ABOUT PLAN INTERNATIONAL

Plan International is an independent development and humanitarian non-governmental organization that advances children’s rights and equality for girls. Working in Zambia since 1996, Plan International Zambia’s development and humanitarian programmes focus primarily on Inclusive Quality Education, Skills and Opportunities for Youth Employment and Entrepreneurship, Sexual Reproductive Health and Rights, Early Childhood Development and Gender Responsive Child Protection. Child protection is key in all that we do.

Plan International Zambia has Program Areas (PAs) in; Central, Luapula, and Eastern Provinces including in Lusaka, where the Country Office is located. Plan International Zambia is also implementing the Nutrition in Emergency Project (NIE) in Southern Province with focus on Zimba, Gwembe and Sinazongwe Districts.

Plan International Zambia now invites reputable and eligible Hotels and Lodges to express interest in long term agreements for the provision of Conferencing and accommodation indicated below for an initial period of 2 years.

Note to prospective bidders

Prospective Hotels and Lodges MUST be located in the following areas:

1.     Lusaka Province: Lusaka, Kafue, Chongwe

2.     Luapula Province: Mansa, Nchelege, Chiengi, Chembe, Samfya

3.     Central Province: Kabwe, Chibombo, Kapiri Mposhi, Mkushi

4.     Southern Province: Gwembe, Sinazongwe, Siavonga, Livingstone

5.     Eastern Province: Chipata, Chadiza, Katete, Petauke, Nyimba

Hotels/Lodges owned, influenced, led by women and individuals living with disabilities are strongly encouraged to apply.

HOW TO APPLY:

All Hotels and Lodges must send the following:

A.   Administrative requirements:

• Hotel/Lodge profiles (clearly indicating the current physical address, contact telephone number and valid email address of business)
• Certificate of business registration/incorporation with Form III indicating shareholding structure.
• ZRA registration certificate; valid tax clearance certificate
• Valid tourism certificate
• Valid Health & safety compliance certificate
• All relevant statutory documents for the business related to your Hotel/Lodge
• Submission of Price schedule as given below.

B.   Technical Requirements

• Indicate Hotel/Lodge location i.e. Town and Area where located
• Indicate Hotel/Lodge Room capacity i.e. Number of rooms and bed types (twin, double, etc)
• Indicate total conference capacity
• Indicate availability of conferencing equipment i.e. PA system/LCD
• Indicate safety and security capacity i.e. 24/7 security, CCTV, etc
• Indicate wifi/internet availability
• Others: Accessibility for persons with disabilities

C.   Price Schedule

Kindly provide the cost of the following:

• Cost of room single occupancy/night, bed and breakfast
• Cost of conferencing/person- Full day
• Cost of conferencing/person- Half day
• Cost of PA System
• Cost of LCD Projector

Failure to submit the above will lead to disqualification.

Evaluation Criteria

Evaluation and selection will be conducted based on the following criteria:

• Compliance to Administrative requirements (pass/fail)
• Compliance to Technical requirements (pass/fail)
• Submission of Price schedule (pass/fail)
• Price reasonableness analysis
• Plan International Zambia shall, at its discretion, reserve the right to inspect all short-listed Hotels and Lodges for compliance (pass/fail)

All company submissions should be addressed to:

The Supply Chain & Administration Manager
Plan International Zambia
St Eugene Office Park, Plot: #2866
Ibex Hill, Off Leopards Hill Road
Private Bag 518X RW
Lusaka, Zambia

Tender documents should be emailed with subject line: Accommodation and Conferencing: LTA Year 2025- 2027 and emailed to: Planzamtenders@plan-international.org .Deadline for submission is Wednesday 30th July 2025 at 17:00hrs; Submission received after the indicated deadline would not be considered.