ECOWAS COMMISSION
COMMISSION DE LA CEDEAO
COMISSÃO DA CEDEAO
INVITATION FOR PREQUALIFICATION
FOR THE PROVISION OF CAFETERIA/CANTEEN AND CAFE SERVICES
FOR THE NEW ECOWAS COMMISSION HEADQUARTERS
REF NO: ECW/PP-2026-IN-GOODS-007/004
ISSUE DATE: FRIDAY 20TH FEBRUARY, 2026.
CLOSING DATE AND TIME: MONDAY 9TH MARCH 2026 BY 11:00 AM (GMT+1)
1. INTRODUCTION
The ECOWAS Commission intends to pre-qualify experienced and reputable catering service providers for the management and operation of the corporate staff canteen located at the new ECOWAS Headquarters in Abuja.
The objective is to obtain information on the competence, technical capacity, experience, compliance, and operational capability of interested firms/companies. No financial proposals or pricing information are required at this stage.
2. INVITATION FOR SUBMISSION OF TECHNICAL PROPOSALS
The ECOWAS Commission invites qualified catering service providers to submit Technical Proposals only for:
• Lot 1 – Café: Provision and operation of a café offering barista coffee/tea, beverages, pastries, snacks, and light-bites with a strong customer experience focus.
• Lot 2 – Canteen/Cafeteria: Provision and operation of a full corporate cafeteria serving daily hot meals (lunch and, where applicable, breakfast/dinner), with diverse menu cycles, nutrition, hygiene, and efficient peak-hour service.
Bidders may compete for one or both Lots. A separate Technical Proposal shall be submitted for each Lot. No financial or price information is to be included in any proposal at this stage.
Shortlisted and technically ranked firms will enter commercial negotiations beginning with the highest-ranked bidder for each Lot. If negotiations fail, the Purchaser may proceed to the next ranked firm.
3. PROCUREMENT METHOD & PROCESS OVERVIEW
Procurement Method: Quality-Based Selection (QBS), Technical-Only. No financial submissions at this stage.
Stages:
1) Technical Proposal Submission & Evaluation
2) Site Inspection of bidder’s current operating facility (pass/fail)
3) Tasting & Service Demonstration (scored)
4) Ranking and Due Diligence
5) Commercial Negotiations with the top-ranked bidder per Lot
6) Contract Award & Deployment
4. INSTRUCTIONS TO BIDDERS
4.1 Eligibility
This RFP is open to legally registered catering companies with demonstrated capacity to operate a café and/or a corporate canteen at institutional scale, compliant with food safety and hygiene standards.
4.2 Submission Modality
Submit separate Technical Proposals for each Lot you are bidding.
Do not include prices/financials.
All submissions (1 Original + 3 Copies + one (1) USB drive containing electronic copy of the submission) MUST be delivered in a sealed envelope and deposited in the ECOWAS Tender Box located in the Directorate of Administration and General Services, Procurement Division, 1st Floor ECOWAS Commission, 101 Yakubu Gowon Crescent, Asokoro District, P. M. B. 401 Abuja Nigeria, and clearly marked: “Provision of Cafeteria and Cafe Services for the New ECOWAS Commission Headquarters”, stating the appropriate Lot Number with the Inscription “Do Not Open, Except in the Presence of the Procurement Committee” on or before 11.00 am on Monday, 9th March, 2026 at the latest.
4.3 Clarifications & Site Visit
All clarification requests must be emailed to: procurement@ecowas.int; with copy to ikkamara@ecowas.int; sbangoura@ecowas.int; sshadrach@ecowas.int; and oolu-ibukun@ecowas.int.
• A mandatory bidder site walk-through of the ECOWAS premises will be held on Tuesday 3rd March, 2026 by 11am (GMT+1) at the new ECOWAS HQ Airport Road, Abuja.
4.4 Proposal Validity
Proposals shall remain valid for 120 days from the submission deadline.
4.5 Language
Proposals shall be submitted in English.
5. SCOPE OF SERVICES & TECHNICAL REQUIREMENTS
5.1 General Requirements (Both Lots)
• Compliance with HACCP/ISO 22000 or national equivalent; submission of hygiene SOPs (temperature logs, allergen controls, sanitation schedules).
• Staff medical fitness certifications and food-handler permits.
• Documented QA/HSE programs and emergency response procedures.
• Waste management plan and environmental/sustainability approach (local sourcing where feasible).
• Customer experience management: queue/time targets, feedback capture, complaint resolution.
• Digital/Contactless payment options and cash handling controls (if applicable).
• Mobilization and transition plan with critical path and risk mitigation.
• Agreement to meet ECOWAS SLA & KPIs (see Annex).
5.2 Lot-Specific Technical Requirements
Lot 1 – Café
• Service Profile: Espresso-based beverages, teas, smoothies/juices, pastries, light sandwiches/salads.
