NATIONAL HIGHWAYS AUTHORITY OF INDIA

(MINISTRY OF ROAD TRANSPORT AND HIGHWAYS GOVT. OF INDIA)

BID DOCUMENT

For

Providing, Running and Maintenance of 2 Nos of

Commercial Vehicle Swift/Indigo or equivalent on monthly
hiring basis for NHAI, PIU Supaul at Madhubani, Bihar

NATIONAL HIGHWAYS AUTHORITY OF INDIA

Project Implementation Unit, Supaul at Madhubani
Pandaul Bazar, Madhubani-Sakri Road,
Near IOCL Petrol Pump, Madhubani-847234

Page 1 of 15
 INDEX

SECTION Particulars Page Nos.

SECTION -1 NOTICE INVITING TENDER 3
SECTION -2 INFORMATION TO BIDDERS 4-6
SECTION -3 TERMS & CONDITIONS OF BID 7-10
SECTION-4 TECHNICAL BID 11-14
SECTION -5 FINANCIAL BID 15

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 NATIONAL HIGHWAYS AUTHORITY OF INDIA
(Ministry of Road Transport & Highways)
Project Implementation Unit – Supaul
NHAI/PIU-Supaul/Estt/Vehicle Tender/2024/
Date : 28.06.2024
Name of work: Providing, Running and Maintenance of 2 Nos of Commercial Vehicle Swift/Indigo
or equivalent on monthly hiring basis for NHAI, PIU Supaul at Madhunai, Bihar
SECTION -1 (NOTICE INVITING TENDER)
Earnest Money: Rs. 10,000/-
Cost of Document: Rs.500/-
Time Period: Two Years
The National Highways Authority of India (NHAI) hereby invites Tenders from experienced firms/ Tour
and Travel Agents/individuals having adequate experience.
The terms & conditions for the above work are available on NHAI website i.e.
The tender shall be submitted in sealed envelope and the tender should reach NHAI office at address
of communication not later than 15:00 Hrs on 12.07.2024 along with earnest money deposit of Rs.
10,000/- and cost of Documents of Rs.500/- in the form of Demand Draft in favor of National
Highways Authority of India, payable at Patna. The tender shall be submitted as below:
(i) Envelope one containing EMD in properly sealed cover and superscribed as “EMD for tender of
vehicles (Swift/Indigo or Equivalent) for PIU–Supaul”.
(ii) Envelope two containing Cost of Documents in properly sealed cover and superscribed as
“Cost of Documents for tender of vehicles (Swift/Indigo or Equivalent) for PIU– Supaul”
(iii) Envelope three containing Technical Bid and Terms & Conditions (T&C) of Technical Bid in
properly sealed cover and superscribed as “Technical bid for tender of vehicles (Swift/Indigo
or Equivalent) for PIU– Supaul”.
(iv) Envelope four containing Financial Bid only and superscribed as “Financial bid for tender of
vehicles (Swift/Indigo or Equivalent) for PIU– Supaul”.
(v) Envelope five containing envelope (i), (ii), (iii) & (iv) and superscribed as “Tender for vehicles
(Swift/Indigo or Equivalent) for PIU–Supaul”.
The tenders will be opened on 12.07.2024 at 15:30 Hrs. at PIU Supaul at Madhubani.

All pages of the documents of the Bid should be numbered and to be submitted in hard bound.
NHAI will not be responsible for any delay in submission of the tender document and reserves the
right to accept/reject any or all tenders without assigning any reasons thereof.
Amendments/corrigendum, if any, would be hosted on NHAI website only.
Address for Communication:
The Project Director,
National Highways Authority of India,
PIU Supaul at Madhubani
Pandaul Bazar, Madhubani-Sakri Road, Near IOCL Petrol Pump,
Madhubani-847234
Mob. 8130006229
Email: piusupaul@nhai.org
Website: www.nhai.gov.in

Page 3 of 15
 SECTION-2 (Information to Bidders)

Name of work: Providing, Running and Maintenance of 2 Nos of Commercial Vehicle Swift/Indigo
or equivalent on monthly hiring basis for NHAI, PIU Supaul at Madhubani, Bihar

1. Introduction:-
Sealed Quotations are hereby invited from experienced firms/ Tour and Travel Agents/Individuals
having adequate experience for providing Services of Vehicles (AC-Commercial) on monthly basis for
PIU-Supaul.

