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Request for Proposal (RFP)

Commodity/Service Required:	Solar System
Type of Procurement:	Competition Process
Type of Contract:	Purchase order
Solicitation Number	PNG 28082026
Submit Proposal to:	[email protected]
Date of Issue of RFP:	August 28 2026
Date Questions from Supplier Due:	September 02, 2026
Date Proposal Due:	September 04, 2026
Approximate Date Purchase Order Issued to Successful Bidder(s):	October 20, 2026

Method of Submittal: Respond via e-mail to [email protected] with attached document in MS Word or pdf format. The Bidder/Seller agrees to hold the prices in its offer firm for 90 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP.

Attachments to RFP:

1. Attachment “A” – Commodity Specifications
2. Attachment “B” – Instructions to Bidders/Sellers
3. All PO Terms and Conditions are listed on our website at: fhi360.org/poterms
   (hereinafter the “Terms”). Supplier’s delivery of products, performance of services, or issuance of invoices in connection with this purchase order establishes Supplier’s agreement to the Terms. The Terms may only be modified in writing signed by both parties.
   
   

All bidders/sellers are responsible for carefully reviewing each attachment and following any instructions that may be relevant to this procurement.

Attachment A
Commodity Specifications

About FHI 360:

FHI 360 is a global organization that mobilizes research, resources and relationships so that people

everywhere can access the opportunities they need to lead full, healthy lives. For more than 50 years, we have worked to develop bold solutions to global challenges and create measurable results through research and application of scientific breakthroughs. We listen to, learn from and work with communities to expand social and economic equity, improve health and well-being, respond to crises and strengthen resilience.

Project Background:

EpiC (Meeting Targets and Maintaining Epidemic Control) is a U.S. Government-funded global program that provides technical support and direct services to help control HIV among vulnerable populations. It also works to strengthen global health security, improve maternal, newborn, and child health, combat malaria, and enhance health systems through better procurement, supply chain management, and overall healthcare capacity.

In Papua New Guinea (PNG), the FHI 360 EpiC Project works in partnership with the National Department of Health (NDoH) and Provincial Health Authorities (PHAs) in the National Capital District (NCD), Eastern Highlands Province (EHP), and Morobe Province to strengthen HIV service delivery, health information systems, and the availability, quality, and use of HIV data for program monitoring, management, and evidence-based decision-making.

Objectives:

The EpiC Project supports HIV service delivery sites in NCD (18 sites), EHP (17 sites), and Morobe (19 sites) with desktop computers to be used for HIV Patient Database (HPDB) management, program reporting, and DHIS2 data entry. However, frequent power outages and unreliable electricity supply at the above-mentioned HIV services delivery sites disrupt the use of these systems, affecting real-time data entry, reporting, and access to critical HIV information.

To address this issue, the project proposes procuring all-in-one (foldable solar panels + power station) and associated components for the supported HIV service delivery sites. These systems will provide a reliable and sustainable power source for the desktop computers and other ICT equipment during outages and unstable grid conditions.

This investment will ensure uninterrupted HPDB and DHIS2 operations, support timely and accurate HIV data reporting and validation, protect existing ICT infrastructure investments, and strengthen the capacity of health facilities to maintain complete and reliable HIV program data.

Purpose:

To support this initiative, the EpiC PNG Project invites qualified and reputable vendors to submit proposals for the supply, installation, testing, and commissioning of solar power solutions, including all necessary equipment and accessories, to provide reliable and sustainable power for desktop computers used for HPDB data entry, DHIS2 reporting, and routine HIV program reporting. The project covers 54 selected health facilities located in the National Capital District (18 sites), Eastern Highlands Province (17 sites), and Morobe Province (19 sites)

The selected contractor shall:

• Supply all required equipment and accessories.
• Install and commission the solar system.
• Provide training, documentation, and after-sales support.
• Ensure compliance with applicable local regulations and safety standards.

Scope of Work:

The contractor shall provide all labor, materials, tools, transportation, and supervision required for:

A: Supply of Equipment

Including but not limited to:

• Solar Panel Foldable (200 W)
• Portable Power Station (AC 180p)
• Cable solar extension (10m)
• Labor for installation at the above 54 sites.
• Protective casing / lock for the Power Station
• Any other accessories necessary for a fully operational system.

B: Installation and Commissioning

• Equipment delivery to site.
• Installation and wiring.
• Testing and commissioning.
• System performance verification.
• Handover documentation.