• Operations: Barista-led service; beverage quality and consistency controls; display and food holding standards; cold chain compliance; peak-time service targets (e.g., average queue time ≤6 minutes at rush).
• Menu & Nutrition: Seasonal menu boards; healthy options; allergen/ingredient labeling.
• Aesthetics & Ambience: Clean, modern café presentation and merchandising.
Lot 2 – Canteen/Cafeteria
• Service Profile: Hot meals (local & continental), sides, soups, salads, desserts; hydration points.
• Operations: Capacity for 400–600 meals/day with efficient line-flow; production model (on-site kitchen + finishing line); cold chain integrity; peak-hour throughput target ≤ average queue time ≤5 minutes.
• Menu & Nutrition: 4–6 week rotating menu cycles; vegetarian/halal/low-salt options; allergen disclosure; nutrition balance guidelines and portion standards (Annex).
• Equipment: Cooking line, bain-marie/holding, salad bars, warewashing, storage, grease traps, ventilation; preventive maintenance plan.
• Staffing: Head chef, sous chefs, line cooks, service/cleaning staff, HSE officer; staffing matrix by shift.
6. PROPOSAL STRUCTURE (TECHNICAL PROPOSAL ONLY)
Bidders must follow the structure below (one submission per Lot):
6.1 Legal & Regulatory Requirements:
1) Cover Letter duly signed by the company’s authorized signatory with Lot Declaration;
2) Certified True Copy of Business Registration to Operate Catering business in Nigeria;
3) Certified True Copy of Memorandum of Understanding and Article of Association;
4) Not be in cessation of activity (bankruptcy), The Bidder SHALL provide a Sworn AFFIDAVIT of non-bankruptcy);
5) Certified true copy of Tax Clearance Certificate issued by the relevant Authority for the years 2022, 2023 and 2024;
6) Provide a certified audited financial statement showing an average turnover in the last three (03) years (2022, 2023 and 2024)
7) Operating licenses from relevant authorities (NAFDAC, SON, Ministry of Health).
6.2 Experience and Capacity of Bidders
A) Years of Experience: Minimum 5 years in institutional catering or café service.
B) Past Contracts: Evidence of similar large-scale catering contracts
C) Client References: At least three references from government, corporate, or international organizations.
D) Performance History: Track record of timely delivery, quality service, and compliance.
E) Certifications
○ HACCP certification or equivalent food safety management system.
○ ISO 22000 (Food Safety Management) or ISO 9001 (Quality Management).
○ Occupational health and safety compliance (ISO 45001).
F) Insurance
○ Proof of liability insurance covering foodborne illness, accidents, and fire
6.3 Technical Requirements:
8) Company Profile & and relevant food licenses
9) Operations & Staffing Plan – Organizational chart; staffing per shift; training & supervision model
10) Food Safety & HSE Documentation – Certifications; SOPs; last audit reports if available
11) Menu Concept (No Prices) – Sample café/canteen menus; rotation plan; allergen & nutrition approach
12) Service Model & Customer Experience – Queue management; service times; feedback & complaint processes; digital ordering (if any)
13) Equipment Plan – Equipment list (owned/leased); maintenance regime; energy/water efficiency
14) Mobilization & Transition Plan – Timeline; dependencies; risk register & mitigations
15) Sustainability & Local Sourcing
16) Evidence of Capacity – Photos of current operations (front-of-house & kitchen), permits, insurance
7. EVALUATION METHODOLOGY
7.1 Technical Evaluation (100 points) – Separate evaluation per Lot
A) Relevant Experience & Track Record – 25 pts
B) Food Safety & Compliance – 25 pts
C) Equipment & Staffing – 20 pts
D) Menu Concept & Nutrition Approach – 15 pts
E) Customer Experience & Service Design – 10 pts
F) Mobilization & Risk Management – 5 pts
7.2 Practical Assessments
• Facility Inspection (Pass/Fail): Hygiene, workflow, storage, temperature control, pest management, equipment maintenance.
• Tasting & Service Demonstration (Scored points within categories).
7.3 Final Ranking & Negotiations
The Evaluation Committee will rank proposals per Lot and commence commercial negotiations with the top-ranked proposer. If negotiations fail, the next ranked firm may be invited.
8. CONTRACTING MODEL
8.1 Contract Type: Long-Term Agreement (LTA), Renewable Annually Subject to Satisfactory Performance for a Maximum Period of Four (04) Years.
Mobilization Period: Target 2 weeks from contract signature.
10. CONFIDENTIALITY & DATA PROTECTION
Bidders shall treat all information received from the Purchaser as confidential. Any personal data processed must comply with applicable data protection laws and ECOWAS internal policies.
11. RESERVATIONS
The Purchaser reserves the right to accept or reject any proposal, to annul the process, or to amend the RFP, without incurring any liability.
12. PUBLICATION
This Invitation for Prequalification is also published on the ECOWAS Website: https://www.ecowas.int Please visit the site for detailed information and TOR.
Commissioner, Internal Services