Request for Proposal (RFP)
Supply of Hardware Materials, Solar System, Fixtures & Ancillary Items for Construction of Cafeteria cum Rural Artisan Marketing Centre at Hillary Park, Maneybung GPU, West Sikkim
Ref. No.: PPHF/5031/26-27/Cafeteria Materials Hillary Park
Date: 30th September 2026
People to People Health Foundation (PPHF), New Delhi, invites sealed/digital quotations under a Two-Bid System (Technical & Financial Bids) for the Supply of Hardware Materials, Solar System, Fixtures & Ancillary Items for Construction of Cafeteria cum Rural Artisan Marketing Centre at Hillary Park / Tenzing Hillary Park, Maneybung GPU, West Sikkim (Financial Year 2026–2027) as per the specifications and requirements detailed below.
RFP Details
| RFP Reference No. | PPHF/5031/26-27/Cafeteria Materials Hillary Park |
| Date of Issue of RFP | 30th September 2026 |
| Last Date & Time for Submission | 5th October 2026, up to 17:30 hrs |
| Date & Time of Opening of RFPs | 6th October 2026, at 15:00 hrs |
| Mode of Submission | Sealed Hard Copy and Email (Password-Protected Financial Bid) |
1. Notice Inviting Tender / Quotation
Sealed/Digital Quotations are invited under Two-Bid System (Technical & Financial Bids) from eligible authorised dealers, suppliers, hardware merchants, solar solution providers and registered vendors for the supply and delivery of hardware materials, off-grid rooftop solar system, water purifier, branding/signage, umbrella banks, Wi-Fi connectivity and related items for the ongoing construction of Cafeteria cum Rural Artisan Marketing Centre at Hillary Park (Tenzing Hillary Park), Maneybung GPU, Gyalshing District, West Sikkim under the PPHF component of the convergence project.
2. Background, Purpose & Objectives
2.1 Background
The construction of Cafeteria cum Organic and Rural Artisan Marketing Centre near Tenzing Hillary Park, Maneybung GPU (Ward: Gumapadara / Sangdara), West Sikkim has been sanctioned in convergence with MGNREGA / VB-G RAM-G, GPDP, MPLADS and PPHF under HRDD-HDFC CSR initiative. The civil construction work is in the verge of completion. As per the requisitions issued by the Additional District Collector (Development), Gyalshing (Memo dated 22/09/2026 and 30/07/2026), specific hardware materials and non-civil items are required to be supplied by PPHF so that the asset can be completed and handed over without further delay.
2.2 Purpose
The purpose of this RFP is to select a competent, authorised supplier/dealer for the timely supply and site delivery of the listed materials (hardware, solar power system, water purifier, branding, umbrella banks and Wi-Fi) strictly as per the approved specifications and brands.
2.3 Objectives
- To procure and supply quality-assured hardware materials (GCI sheets, steel bars, bricks, nails, cutter blades, mangara) of specified brands and sizes.
- To supply, install (where applicable) and commission a 2 kW off-grid rooftop solar system complete with panels, inverter and batteries.
- To supply and install Hot & Cold Water Purifier, customised branding & radium signage (3 sides), Umbrella Bank (20 Nos.) and Wi-Fi connectivity with 6-month subscription.
- To ensure delivery at the project site (Hillary Park / Maneybung GPU) and handover to the Panchayat President with proper challan and tax invoice.
- To complete the supply within the stipulated timeline so that the Cafeteria cum Rural Artisan Marketing Centre can be made fully functional.
2.4 Targeted Beneficiaries
Direct Beneficiaries: Local artisans, SHG members, farmers, youth and community members of Maneybung GPU and surrounding villages who will utilise the Cafeteria cum Rural Artisan Marketing Centre for livelihood and marketing of organic/rural products.
Indirect Beneficiaries: Tourists visiting Tenzing Hillary Park / Uttarey area, local administration and Panchayat institutions through improved community infrastructure.
