RE-Advertisement: Call for Quotation/Proposal

Institute of Himalyaan Risk Reduction invites applications from qualified individual consultants, technical teams, or firms to conduct a comprehensive 360-degree visual assessment of three disaster-affected villages and develop an interactive, map-synchronized virtual tour.

The assignment will combine high-resolution ground-level 360-degree photography, aerial drone documentation, GIS-based spatial navigation, contextual information hotspots, and immersive virtual reality integration. The completed platform will support situational awareness, damage assessment, recovery planning, field review, and stakeholder reporting.

Key Responsibilities

The selected consultant or service provider will:

• Prepare the field mission plan, capture routes, equipment requirements, safety procedures, and drone-flight arrangements.
• Conduct systematic 360-degree panoramic photography across three selected villages.
• Capture approximately 10–20 georeferenced panorama nodes per village, depending on settlement density and terrain.
• Ensure that every capture point includes accurate GPS, EXIF, and compass-bearing information.
• Conduct a drone survey and produce an aerial flythrough of the surrounding affected area.
• Document damaged infrastructure, access routes, environmental hazards, road blockages, settlements, and other priority locations.
• Process and optimize equirectangular panoramic images for web-based viewing.
• Integrate the panoramas into the 360 Tour Studio or an equivalent WebGL-based platform.
• Develop bidirectional spatial navigation between adjacent panorama points.
• Integrate an interactive GIS-based minimap with node clustering, field-of-view indicators, and click-to-navigate functionality.
• Create and position contextual hotspots for infrastructure damage, relief operations, shelters, medical facilities, debris locations, photographs, audio notes, and incident information.
• Embed the aerial drone video within the virtual-tour platform.
• Optimize the completed tour for WebXR and Oculus Quest 2.
• Conduct quality assurance, stakeholder review, final revisions, platform handover, and technical orientation.

Expected Deliverables

The consultant or service provider will deliver:

1. Ground-level 360-degree panoramas covering all three villages in 5.7K–8K equirectangular JPG or PNG format with embedded GPS and EXIF information.
2. A professionally edited aerial drone flythrough of the affected zone in high-resolution MP4 format.
3. A responsive web-based interactive virtual tour accessible through desktop computers, tablets, and mobile devices.
4. A GIS-linked navigation system with a dynamic minimap, spatially connected panorama nodes, field-of-view indicators, and location-based navigation.
5. Contextual hotspot layers containing relevant descriptions, photographs, status information, and other available multimedia evidence.
6. A WebXR-compatible package or standalone application optimized for Oculus Quest 2.
7. An offline version of the virtual tour, together with organized raw photographs, videos, coordinates, project files, and other media assets.

Required Qualifications and Experience

Applicants should demonstrate:

• Academic or professional training in geomatics, GIS, information technology, multimedia, computer science, surveying, architecture, engineering, or another relevant field.
• Proven experience in 360-degree photography and interactive virtual-tour development.
• Demonstrated experience in drone-based photography and videography.
• Strong knowledge of GPS and EXIF data management, GIS mapping, and spatial data integration.
• Experience working with WebGL, Three.js, WebXR, virtual-tour platforms, or equivalent technologies.
• Experience developing or optimizing applications for Oculus Quest or Meta Quest devices.
• Ability to create responsive web applications and offline deployment packages.
• Experience integrating multimedia hotspots, maps, photographs, videos, audio, and descriptive information.
• Access to suitable 360-degree cameras, drone equipment, processing software, and testing devices.
• Ability to complete the assignment within the specified deadline.

Applicants must comply with all applicable aviation, safety, privacy, and local administrative requirements. The selected applicant will be responsible for operating appropriately registered equipment and coordinating required permits and flight clearances in consultation with the contracting organization.

Preferred Experience

Preference will be given to applicants with:

• Experience documenting disaster-affected or geographically challenging locations.
• Previous work involving damage assessment, humanitarian response, heritage documentation, infrastructure mapping, or post-disaster recovery.
• Experience producing virtual tours for government agencies, development organizations, research institutions, or humanitarian partners.
• A portfolio demonstrating comparable 360-degree, drone, GIS, WebXR, or VR assignments.

