Request for proposal for provision of cafeteria services

Tender overview

• Organization: Alliance of Bioversity International and CIAT
• Request date: 21 August 2026
• Service location: Alliance Office within the TARI Selian Agricultural Research Institute Compound, Arusha
• Estimated number of staff served: Approximately 50
• Operating days: Monday to Friday
• Clarification period: 22–26 August 2026
• Submission deadline: 10 September 2026 at 5:00 p.m. GMT+3
• Tender opening: From 21 September 2026
• Contract award date: To be determined

About the Alliance of Bioversity International and CIAT

The Alliance of Bioversity International and the International Center for Tropical Agriculture, referred to as the Alliance, delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives.

The Alliance’s solutions address global challenges involving malnutrition, climate change, biodiversity loss and environmental degradation. Through innovative partnerships, the Alliance generates evidence and mainstreams innovations that transform food systems and landscapes so they sustain the planet, drive prosperity and nourish people.

The Alliance is a member of the CGIAR Consortium, a global research partnership working towards a food-secure future.

• Alliance website: alliancebioversityciat.org
• CGIAR website: www.cgiar.org

Tender schedule

• Invitation to tender: Request for proposal for provision of cafeteria services
• Request for clarification window: 22–26 August 2026
• Closing date for submission: 10 September 2026
• Tender opening: From 21 September 2026
• Contract award: To be determined

Scope of services

The Alliance of Bioversity International and CIAT invites qualified and experienced catering service providers to submit proposals for the operation and management of its cafeteria facility at the Alliance Office within the TARI Selian Agricultural Research Institute Compound in Arusha.

The successful service provider will manage the cafeteria and provide quality, hygienic, nutritious and affordable food services to approximately 50 staff members from Monday to Friday. Services must also be available to other authorized visitors when required.

The selected provider will operate the cafeteria under a service agreement and maintain high standards of professionalism, food safety, customer service and cleanliness throughout the contract period.

Food and beverage services

The service provider must offer:

• Breakfast
• Lunch
• Morning and afternoon snacks
• Tea and coffee
• Fresh juices and soft beverages
• Drinking water
• Special dietary meals upon request
• Vegetarian meal options
• Healthy meal alternatives

The service provider must ensure that sufficient quantities of food are available and minimize waiting times during meal service.

Menu requirements

Tenderers must submit a proposed weekly rotating menu containing:

• Breakfast menu
• Lunch menu
• Snacks
• Beverages
• Vegetarian options
• Meal descriptions and recipes
• Portion sizes

The proposed menu must demonstrate adequate variety throughout the week and promote balanced nutrition.

Service delivery

The cafeteria will operate from Monday to Friday on official working days.

Indicative operating hours are:

• Breakfast: 7:30 a.m.–9:30 a.m.
• Lunch: 12:00 noon–2:30 p.m.
• Tea, coffee and snacks: Throughout office working hours

The service provider must ensure that meals are prepared and served promptly without unnecessary delays.

Hygiene and food safety

The successful bidder must:

• Maintain excellent food-hygiene standards.
• Ensure food is properly stored and handled.
• Keep the kitchen and dining area clean at all times.
• Ensure all food handlers are medically certified.
• Provide staff with clean uniforms and protective clothing.
• Comply with all applicable food-safety and public-health regulations.

Cleaning and waste management

The successful bidder must:

• Clean the dining area after every service.
• Maintain the kitchen in a hygienic condition.
• Dispose of food waste properly.
• Keep the cafeteria environment clean and attractive throughout the day.

Facilities provided by the Alliance

The Alliance will provide:

• Cafeteria premises
• Dining tables and chairs
• Kitchen cooker
• Free Wi-Fi

The successful service provider must supply all other equipment and materials required for efficient operations, including:

• Utensils
• Crockery
• Cutlery
• Cooking materials
• Refrigerators, if required
• Serving equipment
• Cleaning materials
• Consumables

Utilities

The successful bidder will be responsible for all operational utility costs relating to the cafeteria, including:

• Electricity
• Water

Tenderers must account for these operational costs when preparing their financial proposals.

Pricing requirements

Tenderers must submit a comprehensive price schedule covering:

• Breakfast prices
• Lunch prices
• Snacks
• Tea and coffee
• Fresh juices
• Soft drinks
• Other beverages
• Any additional menu items

All submitted prices must:

• Be quoted in Tanzania shillings.
• Include all applicable taxes.
• Represent fair and competitive pricing.
• Remain valid throughout the contract period unless otherwise agreed.

