PM)
Lunch
Dinner
Full Board Package
D. Additional Services (If Applicable)
ServiceUnitRate (USD)
ProjectorPer day
Sound SystemPer day
Internet / WiFiPer event
Generator / Backup PowerPer event
Other (Specify)
6.3 PACKAGE PRICING (OPTIONAL)
Bidders may propose bundled packages:’
Package Type Description Rate (USD)
Conference + Catering
Full Board (Accommodation + Meals)
All-Inclusive Package
Note: Individual component pricing must still be provided.
6.4 PRICING DECLARATION
Bidders shall confirm:
☐ All rates include service charges, staffing, and operational costs
☐ No hidden or additional charges will apply
☐ Prices are fixed for the duration of the Framework Agreement
☐ Taxes are clearly indicated as included or excluded
6.5 FINANCIAL EVALUATION BASIS
Financial evaluation shall be based on a comparative analysis of submitted rates across service categories.
The financial score shall be calculated as:
Sf = 100 × (Fm / F)
Where:
•Sf = Financial Score
•Fm = Lowest evaluated price
•F = Price of the bidder under evaluation

6.6 IMPORTANT NOTES
•BRAC reserves the right to evaluate prices per category or combined
•Selection under the Framework Agreement will consider:
•Price competitiveness
•Location suitability
•Service quality (Technical Score)
•No guaranteed quantities apply
•Call-offs will be issued based on actual needs
SECTION 7: TENDER SUBMISSION DOCUMENTS – COMPLIANCE CHECKLIST

7.1 Mandatory Submission Requirements (Pass/Fail)
No.DocumentDescriptionRequirement Type
1Bid Submission FormCompleted, signed, and stamped bid submission formMandatory
2Company ProfileOverview of company, services offered, and organizational structureMandatory
3Business Registration CertificateValid registration issued by the relevant authorityMandatory
4Tax Clearance CertificateValid and current tax compliance certificateMandatory
5Financial ProposalCompleted Financial Proposal Template (Section 6)Mandatory
6Technical ProposalDetailed response to Section 4 requirementsMandatory
7Experience RecordsList of similar assignments (venue, hotel, catering services)Mandatory
8Client ReferencesAt least two (2) references from recent clientsMandatory
9Compliance DeclarationSigned confirmation of compliance with tender requirementsMandatory
10Bank DetailsCompany bank account informationMandatory

7.2 Technical Supporting Documents

No.DocumentDescription
11Venue DetailsDescription of available venues, capacity, and facilities
12Accommodation DetailsDescription of hotel rooms, facilities, and services
13Catering MenusSample menus for each package (tea breaks, lunch, full board, etc.)
14Equipment ListList of available conference and catering equipment
15Service ApproachDescription of delivery methodology and coordination
16Coverage PlanLocations covered (Monrovia and other regions)
17Security & Safety MeasuresDescription of premises security, hygiene, and safety procedures

7.3 Additional Requirements (Where Applicable)
No.DocumentDescription
18CertificationsAny relevant certifications (food safety, hospitality standards, etc.)
19Insurance (if applicable)Proof of insurance coverage (public liability, etc.)
20Partnership AgreementsIf bidding as a consortium or joint venture

7.4 Compliance Confirmation Table (To be completed by Bidder)
RequirementSubmitted (Yes/No)
All mandatory documents included
Technical proposal completed
Financial proposal completed
All forms signed and stamped