Road Construction from Umsen to Barapathar

Publication / NIT and document availability

RFP/NIT invitation dated 04.08.2026; complete BID documents available on http://meghalayatenders.gov.in from 04.08.2026 to 04.09.2026 (up to 18:00 Hours IST).

• Last date of Request for BID Document: 31.08.2026 (RFP Schedule of Bidding Process).

Pre-bid meeting and clarification deadlines

Last date for receiving queries and Pre-BID meeting: 24.08.2026; Authority response to queries latest by 26.08.2026.

• Pre-bid venue: Office of Chief Engineer (NH), PWD (Roads), Lower Lachumiere, Meghalaya, Shillong (NIT/RFP).
• Queries also to be emailed to the officer at Clause 2.11.4 with the prescribed subject line (Clause 1.2.9).

Bid Due Date (online submission deadline)

BID Due Date / online submission deadline: 04.09.2026 up to 18:00 Hours IST on http://meghalayatenders.gov.in.

• Technical and Financial Bids must be submitted online; bids through any other mode are not entertained (NIT).
• Financial Bid (Appendix-IB) expressly due online on or before 04.09.2026 (Clause 2.11.1(n)).

Physical originals deadline (conflicting)

Physical submission of Bid Security/POA etc. is stated inconsistently: Schedule 1.3 allows up to 18:00 IST on Bid Opening Date (07.09.2026); Clause 2.12 requires physical submission by 18:00 IST on 04.09.2026; Annexure A says originals within 7 days after the last date of bid submission.

• Bidders should treat the earliest stated deadline as the safe compliance date unless the Authority clarifies in pre-bid replies.
• NIT also requires originals of Bid Security, document fee, Power of Attorney and Joint Bidding Agreement etc. as per Clause 2.12 of the RFP.

Technical bid opening

Online opening of Technical BIDs: 07.09.2026 at 13:00 Hours IST at the office of Chief Engineer (NH), PWD (Roads), Lower Lachumiere, Shillong.

• Technical BID of only those Bidders shall be online opened whose documents listed at clause 2.11.2 have been physically received (Clause 2.15.2).
• Financial BID opening: after technical evaluation results are displayed on the portal for 7 days (Clause 2.19); timing as per Clause 2.19 / intimated later.

Bid validity and post-award timelines

BID validity: 120 days from BID Due Date. Performance Security (and APS, if any) within 30 days of LOA (option to submit 50% within 30 days of LOA and balance within 30 days of signing); Agreement within 10 days of receipt of 50% PS and 50% APS.

• Selected Bidder must sign and return duplicate LOA within 7 days of receipt (Clause 3.3.4).
• Construction Period: 24 months / Scheduled Completion Date 730 days from Appointed Date (NIT/RFP and Schedule-J).

Estimated Project Cost / Tender Value

Total Estimated Project Cost / Tender Value = ₹53,02,42,326.00 (Road Works ₹42,48,32,505.00 + Bridge Works ₹10,54,09,821.00), matching BOQ total.

• BOQ is a percentage-rate style quote on these two lumpsum components (Civil Works including 18% GST).

BID Security (EMD)

BID Security ₹53,87,389.00 as FDR / Call Deposit / Bank Guarantee from a Scheduled Bank (BG from nationalised/Scheduled Bank in India with net worth at least Rs. 1,000 crores), in favour of Chief Engineer (NH), PWD (Roads), Shillong.

• Refundable not later than 150 days from BID Due Date, except for Selected Bidder (retained until PS and APS provided) (Clause 1.2.4).
• BG validity not less than 120 days from BID Due Date, inclusive of a claim period of 60 days; scanned copy to be uploaded (Clause 2.3.1 / Bid Security section).
• Appendix-II BG form contemplates claim on or before a date falling 180 days after BID Due Date — align BG wording carefully with both Clause 2.3.1 and the form.
• Annexure A beneficiary note: Bid Security pledged in favour of Chief Engineer (NH), PWD (Roads), Meghalaya, Shillong; Account No. 42088846288, SBI Malki Branch, Shillong (for instruments where account details apply).
• Any BID without BID Security is summarily non-responsive.

