Prequalifications are invited for Catering & Housekeeping Services The work shall involve the following: a. Provision of Catering Solutions at the SAMARITANS PURSE (SP) BASE. b. Provision of Housekeeping Solutions at the SAMARITANS PURSE (SP) BASE. The work shall include the supply of such incidental personnel, equipment, materials, and consumables as shall be necessary. A. CATERING SOLUTION 1. The selected service provider shall be responsible for the performance and delivery of the catering solution, including the supply, storage, preservation, preparation, and serving of food and beverages consisting of three (3) meals per day (breakfast, lunch, and dinner) and snacks in accordance with the menu agreed between the parties. 2. The service provider will provide a master list of menu items (meats/fish/vegetables/starches/deserts/salads) upon signing of contract. The selected service provider will add at least one new item every month to each of the categories (meats/fish/vegetables/starches/deserts/salads). To ensure variety, there shall be agreement on a 6- week menu/meal rotation plan with minimal duplication. Note that all meals on the menu are subject to change according to SP staff wishes and agreements. BREAKFAST 1. Breakfast is to include: tea, coffee (instant and ground), milk fresh and powder, sugar, fresh bread and spreads, served daily to all staff. 2. Weekdays shall also include eggs, bacon, baked beans, sausages, mahamri (mandazi), pancakes, arrow root, yams and an assortment of spreads (jam, peanut butter, blue band, butter, Nutella, honey) based on a mutually agreed menu to make sure we are providing a healthy and nutritious breakfast for all the staff (local and internationals). 3. Weekend breakfast is to include all the above plus a wider range of items which will be supplied to comprise a full international breakfast for the staff. Please note, all the items mentioned above shall be made available in the refrigerators for the staff should they wish to prepare their own meal. A variety of fruits should also be available at all times. LUNCH 1. Provide a 6-week menu with minimal duplication for lunch. The menu must reflect cuisines that cater to both local and international staff. 2. Lunch should comprise of both a main course and sides. All meals should include white or red meat/fish (protein), variety of vegetables, fruits, and a starch food. 3. Food serving size and portions to correspond to a typical adult with meat/fish portions at 0.2 kgs per person 4. All meals are to be provided with a variety of fruit and salads to ensure a balanced diet. Provide a variety of sodas at least once per week Wednesdays. DINNER 1. Provide a 6-weeks menu for all dinners that reflects cuisines that caters to international staff from within the region and other nationalities. 2. The menu must contain minimal duplication. Dinners must comprise of both a main course and sides. All meals should include white or red meat/fish (protein), a variety of vegetables, fruits, and a starch food. 3. Food serving size and portions to correspond to a typical adult, with meat/fish portions at 0.2 kg per person 4. There should be a non-meat protein option for those who abstain from meat and/or are vegetarians. 5. Desert to be available with an option of freshly baked cake. 6. All meals are to be provided with a variety of fruits and salads to ensure a balanced diet. 7. A variety of sodas to be provided every Friday. FOOD PANTRY: 1. Par levels of stock items are to be maintained, evidenced in a posted inventory to ensure continuity of availability. 2. Ensure there are various ingredients in the pantry and fridge for Samaritans Purse personnel who wish to prepare their meal. Staff may also provide a list of items in advance that are not regularly stocked in the pantry for their meal preparation. SNACKS: 1. Tea, Coffee, fresh bread (white and brown), and spreads for the office (sugar and milk - fresh and powder) 2. Fruits, cereal, cheese, eggs, samosas, potato chips, fruit juice, fresh milk, cold cuts, yogurt, and fresh vegetables to be made available at all times in the common room. 3. An assortment of fresh fruits is provided for every staff to be provided every day. Monthly Barbeque: A wide range of international cuisines will be prepared every quarter of the year. The menu for this will be provided by Human Resources personnel and discussed with the head chef. Food Preparation: 1. Safe steps in food handling, cooking, and storage are essential to prevent foodborne illness and pests: 1. Always wash hands with water and soap for 20 seconds before and after handling food. 2. Wear latex gloves when handling food. Cover your head with a net. 3. Dont cross-contaminate. Keep raw meat, poultry, fish, and their juices away from other food. 4. After cutting raw meats, wash the cutting board, utensils, and countertops with hot, soapy water. 