Tender Title: Vehicle Hiring Service
Reference Number: GEM/2025/B/6151063
Issuing Authority: Department of Military Affairs, Ministry of Defence

The Vehicle Hiring Service tender aims to engage a reliable service provider for the hiring of premium SUVs/MUVs on a per vehicle-day basis for outstation travel, particularly in hilly terrains. The vehicles are required to be from the model years 2019 to 2025, and the service will cover a total quantity of 27 vehicles. This initiative emphasizes the need for comfort and safety during transportation while ensuring adherence to the highest quality standards and performance criteria linked to the Ministry of Defence mandates.

Scope of Work and Objectives

The primary objective of this vehicle hiring service is to provide comprehensive transportation solutions to support officials commuting to various destinations. Bidders are expected to ensure that:

• The vehicles can accommodate specific distances (up to 400 Kms) within specified operational hours (12 hours based on one-way travel).
• All vehicles must comply with established safety and quality specifications set forth by the issuing authority, providing a seamless travel experience for Defence personnel.

Eligibility Criteria

To qualify for participation in this tender, bidders must meet the following eligibility requirements:

• Be a recognized legal entity with valid registration.
• Possess experience in providing vehicle hiring services, particularly for government or defense sectors.
• Ensure that all vehicles proposed for hire comply with specifications outlined in the tender documentation.

Technical Requirements

Bidders will be required to provide not only vehicles but also comprehensive support including:

• Quality standards that adhere to the safety regulations and operational norms set by the Department of Military Affairs.
• Complete mechanical and cleanliness compliance of each vehicle prior to service commencement.
• Relevant certificates proving the quality assurance of the vehicles, including registration and insurance documents.

Financial Requirements

Prospective bidders should present detailed financial proposals that include:

• A clear pricing structure on a per vehicle-day basis.
• Information on any applicable taxes or additional costs.
• An Earnest Money Deposit (EMD) as specified in the tender documentation.

Document Submission Details

All submissions must be completed electronically through the designated procurement portal. Required documentation includes:

• A submitted proposal detailing qualifications and offerings.
• Copies of eligibility and compliance certificates.
• Any other supporting documents as required.

Special Provisions

The tender may have specific provisions that benefit Micro, Small and Medium Enterprises (MSEs) and startups, encouraging their participation in public sector procurements. Bidders must refer to the tender documents for information on these provisions.

Evaluation Process

Bid proposals will undergo a rigorous evaluation process based on multiple criteria including technical qualifications, compliance with specifications, and financial proposals. The successful bidder will be notified through official channels upon conclusion of the evaluation.

Delivery Locations

Services are required across designated outstation locations, particularly in hilly terrains as specified in the tender documentation. Bidders should indicate their capacity to serve these regions effectively.

Contact Information

While specific contact details aren't provided in this announcement, prospective bidders should visit the procurement portal or refer to the Department of Military Affairs' official website for further inquiries and updates regarding the tender process.