PACKAGE 1: PROCUREMENT OF LEARNING SUPPLIES FOR TEACHER – ECE

PACKAGE 2: PROCUREMENT OF LEARNING SUPPLIES FOR TEACHER – G3-5

Annex B: Financial Bid Format

REQUEST FOR PROPOSAL – PROCUREMENT OF LEARNING SUPPLIES/KITS

REF NO: NPO/RFP/2025/LS-T/ECE

REF NO: NPO/RFP/2025/LS-T/G3-5

REF NO: NPO/RFP/2025/LS-L/G3-5

REF NO: NPO/RFP/2025/LS-L/ECE

REF NO: NPO/RFP/2025/S-B/ G-1 & 2

REF NO: NPO/RFP/2025/L-S/ G-1 & 2

REF NO: NPO/RFP/2025/S-K/ G-3-5

MANDATORY REQUIREMENTS FOR RESPONSIVENESS

Technical Evaluation Criteria (Please attach all the relevant document as per following mandatory criteria)

During evaluation, organization may ask for additional information as necessary. RIGHTS OF THE ORGANIZATION

Submission Instructions:

Procurement Section

Deadline: COB, October 29th, 2025 till 12 Noon.

Proposals need to be submitted through registered courier service, direct submission of the proposals by the bidder is not acceptable

Proposals submitted electronically (online) will not be considered.

Pre-Bid Meeting:

ANNEX – A (To be submitted on official letter head by the vendor)

Apply By:

REQUEST FOR PROPOSAL – PROCUREMENT OF LEARNING SUPPLIES/KITS

PRDS

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Posted date	14th October, 2025	Last date to apply	29th October, 2025
Locations	Pakistan
Category	Tender

Invitation to Bid (ITB) - NPO/ILMpact/2025/RFP-LS/001

A non-profit, non-governmental local organization based in KPK invites sealed bids (financial proposal/quotation+ technical documents) from reputable and eligible vendors, firms, or suppliers for the supply of Learning Material as mentioned in different packages below.

Please submit one set of required technical documents along with separate quotations, clearly specifying the package number and the corresponding reference number on each submission.

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for ECE Teachers. Each kit/pack must include all the items listed below.

S#	Item	Specifications	Unit	Qty
1	Teachers Register	Lucky Register or similar quality with hard binding, 100 pages	No	1
2	Attendance Register	Lucky Register or similar quality with hard binding, 100 pages	No	1
3	Scissors large (for teacher)	Durable quality, large size, sharp metal scissors with plastic or rubber handles	No	2
4	Chalk boxes colored	PAK Chalk boxes, 50 pieces per box	Box	10

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for G3-5 Teachers. Each kit/pack must include all the items listed below.

S#	Item	Specifications	Unit	Qty
1	Floor Mat (Chatai)	4-fold, 8 x 12 ft size, Durable quality Chatai	No	1
2	Teachers Register	Lucky Register or similar quality with hard binding, 100 pages	No	1
3	Attendance Register	Lucky Register or similar quality with hard binding, 100 pages	No	1

4	Hard Chart papers	Mixed Colors (Red, yellow, blue, green, orange, purple, pink) Thick A0 size paper	No	30
5	Soft/Thin Chart papers	Mixed Colors (Red, yellow, blue, green, orange, purple, pink) Thick A0 size paper	No	30
6	Chalk boxes, white	PAK Chalk boxes, 50 pieces per box	Box	5
7	Chalk boxes, Colored	PAK Chalk boxes, 50 pieces per box	Box	3
8	Ball Points	Dollar Brand Clipper+ (10 pens per packet)	Pack	1

PACKAGE 3: PROCUREMENT OF LEARNING SUPPLIES FOR LEARNERS – G3-5

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for G3-5 Learners. Each kit/pack must include all the items listed below.

