REQUEST FOR QUOTATIONS (RFQ): Venue for Project Kick-Off Event

REQUEST FOR QUOTATIONS (RFQ)

Venue for Project Kick-Off Event

Felm has been working in Nepal since 1977, initially affiliated with United Mission to Nepal. In 2009, Felm Nepal was registered as an International Non-Governmental Organization (INGO) following the signing of its first General Agreement with the Social Welfare Council. Felm Nepal implements its country program with funding support from the Ministry for Foreign Affairs of Finland, Finnish parishes, and individual donors, as well as collaboration with other development partners and donors.

Felm Nepal works in close coordination with local, provincial, and federal governments, implementing its programs through local partner organizations. Its core thematic areas include empowerment, sustainable livelihoods, quality education, and food security, with a focus on marginalized communities such as women and girls, persons with disabilities, and ethnic and indigenous groups. Felm Nepal also actively supports humanitarian responses during emergencies such as floods and the COVID-19 pandemic. It is a member of the ACT Alliance Nepal Forum and the Association of International NGOs (AIN).

Details of requirements:

Felm Nepal is planning to organize a Program Kick-Off Event with its partner organizations and stakeholders. For this purpose, Felm Nepal invites qualified hotels and service providers to submit quotations for venue and related services.

The venue and service provider should meet the following requirements:

• Adequate conference hall(s) to accommodate more that 35 participants 
• Breakout rooms or spaces for group discussions (if available) 
• Audio-visual equipment (projector, screen, sound system, microphones, etc.)
• Reliable internet connectivity (Wi-Fi)
• Catering services (tea/coffee breaks, lunch, and/or dinner as required)
• Availability of accommodation rooms for participants
• Comfortable seating arrangements and a professional meeting environment
• Power backup facilities
• Meet the accessibility and safety standards
• The event is expected to take place in Kathmandu Valley from 28th April to 30th April 2026

Note: The best evaluated vendors may include in a standing list for future event management and accommodation services for a period of one year (May 2026 – April 2027).

Click on the link below for the detailed RFQ:

Venue for Kick Off Meeting_Request for Quotation

Mandatory Documents

Bidders must submit the following documents along with their quotation:

• Company registration certificate or personal PAN registration
• Latest tax clearance certificate (FY 2081/082 BS)
• VAT/PAN certificate
• Filled copy of Felm’s Quotation form with authorized signatures and stamp

Submission of Quotation

Interested companies/Hotel who meet the above requirements are requested to submit their quotation using the prescribed format (attached RFQ template).

1. Submission Email: procurement.nepal@felmglobal.org
2. Deadline: 16th April 2026, 11:59 PM (Nepal Time)
3. Late submissions will not be considered.

Additional Terms

• Quotations must be signed and stamped by an authorized representative.
• Felm Nepal reserves the right to accept or reject any or all quotations without assigning any reason.
• The organization maintains a zero-tolerance policy on corruption:
  • The tender can be rejected or the contract terminated if the contract arrangement or implementation involves bribery or any unlawful activity (including Child Labor, bribing a foreign public official)