Invitation to Bid (ITB) - FWA/ILMpact/2025/RFP-LS/01

REQUEST FOR PROPOSAL – PROCUREMENT OF LEARNING SUPPLIES/KITS 

A non-profit, non-governmental local organization based in District Mansehra invites sealed proposals (financial proposal/quotation+ technical documents) from reputable and eligible vendors, firms, or suppliers for the supply of Learning Material as mentioned in different packages below.

Please submit one set of required technical documents along with separate quotations, clearly specifying the package number and the corresponding reference number on each submission.

PACKAGE 1: PROCUREMENT OF LEARNING SUPPLIES FOR TEACHER – ECE

REF NO: FWA/RFP/2025/LS-T/ECE

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for ECE Teachers. Each kit/pack must include all the items listed below.

PACKAGE 2: PROCUREMENT OF LEARNING SUPPLIES FOR TEACHER – G3-5

REF NO: FWA/RFP/2025/LS-T/G3-5

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for G3-5 Teachers. Each kit/pack must include all the items listed below.

MANDATORY REQUIREMENTS FOR RESPONSIVENESS

Technical Evaluation Criteria (Please attach all the relevant document as per following mandatory criteria)

Instructions for Submission of Proposal.

All the participating bidder /supplier / vendor/ companies must adhere to the following instructions regarding the preparation and submission of the offers.

1. Submission of any wrong/vague information may lead to disqualification of the Bidder. The complete information along with the required documents must be sealed in an envelope marked with the name of Bidder and category applied in bold and legible letters.
2. Bids received after specified time & date may not be accepted.
3. Quoted prices must include all government prevailing taxes (Withholding, GST etc.). If the supplier thinks that any of the item is tax exempted, it must be highlighted and mentioned in the proposal.
4. Each bid shall be valid for a period of 60 calendar days from the date of submission.
5. Prices should be quoted in PKR only.
6. Prices must include Freight/Transportation, Packing, Loading & unloading, Skilled Unskilled charges to the destination (Mansehra). The supplier will use environmentally friendly packaging material.
7. All values in unit price column should be entered carefully. In case there is any discrepancy between unit price and total amount, value put in unit price column will govern. Financial bids with calculation errors will not be considered for evaluation.
8. Procurement committee reserves the right to accept/reject any or all quotations/offers without assigning any reason.
9. Procurement committee reserves the right to increase or decrease in specific items or overall quantity of the required items/pack without assigning any reason.
10. Each quotation must be duly signed and stamped.  The pages should be serially numbered. Any cutting / correction must be counter-signed by an authorized person.
11. All the bidders shall have to submit a declaration (as annexed – A) on Company’s Letterhead as per the specimen attached.
12. This “Document” does not constitute any commitment on the part of this organization unless a written agreement is signed by both parties.

1)     While every effort will be made to provide you with the required information in a timely manner, any delay in the provision of such information shall not constitute grounds for an extension of the submission deadline for your offer.

2)     Successful bidder, in the event of late delivery of goods beyond the period specified in the subsequent Purchase Order, a penalty of 0.2% per day of the total supply cost shall be imposed on the supplier. Exceptions may only be granted in cases of force majeure (e.g., natural disasters or other circumstances beyond human control) that significantly hinder or prevent the supply.

During evaluation, organization may ask for additional information as necessary.

RIGHTS OF THE ORGANIZATION

In case of failure by the supplier / vendor/ company to fulfill its obligations under the terms and conditions of this ITB, including but not limited to, failure in timely provision of required /agreed quality supply /guarantee / warrantee/ after sale service committed / agreed ORGANIZATION may, after giving the vendor/ company reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:

a)     Complete the procurement from other sources, in which event organization may hold the vendor / supplier / company responsible for any excess cost occasioned thereby.

b)    Refuse to compromise over: the quality of supply, deviation from specification / delay in defined timeframe and related responsibilities of proper installation / Supply or Service

c)     Cancel Purchase Order without any liability for termination charges or any other liability of any kind to ORGANIZATION.

Submission Instructions:

Interested and eligible vendors/firms are requested to submit sealed quotations along with the required documents to:

Procurement Section

B1-17 Data Hamlet Housing Scheme, Mansehra, Khyber Pakhtunkhwa

Deadline: COB, September 15, 2025

For any query please contact: [email protected] (We would endeavor to provide you information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your offer).

ANNEX – A (To be submitted on official letter head by the vendor)

Declaration

We, the undersigned, hereby declare that we have carefully read and understood the requirements and instructions outlined in this bidding document, along with all terms and conditions stated therein. We further confirm as follows:

1. That the vendor / bidder and its personnel shall fully abide by all instructions and conditions mentioned in this ITB (Invitation to Bid) document, as well as the Core Humanitarian Principles.
2. That neither the Bidder, its personnel, nor the products quoted are blacklisted by any Government or Regulatory Authority in Pakistan.
3. That the Bidder and its personnel are not involved, directly or indirectly, in any of the following activities:
• Terrorism or Terror Financing
• Modern Slavery or Child Labour
• Bankruptcy
• Human Trafficking
• Harassment
• Sexual Exploitation & Abuse
• Fraudulent practices
4. That the Bidder and its personnel confirm their commitment to abide by all relevant humanitarian principles, organizational policies, and codes of conduct, including but not limited to: Safeguarding, Environmental Protection, Child Protection, Transparency, Quality, Confidentiality, Accountability, and Fairness.
5. That all information provided in the submitted documents is true, complete, and accurate. We further acknowledge that in case any information is found to be false or misleading, the Organization reserves the right to reject the bid and may initiate appropriate legal action, including blacklisting of the Bidder.