Request for Quotation for the Supply for Hall Rental Catering Service

December 13, 2025

Application ends: December 18, 2025

Job Description

Tender Name: Request for Quotation for the Supply for Hall Rental Catering Service CRS-SL Bo,
Pujehun, Kailahun, Koinadugu, Falaba, and Bombali Offices
Tender Number: SL5359 PMI – Freetown
Deadline Submission date: 17, December 2025 2:00 PM
If you have any question, please contact: sl_procurement@crs.org
Bid Requirements
Offers that do not meet the following will be automatically rejected regardless of price:
1. Offers must be received before the stated deadline.
2. Offers must include all the information requested above.
3. Offers must be submitted through hard copy in sealed envelopes. Separate bidding offers must be
submitted separately. Any missing documents may cause the entire offer to be rejected.
4. Offers must be clean & clear. The vendor should sign and stamp next to handwritten corrections or
corrections made with whiteout.
5. Offers must be complete, signed in a clear date and stamped on all pages.

Delivery Instructions:
Interested vendors may submit their bids via one of the following methods:
Complete, stamped and signed offer can be submitted by email to sl_procurement@crs.org on or before 17,
December 2025 2:00 PM as a PDF file. Email must indicate the tender number and description (SL5359
PMI – Supply for Hall Rental Catering Service). The file should not exceed 15 MBs.
Complete, stamped and signed offer to be delivered in sealed envelope on or before 17, December 2025
2:00 PM with tender number and description on it (SL5359 PMI – Supply of for Hall Rental Catering
Service) to CRS head office located at 6 Jagiko Drive Hill Station, Freetown.
for further information about CRS office address please contact: +23279250637

Past Experience Reference List

Name of
Organization

Name of Person

Name of
Project

Project
Start Date

Project
duration

Phone
Number

Email Address ا

RFQ#SL5359 PMI – Freetown

1 Refer to pages 7 and 8 of CRS’ Policy on Safeguarding for further details on prohibited exploitative conduct, including procurement of commercial
sex, employment practices, and relationships with beneficiaries that are exploitative or abusive.
Catholic Relief Services | Supplier/ Service Provider Code of Conduct
2 of 8
Please stamp each page
Company name:
Legal address:
Telephone Number:
Email:
Representative Name:
City council registration certificate Number:
15% GST registration Number:
Delivery Period
Warranty Period for all IT Items
Right Specification and size confirmation as indicated
on attachment 1 (Yes/No)
Do you have partnerships with any other companies (such
as shared management / staff / office / bank account)? Do
you cooperate with any other companies in preparing
offers or providing of goods or services?
If the answer to the previous question is yes, please
provide details here including the names of partner
companies.
Other comments:
Experience / references for the related work of experience
(Please attached any related contract, purchase order,
certificate, etc.) that does not exceed 10 pages. References
MUST include contact information.
Signature
Date

RFQ#SL5359 PMI – Freetown

Attachment (1) Scope of Work & Description

Item
#
Designation Specification Quantit
y
UOM Proposed
Unit
Price
NLE
Total Price
NLE

1 Conference
hall

Conference hall for
workshops for 1-20
people (full day)

1-20 Persons

2 Conference
hall

Conference hall for
workshops for 21-50
people and above (full
day)

21-50 Persons

3 Catering
Service

Breakfast with Snacks,
Lunch including one soft
drink and water per
person, Tea break with
snacks (Morning and
Afternoon), Dinner
Service including one soft
drink and water per
person, Small bottled of
extra water, Big bottled of
extra water

1-20 Persons

4 Catering
Service

20-50 Persons

SUB TOTAL IN SLE
15% GST IN SLE
TOTAL IN SLE

RFQ#SL5359 PMI – Freetown

Scope of Work (SOW) for the Provision of Hall Rental Catering Service for a period of Two (2) Years
to CRS Country Program in Sierra Leone
Purpose:
The purpose of this scope of work is to outline the services to be provided with clear specifications for the
establishment of Framework Agreement (FWA) for the CRS Sierra Leone Country Program for two years.
Background:
The Country Program is expanding over time and the increase in program activities in the country program
have led to a high rate of procurement request for Hall Rental/hotel and catering services. Owing to the high
importance of these services, it is expedient to put in place a strategy to reduce the turnaround time for
delivery of these services as and when needed to enable program implementation activities runs effectively.
Therefore, a Framework Agreement (FWA) is required for hotel and catering services for a period of one year.
This request for proposal (RFP) is a competitive bidding process open to all services providers as well as
registered vendors in the CRS Master Supplier List (MSL), for the provision of catering services with a
Framework Agreement (FWA) for a period of two (2) years.
Requirement for Catering Services:
This service includes:

a. Good quality breakfast; with snacks and tea/coffee
b. Good quality lunch (African & European) including one soft drink and one bottled water per
person
c. Good quality tea break with snacks (Morning and Afternoon) with snacks and tea/coffee
d. Good quality dinner (African &; European) including one soft drink and one bottled water per
person
e. Big bottled water
f. Small bottled water
Requirement for Conference Hall:
Conference hall facility as required by CRS Sierra Leone. The size of the meeting rooms will depend on the
number of participants.
Conference facilities shall include:

RFQ#SL5359 PMI – Freetown

 Soundproof conference halls, fully AC, highly illuminated, extension cables and free

from disturbance.
 Provision of extra mineral water.
 Supply of LCD, Flip Chart pad, Flip chart stand, Projector and screen, Notebook, pens, post it,
assorted marker, and other required stationary Materials.
 Equipped with enough tables and chairs, according to its capacity
 Availability of separated (Male, Female) restrooms inside the hotel/venue.
 Equipped with proper sound system, microphones, and a rostrum.
 Availability of Wi-Fi included and A/C Generator or solar system back up:
Key Working Relationships:
Internal: Procurement Manager, Procurement Office, Program team
Place of Performance:
The place of performance for these services is CRS Sierra Leone Country Programme office in Freetown and
Kabala and program implementation areas in Kenema, Tonkolili, Western Arean Rural, Kambia and
Bonthe District.
Period of Performance:
May 2025 to May 2027
Method of Award of Contract
Contract will be awarded to vendors based on the service and lots quoted for, and vendors are encouraged to
quote for all the services and lots or only what they can provide.
Condition of contract
The contract will be for an initial period of two years and will be reviewed on a yearly basis. The original
price for each service will be maintained and both patties will review the prices overtime; based on the
prevailing market condition and payment will be made on the current invoice submitted.
BOQ for Catering services (prices should include all taxes)
LOT 1 – Western Area Rural District

RFQ#SL5359 PMI – Freetown

# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

LOT 2 – Kenema District
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service

RFQ#SL5359 PMI – Freetown

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

LOT 3 – Kambia District
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

RFQ#SL5359 PMI – Freetown

LOT 3 – Tonkolili District
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

LOT 4 – Kabala District
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1

RFQ#SL5359 PMI – Freetown

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

LOT 5 – Bonthe District
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1
c Tea break with snacks (Morning and Per 1

RFQ#SL5359 PMI – Freetown

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

LOT 6 – Western Area Urban District (Freetown)
# Item Description UOM Qty Unit Price in SLE
including all taxes

1 Hall Rental for Workshop
a Conference hall for workshop for 1-20
people (full day)

Each 1
b Conference Hall for 20 people (Half Day) Each 1
c Conference hall for workshops for 21-50
people and above (full day)

Each 1

d Conference Hall for 50 people and above
(Half Day)

Each 1

2 Catering Service
a Breakfast with Snacks Per
person
1

b Lunch including one soft drink and water
per person

Per
person
1

c Tea break with snacks (Morning and
Afternoon)

Per
person
1

d Dinner Service including one soft drink and
water per person

Per
person
1
e Small bottled of extra water Per
person
1
f Big bottled of extra water Per
person
1