3. Scope of Work & Detailed Technical Specifications
The selected vendor/supplier will be responsible for the end-to-end supply, transportation, unloading and delivery of the following materials at the project site located at Cafeteria cum Rural Artisan Marketing Centre, Hillary Park / Tenzing Hillary Park, Maneybung GPU, Gyalshing District, West Sikkim. All materials shall conform to the brands/makes and specifications indicated. Installation support for solar system, water purifier, branding and Wi-Fi shall be provided as required.
3.1 Bill of Materials (Hardware & Construction Items)
| S.No | Particular / Description | Preferred Brand / Make | Unit | Qty |
|---|---|---|---|---|
| 1 | GCI Sheets, 45 mm, 20 ft × 4 ft | JSW / TATA / Colour Suraksha | Nos. | 60 |
| 2 | Iron Steel Bar 4 inch | Durgapur Steel / Equivalent | Nos. | 40 |
| 3 | Iron Steel Bar 2 inch | Durgapur Steel / Equivalent | Nos. | 50 |
| 4 | Iron Steel Bar 1.5 inch | Durgapur Steel / Equivalent | Nos. | 60 |
| 5 | Bricks – 1st Quality | SKM / LALIT / Similar | Nos. | 7,000 |
| 6 | Nails | TATA / Durgapur | Nos. | 400 |
| 7 | Iron Cutter Blade | Extra Power / Equivalent | Nos. | 10 |
| 8 | Mangara (Ridge / Flashings) | JSW / TATA / Colour Suraksha | Ft / Nos. | 100 |
3.2 Non-Civil / Functional Items
| S.No | Particular / Description | Preferred Brand / Make | Unit | Qty |
|---|---|---|---|---|
| 9 | Branding & Signage (Radium Coated) – 3 sides | Customised (as approved) | Sides | 3 |
| 10 | Water Purifier (Hot & Cold) | Aquaguard / Equivalent | Nos. | 1 |
| 11 | Umbrella Bank (Customised) | Customised | Nos. | 20 |
| 12 | Wi-Fi Enabled Market Connectivity with 6-month subscription | Jio AirFiber / Equivalent | Set | 1 |
3.3 Off-Grid Rooftop Solar System (2 kW)
Complete system comprising:
| S.No | Component | Preferred Brand / Make | Unit | Qty |
|---|---|---|---|---|
| 13a | Solar Panel – 500 W each | Waaree / Usha / Polycab | Nos. | 4 |
| 13b | Off-Grid Inverter – 3 kW | Microtek / Equivalent | Nos. | 1 |
| 13c | Lead Acid Battery – 200 Ah | Exide / Microtek / Luminous | Nos. | 2 |
The solar system shall be complete with all necessary mounting structure, cables, MCBs, earthing and installation at the site so as to power the market / cafeteria facilities.
3.4 Delivery & Handover Requirements
- All materials shall be delivered at the project site (Cafeteria cum Rural Artisan Marketing Centre, Hillary Park / Maneybung GPU).
- Materials shall be handed over to the Panchayat President, Maneybung GPU with proper delivery challan and tax invoice.
- Copy of challan / invoice shall be submitted to the Project Manager, PPHF and ADC (Development), Gyalshing.
- Solar system, water purifier, branding and Wi-Fi shall include basic installation and commissioning support.
- All materials must be new, unused and of the specified brands or approved equivalent (with prior written approval of PPHF).
4. Timeline
The entire supply and delivery (including installation of solar, purifier, branding and Wi-Fi) shall be completed within 21 (twenty-one) days from the date of the Work Order / Purchase Order. A detailed delivery schedule shall be submitted with the Technical Proposal.
5. Applicable Indian Compliance & Statutory Acts
Bidders must ensure all supply, materials, documentation and process workflows strictly comply with the following:
- Relevant BIS / ISI standards for steel, GCI sheets, bricks, solar panels, batteries, inverters and electrical fittings.
