Tender Title:

Request for proposal (RFP) for procurement of Board Meeting Management Solution at NHAI HQ

Reference Number:

GEM/2025/B/6152857

Issuing Authority/Department:

Ministry of Road Transport and Highways (MoRTH)

Scope of Work and Objectives

The purpose of this tender is to solicit proposals for a Board Meeting Management Solution that will facilitate the efficient organization and management of board meetings at the National Highways Authority of India (NHAI) headquarters. The selected solution should promote seamless communication among board members while ensuring compliance with regulatory requirements. Key functionalities expected from the solution include, but are not limited to, agenda preparation, minutes recording, document sharing, and secure access to meeting materials.

Eligibility Criteria

To qualify for participation in this tender, bidders must be registered entities with a valid Vendor registration. Additionally, vendors must have demonstrable experience in developing and/or providing management solutions specifically designed for corporate governance, board meetings, or related functions.

Technical Requirements

Bidders must showcase an understanding of the technical landscape of Board Meeting Management Solutions. This includes but is not limited to:

• User-friendly interfaces
• Secure document storage solutions
• Communication tools that support both onsite and remote attendance
• Capabilities for both desktop and mobile access
• Compliance with data protection laws

Financial Requirements

Bidders must provide a comprehensive financial proposition, including:

• A clear break-up of costs associated with software licensing, implementation, and support
• Any additional costs that may arise during the term of engagement
• Documentation demonstrating the financial stability of the organization, which may include balance sheets and profit & loss statements.

Document Submission Details

Interested parties are required to submit all relevant documentation in both physical and electronic formats. Detailed submission guidelines will be outlined in the tender documents.

Special Provisions

Micro, Small, and Medium Enterprises (MSEs) and startups may receive positive consideration during the evaluation process, allowing them to benefit from a simplified submission process and reduced financial barriers.

Evaluation Process

Submissions will undergo a thorough evaluation based on predetermined criteria, including technical capability, financial offering, and compliance with the outlined requirements. The successful bidder's ability to provide a comprehensive and effective solution will lead to award consideration.

Delivery Locations

The services must be provided at the NHAI headquarters and may include additional support to regional offices as directed.

Contact Information

For further details or inquiries, potential bidders may reach out to the Ministry of Road Transport and Highways via the provided docket in the official tender documents.