5. Cutting boards, utensils, and countertops should be sanitized by using a solution of 1 tablespoon of unscented, liquid chlorine bleach in 1 gallon of water. 6. Marinate meat and poultry in a covered dish in the refrigerator. 7. Frozen meats should be thawed in the refrigerator rather than on the countertop. Daily Meal Schedule: Meals shall be available at the following times: BREAKFAST 8.30 am- 10.30 am LUNCH 12.30 pm 2.00 pm Snack 3:00 pm 4:00 pm DINNER 5.30 pm 8.00 pm Estimated Number of Staff: On Weekdays: Breakfast: Minimum 70-85 staff Lunch: 35-45 staff Snacks: 50-60 staff Dinner: 35-45 staff On Weekend days: Breakfast: Minimum 35-45 staff Lunch: 35-45 staff Snacks: 35-45 staff Dinner: 35-45 staff The supplier shall provide garbage collection and disposal services using a truck with a capacity between 1 to 5 metric tons (MT). The scope includes: The supplier must own or operate a well-maintained garbage collection truck with a capacity of 15 MT. The supplier will coordinate directly with designated Samaritans Purse staff, who will provide detailed collection and disposal schedules, including specific times and locations. The supplier is fully responsible for the safe and legal disposal of waste at a government- approved location, in full compliance with all applicable environmental and local regulations. Samaritans Purse will not be responsible for any costs incurred by the supplier, including but not limited to road usage fees, dumping charges, or other related expenses. The supplier must ensure that all waste is collected in accordance with the scheduled times. Delays or non-compliance may impact the continuity of the agreement. Contract Details: Duration: 1 year Location: Samaritans Purse base, Juba, South Sudan Payment Terms: Monthly payments will be made at the agreed rate, based on completed services verified through the Samaritans Purse Tracking Sheet. Submit all tender documents via email to SouthSudanSealedBid@samaritan.org quoting the FWA Reference Number and the Category name in the email subject line. You may also submit a hard copy to Samaritans Purses office at Hai Cinema next to Quality Hotel, Old Juba Town Rd, Juba, South Sudan. Submission Deadline: Your complete tender submission must be received by 5:00PM on September 29, 2025 South Sudan Time. (Late bids will be immediately disqualified) Samaritans Purse South Sudan does not bind itself to award the tender to the lowest bidder and reserves the right to award the whole or part of this tender. The included quantities are estimates, but Samaritans Purse reserves the right to purchase less than the estimated quantity. Thank you for your interest in doing business with Samaritans Purse International Relief. 1. Objective of the FWA Samaritans Purse may at its sole discretion enter into multiple FWAs · To partner with professional suppliers that are highly skilled and responsive with effective customer service representatives · To achieve the most advantageous tender outcome, while receiving the highest level of quality and value for money. · NOTE: The estimated quantities to be purchased in 2026 are an estimate based on quantities purchased in previous years. The actual amount purchased in 2026 could be greater or lesser than the estimate provided. In some cases, estimated quantities are not provided and therefore should be quoted for at suppliers best price possible 2. Provisional Timetable · Following submission and evaluation of bids, suppliers will be vetted and selected in Q4 of 2025, and awards will be issued by the end of the year (this timetable is subject to change). · FWAs will be active through January 1, 2026 (or at the time of signing, which may be later or earlier than this date) to December 31, 2026. 3. Item Specifications · Items should be genuine (original) and of acceptable quality as per the tender documents · The following information must be included in you quote: · Price per unit of each item · Delivery lead time of each item · Quote validity period (minimum of 12 months) · Payment Terms · Delivery Terms (i.e. ex-works or Delivery Duty Paid Juba, South Sudan) How to Submit a Bid Questions regarding quantity information and any other information related to this tender should be sent to South Sudan Sealed Bid SouthSudanSealedBid@samaritan.org before Close of Business (COB) @ 5:00pm on September 26, 2025. · All bids should be sent to South Sudan Sealed Bid SouthSudanSealedBid@samaritan.org. You may also submit a hard copy to Samaritans Purses office at Hai Cinema next to Quality Hotel, Old Juba Town Rd, Juba, South Sudan. The deadline for bid submission is Close of Business (COB) @ 5:00pm on September 29, 2025. Tender Link : https://comms.southsudanngoforum.org/c/tenders
