Selection of Agency to Provide Monthly Transportation Services to the Officials of Tourism Corporation of Gujarat Limited (TCGL) Across Gujarat

Submission of EMD, Tender Fee, Technical Bid and

other Documents before 06.00 PM, Dt.07/08/2026 to

Submission of certain

The Office of The Managing Director, Tourism

Corporation of Gujarat Ltd., Block No. 16/17, 4th floor,

Udhyog Bhavan, Sector - 11, Gandhinagar-382010

Awarded bidder need to pay performance security equal

to Rs.5,00,000/- in the form of a Bank Guarantee to

Performance Security

“Tourism Corporation of Gujarat Limited” within

days of awarding the order.

4. General Terms and Conditions:

a. Bidders can download the tender document free of cost from the websites

https://tender.nprocure.com/ and https://gujarattourism.com/.

b. The said tender shall be processed using the Least Cost Selection (LCS) method.

Agencies meeting the Pre-Qualification Criteria shall be considered eligible for

Technical Qualification and shall be evaluated as per the prescribed criteria.

Agencies securing a minimum of 70 marks out of 100 in the Technical Qualification

evaluation shall be considered Technically Eligible Bidders, and only their Financial

Bids shall be opened. Thereafter, the agency emerging as the L-1 (Lowest Bidder) in

the financial evaluation shall be awarded the work order.

c. Bidders have to submit financial bid in electronic form only on nProcure portal till the

last date for submission. Price bid offers in physical form will not be accepted.

d. Bidders shall furnish all relevant information, as per the formats provided in the

Request for Proposal (the “RFP”).

e. Earnest Money Deposit: The EMD in respect of unsuccessful bidders will be

refunded within a period of 30 days from the date of issuing work order to the

successful bidder. In respect of successful bidder, the EMD will be refunded within

days of receiving the Performance Security. In respect of successful bidder, the EMD

will be forfeited in case of unsatisfactory services or failure to do the job in time. Also,

in case the successful bidder backs out/withdraws before/after the work order is

issued, then, his/her EMD will be forfeited and the agency will be black-listed.

f. Performance Security: The successful bidder shall have to pay performance security

equal to Rs.5,00,000/- in the form of a Bank Guarantee to “Tourism Corporation of

Gujarat Limited” within 7 days of awarding the order. However, after awarding of

order, in case of unsatisfactory services and/or failure to comply with the terms &

conditions, and/or failure to complete the job in time, TCGL reserves the right to

terminate the work order and black-list the agency and also forfeit the EMD &

Performance Security. Performance Security shall be held by TCGL and shall not

carry an interest and will be refunded without interest subject to recovery of penalty, if

any, within 30 days of expiry of the contract.

g. Authority, at its discretion, call for additional information from the bidders. Such

information has to be supplied within the set out time-frame, otherwise the authority

shall make its own reasonable assumptions at the total risk and cost of the bidders.

Seeking clarifications cannot be treated as acceptance of the bid.

h. The Pre-Bid Meeting shall be held on 03:00 PM, Dt.28/07/2026 at the office of

Tourism Corporation of Gujarat Limited, Block No. 16/17, 4th Floor, Udhyog

Bhavan, Sector-11, Gandhinagar-382010.

5. Scope of Work:

1. The agency shall provide the following vehicles across Gujarat, as per TCGL's

requirements, on a monthly basis for 3500 km.

Sr. No. / Category Vehicle Vehicle Type

01 Dzire AC / Aura AC / Amaze AC etc. Sedan

02 Ertiga AC MUV

03 Innova Crysta AC MUV

04 Innova Hycross AC MUV

2. The agency is required to arrange and provide vehicles to TCGL and will make

allocation as per the instruction given by TCGL only. There is no guarantee of hiring of

any specific number of vehicles. The agency shall have to provide as many vehicles

as may be required by TCGL at a particular point of time.

3. The vehicles should be provided with,

a) One Gujarati or English newspaper,

b) Two bottles of branded mineral water of 500 ml each,

c) Face tissue papers in case/pouch,

d) Umbrella and first-aid box,

e) Fire- extinguisher and mobile charger,

f) Torch, Stepney, Tool box

No extra charges will be paid for the above.

4. In the event of cancellation of a vehicle booking by TCGL, no cancellation charges

shall be payable to the agency by TCGL.

5. In case the agency is not able to provide the category of vehicle for which booking has

been made by the TCGL, Agency has to provide higher category of vehicle. However,

payment will be made for the category of vehicle booked by the Corporation.

6. The agency shall provide various categories of vehicles across different districts of

Gujarat in accordance with the requirements of TCGL. All vehicles provided by the

agency to the TCGL should have valid permits to travel locally and throughout India.

7. The vehicles provided shall be maintained in an absolutely clean condition, both

internally and externally, at all times during operation. Hygienic conditions must be

maintained inside the vehicle at all times, which shall be subject to inspection by the

officials of TCGL. Any substandard vehicles shall be rejected by TCGL and suitable

penalty shall be imposed as per penalty terms and conditions.

