RFP - Bids are invited for: Empanelment to provide Petty Payment Support Services- Phase-2

Request for Proposal (RFP)

Bids are invited for: Empanelment to provide Petty Payment Support Services-Phase-2

Release of Request for Proposal	13th November 2025
Online Pre-bid Meeting Date	18th November 2025 (14:00 Hrs IST)Link for Registration:https://forms.gle/bUGmn4GVyGVh33cSA
Bid Submission Closing Date (Last Date to Apply)	20th November 2025 Link for submission of proposals: Technical: https://forms.gle/AKUv8Qp8ptfgXX2YA Financial:https://forms.gle/xBbSGgqvSNSEfcUm7
Technical Bid Opening	21st November 2025
Financial Bid Opening	21st November 2025
Finalization of Contract	By 28th November 2025 (Tentative)

AIFT Statement of Business:

The American India Foundation Trust is registered as a public charitable trust in India. And is committed to catalyzing social and economic change in India through high-impact interventions in education, livelihoods, public health, and leadership development. Working closely with local communities, AIFT partners with NGOs to develop and test innovative solutions and with governments to create and scale sustainable impact.

Scope of work:

Selected Bidder/s will be offered to enter into a Service Agreement with the AIFT on below terms, Bidders are request to read the terms and quote accordingly:

• Duration of contract shall be of 6/12 months with No minimum business guarantee but not beyond INR 2 Crores, extendable upon satisfactory performance.
• The Bidder must be able to provide services during extended/odd hours when required, and must have UPI payment services to enable QR based payments.
• The Bidder shall provide MIS (format to be shared upon finalization), Invoices & supporting documents on weekly basis.
• All Payment Terms will be 100% after completion of services within 15 days of Invoice submission and supporting documents viz invoices/payment recipes etc. TDS as applicable.
• Both the Parties may terminate the Agreement by giving prior notice of 1 (one) month.
• For any disputes the Jurisdiction will be New Delhi.

Bidding Process:

Bidders are advised to study the RFP Documents carefully. Any bid shall be deemed to have been submitted after careful study and examination of all instructions, eligibility criterion, terms and conditions and required scope of work/ technical specifications Bids not complying with all the given aspects in this RFP Document or submission of a bid not substantially responsive to the RFP Document in every respect will be submitted at bidder’s risk and may result in the rejection of the bid.

Bid Submission:

Bidders are advised to submit bid online in Google forms link -

• Pre-bid meeting interest submission- https://forms.gle/bUGmn4GVyGVh33cSA
• Technical Bid Submission Link- https://forms.gle/AKUv8Qp8ptfgXX2YA
• Financial Bid Submission Link- https://forms.gle/xBbSGgqvSNSEfcUm7

Technical bid and financial bid are to be submitted separately in the separate link. Following points are to be kept in mind while submitting the bids-

• All bids must contain the complete address of the firm, including contact number/ email ID of the person who is authorized to submit the bid under their signatures.
• All bids must be signed on all pages by the bidder. Unsigned bids will not be entertained/ accepted.
• Bids not submitted as per the specified format and nomenclature or ambiguous in nature are liable to be rejected.
• The interested bidders may submit their bid to AIFT on or before the time mentioned in this RFP Document. Any bid received by AIFT after the prescribed deadline for submission of bids will be rejected and no further correspondence in this regard will be entertained.
• Financial bid should be prepared as per Annexure II given in the RFP Documents. The same is to be uploaded in google forms too.
• Bidders shall indicate their rates in clear/ visible figures as well as in words. In case of a mismatch, the rates written in words will prevail.
• At any time prior to the last date for submission of bids, AIFT, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFP Documents by an amendment and publish the revised version of the RFP.
• Printed terms and conditions of the bidders will not be considered as forming part of their bid. In case terms and conditions as given in the RFP Documents are not acceptable to any bidder, they should clearly specify the deviations in their bids.
• NO conditional Bid will be entertained and will be rejected.
• In case of any deviations, specific exemption may be sought on case-to-case basis from the respective Departments placing the Service Request
• Bids complete in all respects along with supporting documents, must be submitted as per the RPF. No physical document is to be submitted by the bidders.
• Parallel Service Agreement Contracts - AIFT may also execute parallel contracts with more than one firm on the lowest approved rates on the same terms and conditions. These parallel rate contracts will be utilized if the original L1 (single or multiple bidder) is not in a position to supply goods/services as per AIFTs requirement within the time frame indicated in the bid.

