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Terms of Reference for IUCN Consultancy
Title: Provision of Catering/Canteen Services – Wasaa Complex
There will be a mandatory site visit on the 14/09/2026 at Wasaa Conservation centre on Mukoma Road, off Magadi Road
Objective of the Consultancy
This consultancy has the following objective(s):
To appoint a competent catering service provider capable of operating a professional catering service from the IUCN ESARO Wasaa Campus.
To secure reliable, high-quality, and value-for-money routine catering services (tea and lunch) for IUCN staff and authorised users.
To establish a contractual arrangement for the provision of additional catering services for meetings, conferences, and official events on a call-off basis.
To ensure the service provider maintains high standards of food quality, hygiene, safety, service, and environmental sustainability.
Background
Project Reference: Cost Centre
Donor reference: Cost Centre
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
www.iucn.org
https://twitter.com/IUCN/
About the Project
IUCN puts at the disposal of the Caterer, basic kitchen facilities at its offices at Wasaa Conservation Centre, Mukoma Road off Magadi Road and the canteen area for free in the condition they are in at the time of signing an agreement. An updated inventory will be signed by both parties as part of the agreement.
IUCN is currently sourcing for a credible catering service provider to offer catering services from its fully equipped Kitchen and cafeteria for IUCN staff. NOTE that the Kitchen is fully equipped by IUCN
IUCN covers the cost of electricity and water to be able to subsidize the cost of the meal for its staff.
Operating in an environment where the kitchen facilities, the canteen area, the electricity, and water are for free, the cost of the meals are considered subsidized, thus, the Caterer offers food and beverage at a reasonable rate.
No minimum guarantee will be furnished to the Caterer for consumption of food items. He/she is advised to maintain the highest quality at the minimum possible prices to attract the maximum number of IUCN staff to avail themselves for the canteen services.
Description of the Assignment
Canteen Services Required
The Caterer
Provides a variety of food, snacks, and beverage services to the IUCN staff and visitors. Please provide Lunch Menu for the week (Monday to Thursday) under Annex 2. Please also fill in the consumables list below under Annex 1 and the Bakery menu under Annex 3.
Provides coffee break service during meetings (coffee/milk/Tea and some bites) as per the request. Please provide your offer under Annex 2
Avail a bakery shop and offer variety of bakery products. Please provide your offer under Annex 3
Provides catering service during events (farewell, birthday, etc.) as per the request (above provided prices may be used)
Obligations of the Caterer
The Caterer is required to keep the facilities clean and to maintain high standards of hygiene and to ensure that the food and beverage served are fresh and of good quality in order to ensure the health and well-being of people consuming is in no way put at any risk whatsoever.
The Caterer ensures periodic inspection of the cafeteria from a competent local authority and obtains a health certificate.
The Caterer confirms always having and ensuring compliance with all requirements (trade, commercial, health, legal and any other, if relevant) needed to carry out the terms of this service. Please provide such documents.
The Caterer is responsible for ensuring the equipment in the kitchen is used and maintained in good working order. Damage and breakage due to bad manipulation, carelessness will be the responsibility of the caterer.
Utilities, mainly city water and electricity shall be paid for by the IUCN. Cooking gas is at the cost of the caterer. The Caterer ensures the use of utility responsibly and economically.
Employ their own skilled and experienced staff to run the catering roles to include service and kitchen production
Ensure current service standards (timeliness, quality, quantity, price and variety) are maintained or improved.
Maintain the highest standards of cleanliness for the kitchen and food storage areas and ensure set hygiene standards are always observed.
Observe all employment laws while providing personal details of all staff deployed to work at IUCN.
Ensure all staff handling food items have a valid food handler’s certificate; and will organize and pay for the bi-annual medical check-up to ensure staff are free from any infections.
Supply and use high quality food supplies/ingredients. Obtain meat, fish and poultry products from a registered abattoir or licensed supplier.
Maintain adequate stock levels and ensure hygiene and industry storage practice are observed.
Provide a monthly report on volumes served to the IUCN representative
Provide a monthly invoice for services and products provided and payable by IUCN in the required format with supporting documents (order request form and signed bill).
Provide their own point of sale equipment that will be able to capture the number of covers served. Ensure payment options available but not limited to cash, debit/credit cards and Mobile phone money transfer/payment (Mpesa)
Provide Staff uniform including appropriate footwear and staff badges that meet IUCN’s standards (on consultation with IUCN representative).
Prepare and serve tea/coffee and light snacks to conference participants at different meeting rooms within IUCN compound as per booker’s requests. (Monday to Friday, Weekends on request)
Prepare and serve Lunch at the staff cafeteria between the hours of 12.30pm to 2:30pm. (Monday to Thursday)
Obligations of IUCN
To avail the kitchen facilities, running water and electricity required for the canteen service.
To provide access to the IUCN compound for the material, goods and staff employed by the caterer during working days.
To inform the Caterer of any irregularities and improvement required. Fitted kitchen with equipment in working order. Furniture for all the food service areas.
Fitted cold storage facility.
Dry goods and beverage stores.
Changing facilities for staff while on duty.
Security requirements
The staff of the caterer will need to follow the IUCN security instructions for accessing the office compound and for their movement within the office compound.