8. In the event of any delay or breakdown of vehicles en-route, the agency at its own

cost shall make alternate arrangements for on time pick up of the officials / official /

9. The agency has to ensure the safety of passengers by avoiding negligent driving by

their drivers such as over speed, drink and drive, rash driving and driving vehicle with

defective brakes. Daily check of vehicles to be ensured by agency/driver before

commencing the duty for the day. The agency is fully responsible for any minor or

major fault in vehicle. In any case, faulty vehicles must not be allowed for duty and

alternate vehicles must be arranged by agency promptly. If any vehicle is taken out of

service by the agency for maintenance or other operational requirements, a suitable

alternate vehicle shall be provided immediately without any disruption to service.

10. The Agency shall provide vehicles on written or verbal instructions over phone within

the time specified therein. The vehicle shall be provided to the TCGL within 2 days of

confirmation of order. The agency shall also be required to provide vehicle at short

notice from the TCGL (say within 1 day in case of emergency). Vehicles must reach

the destination 30 minutes in advance. In case the agency fails to provide vehicle on

TCGL request, either verbal over phone or written, the TCGL reserves the right to

terminate the work order.

11. The agency shall convey without fail the car details i.e. car make and colour, car

registration number, driver's name and his mobile number to officials of Car Desk and

to the user of the vehicle through telephone and through SMS at least 8 hours prior to

the arrival / departure of the user.

12. The agency shall give full bio data of the drivers who shall be deployed at TCGL for

services, which should contain their address, photograph, license copy, contact

number, employee number along with police verification report for record purpose.

The drivers will comply the orders given by the authorized officers of the TCGL and

will also observe the rules and regulations of the TCGL regarding safety and security.

13. The agency shall intimate about newly recruited drivers with documents prior to

respective deployment, similarly details of registration/termination of the drivers

deployed at TCGL shall be required to be submitted by the agency with prior

intimation and consent from TCGL.

14. All the drivers must be in possession of valid driving license issued by the RTO and

must carry them while on duty. The drivers should be well literate, mannered,

groomed, well dressed and should behave courteously with the Official. The drivers

shall be able to communicate in Gujarati and Hindi and shall also possess a working

knowledge of English.

15. Driver should maintain a proper record of mileage on a daily basis and get the same

authenticated by the authorized user. The driver should maintain duty slips with

complete details of kilometers travelled / time of releasing etc. duly authenticated by

the official using the service.

16. The agency shall ensure that all applicable insurance policies, including vehicle

insurance, driver and passengers’ insurance, third-party liability insurance, and

comprehensive insurance coverage, are obtained and kept valid at all times by paying

the requisite premiums well in advance.

17. If the selected agency does not confirm any booking in a reasonable time limit or if the

agency does not have the required vehicle, then TCGL has the right to offer and hire

the said vehicle from the open market and the selected agency will have to bear the

excess rate paid by TCGL for the same.

18. TCGL officials travelling in the vehicle shall have the sole discretion to reject any

vehicle due to minor or major defects, inadequate cleanliness or hygiene standards,

or inappropriate behaviour of the driver. The agency shall be bound by such decision

and shall immediately provide a suitable alternate vehicle at no additional cost to

19. The agency shall have to replace the driver/or and vehicle, if TCGL is not satisfied

with the service of the driver or vehicle, as the case may be. Driver on the duty cannot

leave the vehicle without prior permission of the TCGL officials.

20. The agency shall be responsible for ensuring the fitness and safety of all persons

deployed at duty. Smoking & Consumption of Liquor in any form is not allowed while

on duty. The carrying and consumption of intoxicating liquor, drugs or other

substances that may affect the proper performance is strictly prohibited during the

21. The Agency is responsible for ensuring that necessary and adequate personal

protective equipment is available at all times for the service personnel working.

22. It shall be the sole responsibility of the agency to adopt all the safety measures &

deploy personnel who are adequately trained in safety.

- If any accident occurs due to operation or due to negligence on the part of the

agency’s personnel it shall be the full responsibility of the agency.

- If any damage occurs to the vehicles, the cost of damage will be bare by the agency.

23. A reasonable proportion of the agency's superintending staff shall have a working

knowledge of Gujarati, English and/or Hindi language.

24. The selected agency shall not sub-contract any part of his obligation to any third party

without prior approval of the TCGL.

25. The agency will be responsible to send the vehicle on any public holiday / Sunday i.e.

through the month without a break.

26. The agency shall ensure compliance of the provisions of applicable labour laws, while

engaging labourers for the aforesaid work and give assurance every year in this

27. Travel Coordination:

a. The Agency shall be available 24*7*365 days for booking / cancellation for all the

travel bookings done through the Agency / Agency provided system as mentioned

in the above scope. The Agency shall fully comply with all instructions given by

the Authority in respect of all travel-related matters.

b. The agency shall designate a single point of contact responsible for managing all

c. Managing queries and requests such as change in travel plan, destination change

request, upgrade request etc. Support (from the travel company) to be provided at

the Corporate Office for all travel related assistance.

d. The Agency will coordinate with the TCGL staff or the designated person at the

corporate office by phone and / or email.

e. In order to facilitate contacts and information exchange between the parties, the

bidder shall be able to process reservation, booking and delivery requests

received by phone, website, email, web portal, & mobile application. To this end,

the Agency should have adequately skilled personnel & technology.

f. Provide coordination / assistance during odd hours, if required.

g. Assist with trip coordination & operations.

6. Special Conditions:

1. During the contract period, if any vehicle is seized or detained by the Police, Motor

Vehicle Authority, or any other competent authority for any reason whatsoever, it shall

be at the contractor’s sole risk and responsibility. The selected agency shall

immediately provide a suitable alternate vehicle without any delay.

2. During the period of contract, no vehicle older than 4 years shall be permitted

for deployment.

3. The calculation of mileage (or km) shall be from pick up to drop point. There will be no

dead mileage. The kilometer for the purpose of "vehicle run" and "hours of duty" shall

be reckoned from the point of reporting for duty to the point of vehicle released. No

mileage will be allowed to drivers for lunch/ breakfast or for drawing of petrol/diesel/

CNG etc. 10 (ten) kilometer will be deducted at each instance of service for such

4. Transportation rates are based on the prevailing petrol price of Rs.102 per litre as on

the bid publish date. If the petrol price increases or decreases by more than 10%, the

transportation charges shall be revised proportionately based on the actual increase

or decrease in petrol cost, effective from the first day of the following month, using the

published retail petrol prices of IOC/BPCL/HPCL as the reference.

5. Agency has to make his own arrangements to procure fuel, lubricants, spare parts,

repairs etc. during the contract period. On account of this or any other reason, if the

vehicle is sent to garage/petrol pump, agency shall not claim for the vehicle running

expense during the said trip and all the cost to be borne by agency only.

6. All drivers deployed for TCGL duties shall carry sufficient funds to meet any incidental

expenses during travel. Under no circumstances shall drivers request or demand

money from TCGL officials or their representatives during duty.

7. The agency shall be personally responsible for any theft, dishonesty or dissidence by

the drivers. In such cases, TCGL shall have the authority to recover the cost of theft

materials or valuables from the bill of agency at its own discretion.

8. The drivers shall not be treated as employees of TCGL under any circumstances.

Drivers must be employees of the agency and the agency shall ensure that all

statutory obligations, if any, with respect to their employees are successfully complied

at its cost without fail.

9. All claims arising out of accidents, including damage to the vehicle, injuries, or death

of persons travelling in the vehicle (including the driver provided by the agency), as

well as any third-party claims, shall be the sole responsibility of the agency and shall

be duly settled by it. TCGL shall not be liable or responsible for any such claims under

any circumstances.

10. TCGL will neither be responsible nor liable to pay any compensation for injury/death

caused to the agency’s operating staff in the event of any accident on duty.

11. In case of injury of life to TCGL official while travelling in the agency’s vehicle, the

agency shall make arrangements to pay suitable compensation in accordance with

law of the land for each and every one affected or their heirs depending upon the

merits of each individual case.

12. For all outstation destinations, the agency shall be responsible for arranging

accommodation and food for the driver, as well as parking of the vehicle when it is not

13. In case of exigencies or emergencies, if TCGL requires vehicles/taxis, the agency

shall be bound to provide the same at short notice, including during late hours and on

public holidays.

14. The Bidder shall treat the details of the contract as private and confidential, save in so

far as may be necessary for the purposes thereof, and shall not publish or disclose

the same or any particulars thereof in any trade or technical paper or elsewhere

without the previous consent in writing of the TCGL. If any dispute arises as to the

necessity of any publication or disclosure for the purpose of the Contract the same

shall be referred to the TCGL, whose decision shall be final. The Bidder or his

representative should neither disclose the data of project nor sell the data or use it for

commercial exploitation or research work without the written permission of the TCGL.

15. Cost of all the works necessary to carry out a successful organization of services

including deploying necessary manpower, facilities, services etc. but not exclusively

mentioned in bills of quantity and specifications, shall have to be carried out by the

agency and the cost of same deemed to be inclusive in the rate of items quoted by

agency. No reimbursement or extra item in this regard shall be permitted.

16. Punctuality and quality of service will be the essence of the agreement. Therefore, the

renewal of the agreement will be subject to punctuality and satisfactory performance

by the contractor.

17. The Service Provider or its agents / employees / drivers committing any breach of

terms and conditions mentioned in the RFP and / or rendering unsatisfactory services

in the opinion of the TCGL shall be liable for termination of the contract forthwith

without any prior notice or any compensation in lieu thereof.

18. If TCGL requires any accommodation for its officials, the selected agency shall make

the necessary arrangements. The rates for such services shall be mutually agreed

upon between TCGL and the agency.

7. Preparation of Bids:

a. The Demand Draft for E.M.D and Tender Document Fee shall be submitted in

electronic format (scanned copy) while uploading the bid online. Submission of the

scanned copies shall be treated as confirmation that the EMD and Tender Document

Fee have been received for the purpose of opening the bid. Accordingly, only those

bids shall be opened for which the EMD and Tender Document Fee are received both

electronically and in hard copy. However, for the purpose of realization, the bidder

shall send the original DD through Speed Post before 06.00 PM, Dt.07/08/2026 to

address - The Managing Director, Tourism Corporation of Gujarat Limited, Block

No.16/17, 4th Floor, Udhyog Bhavan, Sector-11, Gandhinagar-382010. Any bidder

who fails to submit the original Demand Draft (DD) of EMD and Tender Document Fee

to the concerned authority within the stipulated time shall be treated as disqualified.

