Terms of Reference (ToR) for the Selection of Supplier for the Supply of Stationery and Office Supplies

ACTION FOR NEPAL

TERMS OF REFERENCE (ToR)

Selection of Stationery and Office Supplies Vendor(s)

(Annual Rate Agreement)

Action for Nepal (AF Nepal) invites eligible and qualified suppliers/vendors to submit their technical and financial quotations for the regular supply and delivery of stationery and office supplies listed in Annex 1. The purpose of this procurement is to establish an arrangement with reliable supplier(s) who can provide quality items at competitive, agreed rates whenever required by the organization.

1. Background

Action for Nepal is a non-profit organization working with communities, local governments and development partners to improve access to essential services, including health, education, clean drinking water and related community support, in underserved areas of Nepal. AF Nepal operates its central office and supports field/project offices across different districts. Its regular administrative work, project implementation, trainings, workshops, meetings, orientations and other programme activities require a consistent supply of stationery and office materials.

To ensure timely availability, reasonable pricing and consistent quality, AF Nepal intends to select one or more suitable stationery suppliers and establish an annual rate agreement for the items listed in this ToR.

2. Objective

The objective is to identify reliable supplier(s) capable of providing stationery and office supplies of acceptable quality at competitive rates, with timely delivery to AF Nepal's office and designated field/project locations, based on the organization's requirements throughout the agreement period.

3. Scope of Supply

• Supply the stationery and office-related items listed in Annex 1, in the units and pack descriptions indicated in the list.
• Provide items in the quantities requested by AF Nepal from time to time, including bulk orders for projects, trainings, workshops and programme activities.
• Deliver ordered items to AF Nepal's Kathmandu office and/or designated field/project offices or delivery points in Nepal, as specified in the relevant purchase order or written order.
• Ensure that supplied goods are new, unused, of acceptable quality, fit for their intended purpose and consistent with the approved quotation, sample or agreed description.
• Provide invoices, delivery notes and any applicable product or warranty information for relevant items.
• Maintain sufficient stock or otherwise communicate availability and realistic delivery timelines when an order is placed.

4. Items Required and Quotation Format

The complete list of required items is provided in Annex 1. The units shown (such as box, packet and piece) are taken from AF Nepal's stationery list. The numbers in the original list identify the items; they are not order quantities. AF Nepal has not specified fixed annual quantities because actual requirements will vary by office, project, district and programme activity.

Suppliers are requested to quote a unit rate for every listed item, based on a clearly stated pack size, size, grade, quality or other relevant description. Where an item is commonly available in different sizes or pack quantities, the supplier must specify exactly what is included in the quoted unit. Suppliers should not leave an item unpriced; if an item cannot be supplied, this must be clearly indicated.

Suppliers may attach product catalogues, photographs or samples where these help clarify the offered product. Any proposed alternative or equivalent must be clearly identified and is subject to AF Nepal's prior approval.

5. Annual Rate Agreement and Price Validity

• The selected supplier(s) will be required to enter into a written Annual Rate Agreement with Action for Nepal.
• The agreement will specify the agreed item-wise rates, applicable taxes, delivery terms, payment conditions, agreement start date and expiry date.
• The agreed rates shall remain fixed and binding throughout the validity period of the agreement, unless a price adjustment is expressly approved in writing by both parties through a formal amendment.
• At the end of each fiscal year, AF Nepal may review the arrangement and invite the supplier to submit revised rates for the next fiscal year. Any revised rates will take effect only after mutual agreement and written renewal or amendment of the agreement.
• Until a renewal or amendment is signed, the existing agreed rates shall continue to apply for orders placed within the existing agreement's validity period. No unilateral price increase will be accepted during the agreement period.
• Renewal will depend on AF Nepal's continued requirements, supplier performance, price competitiveness, product quality and mutual agreement. Renewal is not automatic.
• The agreement is a rate arrangement and does not guarantee any minimum purchase quantity, order frequency or total contract value. AF Nepal will place orders according to actual needs and available budgets.

6. Ordering and Delivery Arrangements

• AF Nepal will place orders through a purchase order, email or other written communication issued by an authorized representative.
• Each order will specify the items, quantities, agreed rates, delivery location and required delivery date.
• The supplier shall confirm receipt of each order, item availability and expected delivery date within a reasonable time.
• Delivery may be required at the AF Nepal central office in Kathmandu or at designated field/project locations, depending on the order.
• Suppliers must clearly state whether delivery to Kathmandu and delivery to field locations are included in the quoted rates. Any location-based delivery or transportation charges must be disclosed separately in the quotation and agreed before an order is placed.
• Items must be properly packed to prevent damage, moisture exposure or loss during transportation. The supplier shall be responsible for safe delivery up to the designated handover point.
• Partial deliveries may be accepted only with prior approval from AF Nepal. The supplier must inform AF Nepal promptly if any ordered item is unavailable or delayed.