The caterer is not authorized to operate its service during the weekend and holidays. Ad-hoc services during weekends and public holidays are subject to prior authorization from the IUCN on a case-by-case basis.
The Caterer is not allowed to use the kitchen facilities at the delegation to cater for outside functions unless it is approved by the IUCN.
Price and Payment Terms
Payment shall be made within 30 days from the acceptance of the invoice and completing documents for all official events.
IUCN is exempted from VAT. Any invoice for institutional events will be invoiced considering the VAT exemption. This does not apply to individual consumption.
All payments for official events are made through bank accounts.
The Caterer will collect the money from its clients (staff members) directly for individual consumption/orders. (The organization currently pays on behalf of staff monthly)
Human Resources
The Caterer commits to ensure that its staff are paid salaries and wages that conform to the laid down wage guidelines as set by the relevant bodies and must show proof of this upon request.
The Caterers ensures compliance with working hours, holidays, and leave of its staff.
Human resources management (including – hiring, firing, leave, holidays, sick offs, social security, medical coverage etc.) of the canteen staff is the sole responsibility of the Caterer. However, IUCN may recommend the Caterer to comply with certain rules and obligations if necessary.
The Caterer ensures that the staff working for the canteen are insured according to the requirement of the local labor law.
The Caterer ensures that the staff working for the canteen are duly trained and service-oriented and wear a uniform while on duty.
Routine Services
The core services are summarised in the table below:
Service
10:00 a.m. Tea Service
Monday – Friday
Tea/coffee/herbal tea/ (nylon)
Monday & Wednesday
Tea with Snacks
Tea/coffee/herbal tea/Nylon with snacks
Monday – Thursday
Buffet Lunch
Mandatory Site Visit
Interested candidates MUST visit and examine the Site and obtain all the information that may be necessary for preparing the tender and entering a contract.
The costs of visiting the Site shall be the tenderer’s own responsibility.
On the specified date and time, the tenderer will be granted permission to enter IUCN premises for the purpose of such an inspection.
A representative of IUCN will be available on the specified date and time to meet the intending tenderers at the Site.
The representative will not be available at any other time for site inspection visits.
Each tender shall fill in a site visit form and this shall be used as part of qualification criteria.
Business volume by type of service offered. The table below shows different services and meals offered to staff and visitors, and the average monthly number of people served.
Type of service
Morning & Afternoon tea (Cups)-110 Daily
Lunch-12 Plates Daily
Breakfast items and light snacks-100 Daily
Meetings-Average of 20 paxs
Duration of the Assignment
The contract will be initially one year with the possibility of extension depending on performance up to a period of 3 years.
Deliverables and Activities
The consultant will provide the following deliverables and carry out the following activities:
Description
Provides a variety of food, snacks, and beverage services to the IUCN staff and visitors- As per the Provided Menu
Provides coffee break service during meetings (coffee/milk/Tea and some bites) as per the request-As per the Request shared
Provides catering service during events (farewell, birthday, etc.) as per the request-As per the Request shared
Payment Schedule
The Timetable below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.
Deliverable and Milestone payment
Monthly Invoicing
Monthly invoices must include a clear breakdown of:
Number of cups of tea served.
snacks served (Monday & Wednesday) as per the pre-agreed quantities
Number of buffet lunches served.
Number of beverage items supplied (e.g., brewed coffee, cocoa, instant coffee, etc.)
Additional services provided for meetings/conferences (e.g., litres of juice, items per the price schedule). (Events invoices are submitted separately from the IUCN invoice)
100% of the value of services provided and verified in the preceding month.
Skills and Experience
The consultant must have the following skills, education and experience as a minimum:
Corporate Experience: Demonstrated experience in providing similar catering services.
References: Provision of details of Four (4) relevant clients/references
Staffing: Details of the proposed staffing structure, including a catering supervisor/manager, chefs/cooks, service personnel, kitchen/support staff, and relief or backup personnel.
Food Safety: Valid food-handler/health certificates for all staff, where required. Details of food safety and hygiene management procedures and any relevant certifications.
Operational Capacity: Sufficient capacity to provide additional services for meetings and events (up to 100+ people) without disrupting routine services.
Supervision and coordination
The consultant will report to and work under the supervision of the Regional Procurement and Operations Managers.
Annex 1-Consumbles List
1.10 a.m. tea-Per cup
2.Nescafe Instant Coffee-200g Jar
3.Dormans Coffeehouse Ground Coffee-500g Packet
4.Melitta Coffee Filter Paper 1*6-Packet (40 pcs)
5.Kericho Gold Tea Bags-Packet (100 pcs)
6.Cadbury Cocoa Powder-200g Tin
7.Cadbury Cocoa Powder-90g Tin
8.Brookside Milk-Packet (500 ml)
9.Buffet Lunch-Per plate
10.Snacks (please provide a priced menu)
Annex 2-Sample Menu for Week one
SOUP,MAIN MEAL,VEGETERIAN,SIDEDISH,DESSERT
For the following days:
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
Annex 3: Bakery Menu
1.BOILED SOFT MAIZE
2.ARROW ROOTS (NDUMA)
3.SWEET POTATOES
4.PANCAKES
5.PLAIN CHIPS
6.SAUSAGES
7.CHAPATI
8.MANDAZI
9.SPANISH OMELLETE
10.FRIED EGGS
How to apply
IUCN Procurement Portal
