Expression of interest / Vendor registration for the provision of goods and services (2025)

Job description

VVOB – education for development is a non-profit organisation with extensive experience in improving the quality of education systems from a rights-based perspective. In Zambia, VVOB implements programmes in collaboration with the Ministry of Education, partners, and other stakeholders. To support its operations, VVOB Zambia seeks to register qualified vendors and service providers to supply goods and services for 2025.
1. Staff Retreat Logistics Management 

Services:

Full Retreat Logistics:
Transportation
Venue
Accommodation
Catering Coordination

Service delivery requirements : 

1.Ability to coordinate transport, venue hire, accommodation, and catering as a single package
2.Provide end-to-end retreat logistics management (booking, confirmations, and on-site coordination)
3.Proven experience managing retreats, workshops, or similar events for organisations
4.Provide detailed budgets and breakdowns for all logistics components
5.Ensure timely availability of all services (vehicles, venue, meals)
6.Provide on-site support staff during the retreat if required
7.Maintain flexibility for last-minute adjustments .

The TOR can be found here. 

2. Transportation & Logistics 

– Transportation Services (Western, Lusaka, Eastern, Muchinga, Northern, and Central Provinces)
– Courier and Delivery Services Transportation & Logistics.

Requirements :

– Valid vehicle operating license
-Proof of vehicle insurance & roadworthiness
-Ensure vehicles are clean, well-maintained, and roadworthy
-Vehicles must be delivered on time as per the agreed schedule
-Monthly service reports (if required) on trips completed
-Minimum 2 years of experience in providing transportation services
-List of vehicles with seating capacity & year of manufacture (e.g., 4×4 diesel engines, 12-seater buses)
-Licensed drivers, spare tires and tool kits
-First aid kit in each vehicle
-Full tank policy (deliver and return with full tank).

3. Accommodation & Conference Services 

-Venue Hire & Accommodation (Western, Lusaka, Eastern, Muchinga, Northern, and Central Provinces)
-High Conference Event Services (Lusaka only)
-Catering services (Indoor and outdoor)

Requirements :

-Health & Safety Compliance Certificate
-Photos of conference rooms with (Audio, visual equipment, Air conditioning, Emergency exits, First aid kits, Breakout rooms, accommodation facilities
Pricing list for conference packages:
-Full day (Lunch, Tea breaks and water, notebooks, pen, flipcharts and markers)
-Half-day catering (Tea Break, water only)
Lunch only)
Room rates:
-Single standard room with breakfast
-Single standard with room, breakfast & dinner
Catering services Pricing:
-Full day (Lunch, 2 Tea breaks and water)
-Half-day catering (1 Tea Break, water only)
-Lunch only

4. IT & Technical Services 

IT & Internet Consultancy
Office Equipment Maintenance

Requirements:

-Full management of internet service provision for VVOB, including vendor selection, liaison, and performance monitoring
-Coordination of internet installation and ongoing maintenance
-Network Troubleshooting and Internet Maintenance, including Internet Services.
-Computer Optimisation
-Hardware/software troubleshooting
-Software Installation and Configuration
-ICT Advisory Services &User support
-Regular End-User Training
-Asset coding and tagging
-Quarterly system health reports
-Annual Preventive Maintenance

5. Professional & Administrative Services  

a) Immigration Services :

-Work Permits,
-Temporary Employment Permits
-Renewal of permits

b) VVOB Vehicle Insurance

-Comprehensive vehicle insurance (third-party, fire, theft, full comprehensive)
24/7 roadside assistance (preferred)
-Quick claims processing
-Quarterly performance & claims report

C) Travel Agencies

-Best market prices with shortest/direct routes
-No service fee beyond airline cancellation charges
-Record unused tickets & issue credit notes
– Negotiated rates with hotels & car hires (preferred for VVOB conferences), provide air tickets and other services and guarantee respect instructions given by VVOB.

d) Cleaning Services (With operations in Lusaka, Chipata and Kasama)

-List of cleaning staff & equipment
-Proof of office cleaning experience
– Use of eco-friendly products (preferred)

6. Office Supplies 

Services

Groceries Supply
Stationery Supply
Dispenser water supply

Requirements;

– Detailed product list with pricing- Proof of supplying to organizations (e.g., invoices, contracts)
– Beverages, Kitchen Supplies
– Office and Training Materials.

Mandatory requirements:
Interested suppliers and service providers must submit the following documents:
1.Valid Tax Clearance Certificate
2.Certificate of Incorporation (PACRA)
3. Valid Trading License or Operating Permit
4.NAPSA Registration Certificate
5. Company Profile
6. Proof of Physical Business Address (Utility Bill or Lease Agreement)
7. List of Key Staff & Contact Persons
8. References / Recommendation Letters from at least two (2) current or past clients
9. Proof of similar work experience (Contracts or Purchase Orders)

Additional for IT technical services:
1. Technical certifications or evidence of IT expertise
2. List of equipment or software support
3. Experience with similar institutions

Evaluation Criteria
Compliance with mandatory requirements
-Relevant experience in similar services
-Capacity to deliver within the required locations
-Competitive pricing structure

Conditions 
This will be a framework agreement valid for 12 months, with the possibility of extension based on performance and organisational needs.
VVOB Zambia shall undertake a preliminary evaluation of the submissions, and only successful firms will be notified.

Submission guidelines 
All applications must be labelled ‘Vendor Registration 2025’ and sent to the email address procurement-zm@vvob.org. No Physical applications will be accepted.

The deadline for submitting applications is Friday, 15th August 2025, at 17:00 hours. Please note that late submissions will not be accepted. For more information/clarifications, kindly get in touch with the Sourcing Department on +260 570457244

PLEASE NOTE THAT ANY ATTEMPT AT SOLICITATION WILL LEAD TO DISQUALIFICATION FROM THE PROCESS