Tender / Bid document fee and Court Fee

Non-refundable cost of tender/Bid documents ₹53,870.00 as DD/Bankers Cheque from scheduled commercial/Nationalized bank pledged in favour of Chief Engineer, PWD (Roads), Shillong payable at Shillong; plus non-refundable Court Fee stamp of Rs 2000.00.

• Clause 2.11.2(g) incorrectly restates document fee as ₹53,87,389.00 — treat ₹53,870.00 in Clauses 1.2.4, 2.11.1(g), 3.1.6.1(h) and Annexure A as the intended fee (see contradictions).
• Annexure A: Tender fee beneficiary is Chief Engineer, PWD (Roads), Meghalaya, Shillong (distinct from Bid Security beneficiary).

Performance Security and Additional Performance Security

Performance Security = 3% of Bid Price as irrevocable bank guarantee (Appendix-VII), due within 30 days of LOA; APS required if Bid Price is lower than 20% of Estimated Project Cost, calculated @20% of the difference between (EPC − 10% of EPC) and Bid Price, capped at 3% of Bid Price.

• Option: 50% of PS and APS within 30 days of LOA (before signing) and remaining within 30 days of signing the Agreement.
• PS validity until 60 days after Defects Liability Period; APS until 28 days after Project Completion Date.
• Failure to furnish remaining securities: may seek up to 60 days extension by paying Damages @ 0.01% of Bid Price per day; after that award cancelled and Bid Security encashed.
• Retention Money: 6% deducted from stage payments, maximum 5% of Contract Price (EPC Clause 7.5).
• Abnormally low bids (below 20%): NIT requires detailed justification while casting the tender; APS mechanics also apply under RFP/EPC.

Payment terms, advances and price adjustment

Lump-sum Contract Price paid via stage payments; interest-bearing mobilisation Advance Payment @ Bank Rate + 3%, equal to 10% of Contract Price (two 5% instalments) against 110% BG; optional equipment advance up to 5%; price adjustment applies during Works per Clause 19.10, restricted as per Clause 19.11; NIT allows escalation only up to stipulated completion.

• Contract Price excludes Maintenance, which is paid separately (Clause 19.1 / 19.7).
• NIT maintenance payment statement: @2% of quoted Roadworks — 1st year ₹0.00 (DLP) and 0.5% of quoted road works for the following 4 years — differs from EPC Article 14.1 flexible-pavement schedule (see contradictions).
• Payments in Indian Rupees; Contract Price includes duties/taxes as on Base Date (Clause 19.1).

Bidder form and JV prohibition for this package

Bidder may be a single entity or JV in general, but JV is not allowed where Estimated Project Cost is up to Rs. 100 Crore; this package EPC is ₹53.02 Cr, so only sole bidders are eligible.

• If JV were allowed (not for this value): max 3 members; each member min 26% share; Lead Member ≥60% of Bid Capacity/Technical/Financial Capacity and must itself perform ≥51% of total project length; other members ≥20% each; collective 100%; joint and several liability till DLP; JBA required.
• One BID only; no dual participation individually and in a JV.

Bid Capacity

Available BID capacity must exceed total BID value (Clause 1.1.1 EPC). Formula: Assessed Available BID capacity = (A×N×2.5 − B + C), with N = years prescribed for completion.

• A = maximum value of civil engineering works (EPC/turnkey/item rate/construction) in any one of last five years (updated); B = updated value of existing commitments/ongoing works during the completion period of this work; details per Annexure-VI of Appendix-IA.

Technical Capacity / experience

Must meet Threshold Technical Capacity and similar-work criteria for normal highway projects; eligible experience over last 5 financial years on Category 1–4 projects with specified factors.