S#	Item	Specifications	Unit	Qty
1	Hole punch	DL Office Puncher Taladro DL 08325	No	1
2	Stapler	DL Office Puncher Taladro DL 0180	No	2
3	Rubber Band Bundle large	Q bands, Large Packet	Bundle	2
4	Scotch Tape	DEER Scotch Tape 1 inch	No	10
5	Masking Tape	2 to 3 inches broad tape, Delta or Nichibon	No	10
6	Extra loose papers (Dasta) in kg	Broad Lined, but iwthout margins - fine quality paper, should not tear easily	Bundle	4 kg
7	Glue sticks	Sticko Glue Stick 21 gm	No	15
8	Colored pencils pack	Deer or Goldfish pencil pack with 12 pencils each.	No	30
9	Pencils	Brand: Dollar My Pencil	No	280
10	Erasers	Brand: Dollar or Dux	No	140
11	Sharpeners	Brand: Dollar or Dux	No	100
12	Wood Rulers	Brand: Dollar or Dux, Size: 12-15 inches	No	35
13	Safe scissors	Medium size safe scissors for children - made of reliable and quality material different colors	No	5
14	String/seba etc	One bundle of sturdy jute rope	Bundle	2
15	Water Cooler with 6 Plastic Glasses	20-25 litres Capacity, sturdy medium sized plastic glasses for chidren	No	1
16	Hand Washing Saop	Any quality local brand soap such as safeguard, large bar	No	4
17	Fake Money	Must have original colors of currrency, complete pack	No	1
18	Letter Blocks	Brand BubbLy TOO COS alphabet (1 per classroom, colorful, must have capital and small letters, stackable and sturdy material, wooden or plastic)	No	1

PACKAGE 4: PROCUREMENT OF LEARNING SUPPLIES FOR LEARNERS – ECE

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for ECE- Learners. Each kit/pack must include all the items listed below.

S#	Item	Specifications	Unit	Qty
1	Extra loose papers Desta	Broad Lined, but without margins - fine quality paper, should not tear easily	Bundle of 500	4 kg per classroom
2	Glue sticks 30 small	Stick Glue Stick 21 gm	No	30
3	Pack of color pencils (12 colors)	Deer or Goldfish pencil pack with 12 pencils each.	No	30
4	Pencils	Brand: Dollar My Pencil	No	420
5	Eraser	Brand: Dollar or Dux	No	150
6	Sharpener	Brand: Dollar or Dux	No	90
7	Safe scissors for children	Medium size safe scissors for children - made of reliable and quality material different colors	No	10
8	Building Blocks	DIY Brand building blocks medium size	No	3
9	Models of Domestic animals	Toys and Toys Brand (medium size)	No	1 pack
10	Models of Wild Animals	Toys and Toys Brand (medium size)	No
11	Water Cooler with 6 Plastic Glasses	20-25 liters Capacity, sturdy medium sized plastic glasses for children	No	1 Piece
12	Playdough (different colors)	Happy kids brand, 12 different colors and additional primary, white and black colors	No	20
13	Dentistry hygiene instructional supplies: Toothbrushes, Toothpaste, Mouth model	Shield toothpaste and brush and modal teeth of medium size good quality	No	1
14	Hand Washing Soap	Any quality local brand soap such as safeguard, large bar	No	7 Pieces
15	Pakistan Map	Wooden standard size puzzle form in which child can fix the provinces	No	1
16	Globe (World)	Plastic 8 inches, medium size - should be made of durable plastic, not easily broken	No	1
17	Wooden abacus	Wooden structure abacus medium size with plastic colorful beads	No	1
18	Models of fruits	Medium size, good quality	No	1 pack
19	Models of vegetables	Medium size, good quality	No
20	Rubber Band Large Pack	Q bands, Large Packet	Bundle of 500	1
21	Stapler	DL Office Puncher Taladro DL 0180	No	2
22	Sandpapers	0-point sheets	No	10
23	Hard Chart papers	Mixed Colors (Red, yellow, blue, green, orange, purple, pink) Thick A0 size paper	No	50
24	Soft/Thin Chart Papers	Mixed Colors (Red, yellow, blue, green, orange, purple, pink) Thick A0 size paper	No	25
25	Hole Punch	DL Office Puncher Taladro DL 08325	No	1
26	Masking Tape	2 to 3 inches broad tape, Delta or Incheon	No	15
27	Gum Bottles	Small size plastic bottles, ADX or Deli brand	No	15
28	kitchen set	Venture or any good quality brand	Set	1
29	Tool set	Mailbox or any good quality brand	Set	1
30	Doctor set	Venture or any good quality brand	Set	1
31	Ring tower	Medium size good quality, durable plastic colorful rings	No	1
32	Urdu moveable letter Takhti/ tray	Wooden standard size	No	1
33	Hula Hoop	Any good quality brand, colorful sturdy plastic material	No	2
34	basic shape fixing wooden tray	Wooden standard size	No	1
35	English letters moveable letter Takhti/ tray	Wooden standard size	No	1

