Invitation To Bid (itb) Framework Agreement For Vehicle Rental Services / Framework Agreement (fwa) For The Provision Of Conference Facilities And Catering Services

Reference: NG/GISCOR/VEHICLERENTAL/FWA/2026/10/001

Issue Date: 6 October 2026

Closing Date: 27 October 2026 at 11:59 PM

Contract Duration: 12 Months with the Possibility of Extension for another 12 Months

Background

GISCOR requires qualified vehicle rental providers to support humanitarian and development operations across Northeast and Northwest Nigeria. The objective is to establish a framework agreement with capable vendors for timely and cost-effective transportation services.

Scope of Work

Provide sedans, SUVs, Hilux vehicles, buses, vans, cargo trucks and drivers where required. Vehicles must be insured, licensed, roadworthy and available for field deployment, monitoring visits, logistics support, assessments and emergency response activities.

Detailed specifications are provided in the bidding document which can be downloaded via this link:

Eligibility

Bidders must be legally registered, possess relevant experience, maintain adequate fleet capacity and demonstrate operational capability.

Bid Submission

Technical and Financial proposals must be submitted separately. All documents must be signed and stamped by an authorized representative.

Administrative Evaluation (Pass/Fail)

• Requirement
• Evidence Required
• Bid submitted before deadline
• Submission Record
• Signed Bid Submission Form
• Completed Form
• CAC Registration
• CAC Certificate
• Active Company Status
• CAC Status Report
• Tax Registration
• Tax clearance/TIN Certificate

Any bidder failing one administrative requirement shall be disqualified.

Technical Evaluation (Pass/Fail)

• Requirement
• Evidence Required
• Company Profile
• What the company does. A two-to-three-page documents
• Three similar contracts
• Contracts or Purchase Orders within the last three years. On you company's letter head share a list of your professional references.
• Vehicle Inventory
• Updated Vehicle Inventory
• Vehicle Ownership
• Vehicle Documents or Lease. Please provide an MOU with the third-party company in case of lease
• Insurance Coverage
• Insurance Certificates
• Roadworthiness
• Roadworthiness Certificates
• Qualified Drivers
• CVs and Driving Licences
• Emergency Response Capacity
• On your company letter head kindly confirm readiness to respond to emergency and commitment to replace vehicle in less then 24hrs

NOTE: The insurance certificates, roadworthiness certificates and driving licences submitted must be valid for the vehicles and drivers proposed.

Please note that failure to meet any mandatory technical requirement will make a bidder technically non-responsive and exclude them from the financial evaluation.

Financial Evaluation

Only bidders that have successfully passed the Administrative and Technical Evaluation stages shall proceed to the Financial Evaluation.

The Financial Evaluation Committee shall review all financial proposals to verify completeness, accuracy, competitiveness, and value for money. The evaluation shall be based on the rates provided in the Financial Offer Form.

The Committee may undertake the following during financial evaluation:

• Verification of arithmetic accuracy of quoted rates.
• Confirmation that all requested vehicle categories have been priced.
• Assessment of overall cost competitiveness.
• Comparison of rates against prevailing market conditions.
• Verification that quoted rates include all associated costs as required in the solicitation documents.

The Financial Evaluation shall consider:

• Completeness of Financial Offer-The bidder must submit a duly completed Financial Offer Form covering all requested vehicle categories and pricing requirements.
• Price Competitiveness-Quoted rates shall be compared among technically compliant bidders to determine competitiveness and reasonableness.
• Cost Realism- The Evaluation Committee reserves the right to request clarification where quoted rates appear unrealistic, excessively low, or significantly above market expectations.
• Value for Money- The financial evaluation shall consider the competitiveness, completeness and reasonableness of the quoted rates, taking into account all costs associated with the requested vehicle categories and services, and not simply which bidder offers the lowest price.

Financial Evaluation Outcome

Following the completion of the financial evaluation, the Evaluation Committee shall recommend the bidder(s) offering the most advantageous financial proposal and best overall value for money.