• Similar works (either): (i) two similar completed works each ≥ ₹13,46,84,745.00 (25% of EPC); or (ii) one similar completed work ≥ ₹18,85,58,642.00 (35% of EPC) from Category 1 and/or 3; completion means >90% value completed and completed value ≥ criterion, in last 5 FYs preceding Bid Due Date or till Bid Due Date.
• Eligible similar works include NH/SH/Expressway widening/reconstruction/upgradation, MDR works with multilateral/BOT, municipal limits/bypasses, stand-alone bridges/ROBs/tunnels, airport runways, railway/metro viaducts, container yard of ports.
• Document states Threshold Technical Capacity as ₹53,87,389.00, but the printed footnote says for EPC ≤100 Cr TTC = 1.0 time of EPC (which would be ~₹53.02 Cr) — seek clarification (see contradictions).
• Category 3/4 receipts below ₹5,38,73,800.00 not reckoned.
• Bridge spans in this project are 29 m and 40 m (≤60 m), so additional major-bridge span qualification under the >60 m rule is not triggered by the RFP text.
• IRQP/IRQ works count for Technical Capacity 2.2.2.2(i) but not single completed work 2.2.2.2(ii) (except maintenance EPC cases as stated).

Financial Capacity — Net Worth and Turnover

Minimum Net Worth ₹2,69,36,948.00 at close of preceding financial year; minimum Average Annual Turnover (updated) ₹8,08,10,846.00 for last 5 financial years (updation factors Year-1 to Year-5: 1.00, 1.05, 1.10, 1.15, 1.20).

• Audited annual accounts for last 5 years required; Net Worth definition excludes revaluation reserves, write-back of depreciation and amalgamation (Clause 2.2.2.9(ii)).
• If Bid Due Date falls within three months of closing of latest FY, ignore that FY and use preceding 5 years/1 year as applicable (Clause 2.1.13).

Non-performing party / debarment / conflict filters

Bidder (or any JV member) must not be a non-performing party on bid submission date under the detailed parameters in Clause 2.1.14; Conflict of Interest causes disqualification and BID/Performance Security forfeiture; foreign ≥50% ownership subject to security clearance.

• Non-performance triggers include missed milestones on multiple projects, OTFI failures, escrow progress mismatch >25%, pending punch lists, maintenance failures after two notices, pending NCRs >1 year on ≥2 projects, PS submission failures on >1 project, expulsion/termination by MoRTH/implementing agencies after hearing, etc.
• Must list MoRTH/NHAI/NHIDCL/State PWD Expressway/NH/ISC/EI projects and status vs Clause 2.1.14 parameters (Annex-I of Appendix-IA Sr. No.6).
• NIT: Non-Tribal successful bidder must obtain valid Trading License from Concerned Autonomous District Council within 45 days of allotment and before notification to proceed — failure cancels work.
• Annexure A also lists Trading Licence among upload documents.

Mandatory certifications / clearances at bid stage

NIT requires up-to-date GST/Income Tax clearance, EPIC/PAN, EPFO with the tender; Annexure A also requires PAN, registration certificate, banker's certificate (credit lines ≥ ₹5.38 Cr, not more than 3 months old), ST cert, key personnel and machinery details.

• Site Visit certificate from Executive Engineer PWD (Roads), Nongpoh Division is mandatory in Technical Bid — failure liable for rejection (NIT para 8).
• GFR Rule 144(xi) land-border compliance certificate (Appendix XI referenced) and registration with Competent Authority if applicable.

Project and mode

EPC Contract for Construction of a road from Umsen to Barapathar via Pilangku A, Jyrmang, Chibra and Mawiong (L = 13.50 Km) under NESIDS (Roads), including design, engineering, procurement, construction and maintenance during Defect Liability Period.

• Authority: Public Works Department, Meghalaya represented by Chief Engineer (NH), PWD (Roads).
• Location: Ri Bhoi District, Meghalaya — starts Umsen Ch. 0+000 (Lat 26.026793°, Long 91.724030°) to Barapathar Village Ch. 13.50 (Lat 26.087202°, Long 91.784250°).
• Existing facility is kutcha road not suitable for all-weather traffic; Intermediate Lane facility proposed.

Road geometry, pavement and structures

Intermediate lane: carriageway 5.50 m, hard shoulders 0.5 m each side, roadway 7.50 m, ROW 10 m; geometric design per IRC-SP-48 2023 for mountainous terrain (max gradient 12%); flexible pavement designed for 5 MSA, CBR 5% (IRC:37-2018).

