TERMS OF REFERENCE (ToRs)

1. Introduction/Background                                                                                                                                        

Pak Mission Society (PMS) is a national humanitarian and development organization established in 2004, working to reach marginalized and underserved communities across Pakistan through emergency relief, rehabilitation, and long-term development initiatives. PMS holds a valid Memorandum of Understanding (MoU) with the Economic Affairs Division (EAD), Government of Pakistan, and is certified as an NPO by FBR and Pakistan Centre for Philanthropy (PCP).

Under the ILMpact Project, Pak Mission Society (PMS) conducted school-based health screenings across 25 government girls’ schools in Dera Ismail Khan. Based on screening results, the following students have been identified as requiring assistive devices:

• 294 students – Prescription Eyeglasses
• 15 students – Digital Hearing Aids
• 5 students – Wheelchairs

PMS intends to hire a qualified firm to supply and provide after-sales support for these assistive devices.

2. Objectives                                                                                                                                                                      

To ensure the timely, professional and quality assured provision of customised assistive devices under the supervision qualified professional team to 314 identified students in Dera Ismail Khan, enabling their inclusive participation in education by reducing physical and sensory barriers while ensuring through structured after sale support and warranty services.

3. Scope of Work                                                                                                                                                                  

The consultant firm will be responsible for the complete end-to-end process including procurement, supply, accurate fitting according to specific needs/structure, distribution, and after-sales support as follows:

3.1 Confirmation (Mandatory Service Component)

The consultant firm shall:

• Review prescriptions and validate screening data with screening consultant provided by PMS.
• Conduct brief confirmation assessment where necessary.
• Deploy qualified professionals’ consultants:

• Optometrist (for eyeglasses) BS in optometry 4-years and, valid professional registration with relevant health authority
• Audiologist (for hearing aids) BS / MSc Audiology (4 years minimum), BS / MSc Audiology (4 years minimum)
• Physiotherapist/Rehabilitation Technician (for wheelchairs) BS Physiotherapy/DPT and registered with Pakistan Physical Therapy Council (PPTC) or relevant authority.

Note: This assignment does not include fresh mass screening

3.2 Supply of Assistive Devices (Fixed Quantities)

The consultant shall procure and supply:

A. Eyeglasses – 294 Units

• Custom-made as per individual prescriptions
• Polycarbonate lenses (mandatory for children under 12)
• UV protection & anti-scratch coating
• Flexible frames
• Protective case & cleaning cloth
• Minimum 1-year warranty (manufacturing defects)

B. Digital BTE Hearing Aids – 15 Units

• Fully digital, minimum 4-channel
• Programmable as per audiogram
• Custom silicone earmolds
• Basic drying kit
• Minimum 1-year warranty

C. Wheelchairs – 5 Units

• Lightweight aluminium frame
• Adjustable seating & footrests
• Pressure-relief cushion
• Posture support accessories (if prescribed)
• Minimum 2-year frame warranty

3.3 Professionally fit and customized:

• Ensure all devices are customized to individual needs.
• Provide orientation/training to students and caregivers/teachers on safe use and maintenance.
• Ensure child-friendly, and respectful fitting sessions.

Ensure all devices must be according to the specifications, new, unused, and compliant with relevant safety and quality standards.

3.4 Logistics & Documentation

The consultant shall:

• Develop a school-wise visit plan for validation of prescription of screening data provided by PMS.
• Transport devices and equipment to all relevant schools in presence of school and PMS staff.
• Maintain a Master Distribution Register including:
• Student Name/ID
• School
• Device type
• Serial number (if applicable)
• Date of fitting/orientation
• Collect signed acknowledgment from school authorities and PMS staff.
• Submit both hard and soft copies of all documentation.

3.5 After-Sales Support

The consultant shall:

• Provide clear repair/replacement mechanism.
• Share helpline/contact details for after sale support.
• Ensure support during warranty period at least for six months after distribution.
• Respond to service complaints within 7 working days.

4. Timeframe                                                                                                                                                                         

5. Deliverables                                                                                                                                                       

The following are the expected deliverables:

6. Methodology                                                                                                                                                                   

The consultant/firm shall adopt a structured, child-centered, and quality-assured methodology consisting of the following phases:

Phase 1: Inception & Planning

• Conduct inception meeting with PMS project team.
• Review screening data, prescriptions, and beneficiary lists.
• Develop detailed school-wise implementation schedule.
• Finalize technical specifications and quality standards.
• Submit Inception Report and Work Plan.