RFQ#SL5359 PMI – Freetown

ATTACHMENT (2) – CODE OF CONDUCT

SUPPLIER / SERVICE PROVIDER CODE OF CONDUCT
Catholic Relief Services (CRS) has committed to the principles of responsible sourcing, and we expect our
suppliers and service providers to fully follow the applicable contractual obligations to include CRS terms &
conditions, local and relevant/otherwise applicable laws and to adhere to internationally recognized
environmental, social, and corporate governance standards. We also expect our suppliers to implement these
standards with their suppliers and subcontractors, as inspired by the United Nations Global Compact
initiative, the United Nations Guiding Principles and Human Rights, the International Labor Organization's
Declaration on Fundamental Principles and Rights at Work, ETI Base Code, and applicable CRS’ Policies,
Procedures and Standards.
1) SOCIAL
• Prohibit all forms of harassment, sexual harassment, exploitation and abuse, including sexual
exploitation and abuse, and trafficking in persons. All sexual activity with a child, defined as person
under the age of 18 years, is considered sexual abuse regardless of local age of consent.
• Have mechanisms in place to actively prevent, address, and respond to harassment, sexual
harassment, exploitation and abuse, including sexual exploitation and abuse, and trafficking in
persons.
• Support the protection of internationally proclaimed human rights and prohibit forced, bonded, and
involuntary labor and child labor.
• Do not recruit or employ children under the age of 15 years. Do not recruit or employ children under
18 years for work that is mentally or physically dangerous or interferes with schooling.
• Treat employees with dignity and respect and supply a workplace that is safe and hygienic, complies
with national laws, and is free from discrimination on the basis of race, gender, age, religion,
sexuality, culture or disability.
• Provide accessible and confidential reporting mechanisms for employees and other stakeholders to
report concerns or suspicions of any forms of harassment, abuse and exploitation described above and
potentially unlawful practices by management or employees.
• Commit to protecting reporters or whistleblowers from retaliation.
• Uphold the freedom of association and the right to collective bargaining as set out within applicable
laws.
• Ensure wages and working hours meet national legal standards.
2) GOVERNANCE
• Abide by all applicable national and international trade laws and regulations including but not limited
to antitrust, trade controls, and sanction regimes.
• Consider business integrity as the basis of business relationships.
• Prohibit all types of bribery, corruption, money laundering and terrorism financing

RFQ#SL5359 PMI – Freetown

• Forbid gifts to private or public officials that aim to influence business decisions or

otherwise encourage them to act contrary to their obligations.
• Respect the privacy and confidential information of all your employees and business partners as well
as protect data and intellectual property from misuse.
• Have data protection and managements standards in place that address data collection, safeguarding,
sanitation and disposal. The data owner is aware of the data provision terms and conditions and
supplies consent as per CRS Responsible Data Values and Principles
• Implement a proper Compliance Management policy and procedure, which facilitate compliance with
applicable laws, regulations, and standards.
3) ENVIRONMENT
• Follow all applicable environmental, health and safety regulations.
• Promote the safe and environmentally sound development, manufacturing, transport, use and disposal
of your products.
• Ensure by using proper management policies and procedures that product quality and safety meet the
applicable requirements.
• Protect your employees’ and neighbors’ life and health, as well as the public at large against hazards
inherent in your processes and products.
• Use resources efficiently, apply energy-efficient and environmentally friendly technologies and
reduce waste, as well as emissions to air, water, and soil.
•
Because CRS is a recipient of numerous grants or contracts provided by governmental, public, and private
donors, all suppliers and service providers are hereby notified that other donor-specific compliance measures
may be included in the legal instrument through which goods or services are procured.
CRS reserves the right to conduct due diligence audits or assessments to ensure your compliance and will take
reasonable steps to investigate or otherwise take appropriate action to address concerns. CRS reserves the
right to terminate any relationship for non-adherence to the abovementioned requirements.
Should you have any concerns or suspicions of any forms of harassment, abuse and exploitation described
above and in CRS’ Safeguarding Policy, illegal or improper conduct, CRS requires you to report through any
of the following channels:
• CRS Management
• CRS Whistleblower site: http://bit.ly/crshotline
• Email: alert@crs.org
• Phone/Skype: 1-866-295-2632
• Mail: (mark “Confidential") Attention: General Counsel
Catholic Relief Services
228 W. Lexington Street
Baltimore, MD 21201
Ensuring the principles of sustainable development in our supply chain is important to CRS. We hope that as
our partner you show your commitment via compliance with your own code of conduct or company policies
that embrace these standards.

RFQ#SL5359 PMI – Freetown

In accepting business from CRS in the form of a purchase order, contract, or agreement,
you are implicitly accepting your organization’s roles and responsibilities outlined in this document

Request for Quotation for the Supply for Hall Rental Catering Service

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