Request for Proposal (RFP)

RFP No: FWA/ILMpact/2025/RFP/RLT

Hiring of Services for Training Arrangements (Venue, Training Hall Setup, Catering, Meals, Multimedia, and Refreshments for Training Participants)

1. Introduction

A non-profit, non-governmental organization based in District Mansehra, invites proposals from qualified vendors, hotels, and service providers for the provision of training arrangement services. The required services include training hall setup, catering (meals and refreshments), multimedia facilities, generator/power backup, and related logistical support for the teachers’ training program.

2. Training Locations

The trainings will be conducted in the following districts and tehsils:

·        District Mansehra

o   Tehsil Mansehra (Venue: Mansehra City)

o   Tehsil Baffa Pakhal (Venue: Shinkiari)

·        District Battagram

o   Tehsil Battagram (Venue: Thakot)

o   Tehsil Allai (Venue: Banna Allai)

3. Scope of Work

a) Training Venue & Facilities

• Training hall (where required) with seating capacity for 30–40 participants per venue.
• Proper lighting, ventilation, and conducive learning environment.
• Multimedia facilities: projector, projection screen, etc.
• Power backup (generator/uninterrupted supply).
• Tables, chairs, and whiteboards.

b) Refreshments & Meals

• Lunch for participants and facilitators.
• Afternoon tea with cookies.
• Mineral water available throughout the sessions.

c) Training Duration

• Multiple trainings will be conducted simultaneously at 3–4 locations.
• Each training will last 7–9 days (excluding Sundays).
• Daily training hours: 12:00 PM – 5:00 PM.

4. Duration of Services

The services will be required for multiple training sessions during October to December 2025. Finalized schedules and detailed plans will be shared with the selected vendor(s) in advance.

5. Proposal Requirements

Proposals must be submitted on official letterhead and include the following line items separately:

·        Hall rental charges (per day, per location).

·        Venue setup, including comfortable seating arrangements with properly covered tables.

·        Charges for projector/multimedia (if not included in hall charges).

·        Charges for generator/power backup.

·        Meal (Lunch) Menu – at least three options, with per-person rates.

·        Rates for tea with cookies (one serving) and mineral water (throughout the session).

·        All applicable taxes (WH, GST, etc.).

·        Payment terms and conditions.

6. Eligibility Criteria

·        Copy of Firm/Hotel/Company Registration Certificate.

·        Copy of NTN certificate from FBR (clearly mentioning GST status: Active/Inactive/Not Registered).

·        Short company profile with relevant documents.

·        Evidence of proven experience in delivering similar services, including copies of Purchase Orders (POs) or contracts with at least three organizations.

·        Active business-titled bank account (personal accounts not acceptable).

·        Assurance of hygienic food, professional staff, and quality service delivery.

·        Capacity to manage multiple training events simultaneously.

·        Preference will be given to local vendors.

7. Terms & Conditions

·        Last date for proposal submission is October 02, 2025. Proposals received after this deadline will not be considered.

·        A formal agreement will be signed with the selected vendor(s).

·        Multiple vendors may be selected based on coverage area and prior experience.

·        Quoted rates must include delivery charges.

·        Quoted rates must be inclusive of all applicable government taxes (GST to be mentioned separately).

·        Quoted rates must remain valid for at least 90 days.

·        Payments will be made within 14 working days after receipt of invoice/bill.

·        Payments will be made through cross cheque in favor of the company/business.

·        NGO reserves the right to accept or reject any proposal without assigning any reason.

·        Any deviation in quality, quantity, or specifications, or delivery of sub-standard items, may result in rejection and replacement at the supplier’s cost.

Submission of Proposal

Sealed Proposal / Quotations must be submitted, clearly marked as:

“RFP – Hiring of Services for Training Arrangements”

Deadline for submission: October 02, 2025

Submission Address: B1-17, Data Hamlet Housing Scheme, Mansehra

Email: [email protected]