2. Scope of work:-
The work includes Providing, Running and Maintenance of 2 Nos of Commercial Vehicle Swift/Indigo
or equivalent providing assured KM per month 3000 confirming to RTA/RTO regulation along with
fuel, driver, maintenance etc. for office use for the duration of Two (02) years to be extendable
further as required by NHAI.

3. Information about Bid.

3.1 Designation and the Address of the The Project Director,
Authority National Highways Authority of India,
PIU Supaul at Madhubani
Pandaul Bazar, Madhubani-Sakri Road, Near IOCL Petrol Pump,
Madhubani-847234
Mob. 8130006229
Email: piusupaul@nhai.org
Website: www.nhai.gov.in
3.2 Availability of Bid The document will be available at above mentioned address from
28.06.2024 to 12.07.2024 Between office hours and also on NHAI
website www.nhai.gov.in
3.3 Cost of Bid Document Rs. 500/- in the form of DD (Non Refundable) in the name of National
highways Authority of India, payable at Patna
3.4 Time and last date of issue of Bid 12.07.2024 up to 14:00 Hrs
Document
3.5 Earnest Money Deoposit/Bid Rs. 10,000/-
Security
3.6 Time & date of depositing 12.07.2024 up to 15:00 Hrs
tender/bid
3.7 Time and date of opening of 12.07.2024 up to 15:30 Hrs
Tender (Technical Bid)
3.8 Duration of Contract 2 years to be extendable further as required by NHAI

4. Eligibility Criteria
As specified in Terms & Conditions of the Bid.

5. Earnest Money Deposit (EMD)/Bid Security:

(i) The bidders shall furnish, as part of the quotation Earnest Money / Bid Security of the amount
as specified in the document.
(ii) The Earnest Money shall be in form of Demand Draft in favor of National Highways Authority
of India, payable at Patna.
(iii) Any quotation not accompanied with an acceptable Earnest Money and tender cost shall be
rejected by the Employer as non-responsive.

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(iv) The earnest Money of unsuccessful bidders will be returned within 30 days after awarding the
work to successful bidder.
(v) The Earnest Money of successful bidders can be converted into Performance Security when
the Bidder has signed the Agreement.
(vi) The Bid Security/Earnest Money will be forfeited:
a) If the Bidder withdraws the Bid after its submission;
b) In the case of successful Bidder, if the Bidder fails to sign the Agreement/ submit the
Performance Security.

6. Performance Security:
The Performance Security shall be refunded one month after the successful completion of the
contract or from the date of termination, in case of termination of Contract.

7. Bid Validity:
The Bids shall be valid for 30 days from the date of opening.

8. Bid Submission:
The tender shall be submitted as below:
(i) Envelope one containing EMD in properly sealed cover and superscribed as “EMD for tender of
vehicles (Swift/Indigo or Equivalent) for PIU–Supaul”.
(ii) Envelope two containing Cost of Documents in properly sealed cover and superscribed as
“Cost of Documents for tender of vehicles (Swift/Indigo or Equivalent) for PIU– Supaul”
(iii) Envelope three containing Technical Bid and Terms & Conditions (T&C) of Technical Bid in
properly sealed cover and superscribed as “Technical bid for tender of vehicles (Swift/Indigo
or Equivalent) for PIU– Supaul”.
(iv) Envelope four containing Financial Bid only and superscribed as “Financial bid for tender of
vehicles (Swift/Indigo or Equivalent) for PIU– Supaul”.
(v) Envelope five containing envelope (i), (ii), (iii) & (iv) and superscribed as “Tender for vehicles
(Swift/Indigo or Equivalent) for PIU–Supaul”.

9. Bid Opening:
The technical bids will be opened in the presence of bidders or their authorize representatives
present at the time of opening of bid on due date (who choose to attend). After scrutiny and
evaluation of scrutiny of technical bids NHAI shall short list those who are eligible for opening of
financial bid and date & time of opening of financial bid will be communicated separately to those
fulfilling the eligibility criteria and whose bids are considered responsive by the NHAI.
The financial bids will be opened in presence of bidders or their authorize representatives, present
at the time of opening of financial bid on due date (who choose to attend). If there is discrepancy
between words and figures the amount in word shall prevail.

10. Award and signing of Contract:

NHAI shall issue letter of acceptance to the bidder whose bid has been found technically and
financially acceptable.

11. Right to vary quantities.

NHAI reserves the right at the time of award of contract to increase or decrease the number of
vehicle as per requirement without any change in hiring charges of the offered quantity and other
terms and conditions.

