RFQ - Solar Powered Village (60 kWp Off-Grid Solar Power Plant)

1. About Partnering Hope Into Action Foundation (PHIA Foundation)

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: 25/09/2026 

Closing Date: 14/10/2026

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:

• Design, Supply, Installation, Testing, and Commissioning of a 60 kWp Off-Grid Solar Power Plant, including all civil works involved in array footing.
• Providing all materials, equipment, accessories, and required civil work to ensure a fully functional system.
• Ensuring system integration with proper safety and protection mechanisms.
•  Installation in remote, high-altitude terrain at Udmaroo village (Nubra, Ladakh).
• Providing Operation & Maintenance (O&M) support, including warranty and after-sales service for a minimum period of 5 years.
• Training local stakeholder’s/community members for basic system handling and maintenance.
• Training local stakeholders/community for basic system handling 

General Terms & Conditions 

1. Proposal Validity: The proposal must be valid for at least 60 days, and this period should be clearly stated.
2. Payment Terms: The payment terms must be mentioned. Payments are typically processed through cheque/RTGS within 15-20 days of bill submission.
3. Proposal Submission: The proposal must be submitted through mail to procurement@phia.org.in . Subject Line- “60 kWp Off-Grid Solar Power Plant at Nubra”
4. 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.
5. Construction Responsibilities: If Construction is required, the vendor will be responsible for completing the Construction within the given timeframe.
6. 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.
7. Defect Liability Warranty: The vendor shall be responsible for all defects in design, material, and workmanship for a period of 5 years from the date of commissioning. During this period, all repairs and replacements shall be carried out at the vendor's own cost.
8. Health, Safety & Environment (HSE): The vendor shall comply with all applicable HSE regulations and ensure a safe working environment. The vendor will be solely responsible for any accidents or damages during the execution of the work.
9. Penalty for Delay: In case of delay in completion of the project beyond the stipulated timeline (excluding approved force majeure), a penalty of 0.5% of the total contract value per week of delay, up to a maximum of 5% of the contract value, shall be levied.
10. Bank Account Status: Ensure that your firm’s bank account is not frozen by the bank at the time of the proposal submission.
11. 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.
12. Submission Deadline: The final date for submitting the proposal is 14/10/2026. The management reserves the right to review proposals received after the deadline. 

Proposal Submission Requirements

Interested vendors are required to submit the following documents as part of their proposal: 

1. Technical Proposal: Detailed specifications, system design, and Bill of Quantities (BoQ).
2. Financial Quotation: Detailed cost breakup (as per the given BOM).
3. Company Profile and Past Experience: With completion certificates, photos, and geo-coordinates of past projects.
4. Warranty and After-Sales Service Plan: Clearly outlining the 5-year commitment and service center details.
5. Training Plan: Detailed plan for training local youth. 

In case of any query while developing the proposal, applicants may write to procurement@phia.org.in by [12/10/2026]. PHIA Foundation shall endeavour to respond to eligible queries within the time period communicated in the RFQ.

 For detailed information, please check the complete version of the RFP attached below