- GST & Tax Regulations: CGST and SGST compliance with valid GSTIN; tax invoices mandatory.
- MSMED Act, 2006: Benefits applicable to registered MSMEs.
- Environmental norms for packaging and disposal of packaging waste.
- Any applicable State (Sikkim) regulations for transportation of construction materials.
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:
- The Bidder shall be a legally constituted entity (proprietorship, partnership, LLP, company or registered dealer/supplier) operating in India.
- The Bidder shall hold a valid Trade Licence / Dealership Certificate and a valid GST Registration Certificate.
- The Bidder shall hold a valid PAN issued by the Income-tax Department.
- The Bidder should be an authorised dealer / stockist of the preferred brands (JSW / TATA / Durgapur Steel / Aquaguard / Waaree / Microtek / Exide etc.) or able to supply genuine products of these brands with supporting authorisation / invoice trail.
- The Bidder should have satisfactorily executed similar supply orders of construction hardware / solar systems / institutional materials during the last three (03) financial years (supported by work orders / invoices).
- The Bidder should have an average annual financial turnover of at least INR 15,00,000 over the last three (3) financial years (supported by audited statements / CA certificate).
- 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.
- Preference may be given to bidders having demonstrated experience of supplying to projects in Sikkim / North-East / hilly terrain and capability of door-delivery to remote sites.
Technical Proposal Documents
The Technical Proposal should include:
- Organisation Profile & Dealership / Authorisation certificates for key brands.
- Understanding of the Assignment and proposed delivery methodology (including logistics to West Sikkim).
- Detailed Delivery Schedule (within 21 days).
- Make / Model / Brand confirmation for every line item.
- Relevant Experience (supply orders / invoices of similar materials).
- GST, PAN, Trade Licence, MSME Certificate (if applicable).
- Cancelled cheque / bank details.
7. Financial Bid Format
Bidders shall quote rates for the complete supply on the basis of the Bill of Materials above. The summary format below shall be used for the Financial Bid. Unit rates shall be inclusive of all taxes, transportation, loading/unloading and delivery at site. GST shall be shown separately if applicable.
| S.No | Particular | Brand Offered | Unit | Unit Price (INR) | Total (INR) |
|---|---|---|---|---|---|
| 1 | GCI Sheet 45 mm 20’×4′ | 60 Nos. | |||
| 2 | Iron Steel Bar 4 inch | 40 Nos. | |||
| 3 | Iron Steel Bar 2 inch | 50 Nos. | |||
| 4 | Iron Steel Bar 1.5 inch | 60 Nos. | |||
| 5 | Bricks 1st Quality | 7000 Nos. | |||
| 6 | Nails | 400 Nos. | |||
| 7 | Iron Cutter Blade | 10 Nos. | |||
| 8 | Mangara | 100 ft/Nos. | |||
| 9 | Branding & Signage (Radium) – 3 sides | 3 sides | |||
| 10 | Water Purifier (Hot & Cold) | 1 No. | |||
| 11 | Umbrella Bank (Customised) | 20 Nos. | |||
| 12 | Wi-Fi with 6-month subscription | 1 Set | |||
| 13 | Off-Grid Solar System (2 kW complete: 4×500W Panel + 3kW Inverter + 2×200Ah Battery + installation) | 1 Set | |||
| 14 | Transportation, loading, unloading & site delivery (all inclusive) | — | Lumpsum | ||
| TOTAL (Inclusive of all taxes & delivery) | |||||
8. Evaluation
Proposals will be evaluated on the basis of:
- Technical compliance – brand confirmation, authorisation, quality of materials offered.
- Relevant experience in supply of similar materials and capability of delivery to West Sikkim.
- Completeness of documentation and responsiveness.
- Financial proposal (value for money, reasonableness of rates, total within ceiling).
- Preference for local / North-East based suppliers and authorised dealers of preferred brands.
Only technically qualified bidders’ financial bids will be opened. PPHF reserves the right to seek clarifications, negotiate rates or reject any or all bids.