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12. Right to curtail/modify/cancel/reject any or all the bids:
NHAI reserves full rights to curtail, modify, halt/cancel, reject any or all offer(s), at any stage
without assigning any reasons and no claims of whatsoever nature will be entertained on this
account.

13. Right to cancel /annul the Tender

NHAI reserves full rights to cancel /annul the tender, at any stage without assigning any reasons and
no claims of whatsoever nature will be entertained on this account.

Page 6 of 15
 SECTION-3 (Terms & Conditions of BID)

1. The vehicles should not be older than 1 (one) year on the date of submission of bid
documents. Also on the date of deploying the vehicle to NHAI as per the provisions of this
tender shall not have been driven more than 20000 km.

2. The Bidder shall have 2 nos of Swift/Indigo or equivalent vehicle with valid taxi/commercial
permit either owned by him or acquired by him or acquired by firm name. In case of vehicle
acquired on lease basis the validity of the lease agreement for the said vehicle shall remain
valid for the entire period of Two Years from the date of deployment of vehicle to NHAI.

3. The vehicle should be in good running condition and well maintained with all top safety
features like Airbags, ABS, Bumpers, Fog Lamps, Parking Lights, Indicators, Horn & Necessary
Permits etc. suited for extensive running on high traffic density Highways smoothly. There
shall not be any lapse on the crucial safety aspect, for which successful bidder will be solely
responsible.

4. The vehicles shall have valid taxi permit for travel. Vehicles without taxi permit shall not be
considered. In case of official travel to other states, the agency shall arrange and borne the
cost of valid taxi permit of that state.

5. All necessary taxes for operating the vehicles commercially should be fully paid and all
necessary papers shall be provided in the vehicles as required by prevailing Motor Vehicles Act
with Comprehensive Insurance Cover for the vehicles. Cost of Insurance will be fully borne by
Successful Bidder and the rate quoted shall be inclusive of this.

6. The services of the vehicles shall be made available as per the requirement of the NHAI
official irrespective of day & night (24 Hours). The services shall be made available for all
days in a month however in case of any night stay at places other than their place of
deployment, no night allowance of out station allowance will be paid by NHAI.

7. Agency shall also make available drivers having valid driving license with experience. The
driver shall be well trained, physically fit and well behaved. The driver to be provided on the
vehicles shall not have any Police record for any kind of crime/misbehavior. In case of non-
availability of driver for any particular reason the bidder shall provide alternative driver.

8. The successful bidder shall bear all expenses required for keeping the vehicles in smooth
running condition such as fuel, lubrication oil & other consumables, necessary service &
maintenance, salary of driver, repairs & replacements etc. The rates quoted shall be inclusive
of all these provisions.

9. The Bidder should quote their rates on monthly basis i.e. per vehicles per month. In case of
excess km. run of monthly running limit i.e. 3000 kms by the vehicles in a month, the agency
shall have to quote the rate for extra kms. per km. However, the financial evaluation will be
based on the rate quoted for fixed monthly charges only for 3000 kms. Quoted rates shall be
inclusive of all applicable taxes excluding GST which shall be paid on submission of proof of
deposition of GST.

10. In the event of vehicles being put, off-the road for maintenance, break down or on any
account, the successful bidder shall provide a substitute vehicles immediately, having same

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 class and category vehicles. If the substitute vehicles is not provided, a penalty of Rs. 2,000/-
per day for the vehicles of category equivalent to Swift/Indigo, shall be levied and amount so
calculated will be recovered from the monthly bill of agency.

11. If the vehicles provider for any reason wants to change the vehicles he should give advance
notice of 15 days with proper reason and submit undertaking stating that the vehicles of same
category same class and with same running condition will be provided.

12. Alternate vehicle provided in lieu of the first vehicle shall be of same category same class
with same running condition will be provided. If vehicle of lower class is provided in
replacement of the vehicle as per contract. Failing which may attract a penalty of Rs. 500/-
per day.

13. If the agency fails to provide the vehicles for more than 5 (Five) successive days for
whatsoever reason, the Project Director, at his discretion, may cancel the whole contract.

14. Monthly bill will be settled for fixed charges. The excess kms. run beyond 3000 Kms. shall be
settled after completion of every quarter by adjusting excess run during the quarter. In this
case, the owner will be entitled for claiming extra Kilometer charges as per quoted rates per
km for Swift/Indigo & equivalent.

