REQUEST FOR PROPOSAL (RFP)

Supply, Installation & Commissioning of 1 KW Rooftop Solar Power Systems under PM Surya Ghar: Muft Bijli Yojana

Location: Sikkim

Financial Year 2026–2027

1. Notice Inviting Tender / Quotation

Sealed/Digital Quotations are invited under Two-Bid System (Technical & Financial Bids) from eligible Manufacturers, Authorized Dealers, System Integrators, EPC Contractors, and Service Providers for the Supply, Installation & Commissioning of 1 KW Rooftop Solar Power Systems under PM Surya Ghar: Muft Bijli Yojana for 100 eligible households in Sikkim.

PPHF intends to implement a CSR-Government convergence project for installation of 1 KW rooftop solar systems. The selected agency will be responsible for complete supply of materials, installation, testing, commissioning, net-metering facilitation, and post-installation support for 100 beneficiary households identified through prior survey & technical assessment.

2. Background, Purpose & Objectives

2.1 Background

Access to affordable and clean electricity remains a challenge for deprived households. PPHF intends to implement a CSR-Government convergence project for installation of 1 KW rooftop solar systems under PM Surya Ghar: Muft Bijli Yojana for 100 eligible households in Sikkim.

2.2 Purpose

The assignment aims to supply, install, test, commission and hand over fully functional 1 KW on-grid rooftop solar power systems (net-metering enabled) at 100 eligible beneficiary households in Sikkim, ensuring compliance with MNRE / PM Surya Ghar guidelines and State Electricity Regulatory Commission norms.

2.3 Objectives

• Supply of complete 1 KW rooftop solar systems as per approved technical specifications.
• Installation and structural mounting of solar modules on beneficiary rooftops.
• Electrical integration including DC/AC wiring, earthing, lightning protection, ACDB/DCDB.
• Commissioning, testing and performance verification of each system.
• Facilitation of net-metering approval and grid connectivity with the local DISCOM.
• Training of beneficiaries on system operation, safety and basic maintenance.
• Provision of 5-year comprehensive maintenance / replacement guarantee.
• Submission of complete documentation, as-built drawings and handover certificates.

3. Scope of Work & Detailed Technical Specifications

The selected vendor/agency will be responsible for the end-to-end supply, installation, commissioning, documentation, net-metering support, and after-sales services as detailed below:

A. Supply of Materials

• Procurement and supply of complete 1 KW on-grid rooftop solar power system components as per Annexure-I specifications.
• All materials shall be new, unused, BIS/IEC certified, and of approved Tier-1 / specified makes.
• Transportation, handling and safe storage of materials up to each beneficiary site in Sikkim.
• Provision of all mounting hardware, cables, connectors, earthing materials and accessories.

B. Installation & Structural Works

• Site readiness verification based on prior technical survey reports.
• Fabrication and installation of Module Mounting Structure (pre-galvanized, 120-micron, wind load ≥150 kmph).
• Mounting of Solar PV Modules (DCR Mono Half-cut / Bifacial, 540–600 W, 2 panels for ~1–1.2 kW).
• Installation of Inverter / PCU (1 kVA Single MPPT On-Grid).
• Laying of DC and AC cables with proper conduits, lugs and MC4 connectors.
• Installation of ACDB, DCDB (with SPD), Chemical Earthing (3 pits) and Lightning Arrestor.
• Ensuring structural integrity and aesthetic finish of all rooftop works.

C. Testing, Commissioning & Net-Metering

• Pre-commissioning checks (insulation resistance, polarity, earthing continuity, etc.).
• Commissioning of the system and synchronization with the grid.
• Performance testing and generation verification.
• Coordination with local DISCOM for net-meter installation and approval.
• Obtaining all statutory clearances required for grid connectivity in Sikkim.
• Handover of fully functional system to the beneficiary with demonstration.