All supporting documents related to the tender bid shall be submitted in electronic

format through online uploading (scanned copies).

b. The bidders are required to submit the Bid in two parts, each in separate

envelopes/parts, and place both parts together in one single outer envelope. The

two parts shall be clearly superscribed as follows on the respective envelopes:

• Part-1: Tender Document Fee & EMD

• Part-2: Technical Bid

c. The Financial Bid needs to be submitted online on nProcure portal only.

d. The Bid shall be written in English only.

e. Conditional tenders / bids shall not be accepted.

f. The Part-1 submission (Cover-1) shall contain the following information as described

in ensuing sections.

PART 1: Tender Document Fee and EMD (as per details provided in RFP).

Note: Bids submitted without Tender Document Fee and / or EMD shall be summarily

rejected and will not be evaluated.

g. The Part-2 submission (Cover-2) shall contain the following information as described

in ensuing sections.

PART 2: TECHNICAL BID:

In preparing the Technical Bid, Bidders are expected to examine the submission

documents / format / enclosures etc., comprising this RFP in detail. Material

deficiencies in providing the information requested may result in rejection of the Bid.

The Technical Bid must not include any financial information.

h. Part 3 : Financial Bid – to be submitted online only

1. Every bidder is required to quote rates for 3500 km on monthly basis for all the

below mentioned categories of vehicle in Indian Rupees (INR) only.

Category-1: Dzire AC / Aura AC / Amaze AC etc. - Sedan

Category-2: Ertiga AC - MUV

Category-3: Innova Crysta AC - MUV

Category-4: Innova Hycross AC - MUV

2. Any bidder who fails to quote rates for all above categories of vehicles shall be

deemed disqualified.

3. In preparing the Financial Bid, bidders are expected to take into account all

requirements and conditions of the RFP Documents. The Financial Bid shall

include all costs associated with the Project, including but not limited to:

(a) Salaries, and (b) Rentals / fixed rates / reimbursable expenses, such as

subsistence (per diem, housing), transportation (including mobilization and

demobilization), services and equipment (vehicles, office equipment such as

laptops, internet facilities, etc.), insurance, training, and all other overheads

required for execution of the Project.

4. The driver allowance and night halt charges will be included in the rates quoted

and TCGL will not pay this allowance separately. Toll tax, parking charges will be

paid as per actual by TCGL.

5. The quoted prices shall be INCLUSIVE of GST taxes.

i. For any clarifications or queries related to the bid, bidders may reach out via email at

[email protected]

8. Submission, Receipt and Opening of Bids:

a. The bid shall be prepared in indelible ink and shall contain no interlineations or

overwriting, except where necessary to correct errors made by the bidder. Any such

corrections shall be initialed by the person signing the bid.

b. Each bid, along with its relevant enclosures, shall be bound, paginated, and include

an index of contents on the first page.

c. An authorized representative of the Bidder shall initial all pages of Technical Bid.

d. The Tender Document Fee and EMD shall be submitted in a single envelope (Cover-

1), and the Technical Bid shall be submitted in a separate envelope (Cover-2). The

envelope containing the Technical Bid shall be clearly marked on top as “Technical

Bid”. Additionally, a copy of the Technical Bid documents must be uploaded on

the nProcure portal.

e. The two separate envelopes containing the Tender Document Fee & EMD and

Technical Bid, shall be placed in one outer cover and labeled with the Project Name

clearly. The Bid shall be sent to the following address:

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udhyog Bhavan,

Sector 11, Gandhinagar-382010

f. The completed bids must be delivered or submitted on or before the submission time

and date specified in Bidding Schedule. The Authority shall not be responsible for

misplacement, loss or premature opening of the bid if the outer envelope is not

properly sealed and / or not marked as stipulated.

g. Following the bid submission deadline, the Technical Bid envelopes will be opened

in the presence of the Evaluation Committee.

Important Note:

1. Bidders are required to upload both Technical and Financial Bids on the nProcure

portal in accordance with the terms of this RFP.

2. The Technical Bid (including annexures, letters, and supporting documentary proofs)

uploaded by the bidder on the nProcure portal must also be submitted in hard copy.

3. Financial Bids are to be uploaded on the nProcure portal only as mentioned in the

RFP. The Financial Bid shall not be submitted with the Technical Bid. Submission of

Financial Bid along with Technical Bid (in hard copy) will lead to the disqualification of

9. Pre-Qualification Criteria:

Sr. Documentary Evidence to be

Bidder should be a Legal Entity in the form of a

Company registered under the Companies Act Self-attested copy of

of India, 1956 (or later) OR a Partnership Firm Certificates of Incorporation

(including LLP) OR a Proprietorship Firm and issued by the respective

should be in existence for at least five years, registrar of firms / companies

in India as on the bid end date. Individuals and or other documents as

joint ventures are not allowed to participate in relevant.

Electricity bill or Local Govt.

registration like Shop Act,

2 The bidder’s office must be located in Gujarat. Professional Tax Reg. or any

other relevant govt.

The Bidder must be registered with the GST /

other relevant authorities and must be in Copy of the PAN card and

possession of Permanent Account Number GST Registration certificate.

The bidder must have recorded a minimum The Agency should attach CA

average annual turnover of Rs.2.00 crore from Certificate for the three

4 transport services in any three consecutive consecutive financial years to

financial years out of FY 2022-23, FY 2023-24, corroborate the claim of

FY 2024-25, FY 2025-26. turnover.

