REQUEST FOR QUOTATION (RFQ) : Catering Services for training session

RFQ-EpiCFY27-0015 RFQ INFORMATION DETAILS
Solicitation title
Catering Services for training session in Douala, Bonapriso Issue date 21 October 2026
Deadline for clarification questions
22 October 2026, 3 PM noon Cameroon time (WAT) Quotation submission deadline 22 October 2026, 5 PM Cameroon time (WAT)
clarification email
Cameroon.Procurement@fhi360.org Submission email Cameroon.quotations@fhi360.org
Service Location:
FHI 360 Office, Bonapriso, Douala
1. Background
FHI 360 is a global nonprofit organization dedicated to improving lives through evidence-based, locally driven development solutions. Through its EpiC (Meeting Targets and Maintaining Epidemic Control) and STRIDES (Strengthening Infectious Disease Detection Systems) projects in Cameroon, FHI 360 supports efforts to strengthen health systems and improve health outcomes.
FHI 360 Cameroon hereby invites qualified and legally registered catering service providers to submit quotations for the provision of catering services for a training workshop to be held at the FHI 360 Office in Douala for approximately sixteen (16) participants.
The selected vendor will be required to provide quality catering services, including coffee breaks, lunch, and bottled drinking water, in accordance with the specifications outlined in this Request for Quotation (RFQ). FHI 360 seeks a service provider that demonstrates reliability, professionalism, and compliance with applicable food safety and hygiene standards.
The issuance of this RFQ does not constitute a commitment by FHI 360 to award a contract. FHI 360 reserves the right to accept or reject any quotation and to cancel the procurement process at any stage without obligation to any bidder.
2. Scope of supply and requirements
Suppliers are requested to submit quotations for the provision of catering services for approximately sixteen (16) participants, in accordance with the specifications outlined in the table below. Quotations should include unit and total prices, menu details, delivery arrangements, and any applicable service charges. All proposed services must meet acceptable food safety, hygiene, quality, and delivery standards. Suppliers should also indicate their availability to provide the services on the scheduled event date.
No. Description Qty. Delivery Location
1
Coffee Break Package
16 Participants
FHI360, Douala Officer 2 Lunch Package 16 Participants FHI360, Douala Office
3
Mineral Water (1 Litre)
16 Bottles
FHI360 Douala Office
3. Supplier instructions and quotation format
• Submit the quotation by email to cameroon.quotations@fhi360.org before the deadline stated above.
• Use the email subject: “RFQ FY27_0015 – Catering Services for training session in Douala, Bonapriso at FHI 360 office Douala”
• Prices must be valid for at least 10 calendar days from the submission deadline. State any assumptions, exclusions and proposed payment terms.
• Late submissions may be rejected. The supplier is responsible for ensuring the complete quotation is received before the deadline.
• Questions must be sent in writing to the clarification email to Cameroon.procurement@fhi360.org. Answers or amendments that affect all bidders will be communicated through an appropriate procurement clarification/addendum process.
4. Mandatory submission documents
• Completed and signed quotation on company letterhead, including supplier legal name, address, contact details.
• Valid company registration and applicable tax/fiscal compliance documents required under Cameroon law.
• Confirmed delivery lead time and confirmation of delivery to the FHI 360 Douala Office.
• At least three relevant references or evidence of comparable completed supply contracts.
5. Evaluation and award methodology
Evaluation will be conducted in a fair, documented and comparative manner. FHI 360 may first assess mandatory eligibility and responsiveness. Quotations that fail mandatory requirements may be excluded, subject to the solicitation terms and applicable FHI 360 procedures. criterion Weight
Administrative and eligibility compliance
5% Relevant Experience 10%
Quality and Variety of Menu
30%
Delivery Capacity and Reliability
10%
Cost Competitiveness
45% Total scored criteria 100%
FHI 360 may seek clarifications that do not materially change an offer. Any arithmetic discrepancies may be handled in accordance with FHI 360 procurement procedures. Award may be made to the supplier(s) whose quotation is determined to provide the best overall value and meets the solicitation requirements.
5. General conditions and reservations
• Issuance of this RFQ does not constitute a commitment by FHI 360 to award a contract or purchase any goods.
• FHI 360 reserves the right, subject to applicable policies and law, to amend or cancel this RFQ, reject any or all quotations, waive minor irregularities where appropriate, request clarifications, verify supplier information, and make no award.
• FHI 360 may conduct due diligence or background checks on prospective suppliers, consistent with its policies.
• Costs incurred in preparing or submitting a quotation are the sole responsibility of the supplier.
• The selected supplier must comply with applicable laws, ethical business practices and FHI 360 supplier requirements, including any applicable safeguarding, anti-fraud, anti-bribery and conflict-of-interest requirements.