RFP FOR SUPPLY AND INSTALLATION OF MEDICAL EQUIPMENTS FOR ECHS POLYCLINICS AT KATHMANDU, POKHARA, DHARAN, BUTWAL AND KOHALPUR

REQUEST FOR PROPOSAL REGIONAL CENTRE ECHS, EMBASSY OF INDIA, KATHMANDU INVITATION OF BIDS FOR SUPPLY AND INSTALLATION OF MEDICAL EQUIPMENTS FOR ECHS POLYCLINICS AT KATHMANDU, POKHARA, DHARAN, BUTWAL AND KOHALPUR REQUEST FOR PROPOSAL (RFP) NO 05 OF 2026 DATED 08 OCT 2026 1. Bids in sealed cover are invited for supply and installation of medical equipment (listed in part-III) for ECHS Polyclinic Kathmandu, Pokhara, Dharan, Butwal and Kohalpur of this RFP. Please super scribe the above mentioned title, RFP number and date of opening of the Bids on the sealed cover to avoid the Bid being declared invalid. 2. The address and contact numbers for sending Bids or seeking clarification regarding this RFP are given below:- (a) Bids/Queries to be addressed to : Regional Centre ECHS Defence Wing Embassy of India Kathmandu, Nepal (b) Name/designation of the contact personnel : AMA (ECHS) Regional Centre ECHS, Defence Wing, Embassy of India, Kathmandu (c) Telephone number of contact personnel : 01-4430520 (d) Fax number : 01-4001569 (e) Email address : [email protected] 3. This RFP is divided into five Parts as follows :- (a) Part I- Contains General Information and instructions for the Bidders about the RFP such as the time, place of submission and opening of tenders, validity period of tenders, etc. (b) Part II- Contains essential details of the items/services required, such as the Schedule of Requirements (SOR), Technical Specifications, Delivery Period, Mode of Delivery and Consignee details. (c) Part III- Contains Standard Conditions of RFP, which will from part of the Contract with the successful Bidder. (d) Part IV- Contains Standard Conditions applicable to this RFP and which will also form part of the contract with the successful Bidder. (e) Part V- Contains Evaluation Criteria and Format for Price Bids. 4. This RFP is being issued with no financial commitment and the out worker Buyer reserves the right to change or vary any part thereof at any stage. Buyer also reserves the right to withdraw the RFP, should it become necessary at any stage.2 PART I- GENERAL INFORMATION AND INSTRUCTIONS FOR THE BIDDERS 1. Last date and time for depositing the Bids. 29 Oct 2026 by 1700 hrs. The sealed Bids both Technical and Commercial (separate envelope) should be deposited/ reach by the due date and time. The responsibility to ensure this lies with the Bidder. 2. Manner of depositing the Bids. Sealed Bids should be dropped in the Tender Box in two separate parts, i.e. Technical and Commercial. Technical and Commercial offers will be submitted in separate envelopes marked "Technical Offers" and "Commercial Offers" respectively at the address given above so as to reach by due date and time. Late tenders will not be considered. No responsibility will be taken for postal delay or no-delivery/ non- receipt of Bid documents. Bids sent by Fax or E-mail will not be considered. 3. Time and date for opening of Technical Bids. Opening of Technical Bids will be conducted at the office of AMA (ECHS), Embassy of India, Kathmandu at 1500 hrs on 30 Oct 2026 and date of opening of Financial Bids will be intimated after finalization of Technical Board. The firms which qualify technical bids as per norms of RFP will be allowed to participate in financial bid. (If due to any exigency, the due date for opening of the Bids is declared a closed holiday, the Bids will be opened on the next working day at the same time or on any other day/time, as intimated by the Buyer). 4. Location of the Tender Box. Defence Wing, Regional Centre ECHS, Embassy of India, Kathmandu. Only those Bids that are found in the tender box will be opened. Bids dropped in the wrong Tender Box will be rendered invalid. 5. Place of Opening of the Bids. Defence Wing, Regional Centre Branch, Embassy of India, Kathmandu. The Bidders may depute their representatives, duly authorized in writing, to attend the opening of Bids on the due date and time. Rates and important commercial/technical clauses quoted by all Bidders will be read out is the presence of the representatives of all the Bidders. This event will not be postponed due to non-presence of your representative. 