As this procurement is intended to establish a Framework Agreement, GISCOR reserves the right to:

• Award the Framework Agreement to a single vendor; or
• Award the Framework Agreement to multiple vendors to ensure adequate coverage, operational flexibility, business continuity, and competitive pricing throughout the contract period.

The issuance of a Framework Agreement does not guarantee any minimum quantity of work, purchase volume, or revenue to the successful vendor(s).

Annexes required for the tender

• Bid Submission Form
• Financial Offer Form
• Vendor Declaration Form
• Supply code of conduct
• Supply registration form

Bid Opening

Bids will be opened immediately after the submission deadline.

Disclaimer

GISCOR reserves the right to accept or reject any bid, cancel the bidding process, or award in whole or in part without assigning any reason.GISCOR)

REQUEST FOR PROPOSAL (RFP)

FRAMEWORK AGREEMENT (FWA) FOR THE PROVISION OF CONFERENCE FACILITIES AND CATERING SERVICES

Tender Reference: NG/GISCOR/REFRESHMENT/FWA/2026/10/002

Issue Date: 6 October 2026

Submission Deadline: 27 October 2026 at 11:59 PM (WAT)

Contract Duration: One (1) Year with the possibility of extension subject to satisfactory performance, operational requirements, and availability of funds.

INTRODUCTION

Grassroot Initiative for Strengthening Community Resilience (GISCOR) invites suitably qualified, experienced, and reputable catering and refreshment service providers to submit bids for the establishment of a Framework Agreement (FWA) for the provision of conference facilities and catering services in support of its humanitarian, development, training, operational, and community engagement activities across its areas of operation in Northeast and Northwest Nigeria.

The objective of this tender is to establish a pool of pre-qualified service providers capable of delivering high-quality conference facilities and catering services on an as-needed basis during meetings, workshops, conferences, trainings, stakeholder engagements, field activities, assessments, community sensitization activities, and other official events organized by GISCOR.

SCOPE OF WORK

The selected supplier(s) shall provide refreshment and catering services as requested by GISCOR during the validity period of the Framework Agreement.

The services shall include, but not be limited to, the following:

Refreshment Services

• Break packages.
• Lunch/afternoon Packages.
• Tea BreakPackages.
• Light Refreshments.

Detailed specifications are provided in the bidding document which can be downloaded via this link

Service Delivery Requirements

The successful supplier shall:

• Provide conference facilities that are safe, clean, secure, and suitable for professional meetings, workshops, trainings, and conferences.
• Ensure conference rooms are equipped with functional furniture, adequate lighting, air conditioning, power supply, and internet connectivity (where required).
• Provide and maintain all agreed conference equipment, including projectors, screens, microphones, public address systems, flip charts, and stationery.
• Prepare and serve meals, refreshments, and snacks in accordance with the agreed menu and event schedule.
• Ensure all food and beverages are freshly prepared using quality ingredients and in compliance with applicable food safety and hygiene standards.
• Accommodate special dietary requirements upon request, including vegetarian, vegan, halal, and other dietary restrictions.
• Ensure meals and refreshments are properly packaged, stored, transported, and served in a manner that preserves quality and food safety.
• Deliver and serve all meals and refreshments within the agreed timelines to avoid disruption of event activities.
• Provide sufficient quantities of food and beverages to meet the number of participants specified by GISCOR.
• Provide all necessary catering materials, including plates, cups, cutlery, serving dishes, tablecloths, food packs, napkins, and drinking water.
• Deploy adequate and professionally dressed personnel for food service, venue management, technical support, and participant assistance throughout the event.
• Maintain cleanliness of the conference venue, dining areas, and washroom facilities throughout the event duration.
• Ensure proper waste collection and disposal in accordance with environmental and public health standards.
• Put in place contingency arrangements for power outages, equipment failure, or other disruptions that may affect service delivery.
• Comply with all applicable national laws, health regulations, and occupational safety requirements.
• Immediately notify GISCOR of any circumstance that may affect the quality or timely delivery of services.
• Ensure confidentiality and professionalism when providing services for events organized by the GISCOR
• Provide post-event cleanup and restoration of the venue to its original condition.

