Call for Proposals for Provision of Event Logistics & Refreshment Services - REF: HIHEA/06-2026/PROC
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Job summary
TERMS OF REFERENCE (TOR) - REF: HIHEA/06-2026/PROC
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Kenya
Job descriptions & requirements
TERMS OF REFERENCE (TOR) - REF: HIHEA/06-2026/PROC
For Coastal Region Operations – Mombasa, Kwale and Kilifi Counties
1. Organizational Background
Hand in Hand Eastern Africa (HIH EA) is registered in Kenya as a Non-Governmental Organization (NGO). The organization started its operations in 2010 and it boasts 25 operative field offices in 33 counties out of 47 counties in Kenya. HIH EA is a member of the Hand in Hand Global Network that comprises affiliated organizations that mutually pursue the shared goal of poverty alleviation while supporting poorer communities to develop sustainable enterprises and jobs.
The organization strives to work with the marginalized communities in the areas of economic and social empowerment using a participatory approach aimed at supporting people to overcome poverty and vulnerability through development of sustainable enterprises.
2. Purpose of the Assignment
The purpose of this assignment is to identify and establish a pool of competent and reliable service providers capable of delivering logistical support services for program activities implemented by Hand in Hand Eastern Africa within Mombasa and Kilifi Counties.
The engagement aims to ensure the timely, efficient, and cost-effective provision of essential logistical services, including the supply of refreshments and sundries, venue hire, tent hire, and chair hire, to support the successful planning and implementation of trainings, workshops, meetings, community engagements, and other project-related events.
Through this process, Hand in Hand Eastern Africa seeks to partner with vendors who can consistently provide cost effective and quality services, responding promptly to program needs, thus contributing to the smooth execution of activities across the Coastal Region.
3. Duration
The service provider shall be engaged for an initial period of one (1) year, renewable subject to satisfactory performance evaluation and continued project implementation.
4. Scope of Services
Interested vendors are invited to share a comprehensive proposal providing rates for the following services.
- Sundries (e.g., Soda, Drinking Water, Bread, Milk, Snacks, and Related Refreshments).
- Hall hire services
- Tent hire services
- Chair hire services
A. Supply of Sundries
This includes but is not limited to:
- Drinking water 500ml & 1lr
- Soda 300ml
- Bread 400g
- Milk 500ml
- Delivery of supplies to activity venues-standard delivery rates that apply for delivery services
Service Level Expectations:
- Supply a variety of fresh and safe consumables, including drinking water, beverages (soda), bread, milk and tea.
- Ensure all items meet acceptable health, safety, and hygiene standards.
- Guarantee consistent availability and reliability of supplies as per event requirements.
- Provide timely and efficient delivery directly to designated activity venues.
- Demonstrate flexibility and responsiveness to varying quantities and short-notice requests.
- Maintain professional service standards, including proper packaging, handling, and customer service.
B. Provision of Hall Hire Services
The halls should preferably:
- Accommodate varying participant capacities -50, 100, 300, 500pax
- Be accessible and secure
- Have adequate seating arrangements
- Have clean washroom facilities
- Provide reliable power supply and ventilation
- Be located within Mombasa and Kilifi Counties
Additionally, Accessories such as projectors, sound systems, Wi-Fi, and parking will be an added advantage and if there are applicable fees please indicate on the proposal.
Service Level Expectations:
- Provide suitable venue capacity to accommodate small to large groups (50–500 participants).
- Ensure easy accessibility and adequate security for all attendees.
- Deliver comfortable seating and appropriate room setup based on event requirements.
- Maintain high standards of cleanliness, especially for washroom facilities.
- Guarantee consistent power supply and proper ventilation to support a conducive environment.
- Offer value-added amenities such as audio-visual equipment, internet connectivity, and parking where available.
- Demonstrate professional service delivery, including timely readiness, on-site support, and responsiveness.
C. Provision of Tent and Chair Hire Services
Tent services should include:
- Supply and setup of tents of varying capacities; 50, 100, 300, 500pax
- Clean and well-maintained tents
- Timely setup and dismantling
- Ability to support both indoor and outdoor events Supply of clean and well-maintained chairs/ rate per chair
- Delivery, arrangement, and collection
- Availability of sufficient quantities for large events
Service Level Expectations:
- Provide tents of appropriate sizes and capacities, suitable for different event requirements.
- Ensure tents are clean, well-maintained, and structurally sound for safe use.
- Guarantee timely setup and dismantling, with readiness prior to event start times.
- Demonstrate the capacity to support both indoor and outdoor events in diverse environments.
- Supply clean, durable, and well-maintained chairs in sufficient quantities for small to large gatherings.
- Offer efficient delivery, proper arrangement, and timely collection of chairs and tents.
- Maintain professional service standards, including responsiveness, organization, and adherence to schedules.
D. Logistics and Delivery Services
• Transportation and delivery
• Coordination with HIH EA teams
• On-site support
Service Level Expectation:
- Provide reliable transportation and delivery services for supplies to designated event venues.
- Ensure timely delivery and collection, aligned with event schedules and organizational requirements.
- Maintain effective coordination with HIH EA teams, ensuring clear communication, planning, and responsiveness.
- Demonstrate flexibility and adaptability to accommodate changes in schedules, locations, and quantities.
- Uphold professional standards, including safe handling of items, accountability, and efficient service delivery.
4. Geographic Coverage
The services shall be provided within the Coastal Region, specifically covering:
- Mombasa
- Kilifi
- Kwale
For more information and submission instructions please visit HIHEA website via the link; https://handinhand-ea.org/tenders/call-for-proposals-for-provision-of-program-logistical-support-services/
Submission Deadline
All proposals must be submitted on or before: 3rd July, 2026.
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