PPHF/5031/26-27/Social Events
REQUEST FOR PROPOSAL (RFP)
District Hospital & PHC Strengthening (Y3)
| RFP Reference No. | PPHF/5031/26-27/District Hospital & PHC Strengthening (Y3) |
| Date of Issue of RFP | 02 September 2026 |
| Last Date & Time for Submission | 10 September 2026, up to 17:30 hrs |
| Date & Time of Opening of RFPs | 11 September 2026, at 15:00 hrs |
| Mode of Submission | Sealed Hard Copy and Email (Password-Protected) |
1. Notice Inviting Tender / Quotation
Sealed/Digital Quotations are invited under Two-Bid System (Technical & Financial Bids) from eligible Manufacturers, Authorized Dealers, Suppliers, and Service Providers for the Supply, Installation and Commissioning of Mechanical Semi-Fowler Position Recliner Patient Beds with ABS Panel, compatible Mattresses, Railings, Wheels, IV Stands, along with Installation and Transportation services for District Hospital & Primary Health Centre (PHC) Strengthening under Year-3 interventions.
PPHF intends to implement a CSR–Government convergence project for strengthening inpatient infrastructure at selected District Hospitals and PHCs. The selected agency will supply high-quality, durable patient care equipment, ensure proper installation, and provide necessary documentation and warranty support.
2. Background, Purpose & Objectives
2.1 Background
Quality inpatient infrastructure remains a critical gap in many District Hospitals and Primary Health Centres, particularly for patient comfort, mobility and clinical care. PPHF intends to strengthen selected facilities by providing Mechanical Semi-Fowler Recliner Patient Beds and associated accessories to improve patient experience, nursing efficiency and overall quality of care.
2.2 Purpose
The assignment aims to procure, supply, install and commission 20 Mechanical Semi-Fowler Position Beds (ABS Panel) complete with compatible mattresses, side railings, castor wheels, IV stands, installation services and transportation, ensuring readiness for immediate clinical use at the designated District Hospital / PHC sites.
2.3 Objectives
- Supply 20 units of Mechanical Semi-Fowler Position Bed with ABS Panel as per technical specifications.
- Supply 20 compatible high-density mattresses suitable for Semi-Fowler beds.
- Supply 40 side railings (2 per bed) compatible with the beds.
- Supply 80 castor wheels (4 per bed) of appropriate load-bearing capacity and locking mechanism.
- Supply 20 IV stands compatible with the beds / bedside use.
- Undertake complete installation of all 20 beds at the designated facilities.
- Arrange safe transportation of all equipment to the project sites (indicative 5 trips / consignments).
- Provide warranty, user demonstration and complete documentation (delivery challan, installation report, warranty cards).
- Submit final project completion report with photographs and inventory list.
3. Scope of Work & Detailed Technical Specifications
The selected vendor/agency will be responsible for the end-to-end supply, transportation, installation and commissioning of the equipment as detailed below:
A. Supply of Equipment
The following items shall be supplied strictly as per the specifications indicated:
| Particulars | Specification | Unit | Qty | Remarks |
|---|---|---|---|---|
| Recliner Patient Bed | Mechanical Semi Fowler Position Bed with ABS Panel; adjustable backrest & knee-rest; sturdy MS/SS frame; ABS head & foot panels; load capacity ≥ 150–180 kg | Nos. | 20 | Brand to be specified |
| Mattress | High-density foam / PU foam mattress compatible with Mechanical Semi-Fowler Bed; waterproof, anti-microbial cover; thickness 4–6 inches | Nos. | 20 | Compatible only |
| Railings | Collapsible / foldable side railings compatible with the Semi-Fowler Bed; safe locking mechanism; 2 per bed | Nos. | 40 | 2 per bed |
| Wheels / Castors | Heavy-duty castor wheels with brakes / locking; diameter ≥ 125 mm; load-rated; 4 per bed | Nos. | 80 | 4 per bed |
| Foot Stand | Steel Stool | Nos. | 20 | 1 per bed |
| Installation | Complete assembly, positioning, levelling, functional check and demonstration at site | Jobs | 20 | At designated facilities |
| Transportation | Safe packing, loading, transit insurance (if applicable) and delivery to project sites | Trips / Lots | 5 | As required |
B. Installation & Commissioning
- Unpacking, assembly and installation of all beds and accessories at the designated District Hospital / PHC locations.
- Functional testing of backrest, knee-rest, railings, wheels/brakes and IV stands.