Geographical Coverage

The supplier shall demonstrate capacity to provide services within:

• LOT1 Jere/MMC
• LOT 2 Bama/Banki
• LOT 3 Pulka/Gwoza
• LOT 4 Dikwa/Ngala
• LOT 5 Damasak/Monguno
• LOT 6 Mafa/Narnan
• LOT 7 Madagali/Gulak
• LOT 8 Damaturu/Geida
• LOT9 Sokoto/Sabon Birni
• LOT 10 Zamfara/Tsafe
• LOT 11 Katsina/Batsari
• LOT 12 Damboa/Chibock

and any other location where GISCOR may be implementing activities during the contract period.

Bidders may apply for one or both lots. Each lot will be evaluated independently.

DURATION OF FRAMEWORK AGREEMENT

The Framework Agreement shall remain valid for a period of twelve (12) months from the date of contract signature.

The agreement may be extended based on:

• Satisfactory vendor performance.
• Continued operational needs.
• Availability of funds.
• Mutual agreement of both parties.

BID SUBMISSION REQUIREMENTS

Bidders shall submit the following:

Technical Proposal

The Technical Proposal shall contain:

• Tender Submission Form.
• Vendor Registration Form (Annex A).
• Company Profile.
• CAC Certificate of Incorporation.
• CAC Status Report.
• Tax Identification Number (TIN).
• Tax Clearance Certificate (TCC).
• Evidence of Similar Experience.
• Client References.
• Staff Information.
• Food Safety and Hygiene Procedures.
• Operational Capacity Statement.
• Acceptance of GISCOR Terms and Conditions.

Financial Proposal

The Financial Proposal shall contain:

• Completed Financial Offer Form.
• Official Company Stamp.
• Authorized Signature.
• Detailed Unit Rates.

• IMPORTANT NOTE TO BIDDERS: THE TECHNICAL AND FINANCIAL PROPOSALS MUST BE SUBMITTED SEPARATELY. Failure to adhere to this will lead to automatic disqualification.

EVALUATION CRITERIA

The evaluation process shall consist of three stages:

• Administrative Evaluation.
• Technical Evaluation. 70 points
• Financial Evaluation. 30 points

Only bidders that successfully pass the Administrative and Technical Evaluation stages shall proceed to the Financial Evaluation stage.

ADMINISTRATIVE EVALUATION

Essential Criteria

• Administrative Requirement
• PASS
• FAIL
• All vendors must completed, signed and stamped the vendor registration form (Annex A)
• Copy of valid Business Registration CAC Registration Certificate submitted (Minimum Registration of 2 years)
• CAC Registration Status is Active
• Valid Tax Identification Number (TIN) submitted
• Valid Tax Clearance Certificate (TCC) submitted. (Minimum clearance period of 2025
• Acceptance of GISCOR Code of Conduct and operational requirements Signed Acceptance Letter

Administratively Compliant: PASS/FAIL

Note: Bidders must satisfy all administrative requirements. A response of "FAIL" to any requirement shall result in the bid being considered administratively non-compliant and disqualified from further evaluation.

TECHNICAL PROPOSAL

The bidder must have the technical and management capability necessary to perform the works

• Technical Requirement
• Evidence Required
• 70 Points Rating
• Company Profile:

• Bidders are required to submit a comprehensive company profile demonstrating their capacity to provide conference facilities and catering services. The company profile shall include, at a minimum:

• A brief description of the company. Min of 3-5pages-2 Point
• Evidence of relevant registration, licenses, permits, certifications, or professional qualifications in hospitality, catering, food services, or a related field. Minimum of 2 Evidence 3 Point each = 6 point
• The company's organizational chart, clearly showing its reporting and management structure. 2 Point

• 10 points
• Previous Works Experience and Performance:

• Bidders shall demonstrate relevant experience in providing similar conference facility, hospitality, and/or catering services completed or ongoing within the last two (2) years.

• The bidder shall submit details of at least two (2) similar contracts, with a combined contract value of not less than NGN 2,000,000. For each PO is 5 Points
• 10 Points
• Scope of work and schedule Requirements: Bidders are requested to Specify the schedule requirements for the work. This should include the date and time before requesting services delivery for out-door events, as well as any deadlines for completing specific tasks, and expected outputs.

• Implementation timelines: Days and time hall facilities are available, number of days/hours of notice of service request and relevant response time - provide requirements in a one pager document.
• 5 Points
• Tools and Equipment:

• Eligible and comprehensible (Provision of Conference facilities) Provide relevant addresses per requested location in a one pager document.

• Availability of meeting enhancers' i.e Projector, Microphones, Speakers, Flip Charts and other meeting enhancers- provide at least 4 pictures or more of equipment and tools available in your conference facilities per location. Multiple location or one location is Max of 25 points
• 25 Points
• Food Safety and Hygiene: Evidence of food hygiene and food safety procedures

• Food Safety Procedures, SOPs or Policy
• 15 Points
• Bidders are expected to confirm on their company letter head to Comply with national food safety regulations and public health requirements
• 5 Points
• Total Points
• 70 points
• The cut-off points to be considered technically compliant is 40 points out of

• 70 points

FINANCIAL EVALUATION

Only bidders that successfully pass the Administrative and Technical Evaluation stages shall proceed to Financial Evaluation. The maximum number of points will be allocated to the lowest price proposal that is opened and compared among the offer received. All other price proposals will receive point in inverse proportion to the lowest price.

Financial Compliance Criteria

Financial proposal form must contain your offer in one single currency (Nigerian Naira). The prices offered should remain valid for at least Twelve (12) months. The offered price must remain unchanged for the duration of the Frame Agreement (12 Months).

Unit costs: The bidder shall quote the unit price for each required line item for each of the two (2) different categories. Any quantity or other discounts (e.g. volume or seasonal discounts shall be clearly indicated).

Bidders are requested to hold your offer valid least Twelve (12) months from the deadline for submission. GISCOR will make its best effort to select a company within this period. The pricing model quoted in the bidders offer will remain valid for the duration of the Frame Agreement. GISCOR standard payment terms are within 30 days after satisfactory implementation and receipt of documents in order.

AWARD OF FRAMEWORK AGREEMENT

The Framework Agreement may be awarded to one or more suppliers that:

• Pass the Administrative Evaluation.
• Pass the Technical Evaluation.
• Pass the Financial Evaluation.
• Bidders who are successful in the due diligence process
• Demonstrate the ability to consistently provide quality conference and catering services.
• Offer reasonable and competitive rates.
• Meet all requirements of the solicitation document.

GISCOR reserves the right to award the Framework Agreement to multiple service providers in order to ensure adequate coverage, operational flexibility, and uninterrupted service delivery.

BID OPENING

Bids shall be opened immediately after the bid submission deadline by the designated Procurement Committee.

ETHICS, FRAUD AND CORRUPTION

GISCOR maintains a zero-tolerance approach to fraud, corruption, bribery, collusion, coercion, conflicts of interest, and other unethical practices.

Any attempt to influence the procurement process may result in:

• Immediate disqualification.
• Removal from the vendor database.
• Contract termination where applicable.
• Further action as may be deemed appropriate.

DISCLAIMER

GISCOR reserves the right to:

• Accept or reject any bid.
• Cancel the procurement process at any stage.
• Request clarifications from bidders.
• Award the Framework Agreement in whole or in part.
• Award the Framework Agreement to one or multiple suppliers without assigning any reason.

Submission of a bid does not guarantee contract award.