Request for Proposal (RFP) for Hotel Accommodations and Services

Request for Proposal (RFP) for Hotel Accommodations and Services

1. About the organization

Youth Innovation Lab (YI-Lab) is a not-for-profit civic tech company that works at the intersection of emerging cutting-edge technological tools and their applications by equipping young professionals to solve emerging challenges in our community. YI-Lab’s mission statement is, ‘to engage young people to bridge science to people and policy through innovation’. YI-Lab harnesses indigenous knowledge, citizen science approach, develops low-cost technological solutions, promotes open data, promotes entrepreneurship, and conducts evidence-based advocacy campaigns. YI-Lab provides a conducive environment for young people to co-create solutions for inclusive development.

2. About the project

Nepali Yuwa in Climate Action and Green Growth (theYouthCAN.org), https://theyouthcan.org/, project is funded by the European Union to promote the involvement of young Nepali people in green growth, environmental protection, and combatting climate change. TheYouthCAN.org is a four-year-long project that will be implemented in Madhesh Province, Karnali Province, and Sudurpashchim Province through the consortium partners Youth Innovation Lab (YI-LAB), Restless Development Nepal, CREASION, and CDMS. In 2023, the project will be implemented in Sudurpashchim Province.

3. Specific Objective

• To evaluate and select hotel venues in Dhangadhi that demonstrate the highest capability to provide comprehensive accommodations and facilities for the below mentioned program:
  • Provincial Kick-off meeting, scheduled for 6 May 2024.
  • Residential training from 7-11 May 2024.

YI-Lab invites dynamic, enthusiastic, and experienced hotels to apply for the service.

4. Requirements

For Provincial Kick-off meeting scheduled for 6 May 2024.

• Residential Package for 7 people from 5– 6 May 2024
• Day Conference Package for 40-50 people on 6 May 2024
• A venue with a hall that could accommodate 50 people. We plan to have a round table setting (with 7 round tables that could fit 7 people in each table comfortably).

For Residential training from 7-11 May 2024.

• Residential Package for around 16 people
• A venue with a hall that could accommodate 25 people in a round table setting comfortably. 
• Offer full board dining services that include varied menu options for breakfast, lunch, and dinner, as well as morning and afternoon tea/coffee breaks.

5. Proposal submission details

The potential and interested service provider must submit:

• The quotation for above mentioned two events stating the availability and capacity to host both events on the given dates above.
• The quotation provided should clearly specify all necessary costs, if applicable, including hall rental, internet, audiovisual equipment, and any other requirements.
• The budget should clearly mention the applicable government taxes, and any other relevant costs required to ensure the smooth functioning of the events.

6. Evaluation of the proposals

All applications will undergo an evaluation against a set of evaluation criteria of the call. The evaluation will be done by an Evaluation Committee.

The list of evaluation criteria is as follows:

7. Application deadline

Interested and eligible hotels are requested to submit their required documents as mentioned above to email: sudip@youthinnovationlab.org or info@youthinnovationlab.org no later than 2 May 2024, 5:00 PM (Nepal Standard Time).

Quotation will be evaluated on a rolling basis and encourage interested candidates to apply as soon as possible.

APPLY NOW!