RFP-Video Documentation for DIY Video for Khel Kona

Aga Khan Foundation (India)

Request for Proposal

1. Instructions

All proposals must be in writing, in the English language, and signed and dated by an authorized person of the bidder. Bidders must use the forms provided in the Annexures of this RFP.

2. Validity

The proposal validity period should be at least Ninety (90) days following the bid deadline. This should be clearly mentioned in both the technical and financial proposal.

3. Costs of preparing bid

No costs incurred by the bidder in preparing and submitting the bid shall be reimbursable. All such costs shall be borne by the bidder. If proposed experts are interviewed or called for a presentation, all costs shall be borne by the bidder.

4. Ownership of bid

The Aga Khan Foundation retains ownership of all bids received under this bid procedure. Consequently, bidders have no right to have their bid returned to them.

5. Alteration or withdrawal of bids

Bidders may alter or withdraw their bids by written notification prior to the stated deadline for submission of bids. No bids may be altered after this deadline. Withdrawals must be unconditional and will end all participation in the bid procedure.

1. Opening of bid

The bid will be opened by the Aga Khan Foundation within 15 days from the deadline for the submission of the bid.

Any attempt by a bidder to influence the bid evaluation committee, which will comprise representatives of the Aga Khan Foundation, in the process of examination, clarification, evaluation and comparison of bids, to obtain information on how the procedure is progressing or to influence the contracting authority in its decision concerning the award of the contract will result in immediate rejection of its bid.

2. Submission of bids

The bid has to be submitted in the prescribed format on or before 25 August 2026, Indian Standard Time, to akfindia.helpdesk@akdn.org.

• Technical and financial proposals should be submitted simultaneously, but through separate emails, with the RFP reference and the clear description of the proposal (technical or financial) by the date and time stipulated in this document. If the emails and email attachments are not marked as instructed, AKF will assume no responsibility for the misplacement or premature opening of the proposals submitted.
• Both email text bodies should indicate the name and address of the bidder and the description of the proposal (technical or financial). The technical email should not contain any pricing information, nor should the financial email contain any component of the technical proposal.
• Technical proposals should be submitted in one (1) email accompanied by the forms prescribed in this RFP, clearly marked as “technical proposal” in the email subject line and corresponding attachment should read: (RFP Reference No.) – (name of bidder) – TECHNICAL PROPOSAL
• The technical proposal should not contain any details of the financial proposal / budget. Any financial information contained in the technical proposal will invalidate the proposal.
• Financial proposals should be submitted in one (1) email with the email subject line as ‘FINANCIAL PROPOSAL’ and corresponding email attachment should read: (RFP Reference No.) – (name of bidder) – FINANCIAL PROPOSAL.
• The Financial Proposal should contain the budget in a password-protected file (Excel and/or PDF), which can be opened only with the password. The bidder should not mention any financial amount in the email text body, or the password. Passwords should be made available only at a later date, when requested by AKF.
• Proposals should be received by the date, time and means of submission stipulated in this RFP. Bidders are responsible for ensuring that AKF receives their proposal by the due date and time. Proposals received by AKF after the due date and time may be rejected. When receiving proposals by email (as is required for the RFP), the receipt time stamp shall be the date and time when the submission has been received in the dedicated AKF inbox. AKF shall not be responsible for any delays caused by network problems, etc. It is the sole responsibility of bidders to ensure that their proposal is received by AKF in the dedicated inbox on or before the prescribed RFP deadline.

3. Request for Clarification

All questions regarding the preparation of proposals must be submitted in writing (by e-mail) to akfindia.helpdesk@akdn.org by 20 August 2026. Responses will be provided to all interested organizations by 21 August 2026, through email. Aga Khan Foundation is under no obligation to consider or respond to questions that are not received in a timely manner.

4. Content of bids

Each bid must comprise a technical offer and a financial offer, each of which must be submitted separately.

Technical Offer

The Technical offer must include the following documents:

• Bid form (Annexure I)
• Technical proposal, as per the guidelines detailed under the terms of reference (Annexure II)

Financial Offer

The financial offer should be presented as per template (Annexure III) provided and, if necessary, completed with a separate sheet for details.

5. Evaluation of bids

The criteria presented below has been tailored to the requirement of this RFP. Bidders should note that these criteria serve to:

• identify the significant matters that bidders must address in their proposals; and
• set the standard against which all bidders will be evaluated.

All proposals will be evaluated by the bid evaluation committee, based on the extent to which proposals meet the selection criteria outlined below. To the extent that they are deemed necessary, negotiations may be conducted with the highest-rated bidders. Evaluation percentage scores are also provided against each of the selection criteria. The number of points assigned indicates the relative importance of each factor.

In evaluating proposals, the evaluation committee will follow a Quality and Cost Based Selection, using a three-stage value selection procedure.

The most economically advantageous bid is established by weighing technical quality against price on an 80/20 basis.

For detailed information, please check the complete version of the RFP attached below.

Download Attachment: RFP- Bezos Phase-II Video (002).pdf