Assignment Description

TERMS OF REFERENCE (ToR)

Invitation for Vendor Listing / Prequalification

Fiscal Year 2083/084

1. Background

Samanwaya Nepal (समन्वय नेपाल) is a not-for-profit distributing company registered under the Company Act, 2063 of Nepal and headquartered in Budhanagar, Kathmandu. The organization works in the areas of youth participation, democratic governance, social inclusion, community development, climate action, digital literacy, research, and institutional strengthening.

To ensure transparency, competitiveness, value for money, and timely procurement of goods and services required for its programs and operations during Fiscal Year 2083/084, Samanwaya Nepal invites applications from qualified suppliers, service providers, consultants, and firms for inclusion in its Approved Vendor Roster.

2. Purpose

The purpose of this vendor listing process is to identify and prequalify competent vendors who can provide goods, works, and services required by Samanwaya Nepal throughout Fiscal Year 2083/084.

Selected vendors will be included in the organization's vendor database and may be invited to participate in quotation requests, competitive bidding, framework agreements, and direct procurement processes as per organizational procurement policies.

3. Categories for Vendor Registration

Interested firms, companies, organizations, entrepreneurs, and service providers may apply under one or more of the following categories:

A. Office Supplies and Equipment

• Stationery and office consumables
• Computer, laptop, printer, and accessories
• Networking and IT equipment
• Office furniture and fixtures
• Electrical and electronic items

B. Printing, Publication and Branding

• Printing of reports, manuals, brochures, and IEC materials
• Flex, banner, standee, and branding materials
• Graphic design and layout services
• Translation, editing, and publication services

C. Event and Venue Management

• Conference halls and training venues
• Hotel accommodation
• Catering and refreshments
• Event management services
• Audio-visual equipment rental

D. Research and Consulting Services

• Governance and policy research
• Social inclusion studies
• Monitoring, evaluation, accountability, and learning (MEAL)
• Baseline, midline, and endline assessments
• Strategic planning and organizational development

E. Training and Facilitation Services

• Resource persons and trainers
• Workshop facilitators
• Curriculum and module development
• Capacity-building services

F. Media and Communication

• Photography and videography
• Documentary production
• Media outreach
• Social media management
• Content development

G. Information Technology Services

• Website design and maintenance
• Software development
• Digital platforms and applications
• Data management systems
• Cybersecurity and cloud services

H. Transportation and Logistics

• Vehicle rental services
• Travel management
• Courier and delivery services
• Logistics support

I. Community Development and Project Implementation Support

• Agriculture and livelihood services
• Environmental and climate-related services
• Community mobilization support
• Local facilitation services

J. Audit, Finance and Legal Services

• Statutory audit services
• Financial consulting
• Tax and VAT advisory
• Legal advisory and documentation

K. Construction and Minor Works

• Office renovation
• Civil and maintenance works
• Electrical and plumbing services

L. Other Relevant Services

Applicants may propose additional categories relevant to the operations of Samanwaya Nepal.

4. Eligibility Criteria

Applicants must:

1. Be legally registered in Nepal.
2. Possess valid PAN/VAT registration.
3. Hold a valid business registration/renewal certificate.
4. Have demonstrated experience in the applied category.
5. Not be blacklisted by any government authority, donor agency, or development partner.
6. Agree to comply with Samanwaya Nepal's procurement, safeguarding, anti-corruption, and ethical standards.

5. Required Documents

Applicants shall submit:

For Firms/Companies

• Company registration certificate
• PAN/VAT certificate
• Latest tax clearance certificate or evidence of tax filing
• Business renewal certificate
• Company profile
• Relevant experience and references
• Catalogs, brochures, or service descriptions (if applicable)

For Individual Consultants

• Citizenship copy
• PAN registration
• Updated CV
• Relevant experience records
• Academic and professional certificates

6. Evaluation Criteria

Applications will be assessed based on:

Only applicants meeting the minimum requirements will be included in the vendor roster.

7. Duration of Registration

The approved vendor listing shall remain valid for Fiscal Year 2083/084 and may be renewed based on satisfactory performance and organizational requirements.

Inclusion in the vendor roster does not guarantee any contract award or purchase order.

8. Ethical Standards

All vendors, suppliers, consultants, contractors, and service providers listed with Samanwaya Nepal shall comply with the organization's policies:

·  Code of Conduct Policy

·  Anti-Fraud Policy

·  Anti-Corruption and Anti-Bribery Policy

·  Conflict of Interest Policy

·  Safeguarding & PSEAH Policy

·  Child Protection Policy

·  Non-Discrimination Policy

·  Human Rights and Labour Standards Policy

·  Data Protection and Confidentiality Policy

9. Submission Procedure

Interested applicants shall submit:

Subject: Vendor Listing Application – FY 2083/084 – [Category Name]

Application package may be submitted:

By Email: [email protected]

OR

By Hand/Courier:

Samanwaya Nepal
Ward No. 10, Budhanagar
Kathmandu Metropolitan City
Kathmandu, Nepal

10. Deadline for Submission

Applications must be received no later than:

Date: 29 June 2026

Late submissions may not be considered.

11. Rights Reserved

Samanwaya Nepal reserves the right to:

• Accept or reject any application without assigning reasons.
• Request additional information or clarification.
• Verify submitted information and references.
• Amend, suspend, or cancel this vendor listing process at any time.

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