Request for Quotation (RFQ): Solar Powered Village (60 kWp Off-Grid Solar Power Plant)
Project: Towards Resilient Futures: Sustainable & Holistic Development of Tribal Communities in the Nubra Region, Ladakh
Opening Date: 3 July 2026
Closing Date: 4 August 2026
1. About Partnering Hope Into Action Foundation (PHIA Foundation)
Partnering Hope into Action Foundation (PHIA Foundation) was established in 2005 and has been actively working across multiple states including Bihar, Jharkhand, Uttar Pradesh, Madhya Pradesh, Ladakh, and Delhi NCR.
PHIA envisions a society free from poverty, exclusion, and discrimination, where every individual lives with dignity, justice, and equal opportunity. The organization works closely with communities to enable access to rights, strengthen livelihoods, and promote sustainable development through participatory approaches.
2. Project Brief & Objective
PHIA Foundation is implementing the project “Towards Resilient Futures: Sustainable & Holistic Development of Tribal Communities in the Nubra Region” in Leh, Ladakh, supported by HDFC Bank Parivartan.
As part of the green energy and livelihood enhancement initiative, PHIA proposes to establish a Solar Powered Village Model in Udmaroo village, Nubra region, aimed at ensuring access to reliable, clean, and sustainable energy in remote communities.
The intervention seeks to:
- Improve household access to electricity
- Enhance safety and quality of life
- Enable livelihood opportunities
- Promote climate-resilient and environmentally sustainable infrastructure
The proposed system is expected to benefit approximately 90-100 households of udmaroo village in nubra valley ladakh.
3. Scope of Work & Deliverables
The selected vendor/service provider will be responsible for:
I. Design, supply, installation, testing, and commissioning of a 60 kWp Off-Grid Solar Power Plant
II. Providing a complete turnkey solution, including all materials, equipment, and accessories
III. Ensuring system integration with proper safety and protection mechanisms
IV. Installation in remote, high-altitude terrain Udmaroo village (Nubra, Ladakh)
V. Providing operation & maintenance support, including warranty and after-sales service
VI. Training local stakeholders/community for basic system handling
4. Technical Specifications: 60 kWp Off-Grid Solar Power Plant
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Sl. No.
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Component Description
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Specification
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Qty.
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Make
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1
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Mono Half-cut Indigenous Cell PV Module (A Grade Tier 1)
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540–600W (60kWp)
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1 setup
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Usha BIS/IEC Certified
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2
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Double MPPT Off Grid Inverters of 60 KVA Capacity
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60KVA
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1
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Statcon as per IEC Standards
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3
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Solar Battery Bank – Lead Acid 12V-200AH Capacity Battery Bank with BIS Certification
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(60kWp)
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1
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Microtek/Exide BIS Certified
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4
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ACDB – CRCA Enclosure IP65 with following items: a) SP MCB b) Surge Protection Device (SPD)
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IP65
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1
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Havells/Anchor ISI Certified
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5
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DCDB – CRCA Enclosure IP65, DP MCB for Solar
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IP65
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1
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Havells ISI Certified
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6
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1C × 6 sq.mm, 1.1 kV PVC Insulated, UV Protected Cu Cable (For Array Connection)
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As per site required
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1
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Polycab ISI Certified
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7
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Pre-galvanized 120-micron C-Lip Channels capable of withstanding minimum wind load of 150 kmph with mounting hardware
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As per site required
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1
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120-micron Galvanized Iron
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8
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Earthing Pit & Cable – Copper Bounded Chemical Earthing Pit (3 mtr length) with 4 sq.mm Cable
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6 Nos. of Earthing Pit as per site required
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6
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Copper Bounded
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9
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Fastnut M-10, 3"
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As per site required
as per site required
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SS
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10
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Conduit Pipe 1" Heavy Duty
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1" Heavy Duty
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As per site required
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Standard Make
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11
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LA Conventional Type 1.25" Dia, 1 mtr Height
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2 Set
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2
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Copper Bounded
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12
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Flooring & PV Module Fencing
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Anti-skid vitrified tiles, 8 mm
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1 setup
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Anti-skid vitrified tiles, 8 mm
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13
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Training for 10–15 Youth for Maintenance of the Unit
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Training for day-to-day operation and maintenance of the solar unit, formation of a local user committee to ensure community ownership, system monitoring, and long-term sustainability.