9. Payment Terms
Payment shall be made in three (3) instalments as follows:
- Part 1 – Advance Payment (30%): Thirty percent (30%) of the total contract value shall be released as advance against submission of a proforma invoice / request letter and a bank guarantee or equivalent security (if required by PPHF) within seven (7) days of issuance of the Work Order / Purchase Order.
- Part 2 – On Delivery & Inspection (50%): Fifty percent (50%) of the total contract value shall be released upon successful delivery of all materials at the project site, verification and acceptance by PPHF / authorised representative / Panchayat President, and submission of delivery challan, tax invoice and inspection report.
- Part 3 – Final Payment on Installation & Handover (20%): The remaining twenty percent (20%) of the total contract value shall be released after successful installation and commissioning of the solar system, water purifier, branding/signage and Wi-Fi (as applicable), final handover to the Panchayat President, and submission of completion certificate / handover note duly signed by the authorised representatives.
All payments shall be made through bank transfer / NEFT / RTGS against valid tax invoices. No interest shall be payable on delayed payments arising from incomplete documentation or non-compliance by the supplier.
10. General Terms and Conditions of Contract
| Clause | Provision |
|---|---|
| Validity of Offer | Bids shall remain valid for sixty (60) days from the last date of submission. |
| Quoted Rates | Rates shall be firm, fixed and inclusive of all materials, transport, loading/unloading, delivery at site and applicable taxes (GST shown separately if required). No price escalation will be allowed. |
| Delivery Period | Complete supply and delivery (including installation support) within 21 days from the date of Work Order / Purchase Order. |
| Quality & Inspection | All materials are subject to inspection and verification by PPHF or its authorised representative / ADC (Dev.) / Panchayat. Sub-standard or non-conforming materials shall be replaced at the Bidder’s cost. |
| Liquidated Damages | For delay beyond the delivery period, LD of 0.5% of the order value per week (subject to a ceiling of 10%) shall be levied. |
| Warranty | Manufacturer’s warranty on solar panels, inverter, batteries, water purifier and other equipment shall be passed on to the beneficiary. Minimum 1-year warranty on workmanship for installed items. |
| Sub-contracting | Sub-contracting or assignment without PPHF’s prior written consent is prohibited. |
| Termination | PPHF may terminate the order for breach, non-delivery, insolvency or unsatisfactory performance, after due notice. |
| Force Majeure | Neither party shall be liable for delay caused by events beyond reasonable control, duly notified in writing within 7 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 suppliers / dealers shall submit:
- Agency / Firm Profile and Dealership / Authorisation certificates.
- Technical Proposal (brand confirmation, delivery plan, experience).
- Financial Proposal (filled BOQ format above) – password-protected if submitted by email.
- GST Registration Certificate, PAN Card, Trade Licence.
- MSME Certificate (if applicable).
- Cancelled cheque / bank details.
- Any other supporting documents as per eligibility criteria.
Email: procurement@pphfglobal.org
Last Date for Submission: 5th October 2026, up to 17:30 hrs
Subject Line: Cafeteria Materials Hillary Park – PPHF/5031/26-27
You are requested to provide your confidential sealed hard copy or soft copy through email (Financial Bid password-protected) at the above address / email by 17:30 hours on 5th October 2026. Quotations submitted on time will be opened at 15:00 Hrs. on 6th October 2026. Late quotes will be rejected.
E-mail Submission 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.
- Any price information disclosed in the unprotected Technical Bid or the e-mail body shall render the bid liable to rejection.
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.
Authorized Signatory
People to People Health Foundation (PPHF)
We look forward to receiving your quotations and thank you for your interest in this project.
Submission Address
Procurement Department
People to People Health Foundation (PPHF)
E-45, 2nd Floor, Lajpat Nagar III, New Delhi – 110024
Phone: +91 11 4243 2793 | Mobile: +91 98686 73860
Email: procurement@pphfglobal.org
Website: www.pphfglobal.org