CIVIL SOCIETY FOR POVERTY REDUCTION

REQUEST FOR QUOTATIONS

Ref. No. : CSPR/NC/003//2024
Description : Procurement Services for Conference facilities and Accommodation
Institution : Civil Society for poverty Reduction (CSPR)

To:

The Civil Society for Poverty Reduction (CSPR) is a network of civil society organizations in Zambia that works to influence government policies to reduce poverty and promote sustainable development. CSPR invites Hotels, Lodges, Guest Houses, Conference service Providers in the districts listed below to participate in this tender, The conditions under which the procurement will take place are specified below:

i) Quotation submission:

• Eastern province: Katete, Vubwi, Sinda, Mambwe and Chipata Districts will submit their quotations at our Chipata office room 204, Napsa Building for more information and guidance call this number 0977304139
• Western Province : Senanga, Sesheke, Nalolo Kalabo ,Kaoma and Mongu Districts will submit their quotation at our Mongu office room 409 NAPSA building, for more information and guidance call this number +260974432559
• Luapula Province: Mansa, Nchelege and Samfya Districts can submit their quotation at our CSPR office in Mansa District Napsa building, call this line for more information and guidance + 260972913882
• North Western province: Solwezi, Mwinilunga, Mufumbwe and Kalumbila district will submit their quotations at our offices in Solwezi, 109/110 Kyankwankwa Street Catholic Diocese Curia Office, call this line for more information and guidance.+260964329335
• Lusaka, Chongwe, Chisamba, Chilanga and Kafue: can be submit their quotations at our Lusaka office, Plot No. 406, Kudu Road Kabulonga, Lusaka, call this line for more information and guidance +260977962461

Or

• You can also Submit your quotation on the following email addresses
  [email protected] / [email protected] and [email protected] on or before 10th December 2024 at 11:00 hours.

a. Opening and recording of quotations: All quotations received will be opened and recorded by Civil Society for Poverty Reduction (CSPR).
ii) Minimum Information to be included in the quotations
a. Valid tax clearance certificate.
b. Quotation validity should not be less than 60 days from tender closing date
c. Service provider shall submit a Valid Tourism and Hospitality License
d. Company registration from PACRA
e. If discounts are to be provided, please state so clearly if and how such discounts may be provided. Discounts cannot be introduced after submission.
f. Suppliers address: Name of supplier, physical address, contact telephone number and postal address must be provided.
g. Evidence of valid legal status: Suppliers/providers should provide evidence of compliance with applicable legal registration requirements.
h. Specifications: The specifications for the provision of conference facilities and accommodation required are as in Annex A – which is attached.
iii) Evaluation and award of contract: Evaluation and award of contract will be carried out within 4 weeks from last date of receipt and opening of quotations. Award will be made to the service provider evaluated as the best evaluated bidder, who complied with the minimum requirements stated above and in Annex A.
iv) Contract and Payment terms: CSPR will issue a formal running contract were both parties shall sign and payments will be invoice based and attendance registered
v) Fraud and corruption policy: will apply in bidding and contract execution.
vi) Expiration of the contract: is a running contract after 12 months and it can be renewed based on performance.

ANNEXTURE (A)

Lot 1:
Provision of Conference facility and Accommodation
Description and Specification
Conference: Accommodate 10 to 40 people
Conference : Accommodate 40 to 80 people
Conference package: 2 Teas and Lunch
Provision of refreshments twice a day 2 bottles of water 500mls, soft drink and sweets
Projector and projector screen
Provision of pens and note pads for all participants
Conference rooms should be equipped with air conditioner unit
Provision of electricity through out during conference hire
Good wifi

Lot 2:
Accommodation
Description and Specification
Accommodating around 10 to 20 people
Accommodating around 20 to 40 People
Rooms should have air conditioner
Clean Bedding and rooms
Fridge in the rooms
Kittel, cups and teas
Hot water
Clean toilet and bath rooms
Note:
Provision of electricity at least from 17 hours to 24 hours and from 05 to 10 hours on a gen set and provision of electricity throughout using solar system
Good wifi

Note:
Include the price list of conference facilities and Accommodation