NOTICE INVITING TENDER
Save The Quest (STQ), executing agency under BPCL Foundation CSR Project Code L236, invites sealed bids from eligible vendors for the following lots:
| Lot | Description | Category / Type |
|---|---|---|
| 1 | Co-working Workstations, Delhi HQ | Service / rate contract |
| 2 | Event & Training Management (Rate Contract) | Service / rate contract |
| 3 | IVR / Helpline Telephony Services | Service / rate contract |
| 4 | Supply of Laptops | One-time supply |
| 5 | Supply of Laser Multifunction Printers | One-time supply |
| 6 | IT & Communication Utilities | Service / rate contract |
STQ reserves the right to accept or reject any or all bids without assigning reasons. Procurement is governed by BPCL Foundation CSR norms under Open Tender Process as mandated in MOU (Project L236).
2. Key Dates & Procurement Timeline
Newspaper Notice & Website RFP Release
Official NIT published in national newspapers and full RFP document uploaded on www.savethequest.org/rfp-l236-ops.
Last Date for Written Queries
Prospective bidders submitted written queries and clarifications via email to [email protected].
Replies & Corrigendum Posted on Website
Official clarifications, query responses, and corrigenda posted publicly on the tender portal and emailed to all queried vendors.
Last Date for Bid Submission (Deadline)
Strict deadline for submitting technical bids and password-protected price bids via email or sealed physical envelopes.
Opening of Technical Bids
Tender evaluation committee opens and scrutinizes technical bids and eligibility documents. Authorized bidder representatives may attend.
Price Bid Opening & Evaluation (L1)
Password-protected financial bids of technically qualified vendors are decrypted/opened. Evaluation and L1 determination lot-wise.
Issuance of Letters of Award (LOA)
Letters of Award issued to winning L1 bidders per lot. Selected bidders must accept within 24 hours.
Contract / Purchase Order Signing
Execution of formal service agreements or issuance of firm Purchase Orders.
Services Commencement & Goods Delivery
Operational services begin (Lots 1, 2, 3, 6). Goods delivery and installation completed within 7 calendar days of PO (Lots 4, 5).
1. How This RFP Works
The procurement has been designed to allow maximum flexibility for specialized vendors, SMEs, and service providers.
One RFP, Six Lots
Vendors may bid for any one lot, several lots, or all six. Indicate your chosen lots clearly on the Lot Selection Form (Form 1). You do not need to bid for lots that are outside your core domain.
Judged Separately (L1)
Each lot is evaluated strictly independently. Every lot is awarded to its own lowest-priced qualified bidder (L1). Different lots may go to different vendors based on merit and competitive pricing.
Fill Only What Applies
Read Part A (common rules) and the specific Lot Sheet(s) in Part B for your selected lots. Submit common Forms 1–3 plus the Price Schedule(s) in Part C for your lots only.
Specifications & Requirements (6 Lots)
*Read only the sheets for the lots you are bidding for.Co-working Workstations, Delhi HQ
- Proof of right to licence the premises (Title deed, lease, or owner's written consent)
- Clear photographs of the co-working space and accessible amenities
Minimum Specifications (Mandatory Compliance)
Customized Bid Submission Checklist
Select the lot(s) your organization wishes to bid for to generate your tailored technical checklist and email submission template.
Required Dossier for Selected Lots (1)
- Form 1: Lot Selection Form (Lots 1 ticked)
- Form 2: Bidder Details & Bank Details
- Form 3: Declarations signed & stamped
- Copy of valid PAN Card & active GST Certificate
- Proof of at least 1 similar order in the last 3 years
- Lot 1: Proof of right to licence premises & photos of space
- Strictly NO price figures in the technical envelope.
- Part C Price Schedule for chosen lot(s): 1
- Unit rates must be specified clearly with GST shown separately.
- If submitting via email: PDF must be password-protected. The password must NOT be included in the submission email and only sent when formally requested by STQ on price opening day.