Item #	Required quantity	Description of Preferred Commodity or Services Specifications	Unit Fixed Price (Each) in PGK	Total Fixed Price (Each) in PGK	GST 10% (PGK)	Total Fixed Price incl. GST 10% (PGK)
1	54	Solar Panel Foldable (200W)
2	54	Power Station (AC 180p)
3	54	Cable solar extension (10m)
4	54	Labor for installation at all 54 sites.
4	54	Protective casing / lock for the Power Station
TOTAL VALUE

Equipment schedule and price breakdown:

Proposal Requirements
FHI 360 is requesting that your submission include the following:

• Company profile (not more than 2 pages)
• Relevant experience in solar installations.
• Certifications and licenses.
• Manufacturer authorizations (if applicable).
• References from previous clients.
• Unit cost of each proposed equipment with a total in PGK
• Installation cost of each site and the total
• Present the GST amount separately of each equipment in PGK
• Date of validity of the quotation should be at least 90 days.
• Product availability/lead time
• Equipment warranty details
• Installation workmanship warranty
• Maintenance warranty period including preventive maintenance services
• User training
• Response time for services calls

** All applicable tax shall be deducted at source during payment.

Reserved Rights:
All RFP responses become the property of FHI 360, who reserves the right in its sole discretion to:

• To disqualify any offer based on offer or failure to follow solicitation instructions.
• FHI 360 reserves the right to issue an award based on the initial evaluation of offers without discussion.
• FHI 360 will not compensate vendors for preparation of their response to this RFP.
• Issuing this RFP is not a guarantee that FHI 360 will award a purchase order.
• FHI 360 may choose to award a purchase order to more than one vendor for specific parts of the activities in the RFP.

By signing this attachment, the bidder confirms s/he has a complete understanding of the
specifications and fully intends to deliver items that comply with the above-mentioned specifications.

Signature: ______________________________________

Title: Click or tap here to enter text.
Date: Click or tap to enter a date.

Attachment B
Instructions to Bidders/Sellers

Procurement Narrative Description: The Buyer (FHI360) intends to purchase commodities and/or services identified in Attachment A. The Buyer intends to purchase the quantities (for commodities) and/or services (based on deliverables identified in a Statement of Work). The term of the Ordering Agreement shall be from Award Date to the Delivery date of the Offeror unless extended by mutual agreement of the parties. The Buyer intends to award a single “approved’ supplier based on conformance to the listed specifications, the ability to service this contract, and selling price. We reserve the right to award more than one bidder. If an Ordering Agreement is established because of this RFP, the supplier understands that quantities indicated in the specifications (Attachment A) are an estimate only and FHI360 does not guarantee the purchase quantity of any item listed.

Procuring Activity: This procurement will be made by Family Health International (FHI360), and shall award the initial quantities and/or services and any option quantities (if exercised by FHI360) to Seller by a properly executed Purchase Order as set forth within the terms of this properly executed agreement.

Proposal Requirements: All Sellers will submit a quote/proposal which contains offers for all items and options included in this RFP. All information presented in the Sellers quote/proposal will be considered during FHI360’s evaluation. Failure to submit the information required in this RFP may result in Seller’s offer being deemed non-responsive. Sellers are responsible for submitting offers, and any modifications, revisions, or withdrawals, to reach FHI360’s office designated in the RFP by the time and date specified in the RFP. Any offer, modification, revision, or withdrawal of an offer received at the FHI360 office designated in the RFP after the exact time specified for receipt of offers is “late” and may not be considered at the discretion of FHI360 Procurement office.

The Seller’s proposal shall include the following:

1. The solicitation number
2. The date and time submitted
3. The name, address, and telephone number of the seller (bidder) and authorized signature of same
4. Validity period of Quote
5. A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.
6. Lead Time/Availability of the Commodity/Service.
7. Terms of warranty describing what and how the warranties will be serviced
8. Special pricing instructions: Price and any discount terms or special requirements or terms (special note: pricing must include guaranteed firm fixed prices for items requested.
9. Payment address or instructions (if different from mailing address)
10. Acknowledgment of solicitation amendments (if any)
11. Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including points of contact with telephone numbers, and other relevant information)

1. Special Note: The seller, by responding to this RFP and accompanying signatures, confirms that the terms and conditions associated with this RFP document have been agreed to and all its attachments have been carefully read and understood and all related questions answered.
2. Documentation: The following documents must be submitted with the quotation:

• Company Profile
• Scan copy of TIN and IPA Registration
• Please provide banking details

Questions concerning the procurement:

All questions regarding this RFP to be directed to [email protected] by

August 28, 2026. As per fhi360’s procurement protocol, we will not be responding to any telephone inquiries concerning this RFP until after the submission deadline.