The bidder must have at least three years of

experience as a travel agency and must have

Work Order or Work

achieved a minimum of 2,000 vehicle-days

5 Completion Certificate.

of service in each of the last three financial

years (FY 2023–24, FY 2024–25, and FY

The Bidder must own at least 10 vehicles List of Vehicles with proper

(only LMVs), each having a registration date govt. documents (RC book

on or after 1st January 2023, as on the bid etc.).

end date. (Annexure-6)

The bidder shall confirm that it has not been The bidder must submit the

blacklisted by any State or Central latest notarized affidavit as

7 Government organization and has not been per Annexure 2: Declaration

found guilty of any criminal offence by any Regarding Clean Track

competent court of law. Record.

Rs.2,50,000/- in the form of

The bidding agency must submit Earnest

Demand Draft in favor of

8 Money Deposit (EMD) as specified in this RFP

“Tourism Corporation of

Gujarat Limited”.

Non-Refundable Rs.15,000/- in

The bidding agency should submit Tender the form of Demand Draft in

9 Document Fee as specified in this RFP favor of “Tourism

document. Corporation of Gujarat

Undertaking for Acceptance of

Undertaking for Acceptance of Tender Tender Conditions, to be

Conditions. submitted on a Notarized

Affidavit as per Annexure-5

11 All annexure must have to submit.

a. Bidders must submit documentary evidence for all projects, verifying the scope of

work, duration, successful completion or extensions, client credentials, and any

other criteria for evaluation. This evidence shall include, but is not limited to,

Work Orders, Agreements, and Completion Certificates issued by the client.

b. Decision of Authority towards adjudging eligible projects shall be final and binding on

c. Bidders who fulfill all the Pre-Qualification criteria mentioned above shall be eligible

for technical bid evaluation.

10. Technical Bid Evaluation - Marking Scheme:

Sr. Aspects Maximum

01 Years of existence of the Bidder as per pre-qualification criteria

 ≥ 5 years & < 7 years: 15 marks

 ≥ 7 years & < 9 years: 20 marks

 ≥ 9 years: 25 marks

02 Average Annual Turnover of the Bidder as per the pre-

qualification criteria (4).

 ≥ 5.00 Cr.: 25 marks

03 Average of total number of vehicle-days for the last three

financial years as per pre-qualification criteria (5).

 ≥ 2,000 days & < 3,000 days: 15 marks

 ≥ 3,000 days & < 4,000 days: 20 marks

 ≥ 4,000 days: 25 marks

04 Vehicle Fleet size (owned by the Bidder) as per pre-qualification

 ≥ 10 nos. & < 20 nos.: 15 marks

 ≥ 20 nos. & < 30 nos.: 20 marks

 ≥ 30 nos.: 25 marks

Note: Only those bidders who secure at least 70 marks out of 100 marks in the

Technical Bid Evaluation shall be considered “Technically Eligible Bidders” and shall

qualify for the opening of their Financial Bids.

11. Financial Bid Evaluation:

a. Upon completion of the Technical Bid Evaluation, the Evaluation Committee shall

open the Financial Bids of only those bidders whose Technical Bids have been found

responsive and who have qualified in the Technical Bid Evaluation.

b. Financial Bid for the vehicle required in Gujarat on Monthly Basis (3500 km):

Sr. No. / Rates/3500 km in Total in

Category Rs. (Incl. of GST) Rs.

Sedan - Dzire AC / Aura

AC / Amaze AC etc.

3 Innova Crysta AC

4 Innova Hycross AC

Grand Total (D1+D2+D3+D4)

Grand Total (D1+D2+D3+D4)

(To be considered as the Financial Bid)

* The bidder shall quote the rate (Incl. of GST) for 3500 kilometer per month in

Column “C” and shall accordingly fill in the corresponding value in Column

c. The Evaluation Committee shall consider the price quotes, and the technically

eligible bidder quoting the lowest Grand Total amount above shall be considered

eligible bidder quoting the lowest Grand Total amount above shall be considered

as the “L1 Bidder”.

d. For each category of vehicle, the rate for every additional kilometer beyond the

prescribed limit of 3500 km/month, as applicable, shall be calculated by the following

Rate for every additional kilometer = (L1 rate of vehicle / 3500) -

beyond 3500 km/month (Including GST)

e. The driver allowance and night halt charges will be included in the rates quoted and

TCGL will not pay this allowance separately. Toll tax, parking charges will be paid as

per actual by TCGL.

f. If any L1 bidder refuses to provide the service, its Earnest Money Deposit (EMD) shall

be forfeited without any prior notice.

g. Conditional Tenders / bids shall not be accepted.

h. The quoted prices shall be INCLUSIVE of GST taxes.

i. For any clarifications or queries related to the bid, bidders may reach out via email at

[email protected]

a. Details pertaining to the evaluation of bids and the recommendations for contract

award shall remain confidential and shall not be disclosed to any bidder or to any

person not officially concerned with the process, except with the prior approval of

the appropriate Authority.

b. The Agency, its Sub-Consultants and the Personnel of either of them shall not, either

during the term or after the expiration or termination of this Agreement disclose any

proprietary information, including information relating to reports, data, drawings,

design software or other material, whether written or oral, in electronic or magnetic

format, and the contents thereof; and any reports, digests or summaries created or

derived from any of the foregoing that is provided by the Authority to the Agency, its

Sub-Consultants and the Personnel; any information provided by or relating to the

Authority, its technology, technical processes, business affairs or finances or any

information relating to the Authority’s employees, officers or other professionals or

suppliers customers, or contractors of the Authority; and any other information which

the Agency is under an obligation to keep confidential in relation to the Project, the

Services or this Agreement ("Confidential Information"), without the prior written

consent of the Authority. The Contractor shall indemnify the Corporation for any loss

suffered by the Corporation as a result of disclosure of any confidential information.

