EOI – Call for Sealed Quotations for Hotel Services (Vendor Listing, 2026)

Women Rehabilitation Center (WOREC)

EOI – Call for Sealed Quotations for Hotel Services (Vendor Listing, 2026)

Reference: WOREC/PROC/EOI/2026/00

Issue Date: January 2, 2026

Submission Deadline: January 16, 2026, by 5:00 PM (NPT)

1. Organizational Background

Women Rehabilitation Center (WOREC) is a national non-governmental organization established in 1991, dedicated to preventing violence against women and girls, addressing root causes of inequality, and promoting the economic, social, and cultural well-being of women and marginalized groups.

2. Purpose of the EOI

WOREC invites qualified hotels and hospitality service providers to submit sealed quotations for a one-year framework agreement to support events and program activities across the following districts:

Morang, Sunsari, Udaypur, Sarlahi, Dhanusha, Mahottari, Surkhet, Kailali, Dang, Rupandehi, Rautahat, Bara, Parsa, Bajura, Doti, Dailekh, Kalikot, Kathmandu, Lalitpur, Bhaktapur.

Contract Duration: Twelve (12) months from the date of award, with call-offs/booking requests made as per program needs during the period.

3. Scope of Services

Eligible hotels in the respective districts (including Kathmandu Valley) must be able to provide, at minimum:

• Accommodation: Clean, safe, and comfortable rooms with standard amenities (bedding, toiletries, hot/cold water, stable power, Wi-Fi).
• Conference/Meeting Facilities: Hall(s) with seating arrangements, projector/screen, sound system, podium, stationery (flipcharts/markers), and back-up power.
• Catering: Full-board/half-board meals and refreshments tailored to event schedules (including vegetarian options), safe drinking water, and hygienic service.
• Accessibility: Disability-friendly access (ramps/lifts, accessible washrooms) and reasonable accommodations for participants with disabilities.
• Safety & Security: Fire safety compliance, emergency exits, first-aid availability, and basic security protocols.
• Additional Services: Front desk support, on-site housekeeping, and parking; any optional value-added services should be itemized.

Detailed technical and commercial requirements are outlined in the RFQ (Request for Quotation) Sheet:

[Download RFQ Sheet – Hotel Services 2026]

4. Eligibility & Minimum Qualifications

• Valid registration and PAN/VAT certificates (as applicable).
• Current Hotel/Business License for the district of operation.
• Demonstrated experience in hosting NGO/INGO/government events within the last two (2) years.
• Ability to issue official invoices and accept standard payment terms.

5. Vendor Declarations (Mandatory)

By submitting a quotation, vendors acknowledge and agree to:

• Ethics & Integrity: Conduct business honestly, transparently, and safeguard confidential information.
• Conflict of Interest: Disclose any actual/potential conflicts; avoid related-party dealings that may compromise impartiality.
• Anti-Human Trafficking & Forced Labor: Uphold a zero-tolerance stance across operations and supply chains.
• Child Protection & Safeguarding: No child labor/exploitation; ensure respectful, safe environments for all participants.
• Gender equality and Inclusiveness: The hotel must demonstrate a clear commitment to gender equality and inclusiveness by ensuring that its premises and services are free from all forms of violence, harassment, and discrimination. All staff members and guests must be treated with dignity and equality, regardless of gender, caste, class, ethnicity, religion, geographic origin, language, or any other identity or status.
• PSEAH (Prevention of Sexual Exploitation, Abuse & Harassment): Prevent SEAH, refrain from transactional sex, and maintain high professional conduct.
• Fraud & Anti-Corruption: No bribery, kickbacks, or fraudulent practices; report suspected misconduct.
• AML/Counter-Terrorism: Ensure funds/services are not used for illegal purposes.
• Document Submission Standards: Properly scanned, legible documents—no blurred text, shadows, cropped pages, or hands/fingers/objects visible in scans.

WOREC may reject submissions or terminate agreements for non-compliance with any of the above.

6. Submission Instructions

6.1. Inside Kathmandu Valley (Kathmandu, Lalitpur, Bhaktapur)

• Mode: Physical sealed envelope
• Subject on Envelope: “Quotation for Hotel Services for 2026”
• Address: WOREC Office, Balkumari, Kathmandu
• Office Hours: 9:00 AM – 5:00 PM (Mon–Fri), except public holidays

6.2. Outside Kathmandu Valley (All other listed districts)

• Mode: Email (sealed scan/PDF)
• Email: sealquotation@worecnepal.org
• Email Subject: “Quotation for Hotel Services for 2026”

Deadline for all submissions: January 16, 2026, by 5:00 PM (NPT).

Late submissions will not be accepted.

7. Required Documents Checklist

1. Cover Letter on official letterhead (signed and stamped).
2. Completed RFQ Sheet (prices inclusive/exclusive of taxes clearly stated).
3. Company Registration, PAN/VAT, and Hotel/Business License (valid).
4. Tax Clearance/Compliance certificate (most recent).
5. Proof of relevant past performance - Optional (e.g., purchase orders or event references).
6. Brief capability statement (rooms, hall capacity, equipment list, accessibility features).
7. Signed Vendor Declaration Form (we can attach the form you approved).

8. Evaluation & Award Methodology

• Administrative Compliance: Completeness and validity of documents.
• Technical Compliance: Facilities, equipment, accessibility, safety standards.
• Financial Offer: Competitiveness, clarity of inclusions/exclusions, and value for money.
• Past Performance & Capacity: Experience with NGO/INGO events and reliability.
• Geographic Availability: Hotel located within the target district; ability to serve event dates as requested.

WOREC may conduct site inspections or request clarifications.

Only shortlisted hotels will be contacted for further discussion or negotiation.

9. Important Disclaimers

• Any attempt to influence the bidding process will result in disqualification.
• WOREC reserves the right to accept or reject any or all quotations without providing a reason.
• This EOI does not constitute a commitment to award a contract; award is subject to budget availability and internal approvals.

10. Queries & Contact

For further information or clarifications (before the deadline):

• Email: procurement@worecnepal.org
• Phone: 01-5186073, 5186374