Request for Quotation (RFQ)
Assam Flood Response 2026

People to People Health Foundation (PPHF) invites sealed/email quotations from eligible NGOs, vendors, and firms for procurement, assembly, branding, distribution coordination, field implementation, and documentation of flood relief kits under the Assam Flood Response 2026 programme.

1. Background

PPHF, in partnership with Hero MotoCorp Limited (HMCL), is implementing a flood relief distribution programme for flood-affected communities across four districts of Assam: Golaghat, Jorhat, Charaideo, and Shivsagar. PPHF seeks to engage a qualified local implementation partner/vendor to undertake the comprehensive scope of work detailed below.

2. Scope of Work

• Kit Procurement: Procurement of approved flood relief kit items as per specifications/quantities, supplier identification, quality assurance, and maintenance of records.
• Assembly & Packaging: Consolidation, counting, checking, sealing, and quality checks of relief kits prior to dispatch.
• Branding: Kit/packaging labels, stickers, banners, and backdrops at distribution locations per PPHF-approved guidelines.
• Distribution Coordination: Alignment with designated Hero Dealers/dealer networks for distribution planning, beneficiary movement, and volunteer deployment.
• Flag-Off Event: Coordination of formal flag-off event in Guwahati, subject to availability of the concerned MLA and dignitaries.
• Schedule Sharing: Finalization and sharing of distribution schedules, beneficiary estimates, and logistics with PPHF and Hero Dealers.
• Field Distribution: Deployment of field teams/volunteers for orderly, monitored distribution at approved locations.
• Audio-Visual Documentation: Comprehensive photo and video documentation across all project stages.
• Reporting: Submission of a comprehensive project completion report (location/date details, beneficiary counts, challenges, supporting invoices) within 30 days.
• Record Keeping & Coordination: Maintenance of records and nomination of a field coordinator as a single point of contact.

3. Contents of Flood Relief Kit

4. Bid Submission Details

5. Documents to be Submitted

• Covering letter on organizational letterhead.
• Item/service-wise price quotation (inclusive of applicable taxes, clearly indicated).
• Company/organization profile and relevant work experience (preferably in flood relief/humanitarian logistics in Assam).
• Copy of PAN Card.
• GST Registration Certificate (if applicable).
• MSME/Udyam Registration Certificate (if applicable).
• Certificate of Incorporation/Registration (Trust Deed/Society Registration/Company Incorporation).
• Cancelled cheque / bank account details.
• Declaration of no conflict of interest.
• References of similar past assignments, if any.

6. Evaluation Criteria

• Technical capability and relevant field experience in Assam.
• Financial competitiveness of the quoted price.
• Compliance with statutory and documentation requirements.
• Logistics and field presence in the specified districts.
• Past track record in relief/humanitarian distribution programmes.

PPHF reserves the right to seek clarifications, negotiate terms, accept or reject any/all quotations without assigning reasons, and cancel this RFQ process at any stage.

7. Applicable Acts, Statutes & Compliance

The engagement, execution, and payments shall be governed by and subject to compliance with the following:

• Indian Contract Act, 1872: Governing terms of engagement.
• Income Tax Act, 2025: TDS deduction as per applicable rates; valid PAN required.
• CGST Act, 2017 & Rules: Tax invoices under Rule 46/48; explicit GST indication required.
• MSMED Act, 2006: Due consideration and payment timelines honored for registered MSMEs.
• Digital Personal Data Protection (DPDP) Act, 2023: Beneficiary data and photos handled per privacy norms with consent.
• Legal Status Statutes: Companies Act, 2013 / Societies Registration Act, 1860 / Indian Trusts Act, 1882.
• Labour Laws & Local Regulations: Compliance for field staff/volunteers and Assam district administration/disaster management protocols.

8. General Terms

• This RFQ does not constitute an offer or commitment by PPHF and does not entitle any bidder to compensation for proposal preparation costs.
• The selected vendor must execute a formal Vendor Agreement/MoU with PPHF prior to commencement of work.
• All branding and use of PPHF’s, HMCL’s, or partner logos require prior written approval.
• Payment terms, advances (if any), and milestones will be finalized in the definitive agreement.