Request for Quotations, Download TOR
Conference Venue , meals & other services for the Horticulture Convention, 2025
| Reference No.: | RQ7319 |
| Date Published: | 03/21/2025 |
| Due Date for Responses: | 04/03/2025 |
Requirements
Introduction;
TechnoServe is an international nonprofit organization that helps people lift themselves out of poverty by harnessing the power of the private sector. Operating in almost 30 countries, we work with hardworking women and men in the developing world to build competitive farms, businesses, and industries. By linking people to information, capital, and markets, we have helped millions to create lasting prosperity for their families and communities.
TechnoServe has been implementing a four-year HortiMAP (Horticulture Market Acceleration Project) with financial support from the Embassy of the Kingdom of the Netherlands (EKN) in Uganda. The project has aimed to contribute significantly to poverty reduction, adequate food and nutrition security, and job creation in Uganda through an inclusive, competitive, and transformed horticulture sector. The project started in December 2020 and is due to wrap up by June 2025. For the last 4 years, the program has promoted a competitive and inclusive horticultural sector, with increased incomes of 31,000 SHF, improved efficiency and competitive 34 SMEs and generated 12,000 jobs, and enhanced access to safe fruits and vegetables for 270,000 households.
As the program winds up, it has planned a 2-day stakeholder convention under the theme, “Building an inclusive Horticulture sector through promoting innovation and collaboration.”
This convention aims at enhancing knowledge sharing, learnings, collaboration and opportunity harnessing among key players in the Horticulture sector in Uganda and beyond. The convention will provide a platform to connect, reflect and commit on the coordinated large-scale action by the region’s leading actors, thinkers, policymakers, and innovators to explore the latest breakthroughs and best practices in Horticulture promoting safety and unlocking opportunities.
Requirement/Scope of Work
The purpose of this notice is to inform interested and capable vendors to express interest in providing venue and related services for the Horticulture Convention event as per the item descriptions below;
S/n Item Description Unit
1 Conference hall for (1 for2 days) Hall
| 2 | Break tea with bites for 100 | Pax | |
| participants for 02 days | |||
| 3 | Lunch (Buffet) for 100 | Pax | |
| participants for 2 days | |||
| 4 | Session Water- 5ooml | Bottles | |
| 5 | Evening tea for 100 participants | Pax | |
| for 02 days |
- Accommodation for 03 guests for Night 03 nights
| 7 | Airport pick up & drop off for 03 | Trips | |
| guests | |||
| 8 | Dinner for 03 guests for 03 | Pax | |
| nights | |||
Qty Remarks/Item specifications
Hall for 02 days, with un interrupted reliable power supply for two days with a sitting capacity of more than 100 people.
This hall must have a platform/stage for holding panel discussions, chairs and coffee tables for the panel discussions, sizeable projector or/and screen.
- The hall must have an excellent public address system with at least two microphones and 4 desk microphones for the panel sessions.
Avail additional space for breakout sessions and registration/information desk.
The hall should be availaible a day before the event to allow for set up and dry runs.
| 200 | Morning tea with a bite/snack |
| 200 | Served with either a bottle of water or soda for 02 days |
- Two session water per day for all participants and extra 10 bottles per day for panel sessions.
| 200 | Evening tea with a bite/snack |
| 09 | Accommodation needed on (27th, 28th & 29th May, 2025) |
| 06 | Arrivals & departure time may be different for each guests |
| 09 | Served with a drink |
Page 1/3
N.B: Feel free to quote a full day conference package per person if you wish so and provide details of what is include din the package.
Delivery Instructions
Central business district, Kampala City, Kampala- Uganda
Requested Delivery Date
05/28/2025
Additional Information
Menu: Share yoir proposed/quoted menu for tea and meals as you submit the quotation.
Parking space: The premises should have enough parking space of over 100 vehicles.
Safety & security: The venue must be very secured and safe for all participants.
Documents to be submitted;
Certificate of incorporation,
Tax registration certificate,
Trading licence,
References or recommendatin letters from 3 clients
Response Instructions
To ensure consideration, all responses must be submitted no later than 04/03/2025, written in English with prices stated in UGX.
All responses must:
Contain a detailed cost with applicable taxes and other charges clearly identified.
Provide requested payment terms and conditions.
Include a contact name, email address, and telephone number.
For quotes from a firm, provide a brief outline of the company and services offered, including the company’s full legal name and address, the jurisdiction of incorporation, the full legal name and country of citizenship of the company’s owners/principal officers, and the year the business was established.
If a consortium of firms or a team of consultants submits a quote jointly, the above information should be provided for each member of the team.
Only include attached files that are 10 MB or smaller in size. Do not include compressed (ZIP, RAR), executable, or other unusual file formats as these will be rejected.
Submit responses to: buy+RQ7319@tns.org
Note: DO NOT email your response to any employee of TechnoServe or deliver your response in hard copy to a TechnoServe office.
Failing to adhere to these instructions may make your response ineligible for consideration.
Terms and Conditions
This solicitation shall not be construed as an offer by TechnoServe.
Responses must be submitted on or before the date indicated.
Any quotes that are unresponsive will be summarily rejected.
Responses to this solicitation shall be deemed binding offers and must remain valid for acceptance for no less than 90 days from the closing date of this solicitation.
Any purchases resulting from this solicitation will be governed by TechnoServe’s contractual terms and conditions, and may be subject to additional terms as required by donors funding the purchase.
TechnoServe expressly reserves the right to accept or reject any quote or to cancel the solicitation process at any time without explanation, with no liability to any respondent.
TechnoServe may, at its discretion, accept all or part of a respondent’s offer.
All information provided by TechnoServe in this solicitation is given in good faith; however, details are subject to change.
TechnoServe may require respondents to enter into a non-disclosure agreement as a prerequisite for consideration.
Respondents bear sole responsibility for all costs incurred in connection with the preparation of their response, including any third-party expenses.
All responses shall become the property of TechnoServe.
Respondents must fully disclose any conflicts of interest pertaining to this solicitation. Failure to comply may result in disqualification.
Request Files
The following attached files, if any, represent an important part of this solicitation.
No attached files.
Selection Criteria
Submissions will be evaluated based on the following criteria and rating methodology.