Failure to observe the above treated as breach of contract on the part of the

Contractor and the Corporation shall be entitled to claim damages and pursue legal

13. Right of Rejection:

a. The Authority reserves the right, at its sole discretion, to reject any or all bids, waive

any formalities or minor irregularities in the bids, seek revised or fresh bids, amend

the RFP prior to or up to the pre-bid meeting, proceed with the work through alternate

arrangements, withdraw the RFP, or choose not to award the work in whole or in part

b. Submission of bids shall not create any obligation on the part of the Authority to enter

into a Service Agreement or any other contract with the bidder. All bid documents

submitted shall become the property of the Authority.

c. The bid will be rejected for award if it determined that the bidder recommended for

award has, directly or through an agent, engaged in corrupt, fraudulent, collusive, or

coercive practices in competing for the project in question.

d. The Authority may declare a bidder ineligible, either indefinitely or for a defined period,

to receive any project award if it is determined that the bidder has engaged in corrupt,

fraudulent, or other unethical practices in the competition for or execution of a project.

e. The Authority may declare a bidder ineligible and/or blacklist them from participating

in future tenders for a period as determined by the Authority, in the event that any

misrepresentation of facts or information is discovered in the bid submitted at any

14. Penalty Provisions:

Prompt, punctual, efficient, safe and courteous service by the agency is the essence

of this service, any lapses in the services will be viewed seriously and penalties will be

imposed on the agency as it will be considered as non-fulfilment of contractual

obligations. Quantum of penalty will be decided in individual cases and the decision of

TCGL will be final and abiding to bidder.

Few of penalty condition are mentioned below.

1. In case of failure to commence the vehicle allotment services as per the stipulated

time/date given by TCGL, the entire Performance Security shall be forfeited and

LOA shall be withdrawn.

2. In case of failure to carry out the services of hired vehicles to the satisfaction as

clearly mentioned in the bid, TCGL will be free to get hired vehicles from open

market at the cost and risk of the agency until agency improves the services and

gives assurance in writing to provide services to the satisfaction. All the cost of

hiring vehicles from outside to be borne by agency, the same will be deducted from

bill of agency.

3. In case of any of The Agency’s Drivers deployed under the contract is (are) absent

or fails to report in time and Agency is unable to provide suitable substitute in time,

a penalty of Rs.1,000 per day shall be levied by TCGL and the same shall be

deducted from the agency’s bill. Repetition of such incidents may be resulted into

termination of contract or substantial penalty decided by TCGL officials.

4. In case any complaint is received attributable to misconduct/misbehaviour of The

Agency’s Drivers, & is assessed as true by TCGL administration, a penalty of

Rs.5,000/- (Rupees Five Thousand Only) for each such incident shall be levied and

the same shall be deducted from the agency’s bill and on repetition of the same

TCGL may terminate the contract.

5. TCGL will deduct the statutory tax, penalties, if applicable etc. from each bill from

time to time if required.

6. The TCGL shall have an absolute and unconditional right to deduct an amount up

to 25% of the bill if quality of the services as stipulated in the bid are not met.

7. If driver or any other person representing agency is found in drunken state with

alcohol during duty hours, the same shall be reported to the Agency and The

Agency has to take necessary legal actions against him. Any lapse in prompt action

by agency will be considered as non-fulfilment of contractual obligations. For such

case of drunken driver, penalty of Rs.10,000/- (Rupees Ten Thousand Only) will be

imposed by TCGL to agency and on repetition of the incident, TCGL may terminate

8. Rs.1,000 (Rupees One Thousand Only) per day per vehicle will be deducted if any

driver of agency is not in proper (corporate level) grooming standards or without

uniform or without ID card or chewing tobacco inside the car or tried to manipulate

the meter readings by any means etcetera. The full authority to assess and judge

corporate level grooming standards shall be given to TCGL officials and agency is

abiding to decision given by TCGL officials.

9. After the vehicle has been allotted, any change in the allotted vehicle or driver by

the agency without the prior approval of TCGL shall attract a penalty of 5% of the

10. If any repetitive lapses are found in the performance of the duty by the agency or

on any particular incident negatively affecting the working of TCGL, a suitable

amount of penalty as decided by General Manager (Commercial), TCGL will be

deducted from the agency’s bill/performance security or TCGL may terminate the

contract and blacklist the agency on ground of gross negligence and non-fulfilment

of contractual obligations.