Notifications and Deliveries: Time is of the essence for this procurement. The Seller shall deliver all items and/or services no later than the deadlines specified in the contract, as mutually agreed upon by both parties following the outcome of this RFP. The Seller shall immediately contact the Buyer’s Procurement Officer if the specifications, availability, or the delivery schedule(s) changes. Exceptional delays will result in financial penalties being imposed on the Seller.

Payment Terms: FHI360 Payments terms are Net 30 days after receipt of invoice and once goods have been completed. Payment can be made via wire transfer or other acceptable forms. Sellers may propose alternative payment terms, and they will be considered in the evaluation process.

Alternative Proposals: Sellers are permitted to offer “alternatives” should they not be able to meet the listed requirements. Any alternative proposals shall still satisfy the minimum requirements set forth in Attachment A Specifications.

Inspection Process: Each item shall be inspected prior to final acceptance of the item. All significant discrepancies, shortages, and/or faults must be satisfactorily corrected and satisfactorily documented prior to delivery and release of payment.

Evaluation and Award Process: The FHI360 Procurement Officer will award an agreement contract resulting from this solicitation to the responsible Seller (bidder) whose offer conforms to the RFP will be most advantageous to FHI360, price and other factors considered. The award will be made to the Seller representing the best value to the project and to FHI360. For the purpose of this RFP, price, availability and delivery/turnaround time are of equal importance for the purposes of evaluating and selecting the “best value” awardee.

FHI360 intends to evaluate offers and award an Agreement without discussions with Sellers.

Therefore, the Seller’s initial offer should contain the Seller’s best terms from a price and technical standpoint. However, FHI360 reserves the right to conduct discussions if later determined by the FHI360 Procurement Officer to be necessary. The evaluation factors will be comprised of the following criteria:

No.	Criteria	Point
1	Technical Experience and Capability	20
2	Quality of Equipment	20
3	Competitive Cost	30
4	Term of payment	10
5	Delivery time	10
6	Warranty and After Sales Services	10
	Total	100

Award Notice. A written notice of award or acceptance of an offer, issued or otherwise furnished to the successful supplier within the offer’s acceptance period, shall constitute a binding contract between the parties without the need for any further action by either party.

Validity of Offer. This RFP in no way obligates FHI360 to make an award, nor does it commit FHI360 to pay any costs incurred by the Seller in the preparation and submission of a proposal or
amendments to a proposal. Your proposal shall be considered valid for 90 days after submission.

Anti-Kick Back Act of 1986. Anti-Kickback Act of 1986 as referenced in FAR 52.203-7 is hereby incorporated into this Request for Proposal as a condition of acceptance. If you have reasonable grounds to believe that a violation, as described in Paragraph (b) of FAR 52.203-7 may have occurred, you should report this suspected violation to the FHI360’s Ethics Hotline at 1-800-318-7153, reporting via website at www.fhi360.org/anonreportregistry or by sending an e-mail to [email protected] You may report a suspected violation anonymously.

Acceptance: Seller agrees, as evidenced by signature below, that the seller’s completed and signed solicitation, seller’s proposal including all required submissions and the negotiated terms contained herein, constitute the entire agreement for the services described herein.

By: (Seller Company Name)

Signature: _______________________________________
Title: Click or tap here to enter text.
Date: Click or tap to enter a date.

Please read and sign the Section 889 disclaimer in the last page of this RFP.

FHI Disclaimers

• FHI 360 may perform a background check on any selected Awarded agency/supplier

candidates.

• FHI 360 may cancel the solicitation and not award
• FHI 360 may reject any or all responses received
• Issuance of the solicitation does not constitute an award commitment by FHI 360
• FHI 360 reserves the right to disqualify any offer based on failure of the offeror to follow

solicitation instructions

• FHI 360 will not compensate any offeror for responding to solicitation
• FHI 360 reserves the right to issue award based on initial evaluation of offers without further

discussion

• FHI 360 may choose to award only part of the activities in the solicitation, or issue multiple

awards based on the solicitation activities

• FHI 360 reserves the right to waive minor proposal deficiencies that can be corrected prior

to award determination to promote competition

• FHI 360 reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition