Ethiopian society of emergency and critical care medicine professional (ESEP) hereby invites eligible and qualified international 4 & 5-Star standard hotels to submit sealed bids for the provision of conference venue, catering, accommodation, and related

TENDER DOCUMENT

Procurement of congress Venue and Hotel Services

1.      Invitation to Bid (ITB)

Ethiopian society of emergency and critical care medicine professional (ESEP) is pleased to announce the upcoming Basic Qualification and Experience Requirements for the venue and hotel service providers for the WACEM 2026: Building Resilient Emergency Care Systems International Congress, where more than 150 international delegates and 300 national emergency and critical experts, MoH officials and other guest will be involved scheduled to take place from October 26-29, 2026, in Addis Ababa, Ethiopia.

Ethiopian society of emergency and critical care medicine professional (ESEP) hereby invites eligible and qualified international 4 & 5-Star standard hotels to submit sealed bids for the provision of conference venue, catering, accommodation, and related services.

Bid submission deadline: April 25, 2026

Bid opening date: April 4, 2026

Venue for submission: ESEP Office, Piassla Haron Tower, Addis Ababa, Ethiopia.

2.       Background

Ethiopian society of emergency and critical care medicine professional (ESEP), a well established local NGO dedicated to advancing education, healthcare and professional development is organizing an International Congress aimed at fostering knowledge exchange, professional collaboration, and innovation across multiple disciplines. The conference will bring together participants from different countries as well as local institutions to share expertise, discuss emerging trends, and strengthen international networks.

This congress represents a key platform for advancing Building Resilient Emergency Care Systems providing participants with opportunities for professional development, networking, and collaboration on global best practices.

•         International Participants: 150

•         Local Participants: 200-300

•         Total Participants: 300-450

•         Proposed Conference Date: October 26-29, 2026

•         Duration: 4 Full Days

3.       Objective of the Tender

The objective of this tender is to select a reputable international 4 & 5-star hotels capable of hosting the congress and providing adequate congress facilities, catering services, accommodation, high-quality technical support, and a secure professional environment.

4.       Scope of Work

4.1   Congress Hall Requirements

•         One main conference hall with capacity for 300-450 participants

•         2-3 breakout rooms (capacity 50-100 each)

•         Registration area

•         VIP area

•         Reserved seating space for wheelchair users

•         Media area

4.2   Accessibility & Inclusion

•         Step-free access to all event areas

•         Accessible restrooms near congress halls

•         Elevators with accessible controls

•         Clear directional signage inside the venue

•         Quiet/prayer room (if required)

4.3   Technical & Equipment Requirements

•         High-quality sound system

•         Podium with microphone

•         Minimum 6 wireless microphones

•         LCD projector & large screen

•         Sign language interpreter (if available)

•         LED display (if available)

•         Simultaneous interpretation system (minimum 2 language channels)

•         High-speed Wi-Fi for 300-450 participants

•         Backup generator

•         Good lighting

4.4   Venue Facilities & Services

•         Adequate parking space for participants

•         luggage storage area

•         Business center services (printing, copying, scanning)

•         Dedicated storage space for event materials

•         Early access for event setup and rehearsal

4.5   Health & Safety

•         Compliance with local fire and safety regulations

•         Clearly marked emergency exits

•         Fire extinguishers and smoke detectors in all required areas

•         First aid kit available on-site 40028

•         Access to medical support or nearby hospital

•         Crowd management plan for large gatherings

4.6   Catering Requirements

•         Two coffee/tea breaks per day

•         Buffet lunch

•         Bottled water placed at each seat

•         Special dietary options for international guests

•         Hotel must indicate price per person per day.

•         Gala Dinner, including an appropriately sized and decorated banquet hall, formal seating arrangement, agreed buffet or plated menu, beverage service, professional staff, basic stage, sound and lighting for speeches or entertainment, and menu options accommodating dietary requirements, ensuring high standards of quality, presentation, and hygiene throughout the event

4.7   Accommodation

•         130 Standard Rooms

•         20 VIP/Executive Rooms

•         suitable and accessible accommodation must be available for participants with disabilities

4.8   Transport and Shuttle Service

•         Arrange airport transfer services for participants from the airport to the designated hotel upon arrival

4.9   Security & Support

•         Adequate security system

•         On-site technical support

•         Event coordination focal person

5.       Bid Submission Requirements

A.      Technical Proposal:

•         Company profile

•         Valid trade license

•         TIN Certificate

•         VAT Registration Certificate

•         Experience in hosting international conferences

•         Description of available facilities

•         Photos of congress halls and the accommodation

B.       Financial Proposal (Separate Sealed Envelope):

•         Hall rental cost per day

•         Catering cost per person per day

•         Accommodation rates

•         Any additional service charges

•         VAT clearly indicated

6.       Evaluation (Criteria)

•         Technical compliance - 30%

•         Hall capacity & facilities - 20%

•         Catering quality - 15%

•         Experience in similar events - 10%

•         Financial proposal (price) - 25%

Only technically responsive bidders will proceed to financial evaluation.

7.       Payment Terms

•         25% advance upon contract signing

•         75% after successful completion of the conference and submission of invoice

8.       Validity of Offer

The bid must remain valid for 15 days from submission date.

9.       Right to Accept or Reject

ESEP reserves the right to accept or reject any bid without assigning reason.

Contact Information

Ethiopian Society of Emergency and Critical Care Medicine Professional (ESEP)

Address: Piassa, Haron Tower, 5th floor, Office Number 507

Addis Ababa, Ethiopia

Tel: +251-99 934 3536

Email: esepsales@gmail.com

Ethiopian Society of emergency and critical care medicine professional (ESEP)