REQUEST FOR PROPOSAL (RFP)

Strengthening Primary Health Centres (PHCs) with Repair, Renovation and Medical Equipment Support

Financial Year 2026–2027

Note: This RFP carries reference no. PPHF/5049/26-27, the same number used on the "Construction of High-Raised Community Sanitation Station" RFP issued the same day. If these are meant to be two distinct tenders, consider giving each a unique reference number before publishing.

1. Notice Inviting Tender / Quotation

Sealed/Digital Quotations are invited under Two-Bid System (Technical & Financial Bids) from eligible Civil Contractors, Construction Agencies, Registered Builders, Medical Equipment Suppliers and Service Providers for the repair, renovation and medical equipment support of selected Primary Health Centres (PHCs) under the PPHF – Rural Infrastructure Transformation Programme (HRDP).

PPHF intends to implement a CSR-supported project (supported by HDFC Bank Parivartan) for strengthening Primary Health Centres through essential civil repairs, sanitation improvement and provision of critical medical examination & diagnostic equipment. The selected agency will undertake complete civil renovation works including surface preparation, plastering, painting, flooring, toilet renovation, plumbing, and supply & installation of specified medical equipment as per approved specifications and Bill of Quantities.

2. Background, Purpose & Objectives

2.1 Background

Primary Health Centres serve as the first point of contact for rural communities seeking healthcare services. However, many PHCs operate with deteriorated infrastructure, inadequate sanitation facilities, outdated examination areas, and insufficient medical equipment, affecting the quality and accessibility of healthcare.

Poor physical conditions discourage patients from utilizing public healthcare facilities, while the lack of essential diagnostic equipment limits the ability of healthcare providers to deliver timely diagnosis and treatment.

Strengthening PHCs through targeted infrastructure repairs and equipment support will improve the safety and functionality of healthcare facilities, enhance patient comfort and service quality, strengthen diagnostic and primary treatment capacity, improve hygiene and infection prevention, increase public confidence in government healthcare services, and support equitable healthcare access in rural communities.

This intervention aligns with national health priorities and contributes to SDG 3 (Good Health & Well-being), SDG 6 (Clean Water & Sanitation), SDG 9 (Industry, Innovation & Infrastructure), SDG 10 (Reduced Inequalities) and SDG 11 (Sustainable Cities and Communities).

2.2 Purpose

The assignment aims to strengthen selected Primary Health Centres by undertaking essential civil repairs, improving sanitation facilities (including toilet renovation), and equipping the centres with critical medical equipment required for quality primary healthcare delivery. The intervention will create safe, functional, hygienic and patient-friendly healthcare facilities capable of delivering efficient outpatient and primary healthcare services while improving the working environment for healthcare providers.

2.3 Objectives

• To repair and upgrade essential infrastructure in selected Primary Health Centres.
• To improve sanitation, accessibility and patient convenience within PHCs.
• To provide essential medical examination and diagnostic equipment.
• To strengthen the quality and efficiency of primary healthcare services.
• To improve patient satisfaction and utilization of public health facilities.
• To create a safe, clean and functional environment for both healthcare providers and patients.

2.4 Targeted Beneficiaries

Direct Beneficiaries:

• Rural patients accessing PHC services.
• Pregnant women and mothers.
• Children requiring routine healthcare services.
• Elderly patients.
• Healthcare workers including doctors, nurses and paramedical staff.

Indirect Beneficiaries:

• Communities residing within the PHC catchment areas.
• Village Health & Sanitation Committees.
• Local health administration through strengthened healthcare infrastructure.

3. Scope of Work & Detailed Technical Specifications

The selected vendor/agency will be responsible for the end-to-end execution of civil repair & renovation works and supply & installation of medical equipment at the selected PHC(s). All works shall conform to relevant CPWD / DSR specifications, IS codes and local building bye-laws.

A. Civil Works – Surface Preparation, Plastering & Finishing

• Removing white or colour wash by scraping and sand papering and preparing the surface smooth including necessary repairs to scratches etc. complete (Exterior walls).
• Dismantling old plaster or skirting, taking out joints and cleaning the surface for plaster including disposal of rubbish to the dumping ground within 50 metres lead (Interior & Exterior).
• 12 mm cement plaster of mix 1:4 (1 cement : 4 fine sand) on interior walls.
• 15 mm cement plaster on the rough side of single or half brick wall of mix 1:4 (1 cement : 4 fine sand) on exterior walls.
• Providing and applying plaster of paris putty of 2 mm thickness over plastered surface to prepare the surface even and smooth complete.
• Finishing walls with Acrylic Smooth exterior paint of required shade – New work (Two or more coats applied @ 1.67 ltr/10 sqm over and including priming coat of exterior primer applied @ 2.20 kg/10 sqm).
• Finishing walls with Deluxe Multi surface paint system for interiors using Primer as per manufacturers specifications – Two or more coats applied on walls @ 1.25 ltr/10 sqm over and including one coat of Special primer applied @ 0.75 ltr/10 sqm.

