Call for Tender – Catering Services

1. Background

Berghof Foundation is a non-profit organization dedicated to supporting sustainable peace and conflict transformation worldwide. As part of its ongoing activities in Lebanon, the Foundation invites qualified catering service providers to submit competitive bids for the provision of catering services for project-related meetings, workshops, and events.

2. Scope of Work

The selected service provider will be responsible for the delivery of high-quality catering services for activities held in the following regions:

• Bekaa Region: Central Bekaa, Baalback (including Britel, Talya, Taraya, Temnin, Rayak, Majdaloun, and Saaydeh), and West Bekaa (including Hasbaya and Kawkba)
• Mount Lebanon and Chouf

The required services include:

• Provision of coffee breaks and lunches for approximately 45 participants per event.
• An estimated total of 60 events across the above-mentioned areas.
• Preparation, delivery, setup, and clearing of all meals and beverages.
• Provision of all necessary service materials (utensils, disposables, napkins, etc.).
• Demonstrated capacity to respond to short-notice requests and to serve at least two events simultaneously in different locations.

Contract Duration: 01 December 2025 – 30 April 2026

3. Catering Menu Requirements

The service provider is expected to deliver fresh, balanced, and hygienically prepared food items. The menu should reflect a mix of Lebanese and international options and must accommodate vegetarian preferences.

a. Coffee Break

Each coffee break should include:

• Assorted mini pastries or manakish (cheese, thyme, or spinach)
• Mini croissants or muffins
• Mini sandwiches (cheese, turkey, or labneh)
• Cookies or assorted mini cakes
• Seasonal fresh fruits or fruit salad cups
• Coffee, tea (black, green, and herbal varieties), bottled water, and natural juices

b. Lunch

Each lunch should include:

• One main course (e.g., grilled chicken or beef, baked fish, or a substantial vegetarian option)
• Two side dishes (e.g., rice, potatoes, or pasta)
• Fresh mixed salad and seasonal vegetables
• Bread, soft drink, and bottled water
• Light dessert (fruit plate, mousse cup, or pastry item)

All meals must be delivered ready-to-serve, with appropriate packaging and maintained at suitable serving temperatures. Food quality, freshness, and presentation are essential evaluation factors.

4. Eligibility Criteria

Applicants must meet the following mandatory criteria:

• Be a legally registered company in Lebanon.
• Possess a valid VAT registration number.
• Demonstrate the operational capacity to service events across Bekaa (Central, West, and Baalback districts) and Mount Lebanon (including Chouf).
• Possess the logistical capability to serve two or more events simultaneously.
• Comply with all national food safety and hygiene standards.

5. Submission Requirements

Interested and qualified suppliers must submit the following documents in English:

1. Company Profile: Overview, including geographical areas of operation.
2. Legal Documents: Copies of commercial registration, VAT certificate, and bank account details.
3. Financial Proposal: Detailed breakdown of per-person costs (separate pricing for coffee break and lunch).
4. Sample Menus: Proposed sample menus for both coffee breaks and lunches.

6. Payment Terms

Payments will be made via bank transfer within approximately twelve (12) calendar days after the submission of a correct and valid invoice, subject to satisfactory service delivery and internal verification by Berghof Foundation.

7. Evaluation Criteria

Offers will be evaluated based on the following criteria:

• Compliance with all eligibility and submission requirements.
• Quality, variety, and presentation of the proposed menus.
• Technical and logistical capacity (including ability to manage multiple events).
• Competitiveness of the pricing.

8. Submission Process

All bids must be submitted by email.

Only shortlisted suppliers may be contacted for clarification or additional information, if required.

Disclaimer

Berghof Foundation reserves the right to accept or reject any bid, to cancel the tender process at any time, and to award the contract in whole or in part, without assigning any reason.