PACKAGE 5: PROCUREMENT OF BAGS & BASIC STATIONARY– G 1 & 2

S#	Item	Specifications	Unit	Qty
1	School Bag	Canvas bag (medium size, parachute Taiwan, with minimum 3 pockets) - 16-inch length	NO	1500
2	Pencils	Brand: Dollar My Pencil	NO	4500
3	Erasers	Brand: Dollar or Dux	NO	1500
4	Pencil sharpeners (with container)	Brand: Dollar or Dux	NO	1500
5	Lined notebooks (English 4 lines)	60 pages, 63gms paper, pin binding Title Page: 250gms card (bleach) with 5 color printing and shine lamination	NO	1500
6	Lined notebooks (Urdu Lines)	60 pages, 63gms paper, pin binding Title Page: 250gms card (bleach) with 5 color printing and shine lamination	NO	1500
7	Math notebooks (boxes/grid lines)	60 pages, 63gms paper, pin binding Title Page: 250gms card (bleach) with 5 color printing and shine lamination	NO	1500
8	Plain drawing books (Blank pages)	60 pages, 63gms paper, pin binding Title Page: 250gms card (bleach) with 5 color printing and shine lamination	NO	1500
9	Wood Rulers	Brand: Dollar or Dux, Size: 12-15 inches	NO	1500
10	Geometry Box	Dux, Medium Size, with tray	NO	1500

PACKAGE 6: PROCUREMENT OF LEARNING SUPPLIES FOR LEARNERS - G 1 & 2

Supply of 50 (fifty) pack/kits of Learning / Resource Supplies for G 1 & 2. Each kit/pack must include all the items listed below.

S#	Item	Specifications	Unit	Qty
1	Color pencils packs (12 colors)	Deer or Goldfish pencil pack with 12 pencils each.	NO	1500
2	Child-safe scissors	Medium size safe scissors for children - made of reliable and quality material different colors	NO	1500
3	Glue sticks	Stick Glue Stick 21 gm	NO	1500
4	Flashcard sets (Alphabets)	Paramount (smart flash cards series) qualm kay sath	NO	500
5	Flashcard sets (Haroof tahajji)	Paramount (smart flash cards series) qualm kay sath	NO	500
6	Flashcard sets (Numbers)	Paramount (Smart flash cards series) qalam kay sath	NO	500
7	Educational wall posters	Gaya Charts (health n hygiene, climate change, safety, animals, birds, healthy and junk food	NO	800
8	Plastic folders	My Clear Bag transparent folders must be transparent, white, yellow, red colors.	NO	1500
9	Reward stickers	Medium size golden, silver, red, yellow, blue stickers	NO	1500

PACKAGE 7: PROCUREMENT OF SPORTS KIT - G 3 to 5

S#	Item	Specifications	Unit	Qty
1	Cones (Set of 10)	Soft plastic, height: 9–12 inches, bright colors (red, blue, yellow, green), durable and non-toxic material	NO	50
2	Football	Size 3, synthetic leather or rubber, suitable for ages 6–12, stitched panels, lightweight (approx. 300–320g)	NO	50
3	Tennis Balls (Pack of 3)	Soft compression tennis balls, yellow, felt-covered, low bounce for beginners	NO	50
4	Volleyball	Soft touch PU synthetic leather, standard size 5, approx. 260–280g, hand-stitched or machine-stitched	NO	50
5	Skipping Rope (Set of 5)	Adjustable length (up to 2.5 m), PVC rope, foam grip handles, suitable for ages 6–12	NO	50
6	Cricket Set (Plastic)	Includes 1 plastic bat (size 4), 1 plastic ball, 3 stumps with base, suitable for children aged 6–12	NO	50
7	Badminton Set	2 lightweight rackets (aluminum or plastic), 3 nylon shuttlecocks, carry bag included	NO	50
8	Chess Set	Standard board size (approx. 14” x 14”), plastic pieces with anti-slip base, foldable board	NO	50
9	Ludo Set	Standard size board (approx. 16” x 16”), laminated cardboard or plastic, 4 sets of colored tokens, 2 dice	NO	50

S. No.	Description	Documentation	Remarks
1	Registration of Firm/Company	Copy of Firm / Company Registration Certificate	Mandatory
2	National Tax Registration Certificate General Sales Tax Registration Certificate	Copy of NTN Letter from FBR Please clearly mention the status of GST (Active / Inactive / Not Registered)	Mandatory
3	Short Company’s Profile	Information about Company’s Vision, Mission, History, Experience, Client List, Location	Mandatory
4	Relevant Experience	Please attach relevant copies of Letters / Agreements / Purchased Orders for NGOs and INGOs	Mandatory
5	Contact Detail	Authorized Person’s Email ID, Contact Number, Official Postal Address	Mandatory
6	Bank Accounts	Active business-titled bank account (not any personal account).	Mandatory
7	Declaration (attached below)	On Company’s Letterhead with Company Sign and Stamp	Mandatory
8	Bid Security (refundable)	4% of the total financial bid in the form of Call Deposit Receipt, Bank Draft, Pay order or Banker’s cheque in the Name of the Organization	Mandatory
9.	Participation in a Pre-Bid Meeting	20th October,2025 at 2 PM at PUTA Hall, Peshawar University	Mandatory

