PPHF/5022/26-27/ Community-Based Herbs and Spice Processing Unit)

Request for Proposal (RFP) — PPHF/5022/26-27/Community-Based Herbs and Spice Processing Unit

REQUEST FOR PROPOSAL (RFP)

Community-Based Herbs and Spice Processing Unit

Location: Arunachal Pradesh

Financial Year 2026–2027

RFP Reference No.	PPHF/5022/26-27/ Community-Based Herbs and Spice Processing Unit
Date of Issue	20 JULY 2026
Last Date & Time for Submission	24 JULY 2026, up to 15:30 hrs
Date & Time of Technical Bid Opening	27 JULY 2026, at 16:00 hrs
Mode of Submission	Sealed Hard Copy and Email

1. Notice Inviting Tender / Quotation

Sealed/Digital Quotations are invited under Two-Bid System (Technical & Financial Bids) from eligible Manufacturers, Authorized Dealers, System Integrators, and Service Providers for the Supply, Installation, Testing, and Commissioning (SITC) of processing machinery, packaging machinery, solar utility backup, raw material/packaging trial procurement, operational training and market linkage for a Community-Based Herbs and Spice Processing Unit in Arunachal Pradesh.

2. Scope of Work & Detailed Technical Specifications

The selected vendor/contractor will be responsible for the supply, delivery, installation, trial run, and commissioning of the following machinery and execution of services:

A. Machinery & Equipment

S. No.	Equipment Particulars	Detailed Specifications & Technical Requirements	Required Units
1	Urli Roaster	Stainless Steel (SS304 contact parts) roasting unit with 50–75 kg/batch capacity. LPG/Electric dual heating option, temp range 90–120°C with digital control panel.	1 Unit
2	Ribbon Blender	200 kg/batch capacity with motorized control panel. Food-grade SS304 blades and mixing drum for uniform spice/herbal blending.	1 Unit
3	Form Fill Seal Machine (Automatic)	Automated FFS Packaging Machine for pouch capacities 100 g, 250 g, 500 g, and 1 kg. Speed: 1000–1500 pouches/hour. Equipped with batch coding and nitrogen flushing.	1 Unit
4	Pulveriser / Grinder	50–100 kg/hr capacity pulveriser with SS contact parts and pulse-jet dust collection system. Suitable for fine powder grinding of turmeric, ginger, chilli, etc.	1 Unit
5	Spice Sterilizer	Steam-based/Thermal sterilization unit (100 kg/batch) for microbial load reduction to conform to FSSAI standards.	1 Unit
6	Weighing & Sealing Units	Electronic digital precision scale (up to 10 kg) and heavy-duty continuous band sealer for manual backup packaging.	1 Set

B. Solar Utility & Civil Integration

Solar Backup System: Supply and installation of an off-grid/hybrid solar power backup system tailored to run essential machinery load (1000–1200 sq. ft shed setup).
Infrastructure Setup: Minor layout installation within the 1000–1200 sq. ft facility.

C. Human Resources, Training, Operational Deliverables & Market Linkage

Skilled Machine Operators: Provision/engagement support for 04 trained local youth for 1 month of setup and commissioning.
Farmer Training Programs: Delivery of 4 three-day capacity building workshops (covering 25–30 farmers each) on post-harvest handling, hygiene, and processing.
Trial Processing Inputs: Raw materials & food-grade pouch/label stock provision for 2 months of trial operation.
Operational Contingencies & Certifications: Support for regulatory registrations for 6 months.
Support in Market Linkages.

3. Applicable Indian Compliance & Statutory Acts

Bidders must ensure all machinery, process workflows, and food safety mechanisms strictly comply with the following statutory requirements:

FSSAI Compliance: Food Safety and Standards Act, 2006 & Rules/Regulations (Food Grade SS304/SS316 contact surfaces, hygiene standards, and labeling requirements).
Legal Metrology Act, 2009: Standardized weight declarations and net-quantity compliance for 100g, 250g, 500g, and 1kg pouch packs.
AGMARK & BIS Standards: Adherence to grading and equipment safety norms.
GST & Tax Regulations: Central Goods and Services Tax (CGST) and State Goods and Services Tax (SGST) compliance with valid GSTIN.
MSMED Act, 2006: Benefits applicable to registered Micro, Small, and Medium Enterprises (MSMEs) per Govt. of India directives.
Labor & Safety Laws: Minimum Wages Act, 1948 and Factories Act, 1948 for personnel involved during setup and training.

4. Eligibility Criteria

To be considered for evaluation, a Bidder must satisfy all the following minimum eligibility conditions and furnish documentary proof in the Technical Bid:

The Bidder shall be a legally constituted entity (proprietorship, partnership, LLP, company, registered society or registered contractor) operating in India.
The Bidder shall hold a valid Trade Licence and a valid GST Registration Certificate.
The Bidder shall hold a valid PAN issued by the Income-tax Department.
The Bidder should have satisfactorily executed similar Agro based unit establishment/technical training/market linkage/civil works and/or servicing of agro-processing machinery and related services etc. during the last three (03) financial years (supported by work orders and completion certificates).
The Bidder should have an average annual financial turnover of at least INR 50,00,000 over the last three (3) financial years (supported by audited statements / CA certificate).
The Bidder shall not be blacklisted, debarred or banned by any Central / State Government department, public sector undertaking, or funding agency as on the date of submission.
The Bidder shall submit relevant work orders/purchase orders and completion certificates as evidence of successful execution of similar assignments.
Preference may be given to bidders having demonstrated experience in providing end-to-end support, including machinery installation, farmer training, production support, product development, branding, packaging, market linkage, and post-installation handholding.