PART A — Common Rules for All Lots
Standard operating procedures, eligibility benchmarks, and procurement terms governing all 6 lots.
Who Can Bid (Eligibility)
- Legal Entity: Registered firm, LLP, company or proprietorship with valid PAN and active GST registration.
- Past Track Record: At least one similar order completed in the last 3 years. (Recognized MSEs and DPIIT start-ups may request relaxation as per Govt guidelines).
- Clean Record: Not blacklisted or debarred by any Government body, PSU or CSR funder.
- Lot Requirements: Must fulfill any lot-specific requirement stated in its respective Lot Sheet.
How to Submit (Two-Part Bids)
- Technical Part: Forms 1, 2 and 3 along with PAN, GST certificate, one similar work order, and lot-specific documents. No prices in this part.
- Price Part: Price Schedule(s) for your chosen lots only.
- Modes:Email as a separate password-protected PDF (password sent only when formally asked) OR in a separate sealed envelope marked “Price Bid”.
- Subject / Envelope Marking:
"RFP STQ/L236/RFP/OPS/2026/01 — Lots [numbers] — [Bidder name]". Late bids will not be opened.
Selection & Evaluation
- Evaluation Committee: A committee of at least 3 members, each signing a no-conflict declaration, opens and evaluates bids.
- Two-Stage Evaluation: Step 1: Eligibility and specification check for each lot bid. Step 2: Price bids of qualified bidders opened; L1 (lowest total incl. GST) wins the lot.
- Internal Benchmark: STQ has fixed an internal estimate for each lot before issuing this RFP. STQ may reject any bid above its internal estimate, and may negotiate with the L1 bidder only, and only to reduce price.
- Fewer Than 3 Bids: If a lot gets fewer than 3 qualified bids, STQ may award it after recording that the price is reasonable against market rates, or re-tender that lot only.
- Award Acceptance: The successful bidder must accept the Letter of Award within 24 hours and sign the contract by 30 October 2026. If it does not, STQ may award the lot to the next lowest qualified bidder (L2) at the L1 price.
- STQ may accept or reject any bid, or cancel any lot, without giving reasons.
Contract Terms & Financials
- Firm Pricing: Prices firm for the full term; GST shown separately. No advance payment. Applicable TDS deducted as per Income Tax laws.
- Payment Tranches: Payments as stated in each Lot Sheet, within 30 days of invoice and acceptance, linked to receipt of BPCL Foundation tranches.
- Performance Security: 5% performance security for Lots 1 and 2 only, within 15 days of award (work starts on 1 November 2026 regardless). Delay penalty 0.5% per week, up to 10%.
- Termination:STQ may terminate on 30 days' notice, for breach, or if BPCL Foundation funding stops.
- Audit Records: Records kept 8 years and open to STQ, BPCL Foundation and statutory auditors. Disputes settled by arbitration, seat New Delhi.
A5. Conflict of Interest Declaration
Every bidder must declare any relationship (family, ownership, tenancy, client or vendor) with an STQ trustee or employee in Form 3. A declared relationship does not disqualify the bidder; the interested person will recuse themselves from selection for that lot, and the award will require STQ Board approval and formal disclosure to BPCL Foundation. Hiding a relationship leads to immediate rejection or contract termination.
PART C — Official Bid Forms & Price Schedule
Print, fill, sign, and stamp these official schedules for your submission packet.