EVALUATION PARAMETERS:

S.No.	Parameter	Max.Marks
1	Company's Experience	25
	10 years and above 25 Marks
	below 10 years upto 7 years 20 Marks
	below 7 years upto 5 years 15 Marks
	below 5 years upto 3 years 10 Marks
	below 3 years 0
2	Relevant past performance & Client refrences	25
	5 marks per verfiable reference upto 5 references (Attach Agreement, purchase order etc in support)

3	Succesful & Tiemely delivery record (Recommendation letter/ work completion certificate)	25
	upto 3 references Marks 25
	upto 2 references Marks 20
	upto 1 reference Marks 15
4	Financial competitiveness	25
	Bank Balance as at June 30,2024 15 Million & above
	PKR 15 Million & Above Marks 25
	PKR 12 Million to 15 Million Marks 20
	PKR 10 Million to 12 Million Marks 15
	PKR 08 Million to 10 Million Marks 10
	Less than PKR 8 Million Marks 05
	Please attach your Tax return of FY 2023-24 to support your claim
	Total Marks	100

Bids scoring below 60 marks in total may not be considered for award.

Instructions for Submission of Proposal

Bidding Method: Two-Stage, Two-Envelope Procedure

Stage 1 – Technical Proposals

Each bidder shall submit two sealed envelopes:Only technical proposals will be opened in the first instance for evaluation.
- Envelope A: Technical Proposal
- Envelope B: Financial Proposal As per Annex B of this document (sealed, clearly marked “Not to be opened with the Technical Proposal”).
Financial proposals will remain sealed and securely kept by PRDS.
The procurement committee may hold clarifications or request modifications to technical proposals without reference to prices.
Bidders failing to meet the mandatory and technical criteria will be rejected and their financial envelopes returned unopened.

Stage 2 – Financial Proposals

Only bidders declared technically qualified in Stage 1 will be invited to Stage 2.
Financial proposals will then be opened publicly at a notified date and time.
Evaluation will be based on the combined technical and financial scores, in line with criteria set out in the ITB (e.g., 60 marks minimum for technical qualification).

Additional Instructions

Both envelopes must be submitted together, properly sealed, clearly marked with the bidder’s name and package reference.
Any bid not following the two-envelope procedure shall be declared non-responsive.

All the participating bidder /supplier / vendor/ companies must adhere to the following instructions regarding the preparation and submission of the offers.

Submission of any wrong/vague information may lead to disqualification of the Bidder. The complete information along with the required documents must be sealed in an envelope marked with the name of Bidder and category applied in bold and legible letters.
Bids received after specified time & date may not be accepted.
Quoted prices must include all government prevailing taxes (Withholding, GST etc.). If the supplier thinks that any of the item is tax exempted, it must be highlighted and mentioned in the proposal.
Each bid shall be valid for a period of 60 calendar days from the date of submission.
Prices should be quoted in PKR only.
Prices must include Freight/Transportation, Packing, Loading & unloading, Skilled Unskilled charges to the destinations (Shangla & Bunner). The supplier will use environmentally friendly packaging material.
All values in unit price column should be entered carefully. In case there is any discrepancy between unit price and total amount, value put in unit price column will govern. Financial bids with calculation errors will not be considered for evaluation.
Procurement committee reserves the right to accept/reject any or all quotations/offers without assigning any reason.
Procurement committee reserves the right to increase or decrease in specific items or overall quantity of the required items/pack without assigning any reason.
Each quotation must be duly signed and stamped. The pages should be serially numbered. Any cutting / correction must be counter-signed by an authorized person.
All the bidders shall have to submit a declaration (as annexed – A) on Company’s Letterhead as per the specimen attached.
This “Document” does not constitute any commitment on the part of this organization unless a written agreement is signed by both parties.

In case of failure by the supplier / vendor/ company to fulfill its obligations under the terms and conditions of this ITB, including but not limited to, failure in timely provision of required /agreed quality supply/guarantee / warrantee/ after sale service committed / agreed ORGANIZATION may, after giving the vendor/ company reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:

a) Complete the procurement from other sources, in which event organization may hold the vendor / supplier / company responsible for any excess cost occasioned thereby.

b) Refuse to compromise over: the quality of supply, deviation from specification / delay in defined timeframe and related responsibilities of proper installation / Supply or Service

c) Cancel Purchase Order without any liability for termination charges or any other liability of any kind to ORGANIZATION.

