Request for Quotation (RFQ)

TENDER FOR PROVISION OF HOTEL VENUE AND CONFERENCE FACILITIES IN MOMBASA
Issued by: BRAC International
RFP Reference No: QRO25/01

RFP Release Date: November 6, 2025
Submission Deadline: November 13, 2025, 17:00 EAT
Location: Mombasa

1. Background

Stichting BRAC International (SBI), a non-profit foundation legally registered in the Netherlands, governs and manages all BRAC entities outside Bangladesh, except our fundraising affiliates (BRAC USA and UK). BRAC was established after the independence of Bangladesh by Sir Fazle Hasan Abed in 1972 and is currently working in 10 other countries in Asia and Africa. It is the largest non-governmental development organization in the world in terms of number of employees. BRAC International is a leading nonprofit organization with a mission to empower people and communities in situations of poverty, illiteracy, disease, and social injustice. Our approach is to identify innovative and holistic solutions toward sustainable livelihoods and socioeconomic resilience. We achieve large-scale, transformative change by empowering individuals, especially women, and their families and communities to overcome poverty and become self-reliant and resilient. We work with local communities to innovate demand-driven programmes that integrate social development with market-based solutions like microfinance and social entrepreneurship. With our origin and roots in the Global South and our commitment to continuous learning, we have a depth of experience and evidence that enables us to respond to the needs of diverse communities with humility and courage.

BRAC International invites qualified and reputable hotels and conference venues in Mombasa County to submit tenders for the provision of accommodation and conference facilities for an upcoming international workshop scheduled as follows:

Workshop: Accelerating Impact in Adolescent Women and Youth (AIM) Workshop In Partnership with: Mastercard Foundation

Check-in: January 24, 2026

Check-out: January 29, 2026

Duration: 5 nights (Half Board Accommodation) and 4 full conference days

2.0 Scope of Service

2.1 Accommodation

• Half board package (Breakfast and Dinner included)

• Room capacity for at least 120 participants

• Comfortable, clean, and secure rooms with internet access

2.2 Conference Facilities

A fully equipped conference hall(s) suitable for approximately 120 participants for 4 full days, inclusive of:

• Conference stationery (writing books, pens, a minimum of 6 flipcharts, and 6 flipchart stands)

• 4 bottles (500 ml) of drinking water per person per day (2 morning, 2 afternoon)

• At least 3 projectors with splitters (depending on hall size and setup)

• Public Address (PA) system with at least 5 microphones and quality speakers connected to laptops

• Mid-morning tea/coffee with snacks

• Buffet lunch with soft drink and water

• Mid-afternoon tea/coffee with snacks

• Running a brewed coffee and tea station throughout the day

3.0 Eligibility Criteria

1. Certificate of Registration

2. Valid tax compliance certificate

3. Copy of KRA PIN

4. Details of similar assignments undertaken within the past three (3) years

5. Proposed rates (clearly indicating accommodation, meals, and conference package)

1. Submission Guidelines

Submission of proposals shall be made online via the following email address: procurement.kenya@brac.net

The proposal (including all the mandatory information, all necessary documents, and the financial offer), saved in PDF format, shall be submitted through the above email address. Kindly submit your documents in two separate folders;

1. Mandatory Requirements
2. Financial Proposal

The bidder must ensure that the subject of the email is: “Tender for Provision of Hotel Venue and Conference Facilities – Mombasa’’ and Reference number QRO25/01”.

4.1 Proposal Submission Closing Date

The closing date for submission of bids is 13 November 2025, 17:00 EAT

4.2 Language

The language of the proposal shall be in English

4.3 Proposal Validity

Your entire proposal should be valid for 60 days from the last date of proposal submission.

Note

• BRAC International reserves the right to accept or reject any bid, in whole or in part, without assigning any reason.

• Canvassing or direct contact with BRAC staff during the tender process will lead to automatic disqualification.

For submission-related queries email procurement.kenya@brac.net with subject QR025/01

Note: This call for proposals is an Invitation to treat only, and SBI may cancel or defer the process without notice and shall accept no liability whatsoever arising out of such action. SBI is also under no obligation whatsoever to award the contract to the lowest or any bidder; the results of the evaluation process shall inform the decision of the Procurement Committee and shall be final. By submitting a proposal, the bidder implicitly accepts all the bidding terms and conditions contained herein.