Financial Requirements:

The Financial proposal/ quotation should contain prices of all services and Items, and transportation etc. with all the terms & conditions inclusive of payment terms.

Proposal Requirements – Technical & Financial:

The technical proposal should cover at least below areas:

Applicant eligibility requirement(s):

• The bidder organization should be registered as a legal entity for doing business in India & must be a GST registered vendor with at least 2 years of experience in similar services. In addition, it should have all kinds of active licenses and permission for work for related requirements.

Technical Requirements:

The bidder should provide information on overall qualifications, including:

• Profile of organization
• Past experience (if any), clients handled and completed assignments.

Attachments/ Enclosures for Technical Bid (as applicable):

Bid must be submitted in English language only and should contain:

• Covering letter with reference to all enclosures or attachments.
• Copy of registration documents/ certificate and most recent renewal as a legal entity.
• License or permission if any for doing business.
• Copy of PAN & TAN.
• Copy of GST Registration (Mandatory)
• Copy of MSME registration certificate (if registered)
• Copies of last two years ITR.
• Technical bid form as per Annexure I

Financial Bid

• It is to be submitted separately as per Annexure II. No conditional price is to be quoted.

Proposal Evaluation Process:

Application Evaluation Process:

• Application received by AIFT will be reviewed to determine completeness of application (based on application guidelines detailed above) and eligibility of applicants. Applications that do not meet eligibility requirements will be eliminated following this review and shall not be considered further.
• All bids received by the stated closing date and time for bid submission will be evaluated, according to the conditions described in selection criteria below.
• The final selection would be based on the technical evaluation of the bids followed by evaluation of financial proposal.
• Successful bidder(s) will be notified in writing by email (or by telephone, in cases where the bidder cannot be reached by email). The bidder must confirm acceptance in writing within the time specified in the email communication.

Evaluation Criteria:

• The bidders who substantially meet the “Bid Requirements – Technical” (Annexure- I) shall fall in the category of technically qualified bidder.
• The service fee in percentage quoted by such technically qualified bidders shall be evaluated and compared.
• L1 along with L2 & L3 may be considered for further process, including awarding of contract.
• AIFT’s reserves the right to select and award the contract under this RFP

NOTE: AIFT reserves the right to reject bids that do not meet eligibility or bid submission requirements (as detailed above) without further notice to the bidders. Issuance of this RFP does not constitute a commitment on the part of AIFT nor does it commit AIFT to pay for the costs incurred in submission of bid. Further, AIFT reserves the right to reject any or all bids received and to negotiate separately with a bidder, if such action is considered to be in the best interest of AIFT.

Instructions and Deadlines for Responding:

AIFT Contact:

• Any communication must be sent to: procurement@aif.org

Confirmation of interest:

• Please send a statement acknowledging receipt of this solicitation and your intent to respond or not respond no later than the due date given in Annexure-I. Send the confirmation to the contact listed above.

Request for clarifications:

• Request for clarifications/ questions on this solicitation will be accepted via email at the mail Id listed above by due date given in Section – I. Clarifications will be provided to all prospective bidders who would have expressed their interest. Please note that responses will not be confidential except in cases where proprietary information is involved. Any enquiries after the specified date would not be entertained.

Due date and time of Bid Submission:

• As Detailed above.
• Subject line of the email should read: “Empanelment to provide Petty Payment Support Services-Phase-2_AIFT/RFP/DL/2025-26/017_ [firm_name]”.
• We advise that you send files in commonly recognized Microsoft formats. AIFT will not take responsibility for resolving technical transmission problems with bids.
• Submission of hard copies of the proposal is not required.
• The bid should only include information specific to accomplishing the “scope of work”.