D. Training, Documentation & After-Sales Support

• Conduct beneficiary orientation / training on system operation, safety and basic upkeep.
• Submit Installation Completion Report, As-built drawings, Test Certificates and Warranty documents for each site.
• Provide 5 years of comprehensive maintenance / replacement guarantee for all equipment installed.
• Maintain a local / regional service support mechanism for the defect-liability period.

E. Deliverables

• Inception Report & Work Plan
• Material Inspection / Dispatch Clearance Reports
• Site-wise Installation Completion Certificates (signed by beneficiary & agency)
• Commissioning & Performance Test Reports
• Net-Metering Approval / Grid Connectivity Documents
• Beneficiary Training Attendance & Completion Report
• As-built Drawings & Technical Documentation (soft + hard copy)
• Final Project Completion Report with photo documentation (GPS-tagged)
• Warranty / Guarantee Cards and 5-year AMC commitment letter

F. Technical Specifications of 1 KW On-Grid Rooftop Solar System (Annexure-I)

The system shall conform to the following minimum specifications (reference from EOI / MNRE guidelines):

Note: Convergence / Subsidy Amount under PM Surya Ghar: Muft Bijli Yojana is FIXED at INR 33,000 per 1 KW system. Bidder shall quote the total project cost; the convergence amount will be adjusted as per scheme guidelines.

4. Timeline

The entire assignment (supply, installation, commissioning and documentation of all 100 systems) shall be completed within 8 weeks from the date of the Work Order or handing over of the final list of surveyed / approved beneficiary sites, whichever is later. A detailed week-wise implementation schedule shall form part of the Technical Proposal.

5. Applicable Indian Compliance & Statutory Acts

Bidders must ensure all supply, installation, documentation and process workflows strictly comply with the following statutory requirements:

• PM Surya Ghar: Muft Bijli Yojana guidelines and portal requirements issued by the Ministry of New and Renewable Energy (MNRE) / implementing agencies.
• Electricity Act, 2003 and relevant State Electricity Regulatory Commission (SERC) regulations for net-metering in Sikkim.
• BIS / IEC standards applicable to Solar PV Modules, Inverters, Cables and Balance of System components.
• Data Protection & Privacy norms applicable to household-level personal data collection.
• 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 applicable provisions for personnel involved during installation and commissioning.

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:

1. The Bidder shall be a legally constituted entity (proprietorship, partnership, LLP, company, registered society or registered contractor) operating in India.
2. The Bidder shall hold a valid Trade Licence and a valid GST Registration Certificate.
3. The Bidder shall hold a valid PAN issued by the Income-tax Department.
4. The Bidder should have satisfactorily executed similar rooftop solar supply / installation / commissioning assignments (minimum cumulative 50 kW or 50 systems) during the last three (03) financial years (supported by work orders and completion certificates).
5. The Bidder should have an average annual financial turnover of at least INR 50,00,000 – 75,00,000 over the last three (3) financial years (supported by audited statements / CA certificate).
6. 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.
7. The Bidder shall submit relevant work orders/purchase orders and completion certificates as evidence of successful execution of similar assignments.
8. Preference may be given to bidders having demonstrated experience of working in Sikkim / North-Eastern Region and/or providing end-to-end support including supply, installation, net-metering, training and post-installation handholding.
9. The Bidder shall have qualified electrical / solar engineers and a dedicated installation team capable of field deployment in Sikkim.
10. The Bidder (or its OEM partners) should preferably be empanelled / registered under MNRE or State Nodal Agency for rooftop solar programmes.

Technical Proposal

The Technical Proposal should include the following:

1. Organisation Profile
2. Understanding of the Assignment
3. Proposed Methodology and Approach (including site mobilisation, quality control, safety protocols)
4. Detailed Work Plan & Eight-Week Implementation Schedule
5. Team Composition, CVs of Key Personnel and Roles
6. Material Sourcing Plan & Approved Makes Confirmation
7. Installation, Testing & Commissioning Protocol
8. Net-Metering Facilitation Plan
9. Quality Assurance & Inspection Plan
10. Training and Beneficiary Orientation Plan
11. After-Sales Service & 5-Year Guarantee Plan
12. Risk Identification and Mitigation Plan
13. Relevant Experience in Similar Assignments (rooftop solar EPC / supply & installation)
14. Details of Previous/Current Clients and Client References
15. 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. 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

