Request for Quotation (RFQ)
Date: 02/03/2026
Subject: Request for Quotation (RFQ) for Blanket Purchase Agreements for Meeting Venue, Accommodation, Catering and Conference Services in all Helen Keller Intl Program Locations.
(Abuja, Adamawa, Akwa Ibom, Benue, Taraba, Borno, Nasarawa, Sokoto, Kebbi, Ebonyi, Bauchi, Katsina States)
Helen Keller Intl is seeking eligible, qualified suppliers to provide their best price quote for the item(s) below.
- If interested, the quotation must be submitted on company letterhead and signed by an authorized individual.
- Please refer to the Terms and Conditions below in preparing your quote.
- Please acknowledge receipt of this request by signing the vendor conflict of interest certification below and indicate intention to quote.
- No telephone calls will be accepted and any questions regarding this RFQ must be submitted in writing prior to the deadline. Questions and answers considered to be material to this quotation may be shared by Helen Keller with all other offers.
Thank you,
Good Specifications
| Line Item | Description and specification of service | Unit |
| 1 | Standard and Deluxe Rooms or their equivalent (single occupancy/ flat rate) with complimentary breakfast The minimum requirements for the room are as follows: 1. The room must be airy, clean, free of dust, mold and pests. The room must also have functional AC, internet connection, intercom, security door locks, hot water system, clean bedding, functional refrigerator, 24-hour Electricity and basic toiletries. | Per night |
| 2 | Tea Break with water The minimum requirements for a tea/coffee break menu are as follows: Morning (AM) tea breaks to include tea and coffee, two pastries, one protein (chicken/fish/beef), fruit and a 75cl (specify if otherwise) bottle of drinking water Afternoon (PM) tea break (Packed) to include soft drinks (such as Coke/Sprite/Fanta, malt, juice) two pastries, one protein (chicken/fish/beef), fruit and a 75cl (specify if otherwise) bottle of drinking water | Per Person |
| 3 | Buffet Lunch with water The minimum requirements for a lunch menu are as follows: Types of rice (white rice/fried rice/jollof rice/coconut rice etc) Types of swallows (semovita/eba/wheat/pounded yam, etc) Types of soup (egusi/bitter leaf/okro/vegetable/ogbono/afang/edikang ikong etc) At least two varieties of protein (fish/chicken or beef/fish) Vegetable salad Starter (for example pepper soup, bread rolls etc.) Dessert (for example fruits, pastries etc.) Bottle of 75cl (specify if otherwise) drinking water | Per Person |
| 4 | Packed Lunch with water The minimum requirements for a packed lunch menu are as follows: Two types of rice (white rice/fried rice/jollof rice/coconut rice) with fried plantain and vegetable salad Or two types of swallow options (semovita/eba/wheat/pounded yam) with two options of soup (egusi/bitter leaf/okro/vegetable/ogbono/afang/edikang ikong etc) Two varieties of protein (fish/chicken or beef/fish) Fruit One bottle of 75cl (specify if otherwise) drinking water | Per Person |
| Capacity of Halls (No. of | Persons) | |
| Capacity of Hall | U-Shape | Banquet tables |
| 100 to 200 Capacity | ||
| 70 to 100 Capacity | ||
| 30 to 50 Capacity |
| Line Item | Associated Items to Hall | Rates (NGN) |
| 1 | Projector per day | Complimentary |
| 2 | Projector screen per day | Complimentary |
| 3 | Public address system with 2 microphones per day | Complimentary |
| 4 | Extra microphone | Complimentary |
| 5 | Flip chart paper (ream) | Complimentary |
| 6 | Flip charts stand per day | Complimentary |
| 7 | Extension Boxes | Complimentary |
| 8 | Internet Connection | Complimentary |
| 9 | Functional AC | Complimentary |
| 10 | Clean Restrooms with toiletries and running water | Complimentary |
| 11 | Stable Power supply during use | Complimentary |
The minimum requirements for halls: Each hall is expected to meet the following requirements:
- Readily accessible and convenient entrance(s) and exit(s)
- Adequate cross ventilation
- Adequate lighting
- Readily accessible and clean convenience
- Functional air conditioners
- Adequate items like projectors, public address system
- Free from distraction and noise (preferably soundproof)
- Free of structures such as pillars that obstruct participants’ view, and must be in a shape which provides all participants with a clear view
General Requirement of the facility
The facility must meet the following requirements:
- High Level Security
- Entry gate and fence, security guards, entry screening for metal and bombs
- Effective functioning facilities
- Functional bathrooms in rooms and near meeting facility, back-up generators, Wi-Fi.
- Located in secured serene environment.
- Environment/accessible by road
- Professionally dressed employees/service providers with Uniforms
- 24-hour Power supply
- Good Customer service
NOTE: Bids should be submitted for only locations in which vendor’s business is resident as Physical verification of the facility will be checked.
