Descriptions

African Cashew Alliance Global call
for Tender

19^th ACA Annual Cashew Conference and Exposition

Venue: Julius Nyerere International Convention Centre (JNEC), Dar es Salaam,
Tanzania

Dates: November 2025

Submission Deadline: August 31, 2025

Introduction

The African Cashew Alliance (ACA) with its partners the EU and the GIZ/ ComCashew are pleased to invite qualified service providers to submit
proposals for the organization and provision of services for the 19th Annual
ACA Cashew Conference and Exposition. This prestigious event will bring
together stakeholders in the African and global cashew value chain for
discussions, exhibitions, and networking opportunities.

The tender is divided into six (6) distinct LOTS. Bidders may
apply for one or multiple LOTS. Each LOT is detailed below.

LOT 1: Construction of Exhibition Booths and Branding

ü  Scope of Work:

a)      
Construction 30 booths (3m x 3m) including 15 VIP booths fully
equipped with carpets, lighting, air conditioning, round and rectangular
tables, sofas, club chairs, television screens .

b)      
 30 printed
publications  per booth. Please
attached sample of publications made in 2024 applicants may request for more
details via [email protected]
 

c)      
Branding of the full exhibition area and signage as per ACA guidelines.

ü  Evaluation Criteria:

• Cost-effectiveness


• Design quality,
  materials


• Experience in
  similar international exhibitions


• Timely delivery
  and compliance


• Financial Proposal

LOT 2: Transportation & Logistics Services

ü  Scope of Work:

Date	Type of Transport	Purpose
Nov 15 to 22, 2025	1 4x4 Vehicle	ACA Secretariat logistics
Nov 17 to 21 2025	1 additional 4x4 Vehicle	VIP+ Board Members
Nov 16, 2025	1 Minibus (20 seats)	Airport to hotel transfers
Nov 17, 2025	2 additional  Minibuses (50 seats with A/C)	Airport to hotel transfers
Nov 18 to 20 2025	3 Minibuses (50 seats with A/C)	·         1 bus for Airport to hotel transfers ·         2 buses for Hotel to JNEC transfers
Nov 21, 2025	3 Minibuses (50 seats with A/C)	·         Hotel to JNEC and drop off and faring transport ·         Sightseeing Tours for Participants
Nov 21, 2025	1 Minibuses (20 seats with A/C)	Airport Transfers
Nov 22, 2025	2 Minibuses (50 seats with A/C)	Airport Transfers

Drivers: Must be Fluent in English, experienced, available for night hours most flight
will be arriving at night and early morning at the Airport.

ü  Evaluation Criteria:

• Vehicle
  condition, compliance with safety standards


• Experience in
  handling international events


• Quality of services
  and timeliness


• Financial
  proposal

LOT 3: Simultaneous Interpretation Services

ü  Scope of Work &
Schedule:

Date	Event	Participants	Languages	No. of Interpreters
Nov 17, 2025	Board Meetings (Venue close to JNEC)	20 per session	English, French	2
Nov 19 & 20	Parallel Sessions (2 Rooms at JNEC)	200 per hall	English-Swahili-English English-French-English English-Portuguese English	16
Nov 20, 2025	Gala Dinner & Closing (Venue close to JNEC in the evening)	400	English- Swahili- English	2
Nov 21, 2025	Field Visit (Mobile Systems)	200	English-Swahili-English English- French-English	4 Interpreters and Mobile System

ü  Equipment Required:

• ISO-compliant
  booths


• Wireless
  headset


• Mobile
  interpretation systems for field visits


• Sound and AV
  equipment


• Microphones
  for speakers and moderators


• Table
  Mics for participants

ü  Evaluation Criteria:

• Interpreter
  qualifications and experience


• ISO compliance
  for equipment


• Quality and
  technical support


• Relevant past
  references


• Financial Proposal

LOT 4: Venue Selection

A.    Venue 1: Gala Dinner (Nov 20, 2025)

 

ü  Facilities
Requirements

Date	Rooms / Spaces	Capacity / Purpose
Nov 20, 2025	Banquet Hall	400 participants (Buffet)
Nov 20, 2025	VIP Room	20 participants -Discussions, refreshments, press conference

B.    

Venue 2. Conference Room for Board Meeting and
Accommodation for 30 Speakers

Date	Rooms / Spaces	Capacity / Purpose
Nov 17	Conference Hall	20 participants
Nov 16 -22 2025	Accommodation	30 participants

 

Request:

1.      Audio-Visual: Branding of stage, lighting,
sound system, projector,

2.      Photo Conner: photo-stage
outside the dinner,

3.      Entertainment: Live Band

LOT 5: General Conference Logistics & Services

ü  Scope of Work:

• Hostesses
  (English, French, Swahili)


• Registration
  system (onsite)


• Photography
  & videography


• Cultural
  performances ( Minimum of twelve performances starting
  from 1pm to 6pm )

ü  Evaluation Criteria:

• Experience in
  conference logistics


• Professionalism,
  reliability, staff quality


• Past
  performance references


• Financial Proposal

Submission Instructions

All proposals must include:

• Company profile


• Technical and
  financial offers (detailed breakdown)


• Compliance with
  ACA requirements


• References of
  similar assignments

Deadline: August 31, 2025

Submission Email: [email protected]


Clarifications: [email protected]
 

Evaluation Process

Each LOT will be evaluated separately through:

1. Administrative
   Compliance


2. Technical
   Proposal


3. Financial
   Proposal