REQUEST FOR QUOTATION (RFQ): Construction and Installation of Naturally Ventilated Polyhouses at Rajouri district (Jammu & Kashmir)
1. Background: Ashray Foundation invites quotations from eligible and experienced vendors/agencies for the supply, construction, installation and commissioning of Naturally Ventilated Polyhouses (NVPH) at Bharot and Parori Gujjran Villages in Rajouri District, Jammu & Kashmir. The selected vendor shall be responsible for the complete supply, transportation, construction, installation, testing, commissioning and handover of the polyhouses, including the specified irrigation, fogging, ventilation and control systems.
2. Scope of work: The work covers the construction and installation of two Naturally Ventilated Polyhouses, Naturally Ventilated Polyhouse – 480 sqm per village (Total Area: 960 sqm). The two polyhouses are proposed to be established at Bharot Village and Parori Gujjran Village of Rajouri District, Jammu & Kashmir. The vendor shall undertake the complete work from supply of materials through installation, testing, commissioning and final handover.
3. Technical Specifications:
A. Polyhouse Structure: Each polyhouse shall have an approximate area of 480 sqm, including side corridors. The proposed dimensions shall be:
• Length: 24 m (2 + 20 + 2 m)
• Width: 20 m (2 + 16 + 2 m)
• Side/Gutter Height: 4 m
• Centre Height: 5.5 m
• Bay Width: 8 m × 4 m
• Number of Spans: 2
The structure shall be designed and installed to provide adequate stability, durability, ventilation and suitability for protected cultivation.
B. Structural Components
The polyhouse structure shall comprise GI pipe components conforming to the applicable standards and suitable for agricultural protected cultivation.
The following minimum specifications shall apply:
• GI Pipe Structure: As per IS 1239
• GI Pipe Thickness: 1.8–2.0 mm
• Foundation Pipe: 2” GI pipe, 1 m length
• Column: 2.5” GI pipe
• Bottom, Arch and Purlin: 1.25” GI pipe
• Bracing: 1” GI pipe
• Corridor: 1.5” GI pipe
• Curtain: 1” GI pipe
All structural components shall be of suitable quality and properly galvanized to withstand outdoor agricultural conditions.
C. Gutter: The polyhouse shall be provided with GI gutters of 1.8–2.0 mm thickness.
The gutter system shall be complete with suitable PVC drainage pipes, fittings and all accessories necessary for effective collection and disposal of rainwater.
D. Clamps, Nuts and Bolts: All clamps, nuts and bolts shall be galvanized and suitable for outdoor agricultural use. The fasteners shall have adequate corrosion protection and shall be of appropriate size and strength for the proposed polyhouse structure.
E. Foundation / Civil Work: The foundation shall be constructed as per the approved structural requirements.
• Foundation Size: 30 cm × 90 cm
• PCC Ratio: 1:2:4
The vendor shall ensure proper alignment, level, stability and curing of the foundations before proceeding with structural installation.
F. Polyhouse Cladding / UV Film: The polyhouse shall be covered with high-quality greenhouse/polyhouse film meeting the following minimum requirements:
• Thickness: 200 micron
• Construction: 5-layer co-extruded film
• UV Stabilization: Required
• Application: Suitable for protected cultivation and outdoor agricultural use
• Properties: Anti-drip/anti-condensation and anti-dust
• Compliance: ISI/BIS compliant, with preference for conformity to IS 15827:2019 – Cladding Films for Greenhouse/Polyhouse – Specifications
• Minimum UV/Weathering Warranty: 3 years
The bidder shall clearly mention the: Manufacturer/brand name, Technical specifications, Warranty period,Relevant test certificates, Compliance documentation, wherever applicable Important Note: The term “5-layer” refers to the construction of the film as a five-layer co-extruded film and does not mean five separate sheets of film.
G. Shade Net
50% UV-stabilized shade net shall be provided inside the polyhouse. The system shall include: Manual folding/spreading mechanism, Pulley assembly, Curtain rings, Clamps, Required supporting accessories and fittings The complete system shall be installed properly and shall allow convenient operation by the designated users.
H. Side Ventilation: The polyhouse shall be provided with 30/40 mesh insect-proof netting along the sides. The ventilation system shall include rolling curtains on all four sides along with a suitable manual rolling mechanism and all required accessories.