B. Flooring Works – Vitrified Floor Tiles

• Providing and laying vitrified floor tiles in different sizes (thickness to be specified by the manufacturer) with water absorption less than 0.08% and conforming to IS: 15622, of approved make, in all colours and shades, laid on 20 mm thick cement mortar 1:4 (1 cement : 4 coarse sand), pointing with grey cement slurry @ 3.3 kg/sqm including grouting the joints with white cement and matching pigments etc., complete.
• Size of Tile 600 × 600 mm (including skirting where specified).

C. Toilet Renovation Works

• Dismantling old plaster or skirting and cleaning surface for plaster (exterior side and gents & ladies urinal interior walls).
• 12 mm / 15 mm cement plaster 1:4 on interior and exterior walls of toilet blocks.
• Plaster of Paris putty 2 mm over plastered surfaces.
• Acrylic Smooth exterior paint and Deluxe Multi surface interior paint as specified.
• Providing and laying Ceramic glazed floor tiles of size 300 × 300 mm (1st quality conforming to IS: 15622) laid on 20 mm thick cement mortar 1:4.
• Providing and fixing 1st quality ceramic glazed wall tiles conforming to IS: 15622 in skirting, risers and dados over 12 mm thick bed of cement mortar 1:3.

D. Sanitary Fixtures & Plumbing Works

• Providing and fixing water closet squatting pan (Indian type W.C. pan – White Vitreous China Orissa pattern 580 × 440 mm) with 100 mm sand cast iron P or S trap, 10 litre low level white P.V.C. flushing cistern with all fittings complete.
• Providing and fixing white vitreous china pedestal type water closet (European type) with seat and lid, 10 litre low level white P.V.C. flushing cistern.
• Providing and fixing white vitreous china flat back or wall corner type lipped front urinal basin with automatic flushing cistern.
• Providing and fixing wash basin with C.I. brackets, 15 mm C.P. brass pillar taps, 32 mm C.P. brass waste (White Vitreous China 550 × 400 mm).
• Providing and fixing toilet paper holder (C.P. brass).
• Providing and fixing soil, waste and vent pipes – 100 mm dia Sand cast iron S&S pipe as per IS: 1729.
• Providing and fixing Chlorinated Polyvinyl Chloride (CPVC) pipes (15 mm, 20 mm, 25 mm, 40 mm nominal dia) including all fittings, clamps and testing.
• Providing and fixing brass bib cock 15 mm and brass stop cock 15 mm of approved quality.
• Providing and fixing 100 mm sand cast Iron grating / gully trap.

E. Medical Equipment Support (Supply & Installation)

• Display TV (Basic) – 1 No.
• Patients Sitting Bench – 1 No.
• Drinking water chiller – 1 No.
• Examination Tables – 1 No.
• Essential diagnostic and care device such as microscope / related machine – 1 No.
• Infrared thermometers – 1 No.
• BP apparatus – 1 No.
• Nebulizer – 1 No.
• Suction apparatus and other consumables – 1 No.
• Drip Holder (IV stand) – 1 No.
• Fold curtain stand with curtain – 1 No.

Note: All equipment shall be of reputed ISI / CE / FDA compliant make, new, and shall include installation, demonstration and basic training to PHC staff. Warranty as per manufacturer (minimum 1 year) shall be provided.

F. Deliverables

• Inception Report & Work Plan (including bar chart).
• Technical inspection report and final repair plan.
• Surface preparation / dismantling completion report with photographs.
• Plastering, painting and flooring completion report.
• Toilet renovation & plumbing completion report.
• Medical equipment supply, installation and commissioning report.
• Final Project Completion Report with Measurement Book (MB) abstract, photographs, as-built details and financial statement.
• Warranty / Defect Liability documentation and equipment manuals.

4. Timeline

The entire assignment shall be completed within 4 (four) months from the date of the Work Order or handing over of the site, whichever is later. A detailed month-wise implementation schedule / bar chart shall be submitted with the Technical Proposal.