Interested and eligible vendors/firms are requested to submit sealed quotations along with the required documents to:

Participatory Rural Development Society

House No.9, Street 3, Rahat Abad Peshawar

Pakistan

A Pre-Bid Meeting is scheduled to be held on 18 October 2025 at 11:00 AM at PUTA Hall, University of Peshawar. The meeting will provide an opportunity to clarify any queries related to the bidding documents, technical specifications, and submission requirements to ensure a shared understanding among all potential bidders.

Attendance at the Pre-Bid Meeting is mandatory for all interested bidders. Physical presence is strongly encouraged to facilitate direct discussion and engagement. However, bidders who are unable to attend in person due to distance may participate virtually via Microsoft Teams using the following details:

Meeting ID: 932 805 509 764 4
Passcode: tA9My3

Please note: Participation in the Pre-Bid Meeting, either physically or online, is a mandatory requirement. Bidders who fail to attend the meeting through either mode will have their bids declared non-compliant and will not be accepted.

Bid Opening Meeting:

The bid opening meeting will be held on 29th October 2025 at 3:00 PM at the Department of Geography, University of Peshawar.
In this meeting, only the Technical Proposals will be opened in the presence of the bidders or their authorized representatives who wish to attend.
The Financial Proposals shall remain sealed and will be opened later, only for those bidders who qualify technically, as per the Two-Stage, Two-Envelope Procedure

For any query please contact: [email protected] We would endeavor to provide you information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your offer. We can be reached at landline 091-5854387

Declaration

We, the undersigned, hereby declare that we have carefully read and understood the requirements and instructions outlined in this bidding document, along with all terms and conditions stated therein. We further confirm as follows:

1. That the vendor / bidder and its personnel shall fully abide by all instructions and conditions mentioned in this ITB (Invitation to Bid) document, as well as the Core Humanitarian Principles.

2. That neither the Bidder, its personnel, nor the products quoted are blacklisted by any Government or Regulatory Authority in Pakistan.

3. That the Bidder and its personnel are not involved, directly or indirectly, in any of the following activities:

Terrorism or Terror Financing
Modern Slavery or Child Labor
Bankruptcy
Human Trafficking
Harassment
Sexual Exploitation & Abuse
Fraudulent practices

4. That the Bidder and its personnel confirm their commitment to abide by all relevant humanitarian principles, organizational policies, and codes of conduct, including but not limited to: Safeguarding, Environmental Protection, Child Protection, Transparency, Quality, Confidentiality, Accountability, and Fairness.

5. That all information provided in the submitted documents is true, complete, and accurate. We further acknowledge that in case any information is found to be false or misleading, the Organization reserves the right to reject the bid and may initiate appropriate legal action, including blacklisting of the Bidder.

Bidder Name:

Authorized Representative Name:

CNIC No. of Authorized Representative:

Address:

Signature:

Date:

Official Stamp:

Vendors are required to submit their financial proposal using the format below. All prices must be quoted in PKR, inclusive of applicable taxes, duties, and delivery charges. Bids not submitted in this format may be considered non-responsive.

Package 1:

Bidders are required to submit a separate Financial Bid (Annex B) for each package they wish to apply for. For example, if a bidder intends to participate in three (3) of the seven (7) packages listed above, they must submit three separate Financial Bids, each corresponding to the respective package.

The Bid Security shall be calculated at four percent (4%) of the bidder’s total quoted amount for each package applied for. For example, if the total quoted amount for a package is PKR 2,000,000, the required bid security will be PKR 80,000 (i.e. 4% of PKR 2,000,000).

Bidders applying for more than one package must submit separate Bid Securities for each package, clearly referencing the corresponding package number and title on each CDR, Pay Order, or Bank Draft.

The Bid Security shall be refundable to all unsuccessful bidders upon completion of the evaluation process and formal announcement of results. For the successful bidder(s), the Bid Security will be retained until the satisfactory delivery of supplies and completion of quality verification.
Failure to submit the required Bid Security in accordance with these instructions shall render the bid non-responsive.

Separate Financial Bid for each package is mandatory.

Authorized Signatory: ___________________________

Name & Designation: ___________________________

Company Stamp: _______________________________

Date: ________________________________________

Specification/Brand name

Unit Price (PKR)

Total Price (PKR)