Request for proposal for provision of hotel accomodation and conference package services

Date: 30th June 2026

General information about the Alliance of Bioversity International and CIAT

The Alliance of Bioversity International and the International Center for Tropical Agriculture (The Alliance) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. The Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation (https://alliancebioversityciat.org/). With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people. The Alliance is a member of the CGIAR Consortium (www.cgiar.org) a global research partnership for a food-secure future.

Tender information

Tender schedule

Invitation to tender/advertisement: Request for proposal for provision of hotel accommodation and conference package services

Request for clarification window: 30th June to 3rd July 2026

Closing date for submission: 17th July 2026

Tender opening: From 21st JULY 2026

Contract awarded: TBD

Scope of services

The objective of this tender is to establish a framework arrangement with qualified hotels and conference service providers for the provision of hotel accommodation, conference facilities, and related hospitality services at corporate rates for official meetings, workshops, seminars, training sessions, and other organizational events in either of the following regions;- Arusha, Kilimanjaro, Dar es Salaam, Dodoma, Mbeya, Bukoba, Kigoma, Singida, Mwanza, Mtwara, Iringa, Morogoro, Babati, Karatu, Kilimanjaro, Lushoto, Tanga, Kilindi, and Sumbawanga.

The successful tenderer shall be required to provide the following services as and when requested:

A. Hotel accommodation services

• Standard, deluxe, executive, and suite accommodation, where available.
• Daily housekeeping and room maintenance.
• Complimentary internet/Wi-Fi access.
• Air-conditioned rooms with standard amenities.
• Laundry services (where applicable).
• Secure parking facilities.
• 24-hour reception and guest support services.
• Adequate security for guests and their property.

B. Conference and meeting facilities

• Conference rooms of varying capacities.
• Audio-visual equipment, including projectors, screens, microphones, and PA systems.
• Flip charts, whiteboards, markers, and stationery.
• High-speed internet/Wi-Fi.
• Backup power supply and technical support.

C. Catering and refreshment services

• Morning and afternoon tea/coffee breaks.
• Lunch and dinner services, where required.
• Drinking water throughout the event.
• Special dietary meals upon request.
• Catering services that comply with applicable food safety and hygiene standards.

D. Ancillary services

• Event registration and reception support.
• Flexible venue setup and arrangement.
• On-site technical support.
• Any other related hospitality services required during the contract period.

Corporate rates requirement

Tenderers are required to submit fixed corporate rates for all the services offered under this tender. The submitted rates shall apply throughout the contract period unless otherwise agreed by the parties.

Tenderers shall provide a detailed schedule of corporate rates, including but not limited to:

• Accommodation rates by room category.
• Conference venue hires charges by room capacity.
• Half-day and full-day conference package rates.
• Refreshment package rates.
• Meal rates (breakfast, lunch, and dinner).
• Residential conference package rates, where applicable.
• Rates for any additional services offered.

The quoted corporate rates should clearly indicate:

• Whether taxes and statutory charges are included or excluded.
• Any discounts applicable to bulk bookings or extended stays.
• The validity period of the quoted rates.
• Any terms and conditions governing the application of the rates.

Service standards

The service provider shall maintain high standards of cleanliness, professionalism, safety, and customer service and shall ensure that all facilities and equipment are functional and fit for purpose.

Deliverables

The successful tenderer shall provide the requested accommodation, conference facilities, catering, and related services in accordance with the agreed corporate rates and service requirements.

Corporate rates submission

Tenderers are required to submit a comprehensive schedule of corporate rates for all services covered under this tender. The corporate rates shall form the basis for the provision of hotel accommodation, conference facilities, catering, and related hospitality services during the contract period.

The rate schedule shall, at a minimum, include:

A. Accommodation rates

• Standard Room (Single Occupancy)
• Standard Room (Double Occupancy)
• Deluxe Room
• Executive Room
• Suite (where available)
• Bed and Breakfast Rate
• Half Board Rate
• Full Board Rate

B. Conference services rates

• Half-day conference package
• Full-day conference package
• Conference room hire by capacity
• Boardroom meeting package
• Residential conference package

C. Catering and refreshment rates

• Morning tea/coffee break
• Afternoon tea/coffee break
• Lunch
• Dinner
• Cocktail or special event packages (where applicable)

D. Ancillary services rates

• Audio-visual equipment hires
• Additional stationery and conference materials
• Airport transfers (where available)
• Laundry services (where applicable)
• Any other related hospitality services offered by the tenderer

Rate requirements

The submitted corporate rates shall:

• Be quoted in the currency specified in the tender document.
• Clearly indicate whether they are inclusive or exclusive of all applicable taxes and statutory charges.
• Include any discounts available for bulk bookings or extended stays.
• Remain fixed and valid for the duration of the contract unless otherwise provided for in the contract.
• Clearly state any terms and conditions applicable to the rates.

Framework arrangement

This tender is intended to establish a framework arrangement for the provision of hotel accommodation and conference services on an as-needed basis during the contract period.