15. TERMINATION OF THE CONTRACT:

TCGL will have the right to cancel the contract if the agency commits breach of any or

all conditions of the contract. Breach of Contract includes, but not limited to, the

1. It is found that the schedule of implementation of the work is not being adhered to.

2. Agency stops providing service and such stoppage has not been authorised by

3. Agency may become bankrupt or goes into liquidation other than for project or

4. TCGL gives notice to correct a particular defect/irregularity and the agency fails to

correct such defects/irregularity within a reasonable period of time determined by

5. Any action/omission not in line with laws of State Government/TCGL.

6. The Agency fails to adhere to the terms and conditions stipulated in the said RFP.

16. Payment Terms:

The details about the terms and conditions of payment towards the services, it may

also include deduction of payment in case of faulty service.

1. Selected agency shall register itself on the TCGL Invoice Management Portal, i.e.,

https://invs.gujarattourism.com for the payment process.

2. The payment shall be made as per the financial quotes submitted by the Service

Provider and accepted by the TCGL.

3. TDS / Statutory taxes as applicable shall be deducted from the payment.

4. No advance payment shall be made to the Service Provider.

5. The price quoted shall cover all aspects of service delivery, it shall be inclusive of

all consumables required to provide the service.

6. Nonetheless, any charges borne by the Service Provider with respect to toll

charges, parking fee or entry taxes shall be reimbursed on actual basis upon

submission of proof of payment.

7. Payment shall be made only after submission of invoices/logbook/duty slip, non-

submission of the same may lead to delay/deduction in payment.

8. All the penalties/ fine/ interest (if applicable) will be settled before making the

payments. Service Provider shall not have any objection on the same.

9. Payment will be made through bank transfer only, in no circumstance cash/cheque

payment will be made.

10. No payment shall be released for any unauthorized vehicle allotted to TCGL.

11. If as a result of post payment audit any overpayment is detected in respect of any

invoices of services provided by the agency or alleged to provide services by the

agency under the contract, it shall be recovered by TCGL from the agency from

subsequent bills without consent of the agency at TCGL’s discretion.

17. Technical Bid Annexure:

Technical Submission Checklist:

Bids must be accompanied with the following documents:

Sr. Status (Submitted Page

Enclosures to the Bid

No. / Not Submitted) No.

1 Tender Document Fee

2 Earnest Money Deposit

Technical Bid Submission Form (As per

Declaration regarding Clean Track (As per

5 History of Litigation (As per Annexure 3)

Experience details of the bidder (As per

Undertaking for Acceptance of Tender

7 Conditions on Notarized Affidavit (As per

List of Vehicles in the fleet (As per Annexure-

9 CA Certificate for Annual Turnover

A copy of Registration / Incorporation

certificate of the bidder

11 A copy of PAN of the bidder

A copy of GST registration certificate of the

13 Documents for registered office in Gujarat

Technical Bid Submission Form

(Same should be furnished by the bidder on their letter head)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udhyog Bhavan,

Sector 11, Gandhinagar-382010

Subject: Selection of Agency to Provide Monthly Transportation Services to the

Officials of Tourism Corporation of Gujarat Limited (TCGL) Across

1. We, the undersigned, offer to provide the services for the captioned project in accordance

with your Request for Proposal dated DD/MM/YYYY. We are hereby submitting our Bid

which includes this Technical Bid sealed under an envelope.

2. This Bid and the LOA issued by the Authority in lieu of its acceptance shall form part of the

Agreement to be signed between the Bidder (the “Agency”) and the Authority. If a Bidder is

nominated as Preferred Bidder, we understand that it is on the basis of the technical,

financial & organizational capabilities and experience of the Bidder taken together. We

understand that the basis for our qualification will be the complete Bid documents submitted

along with this letter and that any circumstance affecting our continued eligibility as per RFP

or any circumstance which would lead or have led to our disqualification, shall result in our

disqualification under this Bidding process.

3. We undertake, if our Bid is accepted, to initiate the services within in the stipulated time.

4. In the event of our Bid being accepted, we agree to enter into a formal Agreement with the

Authority, incorporating the conditions of the Bid including the addendum, if issued.

5. We agree that if we fail to fulfill any of the conditions mentioned at RFP (or any

subsequent modification / addendum / corrigendum), Authority has the right to forfeit the

EMD and Performance Security.

6. Notwithstanding any qualifications of conditions, whether implied or otherwise, contained

in our Bid we hereby represent and confirm that our Bid is unqualified and unconditional in all

7. We understand that Authority is not bound to accept any or all Bids it may receive.

8. We do also certify that all the statements made and / or any information provided in our

Bid are true and correct and complete in all aspects.

9. We declare that there are no legal suit / criminal case pending or contemplated against the

Company, Proprietor, or any of its Registrars (in the case of Pvt. Ltd. Company) on grounds

of impropriety or for violation of any of the laws in force.

10. We declare that we have disclosed all material information, facts and circumstances,

which would be relevant to and have a bearing on the evaluation of our Bid and selection as

11. We declare that in the event that Authority discovers anything contrary to our above

declarations, it is empowered to forthwith disqualify us and our Bid from further participation

in the Bid evaluation process and forfeit our EMD.

12. If negotiations are held during the period of validity of the Bid, we undertake to negotiate

on the basis of the proposed terms. Our Bid is binding upon us and subject to the

modifications resulting from negotiations.

13. Our organization details are as follows:

Sr. No. Particulars Details

A. Basic Information of Bidder

1 Name of Bidder

2 Country of incorporation

3 Address of the corporate headquarters and its

branch office(s) in Gujarat

4 Date of incorporation and / or commencement of

5 Bidder is a Private / Public Limited Company or

Partnership Firm (including LLP) or Proprietorship

Please give details & enclose relevant papers /

6 Details of Income Tax Registration (Enclose PAN /

7 Ownership of the Organization

(List of stakeholders / members who own 10% or

more stocks & their interest in the company

8 List of Current Directors

9 Other key management personnel

B. Brief description of the Company

10 Brief description of the Company including details of

its main lines of business.

C. Point of Contact for the Company

11 Details of individual (s) who will serve as the point of

contact/ communication within the Company:

(b) Designation:

(d) Telephone Number / Mobile:

(e) E-Mail Address:

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

Declaration regarding Clean Track

(To be submitted on Notarized Affidavit)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udhyog Bhavan,

Sector 11, Gandhinagar-382010

Subject: Selection of Agency to Provide Monthly Transportation Services to the

Officials of Tourism Corporation of Gujarat Limited (TCGL) Across

I have carefully gone through the Terms & Conditions contained in the RFP Document

regarding “Selection of Agency to Provide Monthly Transportation Services to the Officials of

Tourism Corporation of Gujarat Limited (TCGL) Across Gujarat”.

I hereby declare that my company has not been debarred / blacklisted by any

Government / Semi Government organization in India. I further certify that I am competent

officer in my company to make this declaration.

In accordance with the above we would like to declare that:

1. We are not involved in any litigation that may have an impact of affecting or

compromising the delivery of services as required under this assignment.

2. We are not blacklisted by any Central / State Government / Public Sector

Undertaking in India.

3. The information provided by us during tender process is true and no false

representation has been made.

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

(Signature & Seal of Notary)

History of Litigation

(Same should be furnished by the bidder on their letter head)

The Managing Director,

Tourism Corporation of Gujarat Limited,

Block No. 16/17, 4th Floor, Udhyog Bhavan,

Sector 11, Gandhinagar-382010

I / We hereby provide details / Information on any history of litigation or arbitration resulting

from contracts in last five years or currently under execution / operation, which may have an

impact on providing services under this tender.

Year Award for / or Name of Client Litigation & Disputed Mount

against bidder Dispute Matter in Rs.

Dated this _________ Day of __________

Yours Sincerely,

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

Format for Showcasing Experience

(Same should be furnished by the bidder on their letter head)

Client Details and nature Engagement Duration Supporting

of work (Government (Number of vehicles Documents

Clients / Private Clients) days in financial year) Page No.

Total number of vehicle-days in FY 2023-24 (A)

Total number of vehicle-days in FY 2024-25 (B)

Total number of vehicle-days in FY 2025-26 (C)

Average of the total number of vehicle-days for

the above 3 financial years = {(A+B+C) / 3}

a. The bidder must have at least three years of experience as a travel agency and

must have achieved a minimum of 2,000 vehicle-days of service in each of the last

three financial years (FY 2023–24, FY 2024–25, and FY 2025–26).

b. Add rows as needed.

c. Each project profile has to be duly supported by documentary evidence from the client

side like Work Order, Agreement, and completion / extension certificate.

d. Bidders are urged to highlight the relevant sections, establishing eligibility.

e. Projects without evidence shall be rejected. Only eligible projects (as per terms &

conditions as provided in RFP) shall be considered.

f. In case of any documentary evidence being in non-English language, the Bidder shall

submit an Authorized translation for the same, failing which the Authority at its

discretion may not evaluate such a document and / or project.

Format for Acceptance of Tender Conditions

(To be submitted on Notarized Affidavit)

I/We, ________________________________________, authorized signatory of

__________________________ (Name of the Bidder / Firm / Company), having its

registered office at __________________________, do hereby solemnly affirm and state as

1. That I/We have carefully read, understood, and examined all the terms, conditions,

specifications, instructions, and provisions contained in the Tender / RFP for

“Selection of Agency to Provide Monthly Transportation Services to the Officials of

Tourism Corporation of Gujarat Limited (TCGL) Across Gujarat” issued by Tourism

Corporation of Gujarat Limited.

2. That I/We hereby unconditionally and irrevocably accept and agree to abide by all

the terms and conditions of the said Tender / RFP and all amendments, corrigenda,

and clarifications issued thereto.

3. That I/We agree that the decision of the Authority shall be final and binding in

respect of all matters relating to the RFP.

4. That I/We confirm that no deviation, reservation, or condition has been made by us

in the tender submitted, except those expressly stated in the bid, if any.

5. That I/We further undertake that in the event of being awarded the work, I/We shall

execute the contract and perform the services strictly in accordance with the

terms and conditions of the RFP.

6. That the information furnished in the bid documents is true and correct to the best of

my/our knowledge and belief, and nothing material has been concealed therefrom.

7. That this undertaking is given voluntarily and without any coercion, and shall be

Verified at __________ on this ____ day of ________, 2026 that the contents of the

above undertaking are true and correct.

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address

(Signature & Seal of Notary)

List of Vehicles in the fleet

(Same should be furnished by the bidder on their letter head)

Sr. No. Registered No. Chassis No. Year of Manufacturing Model

Authorized Signature

Name and Title of Signatory with Seal

Name of Firm with Address