Background
Education as a Vaccine (EVA) is a non-profit organization that implements meetings, trainings, workshops, community engagements, and other program activities across Nigeria. To support these activities, EVA seeks to prequalify competent vendors to provide quality, cost-effective, and timely services.
Purpose
The purpose of this call is to establish a database of qualified vendors that can provide goods and services in accordance with EVA’s procurement principles of quality, transparency, accountability, and value for money.
Scope of Services
Interested vendors may apply for one or more of the following service categories.
1. Community Refreshments
Provision of light refreshments including, but not limited to: Doughnuts, Meat pies, Sausage rolls, Cakes, Bottled water, Soft drinks, Juice, Other snack options
Vendors should provide:
- Detailed menu
- Unit price for each item
- NGO/Discount rate (where applicable)
- States, LGAs and communities where services can be provided
2. Activity Catering Services
Provision of catering services for meetings, trainings, workshops and conferences.
Services may include: Tea Break, Lunch, Packed Meals, Buffet Services, Beverages
Vendors should provide:
- Tea break menu and cost per unit
- Lunch menu and cost per unit
- Buffet options (where available)
- NGO/Discount rates
- States, LGAs and communities where services can be provided
3. Hotel and Residential Accommodation
Provision of accommodation for staff, consultants, facilitators, partners and participants.
Hotels should provide:
- Room categories (Standard, Deluxe, Executive, Suite, etc.)
- Number of rooms available in each category
- Standard room rates
- NGO/Corporate discount rates
- Complimentary services (Wi-Fi, breakfast, airport shuttle, etc.)
- Check-in and check-out times
- Accessibility features
- Recent photographs of all room categories
Where conference facilities are available, hotels should also provide:
- Hall name/type
- Seating capacity and layout options
- Hall rental rates and NGO/Corporate discount rates
- Available equipment
- Tea break and lunch packages (menu and cost)
- Recent photographs of conference halls and meeting facilities
4. Hall Rental and Conference Facilities
Provision of venues for meetings, trainings, workshops, conferences and stakeholder engagements.
Vendors should provide:
- Hall name
- Physical address, Community, LGA and State
- Seating capacity and Available seating layouts
- Rental rates and NGO/Discount rates
- Available facilities and equipment
- Power supply arrangements
- Accessibility features
- Recent photographs of the hall (interior and exterior)
5. Printing, Branding and Production Services
Services may include: Banners, Roll-up banners, Backdrops, Flyers, Brochures, T-shirts, Caps, Notebooks, Bags, Stickers, Certificates and Other branded promotional materials
Vendors should provide:
- Price list and NGO/Discount rates
- Production timelines
- Photographs of previous jobs completed
- Client references (where available)
6. Event Equipment Rental
Provision of equipment for meetings, trainings, workshops, conferences, community outreaches, and other official EVA activities.
Equipment may include, but is not limited to: Canopies/Tents, Plastic and Banquet Chairs, Tables (Round, Rectangular, Cocktail, etc.), Public Address (PA) Systems, Speakers and Microphones, Projectors and Projection Screens, Generators, and Any other event support equipment
Vendors should provide:
- List of equipment available
- Quantity available for each equipment type
- Unit rental rate (daily or per event) and NGO/Corporate discount rates (where applicable)
- Delivery, installation and dismantling charges (if applicable)
- States, LGAs and communities where services can be provided
- Availability of technical support/operators (where required)
- Recent photographs of the equipment
- Replacement arrangements in case of equipment failure
Vendor Requirements
Interested vendors should submit:
- Company profile
- CAC Registration Certificate (or Business Registration)
- Valid Tax Identification Number (TIN)
- Corporate bank account details
- Evidence of similar experience
- Current price list using the prescribed tables
- Applicable NGO/Corporate discount rates
- Relevant photographs as required for the selected service category
Pricing Format
To facilitate easy comparison, vendors should submit their pricing using the following tables.
Community Refreshments
| Item | Menu Description | Unit Cost (₦) | NGO/Discount Rate | Service Coverage (State/LGA/Community) | Remarks |
Activity Catering
| Package | Menu Description | Cost per Participant (₦) | NGO/Discount Rate | Service Coverage (State/LGA/Community) | Remarks |
Hotel Accommodation
| Room Category | No. of Rooms | Standard Rate (₦/Night) | NGO Rate (₦/Night) | Complimentary Services | Photo Attached (Yes/No) |
Conference Halls
| Hall Name | Location | Capacity | Layout Options | Hall Rate (₦) | NGO Rate (₦) | Equipment Available | Photos Attached (Yes/No) |
Tea Break & Lunch Packages
| Package | Menu Description | Cost per Person (₦) | NGO Rate (₦) | Remarks |
Printing & Branding
| Item | Specification | Unit Cost (₦) | NGO Rate (₦) | Production Timeline | Previous Work Photos Attached (Yes/No) |
Equipment Rental Pricing Format
| Equipment | Quantity Available | Rental Rate (₦) | NGO/ Discount Rate (₦) | Delivery/ Setup Cost (₦) | Service Coverage (State/LG/ Community) | Photo Attached (Yes/No) | Remarks |
Other Services
| Service Category | Description | Unit Cost (₦) | Coverage Area | NGO/Discount Rate | Remarks |
Evaluation
Submissions will be assessed based on:
- Relevant experience
- Completeness of submission
- Competitive pricing
- Geographic coverage
- Quality of previous work
- Capacity to deliver
- Availability of NGO/Corporate discount rates
- Compliance with EVA’s requirements
Successful vendors will be included in EVA’s database of prequalified service providers and may be invited to participate in future procurement opportunities.
Submission
Interested vendors should submit:
- Expression of Interest
- Company profile
- Required registration documents
- Completed pricing tables
- Evidence of previous work, including photographs where applicable
- Applicable NGO/Corporate discount rates
- At least two referees (where available)
Only shortlisted and prequalified vendors will be contacted.
To apply for this job email your details to hr@evanigeria.org