• BOQ Road Works component covers site clearance, earthwork, pavement, drains, protection works, CD works, traffic signs & road markings and junction improvement of feeder roads (refer Schedule B).
• Bridge Works: Pre-stressed RCC Bridge 1×29 m span and Pre-stressed RCC Bridge 1×40 m span (BOQ); Schedules list bridge at km 8+900, deck/carriageway width 7.50 m, span arrangement 1×40.0; all bridges high-level.
• Numerous pre-cast box culverts (new/reconstruction) at listed chainages in Schedule-B.
• Schedules/Drawings are preliminary reference only and not binding on Authority (RFP 1.2.3) — bidder must do own surveys/investigations.

Completion period, milestones and maintenance/DLP

Construction Period 24 months; Scheduled Completion Date = 730 days from Appointed Date. Flexible-pavement DLP/Maintenance Period 5 years from Completion Certificate (structures/bridges have longer DLP rules under Article 17).

• Milestones from Appointed Date: MS-I at 35% of construction period with ≥10% stage payments; MS-II at 60% with ≥35% stage payments and bridges started; MS-III at 85% with ≥70% stage payments and project facilities started (Schedule-J).
• Maintenance payment for flexible pavement (EPC 14.1): Year 1 nil; Years 2–4 @0.50% of Contract Price each; Year 5 @1% of Contract Price (differs from NIT maintenance table).

Standards and exclusions / non-binding data

Works to IRC/MoRTH manuals and Specifications and Standards in the Agreement/Schedules (e.g., IRC-SP-48 2023 geometry; IRC:37-2018 pavement).

• Service roads, grade separators, cattle/pedestrian under/overpasses stated NA in Schedule-B extracts.
• Detailed Drawings/Schedules are assistance only; Authority has no liability for their contents (RFP 1.2.3).

Submission mode and portal

Single-stage two-part e-tender on http://meghalayatenders.gov.in: Technical Bid and Financial Bid uploaded online; no fax/telex/telegram/email bids.

• Registration on e-procurement portal mandatory (valid at least till bid submission); free user ID/password.
• Class-III DSC mandatory in name of authorised signatory/firm/owner, in corporate/Lead Member capacity; document supporting Class-III DSC required else non-responsive.
• Upload scanned files PDF/RAR, each ≤30 MB.
• Portal URL is occasionally printed as http://meghalayatender.gov.in (missing ‘s’) — use the NIT/main URL meghalayatenders.gov.in.

Physical envelope / originals and signing

Physical originals go in a sealed envelope marked with project name, bidder name/address and BID Due Date, addressed to H. Kharlukhi, Chief Engineer NH PWD (Rds), Lower Lachaumiere-793001.

• BID typed and signed in indelible blue ink by authorised signatory; alterations initialled (Clause 2.10.2).
• Physical contents and deadline are inconsistently described across Clauses 1.3, 2.11.2, 2.12, 2.15.2 and Annexure A — clarify at pre-bid; safe approach is to submit all originals listed in NIT/Annexure A as early as possible to the Clause 2.11.4 address.
• Lowest Bidder also to submit specified originals before LOA under Clause 2.11.2 list.

No corrigendum / addendum in the tender folder

No corrigendum or addendum documents are present among the downloaded tender documents; all dates, amounts and conditions above are as printed in the original NIT, RFP, Schedules, EPC draft and BOQ.

• Bidders should still monitor http://meghalayatenders.gov.in for any later corrigenda before bid submission.

Physical originals deadline — three different timings

Schedule 1.3 allows physical Bid Security/POA etc. until 18:00 on Bid Opening Date (07.09.2026); Clause 2.12 requires physical submission by 18:00 on BID Due Date 04.09.2026; Annexure A says originals within 7 days after last bid submission date.

• Clause 2.15.2 further makes physical receipt of Clause 2.11.2 documents a precondition to opening Technical BIDs, while Clause 2.11.2 itself is titled as L1 originals before LOA — internal inconsistency on what must be physical at opening.
• Action: seek written clarification; until then plan for physical delivery by 04.09.2026 18:00 IST to the Clause 2.11.4 address.

Tender document fee amount conflict

Cost of tender/Bid documents is ₹53,870.00 in Clauses 1.2.4, 2.11.1(g), 3.1.6.1(h) and Annexure A, but Clause 2.11.2(g) states ₹53,87,389.00 (same figure as Bid Security) as non-refundable document fee.

