RFP - Procurement, Packaging, Branding and Supply of Food / Dry Ration Kits

REQUEST FOR PROPOSAL (RFP) Procurement, Packaging, Branding and Supply of Food / Dry Ration Kits Emergency Relief Support for Flood-Affected Families in Prayagraj and Chitrakoot, Uttar Pradesh

Background

MAMTA Health Institute for Mother and Child (MAMTA-HIMC), under the emergency relief intervention described in the project proposal with support from HCL Foundation, intends to procure and distribute food /dry ration kits to flood-affected families in Prayagraj and Chitrakoot, Uttar Pradesh. The project aims to provide immediate assistance to approximately 2,000 families (around 8,000 individuals) during a two-month period, prioritising displaced and vulnerable households.

Important Dates

Activity Date / Details Issue Date of RFP 09-10-2026 Last Date for Submission of Queries 12-10-2026 Last Date for Submission of Proposal 13-10-2026 Note: This RFP is intended for legally registered suppliers/vendors capable of bulk food procurement, packaging, branding and delivery. Please confirm organisational procurement eligibility requirements before publication.

Objective

To identify a qualified vendor for procurement, quality assurance, packaging, branding and timely delivery of 2,000 complete food / dry ration kits in accordance with the quantities and specifications stated in this RFP and its annexure. Coverage Location Indicative coverage Prayagraj, Uttar Pradesh 1,000 Flood-affected locations to be confirmed by MAMTA-HIMC Chitrakoot, Uttar Pradesh 1,000 Flood-affected locations to be confirmed by MAMTA-HIMC Total 2,000 family kits Target Group

• Flood-displaced and otherwise flood-affected families.
• Priority to vulnerable households, including families with children, pregnant women, lactating mothers, older persons and persons with disabilities.
• Estimated reach: 2,000 families / approximately 8,000 individuals.

Scope of Work

• Procurement and Supply: Source and supply all food items listed in Annexure-I in the quantities specified per kit. Products must meet applicable food-safety and quality requirements.
• Kit Assembly: Assemble 2,000 complete kits, ensuring every kit contains the exact items and quantities approved by MAMTA-HIMC. No substitutions or changes in pack sizes/brands may be made without prior written approval.
• Packaging: The vendor shall be responsible for all packaging materials, packing labour and kit assembly. Packaging must be strong, clean, moisture-resistant and suitable for bulk transport and handling in flood-relief settings.
• Branding: The vendor shall apply HCLFoundation branding/logo and any other project identification specified by MAMTA-HIMC. The vendor must submit packaging samples, layout/artwork and branding proof to MAMTA-HIMC for review and written approval before mass printing, branding or packing. No branding or packaging design shall be finalised or used without MAMTA-HIMC’s approval.
• Delivery: Deliver the complete quantity to delivery points in Prayagraj and/or Chitrakoot as instructed by MAMTA-HIMC. The vendor shall state delivery capacity and proposed delivery timeline in its bid.
• Documentation: Provide item-wise packing list, batch/lot details where applicable, invoices, delivery challans and relevant food-safety/product documents.
• Replacement: Replace missing, damaged, leaking, expired or non-compliant goods/kits at no additional cost within the timeline specified by MAMTA-HIMC.

Technical and Quality Requirements

• All food products must be fit for human consumption, safe, clean, unadulterated and compliant with applicable Indian food-safety and labelling requirements.
• Items should be delivered in original, sealed manufacturer packaging wherever available. Required label information must remain visible and legible.
• Products must have adequate remaining shelf life at delivery; preferably at least six months where the product type permits. Any shorter remaining shelf life must be declared and approved in writing by MAMTA-HIMC before supply.
• All packets and bottles must be intact and free from leakage, pests, moisture damage or visible contamination.
• Vendor must hold and provide applicable FSSAI licence/registration and GST registration details.
• MAMTA-HIMC reserves the right to inspect, weigh, sample or reject products and packaging before acceptance. Rejected or short-supplied items must be replaced at the vendor’s cost.

