Tender Title: Hiring of Light Vehicle
Reference Number: GEM/2025/B/6145630
Issuing Authority: Department of Military Affairs, Ministry of Defence
Scope of Work and Objectives
The primary objective of this tender is to ensure the hiring of light vehicles to meet the transportation needs of the Department of Military Affairs. The vehicles shall include a range of sedans and SUVs, both air-conditioned and non-air-conditioned, in various time slots and one-way/both-way arrangements. The scope covers the hiring of these vehicles for durations of 4 hours, 8 hours, 12 hours, and other requirements such as extra kilometers, night halts, and oneway trips. Vendors will be required to provide a fleet that meets specified technical and quality standards to ensure the safe and comfortable transport of personnel.
Eligibility Criteria
To be eligible to participate in this tender, vendors must meet the following criteria:
- Be a registered entity in compliance with local business laws.
- Demonstrate prior experience in providing light vehicle services to government or similar large-scale clients.
- Provide valid certifications relating to vehicle condition and safety standards.
Technical Requirements
Qualifications in technical specifications are critical for vendors submitting bids. The vehicles presented must adhere to the following:
- Must be less than five years old from the date of hire.
- Must be well-maintained, meeting all safety and quality standards as per local regulations.
- Quality assurance documentation should be provided to guarantee reliability and safe operation.
Financial Requirements
Vendors must also fulfill the following financial conditions:
- Submission of a Bid Security along with the proposal.
- Provision of financial statements for the past three years to showcase financial stability.
- Must propose competitive pricing based on the structure outlined in the BOQ (Bill of Quantities).
Document Submission Details
Bids should be submitted electronically through the designated portal. The required submission documents include:
- Completed bid form.
- Technical proposal including vehicle specifications.
- Financial proposal based on the BOQ provided.
- Certificates and registrations as stipulated in the eligibility criteria.
Special Provisions
Vendors classified as Micro, Small, and Medium Enterprises (MSEs) and startups may benefit from simplified bidding processes while potentially enjoying subsidies or preferences in pricing evaluation. These initiatives support local businesses in line with the "Make in India" policies.
Evaluation Process
All bids submitted will undergo a thorough evaluation process, assessing both technical and financial proposals. Key considerations will include adherence to eligibility criteria, technical compliance, pricing structure, and overall credibility of the vendor. Notifications of results will be communicated to all participating vendors.
Delivery Locations
Services may be required across various locations as stipulated by the Department of Military Affairs. Delivery schedules will be finalized post-award based on operational needs.
Contact Information
For any inquiries regarding the tender, interested parties are encouraged to reach out through the official channels provided on the tender portal.
Tender BOQ Items
49 ItemsGeneral Information
Financial Information
Evaluation and Technical Information
Tender Documents
5 DocumentsDocuments Required from Seller
- Experience Criteria
- Past Performance
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Annual Turnover
- Additional Doc 2 (Requested in ATC)
- Additional Doc 3 (Requested in ATC)
- Additional Doc 4 (Requested in ATC) *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity under local business laws, demonstrating previous experience in providing light vehicle services to government or similar organizations, and providing valid safety and quality certifications for the vehicles to be used.
Vendors must provide several certificates including but not limited to vehicle safety compliance certification, proof of registration as a business entity, and any additional licenses required to operate passenger transport services. These documents ensure compliance with local transport regulations and safety standards.
To participate in the tender, vendors need to follow the registration process outlined on the official tender portal. This typically involves filling out the electronic form, submitting required documents, and providing proof of eligibility and compliance with local laws.
All documentation must be submitted in digital format, preferably as PDFs. The tender may specify additional accepted document formats including .doc, .xls, or image files for supporting documents. Ensure all submissions are clear and legible.
The performance security requirements necessitate vendors to submit a form of security that could be a bank guarantee or fixed deposit, aimed at ensuring fulfillment of contract terms. This amount is generally defined in the tender documentation and is intended to protect the interests of the Department of Military Affairs in case of non-fulfillment of service obligations.
By adhering to this structured and detailed approach, the tender description and FAQs provide a comprehensive overview designed for readability and SEO, ensuring potential vendors have the necessary information at their fingertips.
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