• Prevailing practical reading: pay ₹53,870 document fee + ₹53,87,389 Bid Security separately, as repeatedly stated elsewhere and in Annexure A beneficiary split.
• Still raise as pre-bid query because 2.11.2 is also the physical-document list referenced for bid opening.

Threshold Technical Capacity figure vs footnote formula

Clause 2.2.2.2 prints Threshold Technical Capacity as ₹53,87,389.00 (equal to Bid Security), while the footnote table requires TTC = 1.0×EPC for projects ≤100 Cr (EPC ₹53,02,42,326).

• Financial Capacity figures (Net Worth ₹2,69,36,948; Turnover ₹8,08,10,846) align with ~5% and ~15% of ₹53.87 Cr rather than the stated ₹53.02 Cr EPC — possible template calculation error.
• Material bid/no-bid impact: confirm which TTC the Authority will evaluate.

Maintenance payment — NIT vs EPC Article 14

NIT/RFP project table states maintenance @2% of quoted Roadworks with Year-1 ₹0 and 0.5% of quoted road works for following 4 years; EPC Clause 14.1 for flexible pavement pays 0% / 0.5%×3 years / 1% in Year 5 of Contract Price.

• RFP Clause 2.1.3 says detailed terms of the draft Agreement have overriding effect for contract terms — so EPC 14.1 likely governs post-award payment, but pricing assumptions should be clarified.

Dispute jurisdiction — Meghalaya High Court vs New Delhi

NIT states disputes under Meghalaya High Court only; RFP Section 6 states Courts at [New Delhi] have exclusive jurisdiction over Bidding Process disputes; Integrity Pact also cites New Delhi.

• Bidding-process disputes may be treated under RFP 6.1; contract disputes may follow the EPC dispute article — confirm governing forum.

Integrity Pact applicability threshold vs mandatory submission clause

Appendix-VI header limits Integrity Pact to construction tenders of Rs.100 cr or above, but Clause 2.11.1(i) requires IP with this Bid (package ~₹53 Cr).

• Safer compliance: execute and submit IP in Appendix-VI form unless Authority expressly waives.

Bid Security BG validity / claim period wording

Clause 2.3.1 requires BG validity not less than 120 days from BID Due Date inclusive of 60 days claim period; Appendix-II contemplates claim on or before a date 180 days after BID Due Date; Clause 1.2.4 refund timeline is 150 days.

• Have the bank issue BG covering the stricter outer claim horizon (180 days) while matching Appendix-II text.

Portal URL spelling inconsistency

Main portal is http://meghalayatenders.gov.in; some RFP clauses print http://meghalayatender.gov.in (without ‘s’).

• Use meghalayatenders.gov.in as in NIT and Clause 2.12/2.14 download/submission provisions.

Confirm physical submission deadline and exact original set

Ask Authority to confirm a single deadline and checklist for physical originals (Bid Security, tender fee, Court Fee, PoA, affidavit, etc.) given conflicts among Clause 1.3, 2.11.2, 2.12, 2.15.2 and Annexure A.

• Also ask whether Technical Bid will be opened only if physical packets are received before opening, and whether Annexure A’s ‘7 days after bid due date’ still applies.

Confirm Threshold Technical Capacity amount to be evaluated

Request confirmation whether TTC is the printed ₹53,87,389.00 or 1.0×EPC (₹53,02,42,326) per the footnote, and whether Net Worth/Turnover thresholds were intended off ₹53.02 Cr or ₹53.87 Cr base.

• This is pass/fail for qualification and may change bid/no-bid.

Confirm tender fee amount and Integrity Pact necessity

Seek written confirmation that document fee is ₹53,870 (not ₹53,87,389 in 2.11.2(g)) and whether Integrity Pact is mandatory despite Appendix-VI’s ₹100 Cr construction threshold.

Maintenance remuneration basis and price-adjustment indices location

Clarify which maintenance payment schedule applies (NIT roadworks-% table vs EPC 14.1 Contract Price schedule) and correct price-adjustment index locations (document still cites Panipat bitumen, Haryana HSD, UP CPI).

• Material to pricing risk for a Meghalaya hill-road package.