Technical Proposal

The Technical Proposal should include the following:

Organisation Profile
Understanding of the Assignment
Proposed Methodology and Approach
Detailed Work Plan
Three-Month Implementation Schedule
Detailed Machinery and Equipment Specifications
Infrastructure and Site Development Plan
Training and Capacity-Building Plan
Food Safety and Quality Assurance Plan
Branding, Packaging, and Product Positioning Plan
Market Linkage and Buyer Engagement Strategy
Sustainability and Business Continuity Plan
Risk Identification and Mitigation Plan
Proposed Team Composition and Roles
Relevant Experience in Similar Assignments
Details of Previous/Current Clients and Client References

Due Diligence and Documents to be Submitted

PPHF will conduct due diligence on each Bidder before award. The Technical Bid must contain self-attested copies of the following documents. Failure to submit any mandatory document may render the bid liable to rejection. PPHF reserves the right to verify originals, seek clarifications, conduct reference checks and inspect the Bidder's premises, past works and capacity.

Mandatory Due-Diligence Checklist

Document	Particulars / Evidence Required
Constitution / registration	Certificate of incorporation, partnership deed, registration certificate or proprietorship proof.
Trade Licence	Valid trade / business licence.
GST Registration	GST Registration Certificate (GSTIN) and a recent GST return acknowledgement.
PAN Card	Copy of PAN of the firm / proprietor.
Experience	Work orders and Completion Certificates for similar works in the last 3 years.
Financial standing	Audited financial statements / CA-certified turnover for the last 3 years; cancelled cheque / bank details.
Statutory registrations	EPF & ESI registration (where applicable); labour licence (where applicable).

Bidding Mechanism

Cover 1 (Technical Bid): Contains Signed RFP Copy, Equipment Datasheets, GST/PAN Registration, MSME Certificate (if applicable), and Client List.
Cover 2 (Financial Bid): Itemized BOQ in INR including base cost, applicable GST, freight, insurance, and installation charges at Namsai/Roing, Arunachal Pradesh.

5. Financial Bid Format (BOQ Template)

S. No.	Item / Service Particulars	Qty / Duration
1	Urli Roaster (50–75 kg/batch)	1 Unit
2	Ribbon Blender (200 kg/batch)	1 Unit
3	Form Fill Seal Machine (Automatic)	1 Unit
4	Pulveriser/Grinder (50–100 kg/hr)	1 Unit
5	Spice Sterilizer (100 kg/batch)	1 Unit
6	Solar Utility System & Civil Fitments	1 Job
7	Training & Skill Facilitation	4 Programs
8	2-Month Trial Raw Material & Packaging	2 Months
TOTAL

Also Included on Financial Proposal

The Financial Proposal should provide a detailed and itemized cost breakdown for the following components:

Site Assessment
Infrastructure Development/Renovation
Machinery and Equipment
Transportation and Logistics
Installation and Commissioning
Training and Capacity Building
Raw Materials for Trial Production
Packaging Materials
Branding and Product Design
Regulatory and Compliance Support
Product Testing and Quality Certification, if applicable
Market Linkage and Business Development Support, if applicable
Post-Installation Handholding and Technical Support, if applicable
Any Other Applicable Costs

E-mail Submission with Password Protection

In parallel with the hard copy, the Bidder shall e-mail the complete proposal to procurement@pphfglobal.org on or before the deadline, observing the following protocol:

The Technical Bid shall be sent as a single PDF.
The Financial / Price Bid shall be sent as a SEPARATE password-protected (encrypted) PDF. The price file MUST NOT be readable without a password.
The password to the Financial Bid shall NOT be sent with the bid. It shall be furnished by the Bidder only when called for by PPHF — i.e., at the time of financial-bid opening or on PPHF's written / telephonic request to the qualified bidders.
The e-mail subject line shall read: PPHF/5022/26-27/Community-Based Herbs and Spice Processing Unit.
Any price information disclosed in the unprotected Technical Bid or the e-mail body shall render the bid liable to rejection.

General Terms and Conditions of Contract

Clause	Provision
Validity of Offer	Bids shall remain valid for ninety (90) days from the last date of submission.
Quoted Rates	Rates shall be firm, fixed and inclusive of all materials, labour, transport, tools, taxes and incidentals, with GST shown separately. No price escalation will be allowed.
Completion Period	The entire work shall be completed within 45 days from the date of the Work Order or handing over of the site, whichever is later.
Quality & Inspection	All works and materials & equipment are subject to inspection and testing by PPHF / its engineer; sub-standard work & equipment's shall be removed and redone at the Bidder's cost.
Measurement & Payment	Payment shall be made against measured and certified work, on running-account and final bills, after statutory deductions (TDS / GST-TDS) and against valid tax invoices.
Liquidated Damages	For delay beyond the completion period, LD of 5% of the contract value per week (subject to a ceiling of 15%) shall be levied.
Defect-Liability Period	The Bidder shall rectify, free of cost, any defect appearing within 03 months from completion / handover.
Safety & Insurance	The Bidder shall ensure site safety, provide workers' PPE, and hold workmen's-compensation, Warranty (Minimum 01 Year) and third-party insurance; PPHF bears no liability for site accidents.
Sub-contracting	Sub-contracting or assignment without PPHF's prior written consent is prohibited.
Termination	PPHF may terminate the contract for breach, abandonment, insolvency, or unsatisfactory progress, after due notice, and forfeit the security deposit.
Force Majeure	Neither party shall be liable for delay caused by events beyond reasonable control, duly notified in writing within 30 days.
Dispute Resolution	Disputes shall first be settled amicably; failing which, by arbitration under the Arbitration and Conciliation Act, 1996, language English.
Jurisdiction	Subject to arbitration, the courts at New Delhi shall have exclusive jurisdiction; the contract is governed by the laws of India.