15. The quoted rates for hire charges per month include salary of the driver per month, cost of all
lubricants, fuel routine maintenance, toll tax if any including cost of spares etc & any other
incidents as may be required.

16. The agency must be responsible for timely payment to vehicle Drivers and which should be
made by 1st week of every month, failing which payment to vehicle Drivers shall be recovered
from the agency from their bills and shall be paid directly to vehicle drivers.

17. The agency should ensure that sufficient fuel is always available for travel.

18. Vehicle can be withdrawn from use by giving 15 (Fifteen) days advance notice by either party
i.e. Bidder or NHAI.

19. The Bidder should submit the bills in duplicate along with logbook within 1st week of
succeeding month.

20. The successful bidder shall submit all required documents of vehicle, driver, insurance, Road
Tax, GST etc, to execute the agreement within a week of issue of ‘Letter of Acceptance’ on a
non judicial stamp paper, failing which 2nd lowest bidder may be considered for award of
tender at the lowest rate quoted in the bidding.
21. The supply of vehicles for office use is initially for duration of 02 years from the date of issue
of Letter of Acceptance. Vehicles may be continued beyond two year period on the same
terms and conditions if required by NHAI for further period as decided by NHAI.
22. Amendments, corrigendum, if any, will be hoisted on NHAI website only. Bidders are advised
to visit the website “www.nhai.gov.in” regularly.

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23. NHAI reserves full rights to curtail, modify, halt/cancel, reject tender at any stage without
assigning any reason and no claim of whatsoever nature will be entertained on this account.

24. NHAI reserves full rights to cancel /annul the tender, at any stage without assigning any
reasons and no claims of whatsoever nature will be entertained on this account.

25. The tender shall be submitted as below:

(i) Envelope one containing EMD in properly sealed cover and superscribed as “EMD for
tender of vehicles (Swift/Indigo or Equivalent) for PIU–Supaul”.
(ii) Envelope two containing Cost of Documents in properly sealed cover and superscribed
as “Cost of Documents for tender of vehicles (Swift/Indigo or Equivalent) for PIU–
Supaul”
(iii) Envelope three containing Technical Bid and Terms of Reference (TOR) of Technical
Bid in properly sealed cover and superscribed as “Technical bid for tender of vehicles
(Swift/Indigo or Equivalent) for PIU– Supaul”.
(iv) Envelope four containing Financial Bid only and superscribed as “Financial bid for
tender of vehicles (Swift/Indigo or Equivalent) for PIU– Supaul”..
(v) Envelope five containing envelope (i), (ii), (iii) & (iv) and superscribed as “Tender for
vehicles (Swift/Indigo or Equivalent) for PIU–Supaul”.
26. Tender Cost/Cost of BID Documents:
The bidder shall submit Non-Refundable amount of Rs.500/- in the form of demand draft in
the name of “National Highways Authority of India” payable at Patna towards Tender
Cost/Cost of BID Documents. Any tender received without payment of tender fee shall be
considered non-responsive and will be rejected summarily.

27. Earnest Money/Bid Security

The Bidders shall furnish, Earnest Money/Bid Security of the amount of Rs.10,000/- as
specified in the document. The Earnest Money shall be in the form of Demand Draft in favor
of “National Highways Authority of India”, payable at Patna. Any Bid not accompanied by an
acceptable Earnest Money shall be rejected by the NHAI as non-responsive. The Earnest
Money of unsuccessful bidders will be returned within 02 (two) months. The Earnest Money of
successful bidder can be converted into Performance Security when the Bidder has signed the
Agreement.

28. Performance Security:

The selected bidder has to furnish performance security for an amount of Rs. 10,000/- in form
of demand draft in favor of ‘‘National Highways Authority of India’’ payable at Patna, within
07 (Seven) days from issuance of LoA or The Earnest Money of successful bidder can be
converted into Performance Security when the Bidder has signed the Agreement. The
Performance Security shall be refunded one month after the successful completion of the
contract or from the date of termination in case of termination of Contract.

29. The last date for submission of sealed tenders at PIU-Supaul at Madhubani up to 15:00 hours
on dated 12.07.2024 and BIDs will be opened at 15:30 hours on 12.07.2024.

