REQUEST FOR PROPOSAL (RFP)

Beneficiary Survey, Technical and Training for 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, Survey Agencies, and Service Providers for the Survey & Technical Assessment for 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 conduct beneficiary identification, technical feasibility surveys, documentation, and portal support before installation.

2. Background, Purpose & Objectives

2.1 Background

Access to affordable 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 identify eligible beneficiaries, assess technical feasibility, prepare installation-ready documentation, and support implementation of 1 KW rooftop solar power systems.

2.3 Objectives

• Identify 100 poorest / most eligible households.
• Conduct baseline household survey.
• Assess rooftop suitability and structural condition.
• Collect GPS-tagged photographs.
• Verify electricity connection and billing details.
• Assess connected load and consumption.
• Evaluate net-metering feasibility.
• Upload beneficiary details on PM Surya Ghar portal.
• Conduct awareness programmes.
• Submit complete technical reports.

3. Scope of Work & Detailed Technical Specifications

The selected vendor/agency will be responsible for the end-to-end survey, technical assessment, documentation, portal support, and capacity-building activities as detailed below:

A. Survey & Beneficiary Identification

• Coordinate with District and Block Administration in Sikkim.
• Household verification and selection of 100 eligible beneficiaries based on defined poverty / eligibility criteria under PM Surya Ghar: Muft Bijli Yojana.
• Conduct baseline household survey covering socio-economic profile, electricity access, and willingness to participate.
• Collection of consumer KYC documents and electricity bills.

B. Technical Feasibility Assessment

• Roof measurements and shading assessment for each selected household.
• GPS-enabled site photographs (geo-tagged) of rooftops and surroundings.
• Electrical load assessment – connected load and average consumption.
• Evaluation of net-metering feasibility and grid connectivity status.
• Preparation of technical specification report for 1 KW rooftop solar system (DCR Mono Bifacial 550 W modules, Inverter, AC/DC wiring, MCB, Earthing, Net-Metering enabled, rooftop mounted).
• Installation readiness report for each site.

C. Portal Support & Documentation

• Upload of complete beneficiary details on the official PM Surya Ghar portal.
• Preparation and submission of all required technical reports and installation-ready documentation.

D. Training & Awareness

• Conduct pre-installation awareness programmes for selected beneficiaries.
• Conduct post-installation training / orientation (as applicable under the assignment).
• Submit Training Completion Report.

E. Deliverables

• Inception Report
• Survey Methodology
• Beneficiary Database (100 households)
• GPS Photo Repository
• Technical Survey Report
• Portal Entry Status Report
• Installation Readiness Report
• Final Survey Report
• Training Completion Report

F. Technical Specifications of Target System (for assessment reference)

• 1 KW rooftop solar system
• DCR Mono Bifacial 550 W modules
• Inverter, AC/DC wiring, MCB, Earthing
• Net Metering Enabled
• Rooftop mounted installation

4. Timeline

The entire assignment shall be completed within four (4) weeks from the date of the Work Order or handing over of the list of potential clusters / sites, whichever is later.

Note: The source text read "completed within weeks" with the number missing. It has been set to four (4) weeks here to match the completion period stated in the Technical Proposal and Clause 10 (General Terms). Confirm if a different duration was intended.

5. Applicable Indian Compliance & Statutory Acts

Bidders must ensure all survey methodologies, data handling, 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.
• 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 field survey and training.

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 survey / technical assessment / beneficiary identification / portal support / capacity-building assignments 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 35,00,000 – 40,00,000 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 survey, technical assessment, portal upload, training, and post-survey handholding.
9. The Bidder shall have qualified engineers and a dedicated survey team capable of field deployment in Sikkim.

Technical Proposal

The Technical Proposal should include the following:

1. Organisation Profile
2. Understanding of the Assignment
3. Proposed Methodology and Approach (including survey tools, sampling if any, data quality protocols)
4. Detailed Work Plan
5. Four-Week Implementation Schedule
6. Team Composition, CVs of Key Personnel and Roles
7. Beneficiary Identification & Verification Protocol
8. Technical Survey & Rooftop Assessment Protocol
9. Data Management, GPS Photo Repository & Quality Assurance Plan
10. PM Surya Ghar Portal Upload Plan
11. Training and Awareness Programme Plan
12. Risk Identification and Mitigation Plan
13. Relevant Experience in Similar Assignments (rooftop solar / energy access / beneficiary surveys)
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, and Client List.
• Cover 2 (Financial Bid): Itemized BOQ in INR including base cost, applicable GST, travel, accommodation, equipment, and all incidental charges for survey work in Sikkim.

7. Financial Bid Format (BOQ Template)

Also Included in the Financial Proposal

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

1. Site / Cluster Assessment & Coordination with District/Block Administration
2. Beneficiary Identification & Household Survey
3. Technical Feasibility Survey (roof, shading, load, net-metering)
4. GPS Photography & Data Repository
5. Portal Data Entry & Documentation
6. Training and Awareness Programmes
7. Travel, Accommodation and Local Logistics in Sikkim
8. Equipment / Tools (measuring instruments, GPS devices, etc.)
9. Report Preparation & Soft/Hard Copy Deliverables
10. 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/5031/26-27/Survey & Technical Assessment for 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 projects / beneficiary surveys / energy access programmes
• Proposed team composition and qualifications
• Preference for firms with prior experience in Sikkim / North-East
• 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 by PPHF, after statutory deductions (TDS / GST-TDS) and against valid tax invoices.

10. General Terms and Conditions of Contract

11. Submission Details

Interested agencies shall submit:

• Agency Profile
• Portfolio and Work Samples
• Team Details
• Technical Proposal
• Financial Proposal (inclusive of all taxes, travel, accommodation and equipment costs)
• GST Registration Certificate
• PAN Card
• 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.