5. Applicable Indian Compliance & Statutory Acts

Bidders must ensure all construction, materials, labour deployment, medical equipment supply, documentation and process workflows strictly comply with the following statutory requirements:

• CPWD Specifications / Delhi Schedule of Rates (DSR) relevant items and IS Codes for materials and workmanship.
• National Building Code (NBC) of India – relevant provisions.
• The Building and Other Construction Workers (Regulation of Employment and Conditions of Service) Act, 1996 and Rules.
• Minimum Wages Act, 1948 and applicable State labour laws.
• GST & Tax Regulations: CGST and SGST compliance with valid GSTIN.
• MSMED Act, 2006: Benefits applicable to registered MSMEs.
• Relevant BIS / ISI / CE / FDA standards for medical equipment.
• Environmental norms for disposal of construction waste and biomedical considerations for equipment.
• Data Protection & Privacy norms applicable to any community / beneficiary data collected.

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 / Contractor Registration 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 civil repair / building renovation / sanitation infrastructure projects and/or supply of medical equipment during the last three (03) financial years (supported by work orders and completion certificates). Preference will be given to experience in healthcare facility works.
5. The Bidder should have an average annual financial turnover of at least INR 25,00,000 – 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 on Primary Health Centres, hospitals or community health facilities.
9. The Bidder shall have qualified civil engineers / site supervisors and capability to procure and install medical equipment of specified quality.

Technical Proposal

The Technical Proposal should include the following:

• Organisation Profile
• Understanding of the Assignment
• Proposed Methodology and Approach (including quality control, safety and healthcare facility considerations)
• Detailed Work Plan & Four-Month Implementation Schedule (Bar Chart)
• Team Composition, CVs of Key Personnel (Civil Engineer / Site Supervisor) and Roles
• Quality Assurance & Quality Control Plan
• Safety, Health & Environment (SHE) Plan
• Risk Identification and Mitigation Plan
• Relevant Experience in Similar Assignments (civil repair / renovation / 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.

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, and all incidental charges.

7. Financial Bid Format (BOQ Template)

Bidders shall quote rates for the complete work on the basis of the detailed Bill of Quantities (BOQ) provided. The summary format below shall be used for the Financial Bid. Detailed item-wise rates matching the BOQ quantities shall be annexed.

Also Included on Financial Proposal

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

• Surface preparation, dismantling of old plaster and colour wash
• Cement plaster (12 mm & 15 mm) and POP putty
• Exterior acrylic paint and interior multi-surface paint
• Vitrified floor tiles (600×600 mm) with skirting
• Toilet block renovation (plaster, paint, ceramic tiles)
• Sanitary fixtures and all plumbing works
• Complete list of medical equipment with make/model/warranty
• Any other applicable costs / contingencies / transportation / installation

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/5049/26-27/PHC Strengthening.
• 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 civil repair / renovation of healthcare facilities and/or medical equipment supply
• Proposed team composition and qualifications
• Preference for firms with prior experience in Primary Health Centres or hospital works
• Financial proposal (value for money, completeness, and reasonableness of costs)
• Compliance with technical specifications and BOQ quantities
• Quality of proposed medical equipment (make, warranty, compliance)

9. Payment Terms

Payment shall be linked with approved deliverables and shall be released against submission of invoices and acceptance of corresponding reports / measurements by PPHF, after statutory deductions (TDS / GST-TDS) and against valid tax invoices. Indicative milestone-based payment schedule:

• 15% on approval of Inception Report, mobilisation and site establishment
• 25% on completion of surface preparation, dismantling, plastering works (with MB and photographs)
• 25% on completion of painting, flooring, toilet renovation and plumbing works
• 25% on supply, installation and commissioning of all medical equipment
• 10% on Final Completion Report, handing over, as-built details and acceptance (after defect liability period commencement)

10. General Terms and Conditions of Contract

11. Submission Details

Interested agencies shall submit:

• Agency / Contractor Profile
• Portfolio and Work Samples / Photographs of similar completed works
• Team Details & CVs
• Technical Proposal
• Financial Proposal (inclusive of all taxes and incidentals)
• GST Registration Certificate
• PAN Card
• Client References (if available)
• Detailed item-wise BOQ with rates
• Make / Model / Warranty details for all medical equipment proposed

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 21st August 2026. Quotations submitted on time or before will be opened at 15:00 hrs on 24th August 2026. Late quotes will be rejected.

Note: Two small issues in the source submission clause were tidied here: the courier line read "…provide your confidential courier (Hard Copy) or soft copy through mail (password protected) at – quote by…" with the hard-copy delivery address missing after "at" (supply it and it will be inserted), and the opening date was written as "24st August 2026" (corrected to 24th August 2026 to match the RFP header).

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.