RFP - Supply, Installation, Testing and Commissioning of Solar-Powered Lift Irrigation Systems

REQUEST FOR PROPOSAL (RFP)

Supply, Installation, Testing and Commissioning of Solar-Powered Lift Irrigation Systems

Project: SBIF – Climate Smart Livelihood Project

Implementing Agency: PHIA Foundation

Project Location: Chainpur Block, Gumla District, Jharkhand

Number of Systems: 6

Opening Date: 10 November 2026

Closing Date: 18 November 2026

TERMS OF REFERENCE FOR CONTRACTUAL ASSIGNMENT

This document outlines the Terms of Reference for the implementation of solar-based lift irrigation systems under the Abua Zameen Abua Jeevika, women-led Climate Smart Livelihood Project, implemented by the Partnering Hope into Action (PHIA) Foundation. The primary objective of this initiative is to provide irrigation coverage in rural areas by utilizing solar energy to lift water from existing perennial water sources (River, Wells, ponds and check dams), thereby promoting multiple cropping, sustainable agriculture and improving water resource management.

About PHIA Foundation Partnering Hope into Action (PHIA)

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. For more information about PHIA Foundation, please visit our website at www.phia.org.in .

1. Project brief and Objective

PHIA Foundation, under the SBI Foundation-supported Climate Smart Livelihood Project, proposes to establish six solar-powered lift irrigation systems in selected villages of Chainpur Block, Gumla district, Jharkhand. The initiative aims to improve:

access to protective irrigation for small and marginal farmers,

promote agricultural diversification and cropping intensification, and

enhance climate resilience through the cultivation of less water-intensive and high-value crops, including millets, pulses and suitable vegetables.

Each system shall be designed up to, around a 5 HP solar-powered pump and an indicative protective irrigation command area of 10-15 acres , subject to site-specific water availability, pumping head, discharge capacity, pipeline layout and crop-water requirements.

The irrigation systems shall be developed as community-managed assets, with appropriate arrangements for equitable water distribution, operation, maintenance and long-term sustainability.

2. Scope of Procurement

The selected vendor shall undertake the complete supply, installation, testing and commissioning of six solar-powered lift irrigation systems.

The scope shall include:

Site survey and technical assessment.

Design and supply of solar PV modules and mounting structures.

Supply of 5 HP surface or submersible pump and motor assembly, as appropriate to the site.

Supply and installation of solar pump controller and electrical protection systems.

Supply and installation of pumping infrastructure and distribution pipelines.

Civil works, foundations, fencing, earthing and lightning protection.

Testing, commissioning and performance verification.

Training of community representatives and irrigation management committees.

Provision of technical documentation, warranties and after-sales service.

All six systems shall remain within the specified 5 HP pump capacity.

3. Design Parameters

Parameter

Requirement

Number of systems

6

Pump capacity

Up to 5 HP (approximately 3.7 kW)

Pump type

Surface or submersible, based on site conditions

Power source

Solar photovoltaic

Initial protective irrigation area

Indicative 10-15 acres per system

Water source

Pond, check dam, stream, reservoir, canal, open well

Irrigation purpose

Protective irrigation

Distribution

Underground pipeline with suitable outlets and control valves

Operating model

Community-managed irrigation system

Pump capacity during project period

Fixed at 5 HP

Pipeline Distance – (Water source to point (maximum distance) to pump the water.

300-500 meters (as per elevation)

The proposed 10–15-acre command area is a planning estimate, not a guaranteed performance figure for every site. The final command area shall be determined through a site-specific assessment and approved hydraulic design.

Vendors shall not assume that all six locations have identical pumping requirements.

7. General Terms & Conditions

Proposal Validity: The proposal must be valid for at least 60 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 . Subject Line- “ Solar-Powered Lift Irrigation Systems installation at Chainpur-Gumla.

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 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.

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.

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.

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 18/11/2026. The management reserves the right to review proposals received after the deadline.

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