Bidding Mechanism

• Cover 1 (Technical Bid): Contains Signed RFP Copy, Methodology, Team CVs, GST/PAN Registration, MSME Certificate (if applicable), Work Orders & Completion Certificates, OEM Authorisations, and Client List.
• Cover 2 (Financial Bid): Itemized BOQ in INR including base cost of system, applicable GST, installation charges, travel, accommodation, equipment, net-metering facilitation, and all incidental charges for works in Sikkim.

7. Financial Bid Format (BOQ Template)

Bidders shall quote for the complete scope on a per-system and total basis. The PM Surya Ghar convergence amount of INR 33,000 per system is fixed and will be adjusted as per scheme guidelines.

Also Included in the Financial Proposal

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

1. Supply of Solar PV Modules (DCR Mono / Bifacial as specified)
2. Supply of Inverter / PCU
3. Module Mounting Structure & Fasteners
4. Cables, Conduits, Connectors, ACDB, DCDB, Earthing & Lightning Protection
5. Installation, Testing & Commissioning labour
6. Net-Metering Facilitation & Statutory Charges (if any)
7. Travel, Accommodation and Local Logistics in Sikkim
8. Beneficiary Training & Awareness
9. 5-Year After-Sales Service / Guarantee commitment
10. Report Preparation, Documentation & Soft/Hard Copy Deliverables
11. 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:

1. The Technical Bid shall be sent as a single PDF.
2. The Financial / Price Bid shall be sent as a SEPARATE password-protected (encrypted) PDF. The price file MUST NOT be readable without a password.
3. 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, at the time of financial-bid opening or on PPHF's written / telephonic request to the qualified bidders.
4. The e-mail subject line shall read: PPHF/5032/26-27/Supply, Installation & Commissioning of 1 KW Rooftop Solar Power Systems under PM Surya Ghar: Muft Bijli Yojana.
5. 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
• Relevant experience in rooftop solar EPC / supply & installation projects
• Proposed team composition and qualifications
• Preference for firms with prior experience in Sikkim / North-East
• Compliance with technical specifications and quality of proposed makes
• 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 / milestones by PPHF, after statutory deductions (TDS / GST-TDS) and against valid tax invoices. Indicative milestone structure (subject to finalisation in Work Order):

• 20% on mobilisation & material inspection / dispatch clearance
• 40% on completion of installation of all 100 systems (pro-rata acceptable)
• 25% on successful commissioning, net-metering & handover of all systems
• 15% on submission and acceptance of Final Completion Report & documentation

10. General Terms and Conditions of Contract

11. Submission Details

Interested agencies shall submit:

• Agency Profile
• Portfolio and Work Samples / Past Project Photographs
• Team Details & CVs
• Technical Proposal
• Financial Proposal (inclusive of all taxes, travel, accommodation and equipment costs)
• GST Registration Certificate
• PAN Card
• OEM Authorisation Letters (Modules & Inverter)
• Client References (if available)

You are requested to submit your bid by confidential courier (Hard Copy) or soft copy through e-mail (password protected) by 17:30 hours on 2nd August 2026. Quotations submitted on time or before will be opened at 15:00 hrs on 3rd August 2026. Late quotes will be rejected.

Note: The source sentence read "…provide your confidential courier (Hard Copy) or soft copy through mail (password protected) at – quote by 17:30 hours…", where the courier / hard-copy delivery address appears to be missing after "at". If proposals should be couriered to a physical PPHF office address, please supply it and it will be inserted here.

12. Disclaimer

PPHF reserves the right to accept or reject any or all proposals without assigning any reason. PPHF may cancel or modify the procurement process at any stage without incurring any liability.

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Authorized Signatory

People to People Health Foundation (PPHF)

We look forward to receiving your quotations and thank you for your interest in this project.