Eligibility Criteria

• Legally registered company, firm or supplier in India with valid PAN and GST registration, as applicable.
• Applicable FSSAI licence/registration for food procurement, handling, packing or distribution.
• Relevant experience in bulk food supply, institutional procurement, ration-kit assembly or relief supplies; preference may be given to vendors with verifiable similar assignments.
• Capacity to source, pack, brand and deliver 2,000 kits within the required schedule.
• Ability to provide item-wise pricing and comply with MAMTA-HIMC’s prior approval process for packaging and branding.

Proposal Submission Requirements Interested vendors shall submit the following:

• Cover letter and organisation / firm profile.
• Technical proposal describing sourcing, quality checks, kit assembly, packaging, branding approval process and delivery plan.
• Item-wise financial proposal in the format provided in Annexure-I.
• Product/brand details, pack sizes, shelf life and samples or photographs, where available.
• GST registration certificate, PAN and certificate of incorporation/firm registration, as applicable.
• FSSAI licence/registration, where applicable.
• Relevant experience certificates, purchase orders or client references.
• Signed and stamped quotation and authorised signatory details.

Evaluation Criteria

Criteria Indicative Weightage Compliance with food-kit specifications and quality requirements 80% Financial proposal and total landed cost 20% MAMTA-HIMC may seek clarifications, verify references, request samples or negotiate with bidders. The lowest-priced proposal will not automatically be selected if it does not meet quality, specification, delivery or approval requirements.

Deliverables

• 2,000 complete food / dry ration kits as per Annexure-I.
• Packaging and branding artwork/sample submitted and approved by MAMTA-HIMC before bulk execution.
• All kits packed and branded only after written approval of the final design/sample.
• Item-wise packing list and delivery challans.
• Delivery of kits at locations and within timelines specified in the purchase order.
• Replacement of rejected or non-compliant items at no additional cost.

Payment Terms

Proposed payment terms shall be confirmed in the purchase order and may be finalised by MAMTA-HIMC in accordance with its procurement procedures. Vendors must state their proposed payment terms in the financial proposal. Any advance payment, if approved, shall be subject to written authorisation. Final payment will be linked to delivery, quantity/quality verification and receipt of required documents. Submission of Proposal Interested vendors are requested to submit proposals by email to rfp@mamtahimc.in with the subject line: “Proposal for Procurement, Packaging, Branding and Supply of 2,000 Food / Dry Ration Kits – Prayagraj & Chitrakoot”. Proposals must be received on or before 13th October 2026. Incomplete or late proposals may not be considered. Queries should be sent to rfp@mamtahimc.in with the subject line: “Query – RFP for Food / Dry Ration Kits”. No queries will be entertained after 12th October 2026. MAMTA-HIMC reserves the right to accept or reject any or all proposals, request additional information, negotiate, cancel the RFP or amend the process in accordance with its procurement procedures.

ANNEXURE-I

S. No. Food item / specification Qty per kit Total qty for 2,000 kits Rate per unit / pack (?) 1 Biscuits (Parle-G; 1 kg packet as per proposal) 3 packets 6,000 packets 2 Puffed rice 5 kg 10,000 kg 3 Roasted chana 3 kg 6,000 kg 4 Yellow moong dal 2 kg 4,000 kg 5 Red masoor dal 2 kg 4,000 kg 6 Rice 10 kg 20,000 kg 7 Iodized salt 2 packets 4,000 packets 8 Mustard oil 2 litres 4,000 litres 9 Sugar 2 kg 4,000 kg 10 Turmeric powder 100 g 2,000 × 100 g packets 11 Coriander powder 100 g 2,000 × 100 g packets 12 Matchboxes 5 boxes 10,000 boxes 13 Wheat flour (Fortune Chakki Atta or approved equivalent) 10 kg 20,000 kg Vendor should attach an item-wise calculation sheet showing unit/pack size, number of units per kit, rate per unit, extended cost per kit and total cost for 2,000 kits.

Note: The cost will be inclusive of Branding (Logo printing), Packaging (Quality Storage Bag), Storage and Transportation.

Job Email ID: rfp(at)mamtahimc.in

Organisation: MAMTA Health Institute for Mother and Child (MAMTA)

Listed on the SAMS-STC social-sector RFP board.