Additional information submitted outside of the proposal requirements will be reviewed at AIFT’s discretion only.

Selection of the Bidder:

• AIFT reserves the right to negotiate the rates with selected suppliers from among the bids received. AIFT has the option to interview and discuss specific details with those bidders who have submitted their bids.

Receipt, Evaluation and Handling of Bids:

Once a bid is received before the due date and time, the AIFT will:

• Log the receipt of the bids and record the business information.
• Review all bids and disqualify any non-responsive ones (that fail to meet the terms set out in RFP Documents) and retain the business details on file with a note indicating disqualification.
• Evaluate all bids objectively in line with the criteria specified in the RFP Documents.

Conflict of Interest:

• The bidders must disclose in their bid details of any circumstances, including personal, financial and business activities that will, or might, give rise to a conflict of interest. This disclosure must extend to all personnel proposed to undertake the work.
• Where bidders identify any potential conflicts, they must state how they intend to avoid any impact arising from such conflicts. AIFT reserves the right to reject any bid which, in AIFT’s opinion, could potentially give rise to a conflict of interest.
• With respect to this condition, please be advised that the organizations that may fall within the scope of this clause will include those with which AIFT has any present association.

General Disclosures:

Bidders must disclose:

• If they are or have been the subject of any proceedings or other arrangements relating to bankruptcy, insolvency or the financial standing of the bidders including but not limited to the appointment of any officer such as a receiver in relation to the Bidder personal or business matters or an arrangement with creditors or of any other similar proceedings.
• If they have been convicted of, or are the subject of any proceedings, relating to:
• A criminal or other offence involving the activities of the organization or found by any regulator or professional body to have committed professional misconduct.
• Corruption including the offer or receipt of any inducement of any kind in relation to obtaining any contract with AIFT, or any other contracting body or authority.
• Failure to fulfil any obligations on account of payment of any taxes.

Terms and Conditions of Solicitation:

Notice of non-binding solicitation:

• AIFT reserves the right to reject any and all bids received in response to this solicitation and is in no way bound to accept any proposal.

Confidentiality:

• All information provided by AIFT as part of this solicitation must be treated as confidential. In the event that any information is inappropriately released, AIFT will seek appropriate remedies as allowed. Proposals, discussions, and all information received in response to this solicitation will be held strictly confidential, except as otherwise noted.

Communication:

• All communications regarding this solicitation shall be directed to appropriate parties at AIFT indicated in Section VII. A. Contacting third parties involved in the project, the review panel, or any other party may be considered a conflict of interest and could result in disqualification of the proposal.

Acceptance:

• Acceptance of a proposal does not imply acceptance of its terms and conditions. AIFT reserves the option to negotiate on the final terms and conditions. We additionally reserve the right to negotiate the substance of the finalists’ proposals, as well as the option of accepting partial components of a proposal if appropriate. Upon successful completion of the bidding process and selection of the vendor, a contract will be signed which will supersede any other document.

Right to final negotiation:

• AIFT reserves the option to negotiate on the final costs and final scope of work, and also reserves the option to limit or include third parties at AIFT’s sole and full discretion in such negotiations.

Third Party limitations:

• AIFT does not represent, warrant, or act as an agent for any third party as a result of this solicitation. This solicitation does not authorize any third party to bind or commit AIFT in any way without our express written consent.

Quotation Validity:

Proposals submitted under this request shall be valid for 03 (three) months from the date the proposal is due. The validity period shall be stated in the proposal submitted to AIFT.