Assignment Schedule

The assignment is expected to include the following stages:

• Mission planning, site coordination, permit verification, boundary identification, and capture-route planning.
• Field-based 360-degree photography and aerial drone surveying.
• Media processing, GPS calibration, spatial linkage, hotspot authoring, and platform development.
• Oculus Quest 2 and WebXR optimization.
• Quality assurance, stakeholder review, final revisions, and platform handover.

All deliverables must be completed and approved by 15th November 2026.

Application Requirements

Interested individuals, teams, or firms should submit

• A brief technical proposal explaining the proposed methodology and work plan.
• A financial proposal with a detailed cost breakdown.
• An updated CV or organizational profile.
• Portfolio or links to at least two relevant assignments.
• Description of the proposed team and individual responsibilities.
• List of available equipment and software.
• Proposed implementation schedule.
• Copy of company registration, PAN or VAT registration, and latest tax-clearance certificate, where applicable.
• Latest Company Certificate, Tax Clearance and Documents (for consulting firms)
• Contact details for at least two professional references.

Application Procedure

Applications should be submitted by email to operation.ihrr@gmail.com with the subject: Proposal submission: Drone Mapping and VR Development

Application for 360 Degree Virtual Tour Drone Mapping and VR Development, Find the TOR.

Submission Deadline: 15th October, 2026

Only shortlisted applicants will be contacted. IHRR deserves the right to accept or reject any application without providing a reason and may verify the information and work samples submitted by applicants.

IHRR promotes equal opportunity and encourages applications from qualified professionals and organizations regardless of gender, ethnicity, disability, religion, or social background.

The Institute of Himalayan Risk Reduction invites experienced production houses, firms, or individual professionals to submit a quotation for one month of videography and video editing services for Kathmandu Climate Action Week. The assignment will document programme activities and produce timely, high-quality visual content for institutional and public communication.

Scope of services

1. Provide professional video coverage of KCAW sessions, activities, and key moments according to the schedule shared by IHRR.
2. Record interviews, participant reflections, speaker messages, and other requested content.
3. Provide suitable cameras, lenses, tripods, lighting, microphones, storage media, and supporting equipment.
4. Produce short social-media reels and activity-based or daily highlight videos.
5. Produce one professionally edited final KCAW highlight or documentary video of an agreed duration.
6. Complete colour correction, sound enhancement, titles, subtitles, logo placement, and licensed background music as required.
7. Incorporate reasonable revisions requested by the KCAW organizing team.
8. Submit final edited outputs and properly organized raw footage to IHRR.
9. Follow consent, privacy, safeguarding, and branding instructions communicated by IHRR 

 Expected Deliverables

•  High-quality raw video footage from approved assignments;
• Short social-media reels and activity highlights as agreed in the work plan;
• Interview and speaker-message clips, where requested;
• One final event highlight or documentary video;
• Final files in suitable formats for social media, presentation, and institutional archiving.

Quotation Submission Requirements

• Completed Quotation Form (Find the link to the form, Download and Complete the form and include on the email during submission of quotation);
• Company or individual profile;
• PAN/VAT registration certificate, where applicable;
• Latest Company Certificate, Tax Clearance and Documents (for consulting firms)
• Portfolio or links to similar videography and editing work;
• Proposed team composition and equipment list;
• Proposed work plan and delivery schedule;
• Financial quotation inclusive of all applicable taxes;
• 2 Reference Contact Details.

Evaluation and Selection 

Quotations will be evaluated on relevant experience, technical capacity, service quality, delivery arrangements, compliance with the requested scope, and overall cost-effectiveness. IHRR is not obligated to select the lowest-priced quotation and may request clarification before making a selection.

Submission Details 

Submission Deadline: 12th October, 2026

Submission email Address: operation.ihrr@gmail.com

Subject for email: Quotation Submission: Videograhy and Video Editing Services

The quotation must remain valid for at least 30 days from the submission deadline.

