REQUEST FOR QUOTATIONS UNDER SAFER COMMUNITIES PROJECT

 Sealed Quotations are invited from Hotels/Vendors for the following events to be held in SWAT, PESHAWAR and DIKHAN from June 2026 to October, 2026.

DETAILS OF WORKSHOPS

Requirements:

• Buffet lunch with 2 main courses
• 2 times Tea with 2 items
• Suitable meeting hall
• Muti-media and sound system
• Internet
• Electricity backup
• Open space for practical work 

Venue Selection Requirements for Training Events (35–40 Participants)

1. Purpose of the Venue

The service provider shall arrange a suitable venue with indoor seating capacity for 35–40 participants and an adjacent/open practical demonstration area for 35–40 participants. The provider shall ensure all necessary arrangements including tents/shamianas, chairs, tables, drinking water, cooling arrangements (fans), electricity backup, washrooms, and other logistical support required for smooth conduct of the training and practical demonstrations.”

The venue should be suitable for:

• Classroom-style training sessions for 35–40 participants.
• Practical field demonstrations in an open area for 35–40 participants.
• Comfortable participant engagement throughout the event duration.

2. Indoor Training Hall Requirements

Capacity

• Seating capacity for at least 35-40 participants.
• Additional space for trainers, facilitators, and support staff.

Seating Arrangement

• Classroom, U-shape, or round-table arrangement as required.
• Comfortable chairs with writing support/tables.
• Adequate spacing between participants.

Training Facilities

The hall should include:

• Multimedia projector and screen.
• Sound system with microphones.
• Whiteboard.
• Reliable electricity with backup power supply.
• Adequate lighting and ventilation.
• Air conditioning or sufficient cooling arrangements.

Internet & Communication

• Stable internet/Wi-Fi access (preferred).
• Mobile network coverage.

Cleanliness & Safety

• Clean and hygienic environment.
• Functional washrooms for male and female participants.
• Drinking water availability.
• Emergency exits and basic first aid arrangements.

3. Open Space Requirements for Practical Demonstrations

Area Specifications

• Safe and accessible open space adjacent to or near the training hall.
• Capacity to accommodate 35–40 participants comfortably.
• Level ground suitable for demonstrations and participant movement.

Tent/Shade Arrangements

The venue should provide:

• Weather-appropriate tents/shamianas.
• Shade coverage for all participants and trainers.
• Protection from sun, wind, and light rain.

Seating & Furniture

• Chairs for 35–40 participants.
• Tables as needed for demonstration materials/equipment.
• Separate table for registration or display materials if required.

Cooling & Comfort

• Pedestal or standing fans under tents/shaded areas.
• Adequate airflow and ventilation.
• Drinking water stations/coolers.

Audio & Visibility

• Portable sound system/microphone if demonstrations require explanation.
• Clear visibility of demonstration area for all participants.

4. Catering & Refreshment Requirements

Venue should be able to provide or facilitate:

• Tea/refreshments for participants.
• Lunch arrangements.
• Continuous supply of clean drinking water.
•  

5. Accessibility & Logistics

Location

• Easily accessible for participants and vehicles.
• Safe parking space available.

Security

• Secure environment for participants and equipment.

Support Staff

• Venue support staff available during the event.
• Assistance for seating, electricity, and equipment setup.

The required quotation should be submitted according to the specifications. Quotations must be submitted according to following instructions:

1.       Scope:

HELVETAS Swiss Intercooperation (Helvetas) invites Request for Quotation (RFQ) for the services/supplies described and summarized in accordance with procedures, conditions. Helvetas reserve the right to vary the quantities & time frame of services specified in the RFQ Document without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

 2.       Closing date and time for submission of quotations: 

June 4, 2026 by CoB Hrs

 3.       Submission of tenders

HELVETAS Swiss Intercooperation, House F-32, Khushal Khan Khattak Road, University Town, Peshawar. 091-5700234

 4.       Language of offers

All quotation documents are to be submitted in English

5.       Period of validity of offers

All bids must be valid till 120 days with effect from the tender opening date. 

6.       Currency

Pakistani Rupee

7.       Terms& Conditions

• The prices must be inclusive of all taxes, delivery / transportation, loading / unloading and allied costs up to the point of completion.
• Supplier must not be engaged in any corrupt, fraudulent, collusive or coercive practices including but not limited to applying/ bidding by multiple names / companies. If any bidder is found to be involved in such practices his/her bid may be rejected and the companies in question permanently black listed.
• Quantity of events may increase/decrease according to the need of project if required.
• Lowest price will not be the sole criteria; quality, delivery time and previous experience will also be considered. Procurement committee reserves the right to change the quantities or cancel/reject any or all offers without assigning any reason.
• Preference will be given to the local Hotel/Vendor.
• All quotations must be on supplier letter head
• Incomplete quotations will be rejected

8.   Cancellation of the quotation procedure

The evaluation committee reserve the right to cancel/reject any or all offers without assigning any reason.

9.   Data protection

Helvetas guarantees that all procurement activities are fully and transparently documented for internal or donor audit purposes.  Helvetas guarantees confidentiality of the procurement process.

Kindly send your quotations latest by June 4,  2026 to

Finance/Admin. Manager.

HELVETAS Swiss Intercooperation,

House F-32, Khushal Khan Khattak Road,

University Town, Peshawar. 091-5700234