Tender Title: Request for Proposal (RFP) for Procurement of Board Meeting Management Solution

Tender Reference Number: bc0913

Issuing Authority/Department: Ministry of Road Transport and Highways

Scope of Work and Objectives

This tender aims to acquire a comprehensive Board Meeting Management Solution for the National Highways Authority of India (NHAI) headquartered in New Delhi. The primary objective of this initiative is to streamline the process of organizing, conducting, and recording board meetings efficiently. The solution should facilitate all aspects of board meeting management, including agenda setting, document preparation, digital voting, and meeting minutes documentation, thereby enhancing the overall operational efficiency of NHAI.

Eligibility Criteria

To qualify for this RFP, bidders must fulfill the following eligibility requirements:

• The bidder must be a registered entity under applicable laws and regulations.
• Experience in providing similar solutions to governmental or corporate organizations is essential.
• Bidder should possess necessary certifications related to software development and IT services.

Technical Requirements

The Board Meeting Management Solution should meet the following technical specifications:

• User-friendly interface accessible on web and mobile platforms.
• Secure document storage with encryption and advanced permission settings.
• Integration capabilities with existing software and systems used by NHAI.
• Support for digital signatures and compliance with relevant regulations in document handling.
• Capability to generate reports and summaries post meetings automatically.

Financial Requirements

Bidders are required to submit a detailed breakdown of costs associated with the proposed solution, including:

• Licensing fees
• Maintenance and support costs
• Implementation and training fees

A clear understanding of the total cost of ownership will be beneficial during the evaluation process.

Document Submission Details

Bidders must submit all proposal documents electronically via the designated procurement portal. All submissions should be detailed, complete, and adhere to the specified format as outlined in the RFP guidelines. Late submissions will not be entertained.

Special Provisions

Micro, Small, and Medium Enterprises (MSEs) are encouraged to participate in this tender. Special consideration will be given to bids from MSEs as per the governmental policies aimed at promoting small businesses. Startups are also welcomed to submit their proposals, provided they meet the eligibility requirements.

Evaluation Process

The evaluation of submitted proposals will occur in multiple stages, focusing on:

• Technical compliance and quality standards of the proposed solution.
• Financial viability and cost-effectiveness of the proposal.
• Experience and background of the bidder, along with past performance in similar projects.

All proposals will be reviewed by an evaluation committee who will score each submission based on predetermined criteria.

Delivery Locations

The successful bidder will provide the solution to the NHAI headquarters located in New Delhi. Provisions for maintenance and support would be required to be fulfilled at the same location or remotely.

Contact Information

For any inquiries related to the tender, interested vendors may need to refer to the official NHAI procurement portal.