The Institute of Himalayan Risk Reduction invites qualified firms, agencies, or individual professionals to submit a quotation for website and graphic design support for Kathmandu Climate Action Week. The selected provider will support timely public communication, event branding, and digital information management throughout the assignment.

Scope of service

1. Design, develop, improve, or configure the KCAW event website as directed by IHRR.
2. Upload and update event schedules, speaker profiles, partner information, registration links, news, photographs, and other approved content.
3. Ensure the website is responsive and functional on desktop and mobile devices.
4. Provide routine maintenance, backups, troubleshooting, and technical support throughout the one-month period.
5. Design social-media cards, banners, posters, invitations, certificates, backdrops, and related event communication materials.
6. Complete reasonable revisions requested by the KCAW organizing team within agreed timelines.
7. Submit final editable design files, source files, website access credentials, and relevant documentation to IHRR. 

Expected Deliverables

• Functional and responsive KCAW website;
• Regular website content updates during the one-month assignment;
• Event branding and promotional designs requested through an agreed task schedule;
• Editable/source files for all approved designs;
• One-month website maintenance and technical support.

Quotation Submission Requirements

• Completed and signed quotation submission form (Find the link to the form, Download and Complete  the form and include on the email during submission of quotation);
• Company or individual profile;
• PAN/VAT registration certificate, where applicable;
• Latest Company Certificate, Tax Clearance and Documents (for consulting firms)
• Portfolio or links showing similar website and graphic design work;
• Proposed work plan and delivery schedule;
• Financial quotation inclusive of all applicable taxes;
• Contact details of at least one previous institutional client, where available.

Evaluation and Selection 

Quotations will be evaluated on relevant experience, technical capacity, service quality, delivery and  compliance with the requested scope, and overall cost-effectiveness. IHRR is not obligated to select the lowest-priced quotation and may request clarification before making a selection.

Submission Details 

Submission Deadline: 12th October, 2026

Submission email Address: operation.ihrr@gmail.com

Subject for email: Quotation Submission: Website and Graphic Design Services

The quotation must remain valid for at least 30 days from the submission deadline.

The Institute of Himalayan Risk Reduction invites legally registered transport companies and vehicle service providers to submit unit-rate quotations for vehicle services within Kathmandu Valley for Kathmandu Climate Action Week. The selected provider will remain available for one month, while bookings and payments will be based on actual approved service use.

Scope of service

1. Provide vehicle according to written or confirmed requests from IHRR.
2. Support commuting within the Kathmandu Valley.
3. Provide clean, roadworthy, insured, and properly maintained vehicles with experienced, licensed drivers.
4. Ensure vehicles report at the designated location and time and comply with agreed routes and schedules.
5. Provide a replacement vehicle promptly in the event of breakdown or service disruption.
6. Maintain a reachable focal person throughout the service period and respond promptly to booking requests.
7. Clearly state whether fuel, driver, parking, overtime, waiting, and applicable taxes are included in each quoted rate. 

Contract 

The arrangement will be a one-month framework contract. Payment will be made for actual approved services based on the vehicle category, duration, and accepted unit rates. Rates must remain fixed throughout the contract period.

Quotation Submission Requirements

• Completed and signed quotation submission form; (Find the link to the form, Download and Complete  the form and include on the email during submission of quotation)
• Company or individual profile;
• Latest Company Certificate, Tax Clearance and Documents (for consulting firms)
• Company registration and PAN/VAT certificates;
• List, capacity, model year, registration, and insurance status of available vehicles;
• Evidence of similar institutional transport service experience;
• Financial quotation inclusive of all applicable taxes;
• Contact details of at least one previous institutional client, where available.

Evaluation and Selection 

Quotations will be evaluated on relevant experience, service quality, delivery and  compliance with the requested scope, and overall cost-effectiveness. IHRR is not obligated to select the lowest-priced quotation and may request clarification before making a selection.

Submission Details 

Submission Deadline: 12th October, 2026

Submission email Address: operation.ihrr@gmail.com

Subject for email: Quotation Submission: Vehicle Services 

The quotation must remain valid for at least 30 days from the submission deadline.