                     ANNEXURE – I

 (To be printed on Letter Head) LETTER OF BID

To,

The American India Foundation Trust

Ground Floor, Plot no. 74, Okhla Phase III

New Delhi – 110020

Sub: Bid for Empanelment to provide Petty Payment Support Services-Phase-2

Dear Sir,

• Having examined the RFP Documents and appendix thereto, we, the undersigned in conformity with the said document, offer to provide the said goods and associated services as given in the RFP Documents and the terms of reference to be signed upon the award of contract
• We undertake, if our bid is accepted, for Empanelment to provide Petty Payment Support Services-Phase-2 the time frame specified, starting from the date of receipt of issue of Work Order/ Purchase Order/Rate Contract/Service Agreement (WO/PO/RC/SA) from AIFT.
• We agree to execute a RC/PO/ WO in the form to be communicated by AIFT, incorporating all agreements with such alterations or additions thereto as may be necessary to adapt such agreement to the circumstances of the standard and notice of the award within the time prescribed after notification of your intention to accept this bid.
• We would like to clearly state that we qualify for this work based on all the eligibility requirements indicated by you in the RFP Documents.
• We certify that all the information mentioned in Annexure I in this covering letter is true and correct.
• We understand that if the details given in support of the claims made above are found to be wrong or untenable or unverifiable our bid may be rejected without any reference from us. We further clearly understand that AIFT is not obliged to inform us of the reasons for rejection of our bid.
• It is certified that the information furnished herein and as per the document submitted is true and correct and nothing has been concealed or tampered with. We have gone through all the conditions of the bid and are liable to any punitive action for furnishing false information/ documents.

For and on behalf of

 (mention name of you firms)

Signature:

Name*:

Designation:

(Company Seal)

Dated this _____ day of November 2025

* The person should be duly authorized to sign the bid for an on behalf of the firm/ company.

                   ANNEXURE – I (Cont..)

                        TECHNICAL BID

Required Services PAN India (East, West, North South & Central)

(Please Tick mark available services as listed below)

S.No.	Services	Turnaround Time	Tick (✓) the available services
1	Utility Bill Payments Water Electricity Internet and Hosting Services Gas and Fuel Municipal Taxes and Levies • Other recurring utility obligations	<24 Hours
2	Vendor Payments Contractor/vendor payments One-time service payments Payment for Ad-Hoc requirement of cleaning or other day to day support services required at the office.	<15 minutes
3	Reimbursements and Claims Processing Staff expense reimbursements (travel, meals, office supplies, etc.) Petty payment reimbursements Project-specific disbursements and claims	<15 Minutes
4	Custom Payment Requests Ad-hoc financial transfers upon request Urgent and high-priority disbursements	<15 Minutes

Deliverables:

The Service Provider shall:

• Collect payment instructions and supporting documents from the AIFT
• Process payments to relevant utility service providers in a timely manner;
• Provide monthly MIS reports and transaction confirmations to the Client (region wise)
• Maintain transaction records and make them available upon request
• Immediately inform the Client of any failed, or disputed, transactions.
• Identify and Empanel vendors to provide necessary services to the client in accordance with the requirements of the client.
• Provide services on real time basis PAN India.

                                                             ANNEXURE – II

                                  (To be printed on Letter Head) FINANCIAL BID

Ref. No.: Date:                                                                   Date:

Name of the Agency:

Details of Pricing:

S. No.	Particular	Description	Percentage Charge (%)
1	Service Charges on the total petty payments made on Request of AIFT	Service Charges are for timely payments as per the request and management of supporting documentation.
2	GST	To be charged only on service charges

 

Note(s):

• The rates quoted should be as per industry standards.
• Bids quoting incredibly low rates compared to the industry prevalent rates will be rejected.
• The rates finalized will not be changed throughout the period of empanelment/ extended empanelment.
• The empaneled agencies will provide required service all over India.
• The Firm shall provide needed service support during the agreement period, as well as related claims arising during that time after end of agreement.
• Parallel Contracts can be executed with different service providers.

Additional Information by bidder (if any): 1.

Thanking you,                                        Signature:

Yours Truly,                                            Name

For and on behalf of                            Designation:

(mention name of you firms)            (Company Seal) Dated this _____ day of November 2025

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