HELPAGE INDIA Procurement of Grocery Items and Toiletry Items for Tamaraikulam

Elders Village (TEV), Cuddalore and Ananda Illam – Home for the Aged, Neyveli – Tamilnadu.

HELPAGE INDIA

Request for Proposal (RFP)

I. About HelpAge India

HelpAge India is a non-profit organization dedicated to serving the elderly population in India. It was established in 1978 and has since been actively involved in various initiatives aimed at improving the quality of life for senior citizens. HelpAge India runs various programs and services to address the needs of older persons. These include Shelter support for destitute elderly, healthcare services, elder helplines, livelihood support, advocacy for elder rights, and disaster relief efforts tailored to the elderly population.

In order to meet the Nutritional Support and Consumable Items requirement, HELPAGE INDIA invites bids for “Procurement of Grocery Items and Toiletry Items for the Project locations Cuddalore and Neyveli for the FY 25-26  (November’25 to October’26) as per details, terms and conditions given below:

II. Terms and conditions

• The agency can be an individual/HUF/Partnership firm/Company incorporated under the laws of India.
• This RFP is not an offer by HelpAge India, but an invitation to receive responses from the eligible bidders dealing in Grocery and Toiletry items
• No agency shall be entitled to submit more than one bid whether jointly or severally. If one does so, all bids wherein the agency has participated shall stand disqualified.
• The agency shall bear all costs associated with the preparation and submission of bid.
• The agency must have PAN (Permanent Account Number) and registered with GST and the document for the same is to be attached. 
• HelpAge India reserves the right to accept /reject/ select one or more than one agency and to annul the bidding process any or all bids at any time prior to award of contract without thereby incurring any liability to the affected agency. 
• The supplier should have all valid licenses, approvals, certificates, registration from all statutory authorities like Income Tax/GST/any other relevant and mandatory requirements. 
• Schedule of supply will be provided by HelpAge India while issuing Purchase Order/ email intimation to the selected bidder. In case of delay in supply, penalty will be levied. 
• HelpAge India reserves the right to cancel the contract based on performance without assigning any reason thereof. 
• Evaluation of the bids will be done by Purchase Committee from HelpAge India. 
• HelpAge India management reserves the right to change (increase or reduce) the numbers/units as per its sole discretion and Project requirement. 
• Documents required to release the payment:

a. Bill / Invoice mentioning Permanent Account Number of Income Tax Department

b. Documentary proof of the delivery/ service including E-Way Bill, wherever applicable, as per Purchase order 

• Agencies that will be technically qualified would only be considered for opening of financial bids. 
• The bidder is expected to examine all instructions, forms, terms and specification in this RFP. Failure to furnish all information required under this RFP or to submit a bid not substantially responsive to this RFP in all respect will be at bidder’s risk and shall result in rejection of the bid. 
• The bidder and their respective officers, employees, agents shall observe the highest standards of ethics dividing the bidding process. HelpAge India has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to HelpAge India personnel. Notwithstanding anything to the contrary contained herein, HelpAge India shall reject bid without being liable in any manner whatsoever to the bidder if it determines that the bidder has directly or indirectly or through an agent, engaged in corrupts/fraud tent/coercive/undesirable or restrictive practice in the bidding process. 
  
  
• Indemnity
  
  

The bidder shall indemnity HelpAge India against all actions, suits, claims and demands brought or made against HelpAge India in respect of anything done or committed to be done by the bidder in execution of or in connection with the work of this contract and against any loss or damage to HelpAge India in consequences to any action or suit being against the selected vendor for anything done or committed to be done in the execution of this contract. 

• The RFP shall be evaluated strictly based on the substantive information/credentials/documentary evidences submitted by the agencies. 
• The bidder is expected to examine all instruction, forms, terms and specification 
• HelpAge India Management reserves the Right to award the work to more than one Agency as per requirement. Delivery has to take place in location.
  
  

1. The agency needs to submit ‘Technical Bid’ & ‘Financial Bid’ in two attachments (as per Annexure 2 & 3) specifying as ‘Technical Proposal for Procurement for Grocery Items and Toiletry Items  in  Project Locations – Cuddalore and Neyveli in Tamilnadu State” and “Financial Proposal for Procurement  for Grocery Items and Toiletry Items  in  Project Locations – Cuddalore and Neyveli in Tamilnadu State“

KINDLY PAY ATTENTION: - BOTH TECHNICAL & FINANCIAL PROPOSAL SHOULD BE SENT SEPERATLY IN A SINGLE MAIL.

2. All the bid needs to be submitted via email to procurement@helpageindia.org by Friday, 31^st  October 2025 at 23.59 hours IST

3. Agencies would not be allowed to subcontract, partial/full of the work assigned to them. In such case the Management reserves the right to cancel the contract with the age

4. The rates quoted by the agency will be inclusive of all Taxes/Packing and Freight Charges etc. Agency should submit the financial bid as per the Annexure-3: Financial Bid Format.

5. Agency shall bear the Insurance if any taken.

6. The rate quoted by the agency will be valid for one season from the award of the contract

7. Items not meeting the specified requirements has to be returned.

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

Job Email ID: procurement(at)helpageindia.org

Download Attachment: RFP for Grocery Items Consumables- 25-26 - Nov'25 to Oct'26.pdf