- Brief orientation / demonstration to facility nursing / biomedical staff.
- Handover of installation report, warranty cards and user manuals.
C. Documentation & Deliverables
- Inception / Mobilisation Report
- Delivery Challans & Goods Receipt Notes (facility-wise)
- Installation Completion Reports with photographs
- Warranty Certificates (minimum 1 year comprehensive / as offered)
- Final Project Completion Report with inventory list and financial statement
D. Indicative Component Quantities (from EOI)
| Sub-component | Unit / Quantity | Remarks |
|---|---|---|
| Recliner Patient Bed – Mechanical Semi Fowler ABS Panel | 20 Nos. | Core equipment |
| Mattress – Compatible | 20 Nos. | |
| Railings – Compatible | 40 Nos. | 2 per bed |
| Wheels / Castors – Compatible | 80 Nos. | 4 per bed |
| Foot Stand – Compatible | 20 Nos. | |
| Installation | 20 Jobs | Site installation & commissioning |
| Transportation | 5 Trips / Lots | Delivery to sites |
4. Timeline
The entire assignment shall be completed within 45 (forty-five) days from the date of the Work Order or handing over of site access / delivery addresses, whichever is later. A detailed delivery and installation schedule shall be submitted with the Technical Proposal.
5. Applicable Indian Compliance & Statutory Acts
Bidders must ensure all manufacturing, supply, installation, documentation and process workflows strictly comply with the following statutory requirements:
- Medical Devices Rules, 2017 (as applicable) under the Drugs and Cosmetics Act, 1940 – for patient beds and related medical furniture where classified.
- BIS / ISO quality standards for hospital furniture and patient care equipment (as applicable).
- 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.
- Labour & Safety Laws: Minimum Wages Act, 1948 and applicable provisions for personnel involved during installation.
- Any other applicable Central / State regulations governing supply of hospital equipment.
6. 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:
A. The Bidder shall be a legally constituted entity (proprietorship, partnership, LLP, company, or registered firm) operating in India.
B. The Bidder shall hold a valid Trade Licence / Manufacturing Licence (where applicable) and a valid GST Registration Certificate.
C. The Bidder shall hold a valid PAN issued by the Income-tax Department.
D. The Bidder should have satisfactorily executed similar supply / installation of hospital furniture / patient beds / medical equipment during the last three (03) financial years (supported by work orders and completion / installation certificates).
E. The Bidder should have an average annual financial turnover of at least INR 25,00,000 – 50,00,000 over the last three (3) financial years (supported by audited statements / CA certificate).
F. 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.
G. The Bidder shall submit relevant work orders / purchase orders and completion certificates as evidence of successful execution of similar assignments.
H. Preference may be given to bidders who are original manufacturers or authorized dealers of reputed brands of hospital beds, and those with proven experience of supply & installation in government / CSR / hospital projects.
I. The Bidder shall have adequate technical / service team capable of installation and after-sales support at the project sites.
Technical Proposal
The Technical Proposal should include the following:
- Organisation Profile
- Understanding of the Assignment
- Proposed Methodology and Approach (supply chain, quality assurance, installation plan)
- Detailed Delivery & Installation Schedule
- Team Composition and Roles (installation / service team)
- Technical Specifications of offered products (with brand, model, brochure / catalogue)
- Warranty & After-Sales Support Plan
- Risk Identification and Mitigation Plan
- Relevant Experience in Similar Assignments (hospital furniture / medical equipment supply)
- Details of Previous / Current Clients and Client References
- Any Proposed Value-Adds or Innovations
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.
| Document | Particulars / Evidence Required |
|---|---|
| Constitution / registration | Certificate of incorporation, partnership deed, registration certificate or proprietorship proof. |
| Trade / Manufacturing Licence | Valid trade / business / manufacturing licence (as applicable). |
| 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 / Installation 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. |
| Product Literature | Catalogue / brochure / technical data sheet of the offered bed, mattress and accessories. |
| Authorisation (if dealer) | Valid Authorisation Certificate from the Original Equipment Manufacturer (OEM). |
| Statutory registrations | EPF & ESI registration (where applicable); labour licence (where applicable). |
Bidding Mechanism:
- Cover 1 (Technical Bid): Contains Signed RFP Copy, Methodology, Product Catalogues, GST/PAN Registration, MSME Certificate (if applicable), Work Orders & Completion Certificates, OEM Authorisation (if applicable), and Client List.
