PROCUREMENT AND SUPPLY OF FOOD, BEVERAGE, AND EVENT SETUP MATERIALS FOR RAMADAN PROGRAMS

A. GENERAL
1.Scope of Bid
1.1 HA-Somalia invites bids for the provision of food, beverage, and event setup materials for
Ramadan Programs. The material/goods are specified in greater details in the Sub Section
of the Bid Documents.
1.2 The successful Bidderis expected to complete the supply by the Intended Completion date
which is given in the section II, effective from the signing of Contract.
2.Eligible Bidders
2.1 This Invitation for Bids is open to companies with experience in provision of food,
beverage, and event setup materials for Ramadan Programs.
2.2 Bidders shall not be under a declaration of ineligibility for corrupt, fraudulent and coercive
practices issued by HA-Somalia.
2.3 Bidders shall not be involved in criminal acts/activities or associated with individuals
and/or entities associated with criminal activities.
3.Corrupt, Fraudulent, Collusive and Coercive Practices
3.1 HA-Somalia requires that all; HA-Somalia staff, bidders, suppliers or distributors, observe
the highest standard of ethics during procurement and execution of all contracts. HASomalia shall reject any Bids put forward by Bidders or where applicable terminate their
contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or
coercive practices.
4. The selection criteria for food, beverage, and event setup materials for Ramadan Programs.
4.1 Compliance With Islamic and Nutritional Standards:
 All food items must fully comply with Islamic Sharia requirements, including halal
preparation, handling, and packaging.
 Accurate net weight and portion sizes must be maintained, such as:
 Cooked Rice: 0.25 kg per person
 Cooked Meat: 0.25 kg per person
 Fruit & Vegetables: As specified per serving
 Desserts, Samosas, Drinks: As per itemized quantities
 The supplier should provide conducive , safe and dignified place for the iftar
where chairs, marts and other seating arrangements be provided during iftar
period
 Tents and other dignified shelter be provided at the venue of the iftar
5 SOMALIA GRAND IFTAR 2026_SO-26-502-01
4.2 Food Quality and Freshness:
 All cooked food (rice, meat, samosas, desserts, vegetables) must be fresh,
hygienically prepared, and delivered at the appropriate temperature.
 Food items must not be mixed with different grades or lower-quality ingredients.
 Desserts and samosas must be properly prepared, clean, and free from
contamination.
 Drinks (juice/water) must be sealed, safe for consumption, and of high quality.
4.3 Packaging, Sealing, Hygiene, and Safety:
 All food items must be provided in sealed, tamper-proof, and clearly labeled
packaging.
 Cooked meals must be packed in clean, hygienic containers suitable for mass
distribution.
 Fruit and vegetables should be washed, fresh, and packaged and handled
hygienically.
 Drinks must be in sealed bottles/cups with no leakage or damage.
4.4 Expiry Date and Shelf Life Requirements:
 No expired or near-expiry food items will be accepted specially drinks
 All expiry dates must be clearly printed and valid through the distribution period.
 Suppliers must follow FEFO (First-Expired, First-Out) food safety principles.
4.5 Consistency in Portion Sizes and Pricing:
 Portions must meet the minimum specified quantities per person:
 Rice: 0.25 kg
 Meat: 0.25 kg
 Samosas, desserts, drinks: As per itemized requirements
 Bidders must ensure consistent portioning and avoid quantity deviations.
4.6 Venue Setup Requirements:
 Bidders supplying venue-related items must meet the following criteria:
 Chairs, tables, hall rental, and tents (outdoor) must be clean, stable, and
delivered on time.
 Tents must be safely installed and weather-appropriate.
 Tables and chairs should be adequate for the number of participants and
arranged per event needs.
4.7 Decoration and Ambience Standards:
 Ramadan-themed decorations must include appropriate Ramadan lights,
tablecloths, centerpieces, and other ambience-enhancing items.
 Decorations must be clean, safe, and culturally appropriate.
 Tablecloths should match the event color theme, and centerpieces must be neat
and durable.
4.8 Timeliness, Delivery, and Reliability:
 All food and non-food items must be delivered at the agreed time, especially as
Ramadan events are time-sensitive (Iftar).
 Suppliers must show proof of logistical capability to deliver meals fresh and on
time daily.
6 SOMALIA GRAND IFTAR 2026_SO-26-502-01
4.9 Supplier Experience and Capacity:
 Bidders must demonstrate experience in catering, food supply, or event logistics.
 Evidence of past contracts for similar Ramadan or mass-feeding activities is an
advantage.
 Suppliers must have adequate staffing, equipment, and transportation capacity.
4.10 According to the laws set by the Federal Government of Somalia’s Ministry of
Finance, Human Appeal will not proceed any payment until the supplier provides proof
of a VAT 5% sales tax payment—this includes a general receipt, a sales tax invoice,
and a tax compliance certificate for the transaction with valid date