Quote Validity Requirements
| Vendor Eligibility Requirements | This RFQ is open to commercial and non-governmental businesses, legally registered in Nigeria, capable of providing and delivering the products, and with a solid record of integrity and business ethics. Note: Helen Keller will not award a contract to any firm that is debarred, suspended, or proposed for debarment, or who proposes to do business with firms or firms’ principals who are debarred, suspended, or proposed for debarment, in the performance of the requirement of this activity. |
| Contractual Mechanism and Payment Terms: | Helen Keller will issue a Blanket Purchase Agreement (BPA) to the vendor for one year (see attached). The one-year agreement will be fixed per vendor quoted prices, and Work Orders will be issued for each service need. Following Helen Keller’s receipt and acceptance of the goods and services, payment will be made within 30 days upon receipt of invoice. Payment will only be issued to the Vendor identified in the Purchase Order; payment will not be issued to a third party or an individual. Payment will attract a 2% WHT deduction from the final invoice. |
| Delivery Instructions: | Services must be delivered at any location as specified in the Work Order. |
| Quote must include the following: | Quote Details: Quote shall be marked with PR# above; Detailed description of the quoted items; Information on delivery cost, method, date; Detailed information on any insurance and/or warranties offered by the vendor; Quotation in Naira exclusive of tax, excise and other duties or taxes; Company Details: Copy of valid Company Trade license, Tax certificate (VAT Registration). |
| Evaluation Criteria: | Quotes will be evaluated based on meeting specifications, qualifications and experience of the vendor, price, after-sales service, delivery time and related criteria. Helen Keller will select the offer featuring the Best Price Meeting Specifications. |
Submission of Quotes
| Submission Deadline: | The quote must be submitted to Helen Keller Intl no later than March 15, 2026. |
| Submission Method: | Quotes can be submitted electronically. Signed, stamp, scan and send the quote as an attachment in PDF format to [email protected] |
| Duration of Quote: | All quotes submitted must be valid for 90 days from the Submission Deadline specified below. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is selected, all information in the RFQ and negotiation process is contractually binding and may be accepted by Helen Keller without further negotiation. |
Terms and Conditions
- Issuance of this RFQ does not constitute an award commitment on the part of Helen Keller, nor does it commit Helen Keller to pay for costs incurred in the preparation and submission of a bid.
- Attachments to this RFQ are considered integral to all requirements.
- Helen Keller may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
- False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
- Conflict of Interest Disclosure: Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award. Failure to provide full and open disclosure may result in Helen Keller having to re-evaluate selection of a potential Bidder.
- Right to Select/Reject: Helen Keller reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive quotes and to terminate negotiations without incurring any liability. Helen Keller also reserves the right to reject any or all quotes received without explanation.
- Reserved Rights: RFQ responses become the property of Helen Keller. Helen Keller reserves the right in its sole discretion:
- To disqualify any offer based on Bidder’s failure to follow solicitation instructions;
- To waive any deviations by Bidder from the requirements of this solicitation that in Helen Keller’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
- To extend the time for submission of all RFQ responses;
- To terminate or modify the RFQ process at any time and re-issue the RFQ; To issue an award based on the initial evaluation of offers without discussion; To award partial goods/activities; and/or issue multiple awards.
Vendor Conflict of Interest (COI) Certification & Confirmation of Intent to Bid
Helen Keller’s Code of Conduct and Ethics Policy requires full and open disclosure when dealing with procurement. Helen Keller employees must avoid any COI or the appearance of a COI, must provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants, and shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor. Vendor agrees to either: 1) disclose any such COIs; or 2) affirm to the best of its knowledge, information and belief, that no Helen Keller employee, nor any person associated with any Helen Keller employee, is an employee, director, officer, consultant to/of, or has any financial interest, direct or indirect, in the Vendor’s organization, or has received or will receive any financial benefit, directly or indirectly, from the award of a contract through this solicitation. For the purpose of this certification, “associated” persons include but not limited to: a spouse, domestic partner, child, parent, or sibling, in-law, nephew, niece, extended family member. A materially false statement made in connection with this certification and/or failure to conduct appropriate due diligence in verifying the information that is the subject matter of this certification may result in rendering the vendor non-responsive for the purpose of this award. Vendor is encouraged to disclose any connection to any Helen Keller employee that could create an appearance of conflict of interest, regardless of whether it meets the listed definitions above.
By signing below, Vendor confirms no known COIs exist, or Vendor has disclosed any COIs in writing (please attach disclosure separately); and acknowledges receipt of this RFQ, thereby confirming intent to submit a bid in accordance with the RFQ requirements.
By Vendor:
| Name (print): | |
| Title: | |
| Signature: | |
| Date: |
Appendix A: List of Locations
- Abuja FCT
- Adamawa State
- Akwa Ibom State
- Benue State
- Nasarawa State
- Katsina State
- Kaduna State
- Bauchi State
- Sokoto State
- Kebbi State
- Taraba State
- Borno State
- Ebonyi State
- Kano State
- Lagos State.
- Plateau State
- Rivers State
- Cross river State
- Enugu State
Appendix B – Quote Form
Meeting Facilities
| Actual capacity of room (Max # persons) | Cost per day (includes all fees and charges) | Meets all specifications in RFQ? Y/N | If no, please clarify | |
| 10 to 25 Persons Capacity | ||||
| 25 to 50 Persons Capacity | ||||
| 51 to 100 Persons Capacity | ||||
| 101 to 200 Persons Capacity | ||||
| Add more rows if needed |
Meal Services
| Meal/break | Price per person |
| AM Tea break.. The menu must include the following at the minimum: 2 pastries, 1 protein, 1 fruit, beverage, and 1 Water | |
| PM/Packed Tea break. Menu must include the following on the minimum: 2 pastries, 1 protein, Soft drink, 1 fruit and 1 Water | |
| Packed Lunch. Menu must include the following on the minimum: Rice, Salad or Moi Moi, 2 Protein, and Water or Swallow & Soup, 2 protein and Water | |
| Buffet Lunch: Menu must include (3) threecourse meal including an appetizer, Main dish, and dessert. |
Accommodation
| Standard room size | Cost per room | |
| Accommodation: Please provide price per room for room types at a flat rate and room types for non-flat rate. Bathroom in room, AC, curtains, with complementary items like, water, toiletries, electric kettle to boil water, tea items and breakfast | ||