The system shall ensure adequate natural ventilation while minimizing the entry of insects and pests.
I. Side Apron: UV-stabilized fabric shall be provided along the sides of the polyhouse, extending approximately 1 metre above ground level.
The apron shall be properly fixed and secured to provide suitable protection and prevent unwanted openings at the lower sides.
J. Entrance / Ante Room: Each polyhouse shall include an ante room with the following approximate dimensions: Length: 2 m, Width: 2 m and Height: 3 m
The ante room shall be covered with 200-micron UV-stabilized film. It shall include two hinged doors, each approximately Width: 1 m and Height: 2 m. The doors shall have suitable frames, hinges, handles, fasteners and all necessary fittings.
K. Fogging System: The polyhouse shall be provided with a complete fogging system.
The system shall include:
• Four-way foggers fixed on 16 mm laterals
• Adequate overlapping to ensure uniform fog distribution
• Approximate fogger discharge: 28 LPH
• Pump: 1 HP
• Water Tank: 1,000 litres
• All required pipes
• Fittings
• Valves
• Connectors
• Supporting accessories
The vendor shall ensure that the system is properly installed, tested and commissioned for effective and uniform operation.
L. Drip Irrigation System: A complete drip irrigation system shall be supplied and installed for each polyhouse.
The minimum specifications shall include:
• Main PVC Pipe: 60 mm, 6 kg, as per IS 4985:2000
• S/M PVC Pipes: 50 mm, 6 kg
• Drain PVC Pipes: 40 mm, 6 kg
• Inline Drip Tube: 16 mm
• Normal Flow Rate: 2 LPH
• Screen Filter: Required
• Control Valve: Required
• Pump: 1 HP
• Water Tank: 1,000 litres
• All required PVC fittings and accessories
The vendor shall ensure proper layout, installation, testing and commissioning of the drip irrigation system.
M. Control Panel
A suitable control panel shall be provided for operation and control of the irrigation and fogging systems. The control panel shall include, at a minimum:
• Main ON/OFF switch
• Main power indicator
• Starter for drip irrigation
• Starter/control arrangement for fogging
• Required electrical protection
• Necessary wiring, switches, connectors and other electrical accessories
The complete electrical/control system shall be safely installed and tested before handover.
4. Vendor Responsiblities:
The selected vendor shall be responsible for the following:
- Supply of all materials required for the complete work.
- Transportation, loading, unloading and handling of all materials at both project locations.
- Complete construction and installation of the polyhouse structures.
- Installation of film, shade net, insect-proof net, ventilation and entrance systems.
- Installation and commissioning of fogging, drip irrigation and control systems.
- Testing and rectification of installation defects before handover.
- Basic orientation and training of designated users on operation and routine maintenance of the installed systems.
- Handover of each complete polyhouse in safe and fully operational condition. Any additional material, fitting, component or accessory required for safe, complete and functional operation of the polyhouse shall be deemed to be within the vendor's scope and shall be clearly identified in the quotation.
5. Quotation format:
The bidder shall submit a detailed financial quotation covering the complete scope of work.
The quotation shall separately indicate the amount for:
1. Polyhouse structure and foundation
2. Polyhouse UV film/cladding:
3. Shade net and ventiltion system:
4. Entrance/ante room:
5. Fogging system:
6. Drip irrigation system:
7. Control panel/electrical components
8. Transportation
9. Installation and labor
10. Other applicable costs:
Subtotal
GST:
Grand Total:
The bidder shall clearly state whether the quoted rates are inclusive or exclusive of GST.
All applicable taxes, duties, transportation, labour, installation and other associated costs shall be clearly indicated.
6. Vendor eligibility & Documents requirement:
The bidder shall submit the following documents along with the quotation:
1. Firm/Company Registration Certificate.
2. GST Registration Certificate.
3. PAN Card
4. MSME/Udyam Registration Certificate, if applicable.
5. Annual turnover details for the last 3 financial years, certified by a Chartered Accountant on his/ her letter head.
6. Details of relevant experience in construction and/or installation of polyhouses or protected cultivation structures with photographs.