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30. Bid shall be submitted at PIU- Supaul at Madhubani in sealed envelopes including bid
documents consisting duly signed quoted rates, terms & conditions and undertakings. All the
pages of Technical Bid and Terms & Conditions (T&C) of Technical Bid are to be numbered
and to be submitted in hard bound. Failure to submit all the requisite documents in
prescribed format may result in rejection of Bid. The bids shall be accepted up to 15:00 hours
on the 12.07.2024 at following address.
Address:
The Project Director,
National Highways Authority of India,
PIU Supaul at Madhubani
Pandaul Bazar, Madhubani-Sakri Road, Near IOCL Petrol Pump,
Madhubani-847234
Mob. 8130006229
Email: piusupaul@nhai.org
Website: www.nhai.gov.in

Page 10 of 15
 SECTION-4 (Technical BID)

The Technical Bid shall consider the following documents:

1. Bid Documents signed by Bidder on each page.

2. Cost of Bid Document amount of Rs. 500/- in the form of DD (Non Refundable) in the
name of National highways Authority of India, payable at Patna.
3. Earnest Money/Bid Security of the amount of Rs.10,000/- in the form of DD (Non
Refundable) in the name of National highways Authority of India, payable at Patna.
4. Information of Bidder as per format prescribed in Annexure-I along with documents.
5. Eligibility Criteria as per format prescribed in Annexure-II along with documents
according to Terms & Conditions of BID.
6. Details of vehicles to be provided as per tender conditions as per format prescribed in
Annexure-III.
7. Copy of Lease Agreement in case of vehicle acquired on lease basis. In case of vehicle
acquired on lease basis the validity of the lease agreement for the said vehicle shall
remain valid for the entire period of Two Years from the date of deployment of
vehicle to NHAI.

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 Technical BID

Annexure-I

INFORMATON OF BIDDER
S.N. Particulars Details
1 Name of the Firm/ Tour and Travel
Agent/Individual
2 Details of address with Phone No.
3 PAN
4 Service Tax/ GST Registration No.
5 Authorize Representative for BID Opening
6 Details of Payment of Cost of Tender (i) DD no. & Date
Documents (ii) Bank Name
7 Details of EMD (i) DD no. & Date
(ii) Bank Name

Signature of the Authorized Person

(Seal of the Firm/Agency/Individual(if any))

Place:

Date:

Page 12 of 15
 Technical BID
Annexure-II

Documents satisfying Eligibility Criteria

1. Original/Certified copies of certificate from Competent Authority

2. Proof of Commercial Vehicles owned and/or leased by Firm/Agency/Individual

S.N. Vehicle Registration Certified copy of Certified copy of RTO Remarks

document of Permit for Commercial
ownership/lease Operation as taxi &
valid Insurance Paper
1.
2.

Signature of the Authorized Person

(Seal of the Firm/Agency/Individual(if any))

Place:

Date:

Page 13 of 15
 Annexure-III

Details of vehicles to be provided as per Tender Conditions

Copy of Lease
Date of Running Copy of Copy of Agreement in case
Vehicle Registration
S.N. 1st Time in km. RC work Insurance any vehicle not
type No.
Purchase till date attached attached owned by Bidders
attached
1 2 3 4 5 6 7 8
Swift/Indigo
or
Equivalent
1 Yes/No Yes/No Yes/No
type
Vehicle
with AC
Swift/Indigo
or
Equivalent
2 Yes/No Yes/No Yes/No
type
Vehicle
with AC

Signature of the Authorized Person

(Seal of the Firm/Agency/Individual(if any))

Place:

Date:

Page 14 of 15
 SECTION-5 (Financial BID)

Name of work: Providing, Running and Maintenance of 2 Nos of Commercial Vehicle Swift/Indigo
or equivalent on monthly hiring basis for NHAI, PIU Supaul at Madhunai, Bihar.

Time Period: Two years

Bill of Quantities (BoQ)

Rate per vehicle quoted by Bidder
Quantity per inclusive of all applicable taxes excluding
S.N. Name of Item Unit GST
Month
In Figure In Words
1 2 3 4 5 6
Providing, Running
and Maintaining
vehicle with all the
top safety
features,
(Swift/Indigo or
Per
1 equivalent) as per 2 number
Month
Terms &
Conditions for
travelling upto
3000 Kms. in a
month (for initial
period of 02 years)
Extra Km. charges
for running beyond
2 Per Km. -
3000 Kms. in a
month

Note: GST shall be paid on submission of proof of deposition of GST.

Signature of the Authorized Person

(Seal of the Firm/Agency/Individual(if any))

Place:

Date:

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