Phase 2: Technical Review & Confirmation

• Optometrist to verify prescriptions where required.
• Audiologist to review audiograms and confirm programming needs.
• Physiotherapist/Rehabilitation Technician to confirm wheelchair measurements and posture support requirements.
• Record any adjustments prior to procurement.

Phase 3: Procurement & Customization

• Procure certified, quality-assured assistive devices.
• Manufacture/customize eyeglasses and earmolds.
• Program digital hearing aids as per audiograms.
• Adjust wheelchairs to individual measurements.
• Conduct internal quality checks before delivery.

Phase 4: School-based Distribution & Fitting

• Coordinate with school administration for structured sessions.
• Ensure child-friendly fitting environment.
• Provide hands-on orientation to students, teachers, and caregivers.
• Demonstrate care, cleaning, maintenance, and safe storage.
• Document distribution with signatures and serial numbers.

Phase 5: Post-Distribution Adjustments & After-Sales Support

• Conduct minor adjustments within agreed timeframe.
• Provide helpline/contact details.
• Establish complaint redressal system (response within 7 working days).
• Ensure warranty documentation provided to PMS.

7. Selection Criteria                                                                                                                                                              

Interested consultants/firms must meet the following minimum eligibility criteria:

• Legally registered firm/company in Pakistan.
• Valid NTN and active tax status.
• At least 3 years of relevant experience in supply of assistive devices.
• Availability of qualified professionals’ consultant in team:
  • Certified Optometrist (minimum, BS in optometry 4-years and, valid professional registration with relevant health authority)
  • Certified Audiologist minimum BS / MSc Audiology (4 years minimum), BS / MSc Audiology (4 years minimum)
  • Certified Physiotherapist/Rehabilitation Technician, minimum BS Physiotherapy (4 years), and registered with Pakistan Physical Therapy Council (PPTC) or relevant authority
  • At least 1 year proven experience working with schools, NGOs, or development sector.
  • Financial and technical Capacity to deliver within 20 days.
  • Ability to provide warranty and after-sales services in KPK region at least for 6 months after distribution.

8. Evaluation Criteria                                                                                                                                                           

The following are the evaluation criteria for the consultant/firm:

9. Desired Competencies, Technical Background, and Experience                                                                        

The selected consultant/firm should demonstrate:

• Strong technical expertise in assistive devices.
• Experience in bulk supply of eyeglasses, hearing aids, and mobility aids.
• Ability to work in remote or semi-urban areas.
• Strong documentation and reporting skills.
• Ethical, transparent, and professional conduct.
• Availability of local service support in KPK.
• Knowledge of child safeguarding and inclusive education practices.

10. Technical Proposal                                                                                                                                         

The Technical Proposal must include:

• Cover Letter (signed & stamped).
• Company Profile with registration documents.
• Understanding of the assignment.
• Detailed methodology and implementation plan.
• CVs and professional certifications of consultants:
  • Optometrist
  • Audiologist
  • Physiotherapist/Rehabilitation Technician
  • Details of relevant equipment’s.
  • Similar assignments completed (with references).
  • Quality assurance mechanisms.
  • Proposed after-sales service plan.
  • Timeline aligned with TOR.
  • Copy of NTN and tax registration.
  • Bank statement (al least six months or one year)
  • Relevant purchase order (1 to 2)

11. Financial Proposal                                                                                                                                          

The Financial Proposal should be submitted separately in a sealed envelope (or separate email attachment clearly marked “Financial Proposal”). It must include:

• Unit cost breakdown for:
• Eyeglasses (294 units)
• Hearing Aids (15 units)
• Wheelchairs (5 units)
• Professional service charges.
• Transportation & logistics costs.
• Taxes (clearly indicated).
• Grand Total (PKR).
• Validity of quotation (minimum 30 days).

Note: PMS reserves the right to negotiate price and quantities within the approved budget of the ILMpact Project.

 12. Payment Terms                                                                                                                                                             

100% payment will be released upon successful completion of the assignment and submission of the Final Completion Report. Payment will be processed only after:

• Successful delivery and distribution of all assistive devices.
• Completion of professional fitting and orientation sessions.
• Submission of the Master Distribution Register.
• Submission of warranty documentation.
• Submission and approval of the Final Completion Report by Pak Mission Society (PMS).
• Verification that all deliverables meet the required quality standards.

13. How to Apply                                                                                                                                                                 

Interested applicants are requested to submit their sealed technical and financial proposals along with a cover letter and relevant documents on or before 12 March 2026 by close of business by courier/hand delivery at:

Procurement Manager Pak Mission Society

House # 333, Street # 29, Sector G-14/4, Islamabad

Phone: +92-51-8446166