6. Two-Bid System. Only the Technical Bid would be opened on the time and date mentioned above. Date of opening of the Commercial Bid will be intimated after acceptance of the Technical Bids. Commercial Bids of only those firms will be opened, whose Technical Bids are found compliant/suitable after Technical evaluation is done by the Buyer. 7. Forwarding of Bids. Bids should be forwarded by Bidders under their original memo/letter pad inter alia furnishing details like TIN number, VAT/CST number, Bank address with EFT Account if applicable, etc and complete postal & e-mail address of their office. Copies of firm registration certificate, VAT/PAN registration certificate of the firm, and other relevant papers and original EMD must be enclosed in the sealed tender.3 8. Clarification regarding contents of the RFP. A prospective bidder who requires clarification regarding the contents of the bidding documents shall notify to the Buyer in writing about the clarifications sought not later than 05 (Five) days prior to the date of opening of the Bids. Copies of the query and clarification by the Purchaser will be sent to all prospective bidders who have received the bidding documents. 9. Modification and withdrawal of Bids. A Bidder may modify or withdraw his bid after submission provided that the written notice of modification or withdrawal is received by the Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may be sent by fax but it should be followed by a signed confirmation copy to be dropped at the above address and such signed confirmation should reach the purchaser not later than the deadline for submission of bids. No bid shall be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and expiration of the period of bid validity specified. Withdrawal of a bid during this period will result in Bidder's forfeiture of bid security. 10. Clarification regarding contents of the Bids. During evaluation and comparison of bids, the Buyer may, at its discretion, ask the bidder for clarification of his bid. The request of clarification will be given in writing and no change in prices or substance of the bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be entertained. 11. Rejection of Bids. Any offer received incomplete or ambiguous is likely to be rejected at the discretion of the Buyer without recourse to further clarifications. The Buyer also reserves the right to seek clarification with one or more Vendors, if considered necessary and also not accept any offer at all in case they are not reasonably prices. Canvassing by the Bidder in any form, unsolicited letter and post-tender correction may invoke summary rejection with forfeiture of EMD. Conditional tenders will be rejected. 12. Unwillingness to quote. Bidders unwilling to quote should ensure that intimation to his effect reaches before the due date and time of opening of the Bid, failing which the defaulting Bidder may be delisted for the given range of items as mentioned in this RFP. 13. Validity of Bids. The Bids should remain valid for a minimum 180 days from the last date of submission of the Bids. 14. Earnest Money Deposit. Bidders are required to submit Earnest Money Deposit (EMD) 5% of their estimated bids. The EMD may be submitted in the form of a Bank Guarantee from any of the public sector Banks or a private sector Bank authorized to conduct government business or account payee cheque. EMD is to remain valid for a period of 90 days beyond the final bid validity period. EMD of the unsuccessful bidders will be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract. The Bid Security of the successful bidder would be returned, without any interest whatsoever, after the receipt of Performance Security from them as called for in the contract. The EMD will be forfeited if the bidder withdraws or amends, impairs or derogates from the tender in any respect within the validity period of their tender.4 15. The format for the acceptance to the terms and conditions for the procurement are attached as Appendix A. These will be signed by the authorised company representative and stamped with the company stamp. 16. You are requested to send your best offer in the office of the undersigned before last date & time of submission of bids. Any offer received after this may be rejected at the discretion of the Buyer. 17. Please ensure that this is your best and final offer. Note Vendors will submit their technical and commercial bids on the original tender document (including its appendices and annexure). Photocopies will not be accepted.