- Cover 2 (Financial Bid): Itemized BOQ in INR including base cost, applicable GST, transportation, installation, and all incidental charges.
7. Financial Bid Format (BOQ Template)
| S. No. | Item / Service Particulars | Unit Price (INR) | GST Rate (%) | Total Amount incl. GST (INR) |
|---|---|---|---|---|
| 1 | Recliner Patient Bed – Mechanical Semi Fowler Position Bed ABS Panel (20 Nos.) | |||
| 2 | Mattress – Compatible with Semi Fowler Bed (20 Nos.) | |||
| 3 | Railings – Compatible (40 Nos.) | |||
| 4 | Wheels / Castors – Compatible (80 Nos.) | |||
| 5 | IV Stand – Compatible (20 Nos.) | |||
| 6 | Installation (20 Jobs) | |||
| 7 | Transportation (5 Trips / Lots) | |||
| 8 | Miscellaneous / Contingencies / Other Charges | |||
| TOTAL | ||||
Also Included on Financial Proposal
The Financial Proposal should provide a detailed and itemized cost breakdown for the following components:
- Supply of Mechanical Semi-Fowler Beds (20 Nos.)
- Supply of Compatible Mattresses (20 Nos.)
- Supply of Railings (40 Nos.)
- Supply of Wheels / Castors (80 Nos.)
- Supply of IV Stands (20 Nos.)
- Installation & Commissioning (20 Jobs)
- Transportation & Logistics (5 Trips / Lots)
- Any Other Applicable Costs (packing, insurance, demonstration, etc.)
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/5031/26-27/District Hospital & PHC Strengthening (Y3).
- Any price information disclosed in the unprotected Technical Bid or the e-mail body shall render the bid liable to rejection.
8. Evaluation
Proposals will be evaluated on the basis of:
- Technical proposal quality, understanding of assignment, and methodology
- Compliance of offered products with the technical specifications
- Relevant experience in supply & installation of hospital beds / medical furniture
- Brand reputation, quality certifications and warranty terms
- Proposed installation plan and after-sales support capability
- Financial proposal (value for money, completeness, and reasonableness of costs)
9. Payment Terms
Payment shall be linked with approved deliverables and shall be released against submission of invoices and acceptance of corresponding reports / installation certificates by PPHF, after statutory deductions (TDS / GST-TDS) and against valid tax invoices. Indicative milestone-based payment schedule:
- 20% on approval of Inception / Mobilisation Report and confirmation of order acceptance
- 50% on delivery of all equipment at the designated sites (against delivery challans / GRNs)
- 20% on completion of Installation, Commissioning and submission of Installation Reports
- 10% on Final Completion Report, warranty documentation and acceptance
10. 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 site access, whichever is later. |
| Quality & Inspection | All equipment, installation quality, photographs and reports are subject to inspection and verification by PPHF; sub-standard or incomplete work shall be rectified / replaced at the Bidder’s cost. |
| Measurement & Payment | Payment shall be made against approved deliverables 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 0.5% of the contract value per week (subject to a ceiling of 5%) shall be levied. |
| Warranty / Defect-Liability | The Bidder shall provide minimum 12 months warranty from the date of installation / handover and shall rectify free of cost any defect appearing within the warranty period. |
| Safety & Insurance | The Bidder shall ensure safe transportation, installation safety, provide workers’ PPE where required, and hold necessary transit / workmen’s compensation insurance as applicable; PPHF bears no liability for transit or field 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 (if any). |
| 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 Delhi shall have exclusive jurisdiction; the contract is governed by the laws of India. |
11. Submission Details
Interested agencies shall submit:
- Agency / Firm Profile
- Product Catalogues / Technical Data Sheets
- Team Details (installation / service)
- Technical Proposal
- Financial Proposal (inclusive of all taxes, transportation, installation and incidental costs)
- GST Registration Certificate
- PAN Card
- OEM Authorisation (if applicable)
- Client References (if available)
Email: procurement@pphfglobal.org
Last Date for Submission: 10th September 2026, up to 17:30 hrs
Subject Line: District Hospital & PHC Strengthening (Y3) – PPHF/5031/26-27
You are requested to provide your confidential courier (Hard Copy) or soft copy through mail (password protected) at – quote by 17:30 hours on 10th September 2026. Quotations that have been submitted on time or before will be opened at 15:00 Hrs. on 11th September 2026. Late quotes will be rejected.