# Request for Quotation (RFQ) — Solar-Hybrid Power System for Sawmill

**Issued by:** [Owner name], Sawmill (Ara Machine), Reoti, Ballia, Uttar Pradesh
**Contact:** [phone] | [email]
**Date issued:** _____________  |  **Quotes due by:** _____________ (please allow vendors 7–10 days)

> **Note to vendor:** This is a **turnkey** requirement — design, supply, installation, commissioning, net-metering liaison, operator training, and a 5-year AMC. Please quote against the line items in **Section 6** and confirm the brands/specs you will supply.

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## 1. Project summary

We run a sawmill currently driven by two diesel engines (25 HP for the log trolley, 15 HP for the saw/bensa), costing ~₹2,000/day in diesel. We are converting to **electric motors powered by a solar-hybrid system**. The mill runs **~8–10 hours, daytime, ~275 days/year**. The site has a **3-phase grid connection that is unreliable** (frequent cuts), so the system **must keep running through grid outages** (hybrid/off-grid capable with battery backup).

## 2. Scope of supply & work (turnkey)

1. Design & engineering (load study, layout, single-line diagram)
2. Supply of all equipment (modules, inverter, battery, motors, VFDs, structure, cabling, protection, earthing, lightning arrestor)
3. Civil & structural work (module mounting; motor foundation/alignment to existing belt-pulley drive)
4. Installation, wiring, testing & commissioning
5. **PuVVNL net-metering application & liaison** on our behalf (feasibility → agreement → meter)
6. CEIG / electrical safety inspection & charging approval (if required for this capacity)
7. Operator training + O&M manual
8. **5-year comprehensive AMC** (quote separately, Section 6)

## 3. Technical specifications (minimum acceptable)

| Component | Minimum specification |
|-----------|----------------------|
| **Solar modules** | ~15 kWp. N-type TOPCon or Mono-PERC, ≥545 Wp, **BIS + ALMM listed**. 12-yr product + 25-yr performance (≥84.8%) warranty. |
| **Inverter** | **3-phase HYBRID**, ≥15 kVA, ≥2 MPPT. **Must supply load during grid failure** (backup/off-grid mode). Surge/overload capacity ≥150% to handle motor starting. MNRE/BIS listed. ≥5-yr warranty. State make/model (e.g., Deye / Growatt / Sungrow / equivalent). |
| **Battery** | **LFP (LiFePO₄)**, ≥15 kWh usable (modular acceptable, e.g., 10+5). ≥6,000 cycles @ 80% DoD, integrated BMS. **10-yr warranty.** (No lead-acid.) |
| **Electric motors** | (a) **18.5 kW / 25 HP**, (b) **11 kW / 15 HP**. 3-phase, **IE3** efficiency, foot-mounted, 1440 rpm. *Confirm RPM to match existing pulley ratios for correct blade & trolley speed.* |
| **VFDs** | One per motor (18.5 kW & 11 kW), with built-in soft-start & bypass, suitable IP-rated enclosure for dusty sawmill environment. |
| **Mounting structure** | Hot-dip galvanised or aluminium, rated ≥150 km/h wind. 10-yr structural warranty. Roof or ground-mount as per site. |
| **BoS & safety** | DC solar cable + AC armoured cable (correctly sized), DCDB/ACDB with SPDs & MCBs/MCCB, full earthing, **lightning arrestor**, AC/DC isolators. |
| **Workmanship** | ≥5-yr installation workmanship warranty. |

## 4. Site conditions (vendor to verify on site visit)

- 3-phase connection present; **unreliable supply** — backup operation is mandatory.
- Roof/shed area available for ~15 kWp (~700–900 sq ft) — vendor to assess roof vs ground mount.
- Dusty environment (sawmill) — equipment must be rated/protected accordingly.
- Existing engines drive the mill via belt/pulley; electric motors must couple to the same drive (pulley re-matching included).

## 5. What we will provide

Latest electricity bill, connection/account number, site access, ID & ownership documents required for the net-metering application.

## 6. Commercial quote format (please fill)

| # | Item | Make / Model offered | Qty / Rating | Unit price (₹) | Amount (₹) |
|---|------|---------------------|--------------|---------------|-----------|
| 1 | Solar modules | | 15 kWp | | |
| 2 | Mounting structure + DC cabling + protection | | — | | |
| 3 | Hybrid inverter (3-phase) | | ≥15 kVA | | |
| 4 | LFP battery | | ≥15 kWh | | |
| 5 | Electric motor – 25 HP | | 18.5 kW | | |
| 6 | Electric motor – 15 HP | | 11 kW | | |
| 7 | VFDs (both) | | — | | |
| 8 | AC panel, changeover, wiring, earthing, LA | | — | | |
| 9 | Civil / structure / motor mount & alignment | | — | | |
| 10 | Installation & commissioning | | — | | |
| 11 | Net-metering liaison + CEIG (if applicable) | | — | | |
| | **Sub-total (system)** | | | | |
| | **GST** | | | | |
| | **TOTAL (turnkey, delivered & commissioned)** | | | | |
| A | **AMC — 5 years (quote separately, per year)** | | | | |

Please also state: **delivery & commissioning timeline (weeks)**, payment terms, and 2–3 **reference installations** (similar industrial/motor loads) with contact numbers.

## 7. How we will evaluate

| Criterion | Weight |
|-----------|-------:|
| Price (turnkey + 5-yr AMC) | 40% |
| Equipment brand & quality (Tier-1 modules, reputed hybrid inverter, LFP battery) | 25% |
| Warranty & AMC terms | 15% |
| Experience with motor/industrial loads + references | 10% |
| Delivery timeline | 10% |

> Lowest price alone will **not** win — a cheap inverter that can't handle motor surges, or a lead-acid battery, will be rejected.

## 8. Submission

Email the filled quote (Section 6) + datasheets for proposed modules/inverter/battery to **[email]** by the due date. A mandatory **site visit** is expected before quoting. Questions to **[phone]**.