Request for Proposal (RFP) for Hotel Accommodations and Services

Request for Proposal (RFP) for Hotel Accommodations and Services for USYC 2025

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

United States Embassy Youth Council (USYC) is a professional engagement program under the US Embassy’s Public Affairs Section and is designed to assist members in furthering their civil and societal engagement through a variety of training programs, projects, and events that they can participate in. Youth Innovation Lab, a not-for-profit civic-tech organization, will be assisting in the management of the USYC.

Historically, USYC members have been able to participate in community engagement initiatives, panel discussions, personal and professional development programs, and so on. Holistically then, the program attempts to empower Council members to take advantage of the USYC platform, and thus become active and informed members of our community. Young, dynamic individuals between the ages of 20-30 years comprise the Council. As a member of the council, one will have access to a growing network of young change-makers in Nepal who are dedicated to improving their communities.

3. Specific Objective

• To select hotel venues in Kathmandu that demonstrate the highest capability to provide comprehensive accommodations and facilities for the “U.S. Embassy Youth Council (USYC) 2025 Orientation Program" from 24 April 2025 to 27 April 2025. 

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

4. Required qualifications and experiences

• Provide comfortable and secure accommodation for approximately 58-60 participants on a twin-sharing basis, ensuring a restful environment conducive to learning and networking.
• Day conference package facility to accommodate around 10-15 participants.
• Provide a large hall for plenary sessions with round-table seating arrangements capable of accommodating all participants, equipped with high-quality audio-visual and presentation technology. Offer full-board dining services that include varied menu options for breakfast, lunch, and dinner, as well as morning and afternoon tea/coffee breaks.
• The venue must be accessible and inclusive, offering facilities that are disability-friendly with ramps, elevators, accessible restrooms, and signage for participants with mobility, visual, or auditory impairments.

5. Quotation Submission Details

The potential and interested service provider must submit:

The quotation for above mentioned event 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 quotations

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 sagar.acharya@youthinnovationlab.org or info@youthinnovationlab.org no later than 10 April 2025, 5.30 PM (Nepal Standard Time).

Apply Here