RFQ – Expression Of Interest For Supply Of Hygiene Kit

Dhagagia Social Welfare Society

Project Location: Kolkata

Procurement Category: Hygiene Kits

Estimated Quantity: Approximately 1,700 Hygiene Kits (to be procured in multiple tranches)

Procurement Method: Competitive Bidding

Last Date for Submission of Expression of Interest (EOI): 21.11.2026.

1. About DSWS

Dhagagia Social Welfare Society (DSWS) is a registered non-profit organization, established in 1994 and headquartered in Sandeshkhali Block II, North 24 Parganas, West Bengal. DSWS works across the Sundarbans delta region and in urban Kolkata, with programmes spanning education, child and youth development, health, livelihoods, environment and community development. Under its Urban project, DSWS intends to procure quality hygiene kits for distribution among beneficiary children and youth. Eligible vendors are invited to participate in this competitive bidding process by submitting their quotations in accordance with the terms and conditions outlined in this RFQ.

2. Scope of Procurement

DSWS invites quotations from experienced and GST-registered vendors for the supply of quality hygiene kits. The estimated requirement is approximately 1,700 hygiene kits during the project period. The quantity is indicative only and may increase or decrease depending on project requirements and funding availability. Detailed technical specifications, kit composition, artwork, branding requirements and quantities will be shared only with eligible, shortlisted vendors.

3. Procurement Terms

• Procurement will be carried out in multiple tranches during the project period and shall not constitute a single bulk order.
• DSWS does not guarantee procurement of the entire estimated quantity.
• Purchase Orders will be issued separately for each tranche, specifying quantities, delivery schedules and customization requirements.
• The selected vendor shall supply the items strictly according to the approved specifications and samples.
• All items must be delivered within the scheduled delivery date mentioned in the Purchase Order.

4. Vendor Eligibility Criteria

Interested vendors must satisfy the following minimum eligibility requirements:

• Business location must be within [Kolkata / West Bengal].
• Must be legally registered and possess a valid GST Registration (GSTIN).
• Must issue GST-compliant invoices with appropriate HSN codes.
• Must have adequate production and delivery capacity to execute multiple purchase orders within stipulated timelines.
• Must not have been blacklisted or debarred by any Government department, donor agency, or recognized institution.
• Must hold a valid Trade License.

5. Submission Process

Interested vendors are requested to submit their Expression of Interest (EOI) by email.

Step 1: Email Submission

Send your Expression of Interest to the below-mentioned email

The email must include:

• Company / Firm Profile
• Valid GST Registration Certificate (GSTIN)
• PAN
• Valid Trade License
• Client references, if available
• Contact details of the authorized representative

Step 2: Shortlisting

After evaluation of the submitted credentials, eligible/shortlisted vendors will receive an official communication from DSWS along with:

• Detailed technical specifications
• Branding requirements
• Quantity schedule
• Bid submission format
• Instructions for submission of the financial quotation

Step 3: Submission of Financial Bid

Only shortlisted vendors shall submit their sealed quotation with items specified in accordance with the instructions communicated by DSWS.

6. Evaluation Criteria

Quotations will be evaluated based on, but not limited to, the following criteria:

• Compliance with technical specifications
• Quality of products offered
• Ability to meet delivery schedules
• Competitive pricing
• Overall value for money

DSWS will request product samples before finalising the selection. Samples will not be returned. DSWS may reimburse the cost of samples. Sample items must not be marked "Not for Sale", and the price must be indicated on each sample. Along with the sealed quotation, please share the invoice for the item DSWS requests for delivery.

7. General Terms & Conditions

• DSWS reserves the right to negotiate with one or more shortlisted vendors before final award.
• Submission of a quotation shall not constitute or imply any commitment on the part of DSWS to award a contract.
• Quantities mentioned in this RFQ are indicative only and may vary.
• Quoted prices shall be inclusive of GST, transportation, packaging, loading, unloading, delivery, and all other applicable charges unless otherwise specified.
• Vendors shall ensure that all supplied items conform to the approved specifications and quality standards.
• DSWS reserves the right to inspect or reject any goods that do not meet the required specifications.
• Any attempt to influence the procurement process, canvassing, or submission of false or misleading information shall lead to immediate disqualification.
• DSWS shall not be responsible for any costs incurred by vendors in preparing or submitting their quotations.
• DSWS reserves the right to cancel or modify this RFQ, or reject any or all quotations, without assigning any reason.
• This procurement process shall be governed by DSWS's Procurement Policy and applicable laws of India.

Contact: [contact details removed] procurement.dsws@gmail.com amitdsws@gmail.com dsws1994@gmail.com

Organisation: Dhagagia Social Welfare Society

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