7. Quality Requirements and Acceptance

• All supplies must be new, unused and of standard commercial quality, suitable for regular office, field and programme use.
• Products must match the specifications, pack sizes, samples or descriptions approved by AF Nepal. Brand or product substitutions require prior written approval.
• AF Nepal may inspect items upon delivery for quantity, quality, specifications, pack size and physical condition.
• Damaged, defective, incomplete or non-conforming items may be rejected and must be replaced or corrected by the supplier at no additional cost within the timeframe communicated by AF Nepal.
• Acceptance of a delivery does not prevent AF Nepal from raising a concern about a defect that could not reasonably be identified at the time of delivery.

8. Supplier Eligibility and Required Documents

Interested suppliers should submit the following documents:

• Valid company/firm registration certificate.
• PAN/VAT registration certificate, as applicable.
• Latest tax clearance certificate or other applicable evidence of tax compliance.
• Brief company profile, including business address, contact person, telephone number and email address.
• Details of experience supplying stationery, office materials or similar goods to organizations, institutions or offices, where available.
• Item-wise financial quotation completed against Annex 1, including applicable taxes and delivery charges.
• Any relevant product catalogue, brand information or supporting details.

9. Financial Quotation Requirements

The quotation must be submitted in Nepalese Rupees (NPR) and should clearly show, for each item:

• Item description and unit as listed in Annex 1.
• Brand, quality, size, grade and pack quantity or other relevant product details.
• Unit rate exclusive of VAT, where applicable.
• VAT and any other applicable taxes or charges, shown separately.
• Final unit rate inclusive of applicable taxes.
• Delivery/transportation charges, including any separate charges for delivery to field/project locations.
• Quotation validity period and any other relevant conditions.

Suppliers must quote their most competitive rates, taking into account the possibility of repeat and bulk orders during the agreement period. The quoted rates should be commercially realistic and should not depend on an unconfirmed minimum order quantity. Any volume-based discount should be clearly stated with the applicable order quantity or conditions.

10. Evaluation and Selection

AF Nepal will assess the submissions based on the following considerations:

• Completeness and responsiveness of the submitted documents and item-wise quotation.
• Competitiveness and reasonableness of the quoted rates, including taxes and delivery costs.
• Quality, specifications, pack sizes and suitability of the items offered.
• Ability to supply the range of items consistently and respond to orders of varying quantities.
• Delivery capacity to Kathmandu and designated field/project locations.
• Supplier's relevant experience, reliability and customer service.

AF Nepal may seek clarifications, request samples or verify supplier information before making a selection. The procurement aims to select one supplier capable of supplying all the stationery and office items listed in Annex 1 at competitive and agreed rates, while ensuring acceptable product quality, availability and timely delivery. 

The selection will be based on the supplier's overall quotation, item-wise pricing, product quality, delivery capacity, relevant experience and ability to meet AF Nepal's requirements. Selection will not necessarily be based solely on the lowest quoted price.

AF Nepal reserves the right to accept or reject any or all quotations, cancel or revise the procurement process, or negotiate with responsive suppliers, in accordance with its procurement procedures.

11. Payment Terms

Payment shall be made through cheque against actual orders delivered and accepted by AF Nepal, upon submission of a valid invoice and delivery documentation. Payment shall be processed within the agreed timeframe following successful delivery, inspection and acceptance of the supplied items. The applicable payment timeline and other conditions shall be finalized with the selected supplier and stated in the Annual Rate Agreement or relevant purchase order. Applicable statutory tax deductions shall be made in accordance with the prevailing laws of Nepal.

12. Supplier Performance and Agreement Management

AF Nepal may monitor the supplier's performance based on product quality, accuracy of orders, adherence to agreed rates, delivery timelines, responsiveness, handling of complaints and replacement of rejected items. Repeated delays, unauthorized price changes, supply of substandard goods or other material breaches may result in suspension of orders or termination of the agreement in accordance with its terms.

13. Submission of Quotation

Interested and eligible suppliers are requested to submit their company documents and completed item-wise financial quotation using Annex 1 through email by the deadline specified below.

Submission Deadline: November 20, 2026 (Mangshir 04, 2083), by 5:00 PM Nepal Time

Submission Email: actionfnepal@gmail.com

Subject Line: Quotation for Supply of Stationery and Office Supplies – Action for Nepal

Contact for Clarification: Administration/HR Department, Action for Nepal

Email: actionfnepal@gmail.com

Company profile or brief details of relevant experience.

The completed quotation and supporting documents should be submitted as PDF files. Suppliers may also attach the completed Annex 1 in Excel format for ease of evaluation.

Late or incomplete submissions may be considered at AF Nepal's discretion in accordance with its procurement procedures.

14. General Conditions

• The supplier shall maintain confidentiality of any non-public information received from AF Nepal.
• The supplier shall comply with applicable laws, tax requirements and relevant business regulations of Nepal.
• The supplier shall not change agreed rates, product brands or specifications without AF Nepal's prior written approval.
• All commitments regarding rates, delivery, quality, replacement and payment shall be governed by the signed Annual Rate Agreement and applicable purchase orders.
• Any matter not specifically addressed in this ToR will be clarified during the procurement process or included in the written agreement, as mutually agreed.

15. Contact Details

Action for Nepal (AF Nepal)

Swarnim Marga-61, Sundar Tole, Boudha-6, Kathmandu, Nepal

Email: actionfnepal@gmail.com

Telephone: 01-4915979

LINK: ANNEX 1