ROW availability, land handover and utility shifts for 10 m ROW hill corridor

Request current land/ROW possession status, timeline for unencumbered handover under Article 8, and responsibility/cost for utility shifting and forest/ADC clearances on the Umsen–Barapathar alignment.

• 10 m ROW for intermediate-lane hill road is tight; Schedule data is non-binding (RFP 1.2.3), so site and encumbrance risk sits heavily on Contractor after Appointed Date.

Bridge scope confirmation (29 m and 40 m) and missing Appendix XI format

Confirm both PSC bridges (1×29 m and 1×40 m) are in scope as per BOQ and provide the missing Appendix XI GFR 144(xi) certificate format referenced in Clause 2.11.2(k).

Heavy delay damages on milestones and completion

If any Project Milestone or Scheduled Completion Date is missed by more than 30 days (except Force Majeure/Authority default), Damages @ 0.05% of Contract Price per day apply until achieved.

• 24-month / 730-day programme on a 13.5 km mountainous new intermediate-lane corridor with two PSC bridges is aggressive, especially with monsoon and logistics constraints in Ri Bhoi.
• Early completion bonus 0.03% of Contract Price per day, capped at 5% (EPC).

Security stack and cash-flow burden

3% Performance Security until 60 days after DLP, possible APS for low bids, 6% retention (cap 5%), interest-bearing advances (Bank Rate+3%) with 110% BGs, plus long 5-year maintenance/DLP for flexible pavement.

• APS release is staged and can attract 5% non-refundable penalty on APS for PCI/IRI failures in biannual NSV assessments (RFP 2.23).
• Failure to complete PS/APS in extended window leads to LOA cancellation and Bid Security encashment.

Site, ROW and investigation risk shifted to Contractor

Schedules/drawings are non-binding assistance; Contractor bears risks of inadequacy/physical condition of Site (EPC 8.4) and must protect Site from encroachments after handover.

• Only 10 m ROW stated for intermediate lane in mountainous terrain — land availability, geometric correction limits, and working space are critical commercial risks.
• Existing stretch is kutcha; significant earthwork/protection/CD works likely.

Long DLP/maintenance and defect rectification exposure

5-year flexible-pavement DLP/maintenance; defects to be rectified within 15 days of notice or Authority may rectify at Contractor’s cost plus 20% Damages.

• Standalone structures can attract 10-year DLP under Clause 17.1; bridges on this package therefore need careful DLP interpretation.
• Maintenance payments under EPC are modest relative to hill-road upkeep risk.

Local statutory and bid-process compliance traps

Non-Tribal awardee must secure ADC Trading License within 45 days or work is cancelled; missing Site Visit certificate can reject the bid; Class-III DSC mismatch is non-responsive; low-bid justification/APS rules apply below 20%.

• Document conflicts on fees, physical deadlines and TTC create elevated rejection/forfeiture risk if Authority applies the stricter reading.
• Jurisdiction split (Meghalaya HC vs New Delhi) adds enforcement uncertainty.

Price adjustment location placeholders and escalation cut-off

NIT allows price escalation only up to stipulated completion date (none beyond); EPC price-adjustment formulae still use non-Meghalaya index placeholders (Panipat/Haryana/UP), which may not track local input costs.

• Interest-bearing mobilisation/equipment advances increase financing cost if recoveries and progress misalign.

Inviting Authority / bid correspondence and physical submission address

H. Kharlukhi, Chief Engineer (NH), PWD (Roads), Government of Meghalaya — Lower Lachaumiere / Lower Lachumiere, Shillong – 793001; Phone 9436103540; Email [email protected].

• Physical BID envelope and originals to be addressed/submitted to this officer at Clause 2.11.4 address; obtain receipt.
• Place of bid opening: Office of Chief Engineer Public Works (NH), PWD (Roads), Lower Lachumiere, Meghalaya, Shillong.
• Pre-bid meeting at the same office.
• Queries/request for additional information by e-mail to the Clause 2.11.4 officer with subject identifying this RFP project name (Clause 1.2.9).

Site visit certifying office

Site Visit certificate to be obtained from the Executive Engineer, PWD (Roads), Nongpoh Division, Nongpoh.

• Mandatory upload in Technical Bid (NIT para 8).