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1
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—
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Project Timeline
The selected vendor shall complete the entire scope of work, including design, procurement, supply, installation, testing, commissioning, training, and handover of the Solar Powered Village within three (3) months from the date of issuance of the Purchase Order. The indicative timeline is as follows:
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Month
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Timeline
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Activities
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August 2026
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Week 1–4
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Kick-off meeting, site survey, detailed engineering, approval of drawings, procurement of equipment and materials, logistics planning, and transportation to the project site.
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September 2026
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Week 5–8
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Delivery of all materials, civil and structural works, installation of module mounting structures, solar PV modules, battery bank, inverters, ACDB/DCDB, cabling, earthing, fencing, and other associated components.
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October 2026
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Week 9–13
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System integration, testing and commissioning, performance verification, safety checks, training of 10–15 local youth, submission of operation & maintenance manuals, final handover, and project completion by 31st October 2026.
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Completion Deadline:
The entire project shall be completed and handed over to PHIA Foundation on or before 31st October 2026. Any anticipated delay must be communicated in writing to PHIA Foundation for prior approval.
5. Preconditions
a. Vendor must have prior experience in solar installations in remote/high-altitude regions
b. No subcontracting is permitted
c. Payment will be released within 15 days of successful installation and verification
d. Vendor must ensure warranty, service support, and maintenance.
6. Terms and conditions:
- Details of Proposal: The proposal must include the date, number, and the GST registration/ license number/ PAN number.
- GST Breakdown: If GST applies, it should be clearly listed separately in the proposal. In case GST is not separately mentioned, fee will be construed as inclusive of GST.
- Tax Deduction Norms: Taxes will be applied as per government regulations. It is mandatory to link your Aadhaar with your PAN card. If the linkage is not available, tax deductions will be made at the highest rate according to government rules. Provide screenshot of Pan Aadhar linkage status.
- List of Similar Projects: Provide a list of similar works completed over the last 3 years, including client details, contract values, photos, and the geographic coordinates (latitude and longitude) of each project site
- Financial Information: Submit the company’s financial details for the past three years based on the audited balance sheet.
- Transportation and Handling Costs: Clearly specify the costs for transportation, loading, and unloading in your quotation. If these are not mentioned, they will be considered included in the quoted price.
- Material and Work Description: The proposal must include a detailed description of the required materials or proposed work. Materials must meet the specified brand and quality standards. Failure to meet these requirements will render the proposal invalid.
- Proposal Validity: The proposal must be valid for at least 90 days, and this period should be clearly stated.
- Payment Terms: The payment terms must be mentioned. Payments are typically processed through cheque/RTGS within 15-20 days of bill submission.
- Proposal Submission: The proposal must be submitted through mail to procurement@phia.org.in .
- Non-compliance with Specifications: If the material or work delivered does not meet the specified requirements, it will be rejected and returned at the vendor's expense. The vendor will be fully responsible for any return-related costs.
- Construction Responsibilities: If Construction is required, the vendor will be responsible for completing the Construction within the given timeframe.
- Failure to Deliver: If a purchase order or work order is issued and the vendor fails to deliver materials or complete the work on time, the organization reserves the right to blacklist the vendor for future contracts.
- Defect Liability Period: In the event of any damage to the structure during the one year (Defect Liability Period), the vendor/contractor shall be solely responsible for carrying out all necessary repairs at their own cost.
- Bank Account Status: Ensure that your firm’s bank account is not frozen by the bank at the time of the proposal submission.
- Proprietor Payment Information: If the payment is to be made in the name of the proprietor, the proprietor’s name, bank account details, and IFSC code must be provided. Payments to anyone other than the proprietor will not be accepted.
- Submission Deadline: The final date for submitting the proposal is 4/8/2026. The management reserves the right to review proposals received after the deadline.
7. Proposal Submission Requirements
Interested vendors are required to submit:
- Technical proposal with detailed specifications
- Financial quotation with cost breakup
- Company profile and past experience
- Work completion certificates
- Warranty and service details