Terms of Reference (ToR) for the Selection of Supplier for the Supply of Stationery and Office Supplies

Selection of Stationery and Office Supplies Vendor(s)

Action for Nepal (AF Nepal) invites eligible and qualified suppliers/vendors to submit their technical and financial quotations for the regular supply and delivery of stationery and office supplies listed in Annex 1. The purpose of this procurement is to establish an arrangement with reliable supplier(s) who can provide quality items at competitive, agreed rates whenever required by the organization.

Action for Nepal is a non-profit organization working with communities, local governments and development partners to improve access to essential services, including health, education, clean drinking water and related community support, in underserved areas of Nepal. AF Nepal operates its central office and supports field/project offices across different districts. Its regular administrative work, project implementation, trainings, workshops, meetings, orientations and other programme activities require a consistent supply of stationery and office materials.

To ensure timely availability, reasonable pricing and consistent quality, AF Nepal intends to select one or more suitable stationery suppliers and establish an annual rate agreement for the items listed in this ToR.

The objective is to identify reliable supplier(s) capable of providing stationery and office supplies of acceptable quality at competitive rates, with timely delivery to AF Nepal's office and designated field/project locations, based on the organization's requirements throughout the agreement period.

4. Items Required and Quotation Format

The complete list of required items is provided in Annex 1. The units shown (such as box, packet and piece) are taken from AF Nepal's stationery list. The numbers in the original list identify the items; they are not order quantities. AF Nepal has not specified fixed annual quantities because actual requirements will vary by office, project, district and programme activity.

Suppliers are requested to quote a unit rate for every listed item, based on a clearly stated pack size, size, grade, quality or other relevant description. Where an item is commonly available in different sizes or pack quantities, the supplier must specify exactly what is included in the quoted unit. Suppliers should not leave an item unpriced; if an item cannot be supplied, this must be clearly indicated.

Suppliers may attach product catalogues, photographs or samples where these help clarify the offered product. Any proposed alternative or equivalent must be clearly identified and is subject to AF Nepal's prior approval.

5. Annual Rate Agreement and Price Validity

6. Ordering and Delivery Arrangements

7. Quality Requirements and Acceptance

8. Supplier Eligibility and Required Documents

Interested suppliers should submit the following documents

9. Financial Quotation Requirements

The quotation must be submitted in Nepalese Rupees (NPR) and should clearly show, for each item

Suppliers must quote their most competitive rates, taking into account the possibility of repeat and bulk orders during the agreement period. The quoted rates should be commercially realistic and should not depend on an unconfirmed minimum order quantity. Any volume-based discount should be clearly stated with the applicable order quantity or conditions.

AF Nepal will assess the submissions based on the following considerations

AF Nepal may seek clarifications, request samples or verify supplier information before making a selection. The procurement aims to select one supplier capable of supplying all the stationery and office items listed in Annex 1 at competitive and agreed rates, while ensuring acceptable product quality, availability and timely delivery.

The selection will be based on the supplier's overall quotation, item-wise pricing, product quality, delivery capacity, relevant experience and ability to meet AF Nepal's requirements. Selection will not necessarily be based solely on the lowest quoted price.

AF Nepal reserves the right to accept or reject any or all quotations, cancel or revise the procurement process, or negotiate with responsive suppliers, in accordance with its procurement procedures.

Payment shall be made through cheque against actual orders delivered and accepted by AF Nepal, upon submission of a valid invoice and delivery documentation. Payment shall be processed within the agreed timeframe following successful delivery, inspection and acceptance of the supplied items. The applicable payment timeline and other conditions shall be finalized with the selected supplier and stated in the Annual Rate Agreement or relevant purchase order. Applicable statutory tax deductions shall be made in accordance with the prevailing laws of Nepal.

12. Supplier Performance and Agreement Management

AF Nepal may monitor the supplier's performance based on product quality, accuracy of orders, adherence to agreed rates, delivery timelines, responsiveness, handling of complaints and replacement of rejected items. Repeated delays, unauthorized price changes, supply of substandard goods or other material breaches may result in suspension of orders or termination of the agreement in accordance with its terms.

Interested and eligible suppliers are requested to submit their company documents and completed item-wise financial quotation using Annex 1 through email by the deadline specified below.

Submission Deadline

November 20, 2026 (Mangshir 04, 2083), by 5:00 PM Nepal Time

Submission Email

[email protected]

Subject Line

Quotation for Supply of Stationery and Office Supplies – Action for Nepal

Contact for Clarification

Administration/HR Department, Action for Nepal

Company profile or brief details of relevant experience.

The completed quotation and supporting documents should be submitted as PDF files. Suppliers may also attach the completed Annex 1 in Excel format for ease of evaluation.

Late or incomplete submissions may be considered at AF Nepal's discretion in accordance with its procurement procedures.

Swarnim Marga-61, Sundar Tole, Boudha-6, Kathmandu, Nepal

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