RFQ - Supply of Hygiene Kits

REQUEST FOR QUOTATION (RFQ)

Supply of Hygiene Kits

RFQ No.: SAHAY/PROC/2026-27/_003_

Issuing Organization: SAHAY

Project Location: Kolkata, West Bengal

Procurement Category: Hygiene Kits

Estimated Quantity: Approximately 3,500 Student Kits (to be procured in multiple tranches)

Procurement Method: Competitive Bidding (Request for Quotation)

Last Date for Submission of Expression of Interest (EOI): within five working days from the date of advertisement

1. About SAHAY

SAHAY is a non-profit organization registered under the West Bengal Societies Registration Act, 1961 (Registration No. SO063545 of 1989–90 ). Established in 1989, SAHAY has been working towards the welfare and development of children, youth, women, and marginalized communities across West Bengal through education, health, child protection, livelihood, and community development initiatives.

Under its Urban Project, SAHAY intends to procure quality hygiene kits for distribution among the children. 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

SAHAY invites quotations from experienced and GST-registered vendors for the supply of branded and customized hygiene kits.

The estimated requirement is approximately 3,500 hygiene kits during the project period. The quantity is indicative only and may increase or decrease depending on project requirements and funding availability.

Items may include, but are not limited to:

Toothpaste

Detergent

Toothbrush with full cover

Shampoo

Hair Oil

Hand wash

Hand / Face Towel

Bath Soap

Lip Vaseline

Hairbrush

Dettol.

Body Powder

Body lotion

Listerine Body Wash

Bag for carrying stuff (Made of Good Plastic) .

Detailed technical specifications, artwork, branding requirements, and quantities will be shared only with eligible vendors.

3. Procurement Terms

Procurement will be carried out in multiple tranches during the project period and shall not constitute a single bulk order.

SAHAY 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 a scheduled distribution date mentioned in the Purchase Order.

Delivery Address:

Youth Resource Centre

17, Jagannath Dutta Lane

Kolkata – 700009

4. Vendor Eligibility Criteria

Interested vendors must satisfy the following minimum eligibility requirements:

Business location must be within city (Kolkata)

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 have 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:

Operations Support

Email: groy@sahay.org.in

The email must include:

Company/Firm Profile

Valid GST Registration Certificate (GSTIN)

PAN

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 SAHAY 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 in accordance with the instructions communicated by SAHAY.

6. Evaluation Criteria

Quotations will be evaluated on the basis of, 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

SAHAY will request product samples before finalizing the selection. SAHAY will not return the sample to you. On demand of vendor, SAHAY may pay the cost of samples. Sample items should not be “Not for sale” - price should be mentioned on each sample.

7. Important Dates

Activity

Date

Last Date for Submission of EOI

Within five working days from the date of advertisement

Circulation of BID to shortlisted / eligible Vendors

Within five working days from EOI date

Last Date for Submission of Sealed Quotation

Within five working days from circulation of BID

Expected Award of Contract

Within ten working days from deadline of submission of sealed quotation

8. General Terms & Conditions

SAHAY 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 SAHAY 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.

SAHAY 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.

SAHAY shall not be responsible for any costs incurred by vendors in preparing or submitting their quotations.

This procurement process shall be governed by SAHAY's Procurement Policy and applicable laws of India.

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