Government Tender for Vehicle Hiring: 12-Seater Petrol/Diesel AC Vehicles on ARC Basis

This government tender invites qualified bidders to provide Petrol/Diesel driven, 12-seater AC vehicles (11+1 or more) on an Annual Rate Contract (ARC) basis for Gujarat Energy Transmission Corporation Limited (GETCO). The contract covers a period of 24 months, with a requirement of 12 hours per day and 3000 KMs per month. The tender aims to ensure reliable transportation for Deputy Engineers at the 220KV Waghodia Substation under Jambuva Division. The project emphasizes quality, timely service, and compliance with government standards. Key details include:

| Tender Title | Hiring of 12-Seater AC Vehicles on ARC basis for GETCO |
| Tender Deadline | June 12, 2025, 4:00 PM |
| Estimated Cost | Approx. ₹14,41,320 |
| Contact Email | setrjambuva.getco@gebmail.com |

Bidders must meet eligibility criteria, submit detailed technical and financial proposals, and adhere to the specified terms and conditions to participate in this open procurement process.

The selected contractor will be responsible for providing Petrol/Diesel driven, 12-seater AC vehicles that meet the following specifications:

• Vehicle Type: Close body, 12-seater (11+1) or more
• Operational Hours: 12 hours per day
• Monthly Distance: 3000 kilometers
• Contract Duration: 24 months
• Location: Waghodia S/S, under Jambuva AM Division, Gujarat

Key deliverables include:

• Supplying vehicles as per technical specifications
• Ensuring vehicles are equipped with valid insurance, road permit, fitness certificate, R.C. Book (not registered before 3 years)
• Maintaining vehicle condition throughout the contract period
• Providing backup vehicles if required

Process flow:

1. Submit bid with technical and financial proposals.
2. Vehicle inspection and verification.
3. Contract signing.
4. Vehicle deployment and operational management.
5. Regular maintenance and compliance checks.

Vehicle Specifications	Details
Seating Capacity	12 (including driver)
AC Type	Petrol/Diesel, 12-seater AC
Registration	Not registered before 3 years
Documents	Insurance, Road permit, Fitness, R.C. Book

The contractor must also submit an undertaking on stamp paper and provide work experience certificates for similar projects.

• ✓ Must have valid GST registration, PAN card, and P.F. registration or undertaking.
• ✓ Must submit RTGS transaction slips for tender fee, EMD, and vehicle deposit.
• ✓ Must provide self-attested copies of insurance, road permit, road tax, fitness certificate, R.C. Book, and quotation for vehicle.
• ✓ Must have relevant work experience for similar vehicle hiring projects.
• ✓ Vehicles offered must not have been registered before 3 years as on tender opening.
• ✓ Bidder should be a proprietorship, partnership, or private limited firm, with relevant registration documents.
• ✓ Complete technical bid must be duly signed and sealed.

Financial Qualification	Criteria
Minimum Turnover	Rs. 20 Lakhs
Past Projects	At least 2 similar vehicle hiring projects in last 3 years

**Note:** Bidders offering registered vehicles must submit a certificate confirming vehicles are not assigned elsewhere against any work order at the time of tender opening.

Vehicles must conform to the following technical parameters:

Parameter	Specification
Vehicle Type	12-seater close body AC vehicle
Engine Capacity	Minimum 1500cc
Fuel Type	Petrol or Diesel
Registration	Not registered before 3 years
Documents	Valid insurance, road permit, fitness certificate, R.C. Book
Additional Features	Air conditioning, adequate seating, safety features

**Sequential process for technical compliance:** 1. Submit vehicle registration documents. 2. Provide insurance and fitness certificates. 3. Ensure vehicle registration is older than 3 years. 4. Submit quotation as per specifications. 5. Complete technical bid documentation.

All vehicles must undergo inspection and approval before deployment.

The estimated contract value is approximately Rs. 14,41,320 for the entire 24-month period. The financial bid should include the per kilometer rate and monthly fixed charges.

Cost Component	Amount (INR)
Vehicle Rental	To be quoted by bidder
Service Charges	As per bid
Total Estimated Cost	Rs. 14,41,320

**Payment Terms:** - Payments will be made monthly based on verified kilometers and operational hours. - Payment will be processed within 15 days of submission of invoice. - Any additional expenses must be pre-approved.

Bidders should ensure their financial proposals are competitive and compliant with tender guidelines.

The bidding process involves the following steps:

1. Download the tender document and register on the nProcure portal.
2. Submit the tender fee, EMD, and all required documents before the deadline.
3. Attend the pre-bid meeting if scheduled.
4. Submit the technical and financial bids online via the portal.
5. Bids will be opened publicly on the specified date.
6. Evaluation of bids based on technical compliance and financial competitiveness.
7. Awarding of contract to the successful bidder.

Key Dates	Details
Bid Submission Start	22-05-2025, 12:00 PM
Bid Submission End	12-06-2025, 4:00 PM
Bid Opening	12-06-2025, 4:01 PM

**Important:** Bidders must ensure all documents are uploaded correctly and adhere to the specified formats. Late submissions will not be entertained.

Bids will be evaluated based on:

Criteria	Weightage
Technical compliance	40%
Past experience	30%
Financial bid	30%

**Minimum qualifying marks:** - Technical score of at least 70% - Complete documentation as per tender requirements

Evaluation factors include vehicle quality, bidder experience, cost competitiveness, and compliance with eligibility criteria.

Date	Event	Details
22-05-2025	Tender Start	Download tender documents and register online
12-06-2025	Bid Submission Deadline	Last date and time for bid submission, 4:00 PM
12-06-2025	Bid Opening	Public opening of bids at 4:01 PM
12-06-2025	Document Download End	Last date for downloading tender documents

**Note:** Bidders are advised to complete all formalities before the deadline to avoid disqualification.

For queries and assistance, contact:

Superintending Engineer, Transmission Circle GETCO Jambuva

• Email: setrjambuva.getco@gebmail.com
• Address: Gujarat Energy Transmission Corporation Limited, Circle Office, 220kv Jambuva sub-station, N.H. No-8, PO: Jambuva, Vadodara, Gujarat - 390014
• Phone: +91-79-40007517, 40007514, 40007515

Bidders are encouraged to reach out for clarifications or to attend vendor training sessions scheduled on Saturdays at GNFC Ltd., Ahmedabad.

All prospective bidders must review the detailed tender document available for download. The tender emphasizes transparency, quality, and timely service delivery. Bidders are advised to ensure compliance with all eligibility and technical criteria to enhance their chances of success. Participation is open to registered firms with relevant experience in vehicle hiring for government projects. The procurement process is conducted via the nProcure portal, ensuring a secure and efficient bidding environment. Bidders should also note the importance of submitting all required documents, including undertaking and certificates, to avoid disqualification.