Form 1 — Lot Selection
Tick the lots you are bidding for| Tick | Lot | Description | Contract Type |
|---|---|---|---|
| 1 | Co-working Workstations, Delhi HQ | Service / rate contract | |
| 2 | Event & Training Management (Rate Contract) | Service / rate contract | |
| 3 | IVR / Helpline Telephony Services | Service / rate contract | |
| 4 | Supply of Laptops | One-time supply | |
| 5 | Supply of Laser Multifunction Printers | One-time supply | |
| 6 | IT & Communication Utilities | Service / rate contract |
Form 2 — Bidder Details
| Bidder Name and Constitution | (Proprietorship / Partnership / LLP / Private Limited / Public Limited) |
| Registered Address | (Full physical address with PIN code) |
| PAN / GSTIN | (Attach self-attested copies of both) |
| Udyam / MSE / DPIIT no. (if any) | (For MSE relaxation eligibility) |
| Contact Person, Phone, Email | (Name, mobile number, official email address) |
| Bank Account Details | (Account Name, Account Number, Bank & Branch, IFSC code) |
| One Similar Order (Client, Value, Year) | (Client name, work order value in INR, year of execution — attach copy) |
Form 3 — Declarations
We accept all terms of this RFP. Our offer meets every minimum specification for the lots ticked in Form 1 (deviations, if any, listed on a separate sheet).
We are not blacklisted or debarred by any Government body, PSU or CSR funder.
Bid security: if we withdraw our bid during validity, refuse an award, or make a false declaration, we may be barred from STQ tenders for 2 years.
Price Schedule (Separate Price Bid — Fill Only Your Lots)
Must be submitted in a separate sealed envelope OR as a separate password-protected PDF.
| Lot | Item Description | Billing Unit | Rate excl. GST (₹) | GST (₹) | Total (₹) |
|---|---|---|---|---|---|
| 1 | Workstation | Per seat per month | ______ | ______ | ______ |
| 2 | Standard Event Package | Per event | ______ | ______ | ______ |
| Online Event Package | Per event | ______ | ______ | ______ | |
| 3 | Complete helpline service | Per year | ______ | ______ | ______ |
| 4 | Laptop as specified | Per unit (×4) | ______ | ______ | ______ |
| 5 | Printer as specified | Per unit (×4) | ______ | ______ | ______ |
| 6 | All three IT & comms components | Per user per year (×4) | ______ | ______ | ______ |
How to Submit Your Bid
Bidders may submit either via password-protected email or via physical sealed envelope before Monday, 26 October 2026, 5:00 PM IST.
Email Submission (Recommended)
Send to: [email protected]
Email Subject Line:RFP STQ/L236/RFP/OPS/2026/01 — Lots [numbers] — [Bidder name]
Attachments:
- Technical Bid PDF (Forms 1, 2, 3 + PAN, GST, Past Work Order + Lot Documents)
- Price Bid as a password-protected PDF (Do NOT include password in the email. STQ will formally request passwords from technically qualified bidders on price opening day).
Physical Sealed Envelope
Deliver to physical address:
Executing Agency — BPCL Foundation CSR Project L236
148, Abul Fazal Enclave Part-I, Okhla,
New Delhi 110025, India
Enclosing Procedure:
- Envelope 1: Marked “Technical Bid — RFP STQ/L236/RFP/OPS/2026/01”
- Envelope 2: Marked “Price Bid — RFP STQ/L236/RFP/OPS/2026/01”
- Both envelopes placed inside a main outer sealed envelope marked with bidder name and lot numbers.
Frequently Asked Questions & Bidding Clarifications
Can an agency bid for only 1 lot?
Yes, absolutely. The RFP is explicitly divided into 6 distinct lots. You can bid for any single lot, any combination of lots, or all 6 lots. Each lot is judged and awarded separately to its own lowest qualified bidder (L1).
When should the Price Bid password be sent?
If submitting by email, do NOT share the password in your submission email. Keep it secure. On Wednesday, 28 October 2026, STQ will formally email technically qualified bidders requesting them to submit passwords for decryption.
Are Micro and Small Enterprises (MSEs) eligible for relaxation?
Yes. Recognized MSEs and DPIIT start-ups may request relaxation on prior experience / order criteria as per applicable government CSR procurement norms by attaching their valid Udyam / DPIIT certificate in Form 2.
How is GST treated during price evaluation?
Rates must be quoted excluding GST, with the GST component indicated separately in the Price Schedule. As stated in Part A3, L1 evaluation is determined by the lowest total price including GST for each respective lot.