Tender Notice: Request For Publication – Hospitality Services

Job Description

CO N T E N T S 

1 GENERAL PRESENTATION………………………………………………………………………………………………………………………………… 2 2 PRESENTATION OF PROJECTS…………………………………………………………………………………………………………………………… 2 2.1 BACKGROUND AND OBJECTIVES OF THE PROJECT …………………………………………………………………………………………………………… 2 3 TECHNICAL SPECIFICATIONS AND CUSTOMER EXPECTATIONS ………………………………………………………………………………. 2 4 TERMS OF DEPOSIT ………………………………………………………………………………………………………………………………………… 3 5 SELECTION AND AWARD …………………………………………………………………………………………………………………………………. 5 5.1 CRITERIA…………………………………………………………………………………………………………………………………………………………. 5

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  – 1 – 

Solthis is an international solidarity NGO whose objective is to improve prevention and access to quality health care  by strengthening the health systems and services of the countries where it operates. Solthis’ action is part of a  sustainable development approach in order to face the long-term challenges of public health in countries with limited  resources.  

2.1 Background and objectives of the project 

Therapeutic Solidarity and Initiatives for Health (SOLTHIS) is an international health NGO dedicated to strengthening  health systems and improving access to quality care in resource-limited settings and vulnerable populations.  

Operating in Sierra Leone since 2011, Solthis has its head office at 7 The Maze, off King Street Wilberforce – Freetown  and a regional office at 15 Old Railway Line Bo. It provides technical support at national, community, and health facility  levels, focusing on HIV, paediatric TB, Mpox and Sexual and Reproductive Health care quality.  

Context of the call for tenders 

To host Solthis’ guests, provider conference facilities and catering services to support activities in Freetown and Bo,  Solthis Sierra Leone is seeking the services of qualify, reliable and reputable services providers including hotels,  caterers and conferences facilities services providers within the Western part of Freetown and in Bo city to submit  offers as quantified in the table below.  

3.1.1 Technical specifications 

List of detailed technical specifications: 

LOT – 1 – HOTEL ACCOMMODATION IN FREETOWN AND BO  

LOT – 2: CONFERENCE FERCILITIES IN FREETOWN AND BO

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  

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LOT – 3: CATERING SERVICES IN FREETOWN AND BO 

3.1.2 Customer expectations 

This tender document comprises three (3) lots, prospective services providers are encouraged to submit offers for  either a single lot, two (2) lots or all the three (3) lots with services that their business models can effectively and  efficiently deliver within any of the cities (Freetown or Bo).  

Bidders are required to share proof of their legibility and proven track record of their experiences in providing similar  satisfactory services to at least three (3) clients (preferable INGOs) in the respective cities of Sierra Leone.  

Solthis will conduct a reference check and selection of successful service providers for long-term contracts will be  influenced by the outcome of those checks.  

Potential applicants are also required to provide list of complementary services available to clients. 

• The bid will present: 

Potential bidders must submit Administrative, Technical and Financial offers in a sealed envelope with reference  “CALL FOR TENDER FOR PROVISION OF HOSPITALITY SERVICES; HOTEL ROOM, CONFERENCE ROOM, MEALS – SOLTHIS SL” and must be clearly detailed with the LOT NUMBER and location (FREETOWN OR BO). No external  information identifying the bidder should appear on the envelope. 

✓ Administrative documents in force for the bidder: 

▪ Certificate of business registration  

▪ Recent and updated certificates clarifying regulatory tax declarations, Tax Identification Number (TIN) and  proof of tax payment for the previous year.  

▪ Bank account details  

Please note that administrative documents are mandatory, bidders who fail to present any of the first two (2)  documents will be eliminated from this call for tenders.

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  – 3 – 

✓ Technical Specifications  

LOT 1 – Hotel Accommodation  

In addition to the current room categories (standard single, double, executive, premium), the following  minimum requirements could be considered: 

▪ Service Continuity: 

▪ Availability of a functional generator in case of power outage 

▪ Reliable water supply (backup tank or alternative system) 

▪ Safety & Security 

▪ Fire safety equipment (extinguishers, smoke detectors, visible emergency exits) 

▪ 24/7 security presence or controlled access system 

▪ Secure locks on room doors 

▪ Adequate exterior and common area lighting 

▪ Connectivity & Professional Standards 

▪ Stable and free Wi-Fi suitable for professional use 

▪ Minimum number of functional power outlets in rooms 

▪ Desk or dedicated workspace in each room 

▪ Operational Flexibility 

▪ Clear cancellation and modification policy  

▪ Defined check-in/check-out times 

▪ Designated focal point for reservations and incident management 

▪ Compliance 

▪ Proof of business registration and operating license 

▪ Proof of liability insurance 

LOT 2 – Conference Facilities  

▪ Equipment Standards 

▪ Functional video projector and projection screen 

▪ Flipchart with paper and markers 

▪ Sufficient tables and chairs 

▪ Power extensions/multiples where necessary 

▪ Connectivity 

▪ Internet access available in the conference room (minimum performance level to be specified) ▪ Comfort & Environment 

▪ Ventilated or air-conditioned room 

▪ Clean and accessible toilets nearby 

▪ Adequate lighting 

▪ Safety 

▪ Fire safety equipment and evacuation plan 

▪ Security presence during events 

▪ Operational Aspects 

▪ Clear definition of half-day and full-day duration 

▪ On-site technical support in case of equipment failure 

▪ Designated focal point for coordination

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  – 4 – 

LOT 3 – Catering Services  

▪ Food Safety & Hygiene 

▪ Valid health/sanitary inspection certificate 

▪ Clean uniforms for catering staff 

▪ Proper food storage and transport conditions 

▪ Meal Composition 

▪ Clear description of menu options 

▪ Availability of vegetarian options upon request 

▪ Drinking water included 

▪ Possibility to manage food allergies upon prior notification 

▪ Service Standards 

▪ Service format to be specified (buffet or plated) 

▪ Defined minimum and maximum service capacity 

▪ Timely setup and adherence to agreed schedule 

▪ Clean serving equipment and utensils 

✓ A detailed financial offer specifying in particular: 

▪ Unit costs per services with each lot, amount before tax, overall cost after tax (fixed prices, non-reversible for the entire offer validity period).  

▪ The validity period of the financial offer should be at least for a year starting from 1st May 2026 ▪ Clear payment terms: payment due date (in days) before or after delivery, preferred payment method; cash,  cheque or transfer and any other related terms and condition.  

All the documents mentioned are very useful in the evaluation process and failure to submit any of these documents  will reduce bidders’ chances of selection or lead to a possible elimination from the bidding.  

• Deadline for receipt of offers: before 14:00 GMT on 20th March 2026.  
• Sending method: administrative, technical and financial documents should be sent in a sealed envelope and  dropped in the tender box at Solthis office – 7 The Maze, off King Street, Wilberforce, Freetown.  
• For Bo city: administrative, technical and financial documents must be delivered in a sealed envelope at Solthis  Regional office; 15Old Railway Line – Bo city.  

Offers received via other means and after the submission deadline will not be considered.  

Any request for clarification should be sent by e-mail to the following address: logistician.sl@solthis.org, and  adminaccountTB.sl@solthis.org , then copy compliance.sl@solthis.org  

All requests for clarifications will be responded to by the 16th March 2026 at 17:00  

5.1 Criteria 

The proposals received will be evaluated by the internal selection committee on the following criteria:

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  – 5 – 

SOLTHIS -SIERRA LEONE – TENDER_DAY & NIGHT SHIFTS SECURITY GUARD SERVICES  

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