The Procuring Entity may engage one or more successful tenderers to provide the required services. However, the Procuring Entity does not guarantee any minimum volume or value of business under this arrangement. Services shall be requested through individual purchase orders, local service orders, or other authorized call-off mechanisms, and payment shall be made based on the approved corporate rates and the actual services rendered.

The successful tenderer(s) shall Honor the quoted corporate rates throughout the contract period and shall ensure the availability of the services offered, subject to prior booking and confirmation.

Essential creteria

Bidders must submit the following: –

1. Provide BRELA registration certificates.
2. Certificate of Incorporation
3. Valid Tax clearance certificate
4. Valid copy of business license/Permit
5. 3 Trade References letters ( on letter head)
6. Company profile/fact sheet
7. Signed Vendor Conflict of Interest Disclosure form

Submission

Alliance of Bioversity and CIAT invites proposals to be submitted by email to The Procurement Office, Alliance of Bioversity and CIAT on the following email address:

[email protected] by 17th July 2026, not later than 5.00 p.m. (GMT+3)

Subject heading on email should read as follows: PROVISION OF HOTEL ACCOMMODATION AND CONFERENCE PACKAGE SERVICES

Fees quoted should be inclusive of all costs including administrative costs and must be expressed in Tanzania Shillings.

Correspondence

All communications from Bidders to CIAT relating to the tender must be in writing and addressed to [email protected]

Award criteria

Award of the contract will be based on fulfilment of the qualification criteria.

Anti-bribery and corruption

All Bidders are required to comply fully with Anti-Bribery and Corruption Act.

Exclusion criteria

Any Bidder is required to confirm in writing that:

• Neither it nor any related company to which it regularly subcontracts is insolvent or being wound up, is having its affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• Neither it nor a company to which it regularly subcontracts has been convicted of fraud, corruption, involvement in a criminal organization, any money laundering offence, any offence concerning professional conduct, breaches of applicable labour law or labour tax legislation or any other illegal activity by a judgment in any court of law whether national or international;
• Neither it nor a company to which it regularly subcontracts has failed to comply with its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the relevant country in which it the Bidder operates.
• Any Bidder will automatically be excluded/Disqualified from the award if it is found that they are guilty of misrepresentation in supplying the required information within their tender bid or fail to supply the required information.
• They have not been barred from participating in any tender by any of the CGIAR organizations

Conflict of interest / non-collusion

Any Bidder is required to confirm in writing:

• That it is not aware of any connection between it or any of its directors or senior managers and the directors and staff of CIAT which may affect the outcome of the selection process. If there are such connections the Bidder is required to disclose them.
• That it has not communicated to anyone other than CIAT the amount or approximate amount of the tender. That it has not and will not offer pay or give any sum of money commission, gift, inducement or other financial benefit directly or indirectly to any person for doing or omitting to do any act in relation to the tender process
• CIAT reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the procuring entity’s action.

Vendor conflict of interest disclosure form

Finance code: PO-09-FIN
Version: 00
Procurement policy: Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

All vendors interested in conducting business with International Center for Tropical Agriculture (CIAT) must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract. Please note that all vendors must comply with the Alliance’s conflict of interest policies as stated within the certification section below.

If a vendor has a relationship with a CIAT employee, member of the Alliance Board of Trustees, or an immediate family member of a CIAT employee, the vendor shall disclose the information required below.

Certification

I hereby certify that, to my knowledge, there is no conflict of interest involving the vendor named below:

1. No CIAT employee or member of the Alliance Board of Trustees or their immediate family member has an ownership interest in the vendor’s company or is deriving personal financial gain from this contract.
2. No retired or separated CIAT employee or member of the Alliance Board of Trustees or employee who has been retired or separated from CIAT and/or the Alliance for less than one year has an ownership interest in the vendor’s company.
3. No CIAT employee or member of the Alliance Board of Trustees is contemporaneously employed or prospectively to be employed with the vendor.
4. The vendor hereby declares that it has not and will not provide gifts or hospitality of any monetary value or any other gratuities to any CIAT employee or member of the Alliance Board of Trustees to obtain or maintain a contract.
5. Please note any exceptions below:

Conflict of interest disclosure

Name of CIAT employee, member of Alliance Board of Trustees, or immediate family members with whom there may be a potential conflict of interest.

• Relationship to employee/member of the Alliance Board of Trustees
• Interest in vendor’s company
• Other

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by CIAT, these vendors will be disqualified from doing business with Alliance centers.

I certify that the information provided is true and correct by my signature below:

• Printed name of vendor authorized representative
• Signature of vendor authorized representative
• Date

Procurement use only

• Yes, named employee/official was involved in bid/proposal process or decision.
• No, named employee/official was not involved in bid/proposal process or decision.

Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

RFQ/Tender Information and Attachments

For comprehensive information regarding this RFQ/tender, we invite you to download the attachments provided below. These documents contain all the necessary details, including specifications, requirements, and submission guidelines. Please review them carefully to ensure you have all the pertinent information needed to participate.

DOWNLOAD THE FULL TENDER NOTICE HERE

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