Proposal requirements

Technical proposal

The technical proposal must include:

• Company profile
• Experience in providing institutional catering services
• Description of the proposed service-delivery approach
• Proposed staffing structure
• Weekly menu
• Recipes or meal descriptions
• Food-safety procedures
• Cleaning and sanitation procedures
• Waste-management plan
• Customer-service approach
• Quality-assurance procedures

Financial proposal

The financial proposal must include:

• Detailed menu prices
• Comprehensive price schedule
• Confirmation that utility costs have been incorporated into the proposed prices

Service standards

The successful bidder must maintain high standards of:

• Food quality
• Customer service
• Professionalism
• Hygiene
• Cleanliness
• Timely service
• Safety

Meals must be prepared using fresh ingredients and served in a clean and welcoming environment.

Required deliverables

The successful bidder must:

• Operate the cafeteria efficiently.
• Provide quality meals every day.
• Maintain the agreed service hours.
• Maintain cleanliness throughout the facility.
• Provide sufficient menu variety.
• Maintain affordable prices.
• Ensure meals and beverages remain continuously available during operating hours.

Essential eligibility criteria

Bidders must submit the following documents and information:

1. BRELA Registration Certificate.
2. Certificate of Incorporation.
3. Valid Tax Clearance Certificate.
4. Valid Business Licence.
5. Food Handling or Catering Licence, where applicable.
6. Company profile.
7. Three reference letters from clients for similar cafeteria or institutional catering services.
8. Proposed weekly menu with meal descriptions or recipes.
9. Proposed staffing structure.
10. Signed Vendor Conflict of Interest Disclosure Form.

Submission instructions

Proposals must be submitted by email to the Procurement Office of the Alliance of Bioversity International and CIAT.

• Submission email: [email protected]
• Deadline: 10 September 2026
• Submission time: No later than 5:00 p.m. GMT+3
• Email subject stated in the source document: PROVISION OF HOTEL ACCOMMODATION AND CONFERENCE PACKAGE SERVICES

All quoted fees must:

• Include every applicable cost, including administrative costs.
• Be expressed in Tanzania shillings.

Correspondence

All communications from bidders concerning this tender must be made in writing and addressed to:

[email protected]

Award criteria

The contract will be awarded based on fulfilment of the qualification criteria.

Anti-bribery and corruption requirements

All bidders must comply fully with the Anti-Bribery and Corruption Act.

Exclusion criteria

Each bidder must confirm in writing that:

• Neither the bidder nor any related company to which it regularly subcontracts is insolvent or being wound up.
• Neither the bidder nor any related subcontracting company is having its affairs administered by the courts.
• Neither the bidder nor any related subcontracting company has entered into an arrangement with creditors, suspended its business activities or become the subject of proceedings concerning these matters.
• Neither the bidder nor any related subcontracting company is in an analogous situation arising from a similar procedure provided for under national legislation or regulations.
• Neither the bidder nor a company to which it regularly subcontracts has been convicted of fraud, corruption, involvement in a criminal organization, money laundering, offences relating to professional conduct, breaches of applicable labour law or labour tax legislation, or any other illegal activity by a national or international court.
• Neither the bidder nor a company to which it regularly subcontracts has failed to meet its obligations concerning social-security contributions or tax payments under the laws of the country in which the bidder operates.
• The bidder has not been barred from participating in tenders conducted by any CGIAR organization.

A bidder will automatically be excluded or disqualified from the award if it:

• Misrepresents information supplied in its tender submission.
• Fails to provide the required information.

Conflict of interest and non-collusion

Each bidder must confirm in writing that:

• It is not aware of any connection between the bidder, its directors or senior managers and the directors or staff of CIAT that could affect the outcome of the selection process.
• Any such connection has been fully disclosed.
• It has not communicated the amount or approximate amount of the tender to anyone other than CIAT.
• It has not offered and will not offer, pay or give any money, commission, gift, inducement or other financial benefit, directly or indirectly, to any person for doing or omitting any act relating to the tender process.

CIAT reserves the right to accept or reject any tender, annul the tendering process or reject all tenders at any time before the contract is awarded. CIAT may take these actions without incurring liability to affected tenderers or being obliged to inform them of the grounds for its decision.

Important source details to confirm

The following inconsistencies or unresolved points appear in the attached document and should be confirmed before publication:

• The required email subject line states “PROVISION OF HOTEL ACCOMMODATION AND CONFERENCE PACKAGE SERVICES,” although the tender concerns cafeteria services.
• An internal document comment asks whether sub-meters are available to measure electricity and water consumption and how these utility costs will be calculated.

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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