Request for Proposal / Quotation

RFP No: 2026/RFP/TA-01

Hiring Services for Training Arrangements (Venue, Training Hall Setup, Catering (Meals & Refreshment), Multimedia, and Sound system for Teachers Trainings)

1. Introduction

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

2. Training Locations

The trainings will be held at the following locations:

·        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 with seating capacity for aprox 40 participants per venue (please quote with AC & Non-AC system).
• Proper lighting, ventilation, and conducive learning environment.
• Multimedia facilities: projector, projection screen.
• Ligh sound system for training purpose.
• Power backup (generator/uninterrupted supply).
• Easy access for persons with disabilities (ramp, lift or escalator etc)

b) Refreshments & Meals

• Morning tea with cookies.
• Lunch.
• Afternoon tea with cookies.
• Mineral water

4. Duration of Services

The services will be required for training sessions during May-June 2026. Finalized schedules and detailed plans will be shared with the selected vendor(s) in advance.

5. Proposal Requirements

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

·        Hall rental charges (per day) with Venue setup, including comfortable seating arrangements with properly covered tables and chairs.

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

·        Charges for generator/power backup.

·        Charges for sounds system

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

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

·        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 (mention 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.

7. Terms & Conditions

·        Last date for proposal submission is May 20, 2026. 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 target locations.

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

·        Quoted rates must remain valid for at least 60 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.

·        Org 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: May 20, 2026

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

For any query please contact: [email protected]