7. Work orders, completion certificates and any other documentary evidence of similar experience.
8. Technical and financial quotation.
9. Details of the proposed polyhouse film manufacturer/brand.
10. Technical datasheet/product specification of the proposed UV film.
11. Warranty details for the polyhouse film and major components.
12. Contact details of the authorized representative.
Ashray Foundation may request additional documents or clarifications from the bidder, wherever required, for evaluation purposes.
7. Completion Timeline: The bidder shall clearly mention the proposed completion period along with the quotation. The complete work is expected to be completed within 6–8 weeks from the date of issue of the Purchase Order/Work Order, subject to site readiness and other applicable conditions. The bidder shall provide a proposed work schedule along with the quotation, indicating the expected timelines for material procurement, transportation, civil/foundation work, structural installation, cladding, irrigation and fogging installation, testing, commissioning and handover.
8. Quotation Validity: The quotation shall remain valid for a minimum period of 30 days from the last date of submission. The bidder shall clearly mention the validity period of the quotation in the financial offer.
9. Evaluation of Quotations:
Quotations shall be evaluated based on the following criteria:
• Compliance with the technical specifications.
• Quality and specifications of materials proposed.
• Relevant experience and technical capability of the bidder.
• Completeness and clarity of the quotation.
• Commercial competitiveness.
• Proposed completion timeline.
• Warranty offered for major components.
• Compliance with the required documentation.
Ashray Foundation reserves the right to seek clarifications from bidders wherever required and also reserves the right to accept or reject any quotation, wholly or partly, without assigning any reason.
10. Warranty & Defect Liablity:
The bidder shall clearly specify the warranty period applicable to the following:
• Polyhouse UV film
• GI structural components
• Drip irrigation system
• Fogging system
• Pumps
• Electrical/control components
• Other major supplied components
The polyhouse film shall carry a minimum 3-year UV/weathering warranty.
Any manufacturing or installation defects identified during the applicable warranty period shall be rectified by the selected vendor at no additional cost to Ashray Foundation, subject to the applicable warranty terms and conditions.
The bidder shall provide complete warranty details along with the quotation, including the warranty period, coverage, exclusions and procedure for raising warranty-related claims.
11. Important Instructions to Bidders:
a) Vendors shall quote for the complete scope of work. Partial quotations may not be considered.
b) All specifications provided in this RFQ shall be treated as minimum requirements, unless otherwise stated.
c) Any deviation from the technical specifications must be clearly identified and explained in the quotation.
d) The bidder shall mention the make/brand and specifications of all major components proposed.
e) All applicable taxes, transportation, labour, installation and associated costs shall be clearly included in the quotation.
f) Any additional item necessary for safe, complete and functional operation of the polyhouse shall be included in the bidder's scope and clearly identified in the quotation.
g) The selected vendor shall complete the work at both designated locations in accordance with the approved technical specifications.
h) The bidder shall take into account site conditions, accessibility, transportation requirements and any other factors that may affect the execution of the work.
i) The bidder shall ensure that all materials supplied are new, of good quality and suitable for the intended agricultural application.
j) The bidder shall be responsible for testing and commissioning of all systems before final handover.
PROJECT SUMMARY
• Project: Construction of Naturally Ventilated Polyhouses
• Locations: Bharot Village and Parori Gujjran Village, Rajouri District, Jammu & Kashmir
• Number of Polyhouses: 2
• Area per Polyhouse: 480 sqm and Total Area: 960 sqm
• Structure: Naturally Ventilated GI Structure
• Cladding: 200-micron, 5-layer co-extruded UV-stabilized film
• Film Properties: Anti-drip/anti-condensation and anti-dust
• Film Warranty: Minimum 3 years UV/weathering warranty
• Shade Net: 50% UV-stabilized shade net
• Insect Net: 30/40 mesh insect-proof net
• Irrigation: Complete drip irrigation system
• Fogging: Complete fogging system
• Control: Irrigation and fogging control panel
• Expected Completion: 6–8 weeks from the date of issue of Purchase Order/Work Order, subject to site readiness and applicable conditions.
12. Submission of Quotation:
The bidder shall ensure that the complete technical and financial quotation, along with all required supporting documents, is submitted before the stipulated deadline. The completed quotation and supporting documents shall be submitted by the 17/08/2026 and send us on tenders@ashrayfoundation.org