Appointment of Agency for The Horticulture work at Gandhinagar Railway Station.

The last date of receipt of Online bid is 07 April 2026 up to 1400 hrs. and the technical bid will be

opened on 07 April 2026 at 1500 hrs. The Financial bid of successful responsive bidder will be

opened thereafter as per the terms and conditions of this document.

GARUD reserves the right to accept or reject any bid received without assigning any reason

Joint Managing Director, GARUD

LoI No. GARUD/ GNC/Horticulture/904

Redeveloped Gandhinagar Capital Railway Station

LETTER OF INVITATION OF BID FOR Appointment of Agency for the Horticulture work at

Gandhinagar Railway Station.

The Joint Managing Director

E-1 Wing, Block No. 3, 3rd Floor,

Karmayogi Bhavan, Sector - 10 A,

Gandhinagar – 382010, Gujarat

In response to the LOI Notification No. GARUD/GNC/Horticulture/904 dated 24 March 2026 issued

on behalf of the Gandhinagar Railway & Urban Development Corporation Limited, Gandhinagar

hereinafter mentioned as the GARUD for the Horticulture work at Gandhinagar Railway Station and

in conformity with the terms and conditions, laid down herein.

I/We do hereby submit my/our Bid duly signed by me/us for the above for Appointment of Agency

for the Horticulture work at Gandhinagar Railway Station.

1) I/We undertake to provide the Horticulture work at Gandhinagar Railway Station,

Gandhinagar in all respects on receipt of the order from GARUD.

2) In the event of the whole Comprehensive Maintenance Contract as Bid by me/us is not given

to me/us, I/we do agree to accept and carryout such portions of the Comprehensive

Maintenance Contract included in my/our Bid or may be allocated to me/us.

3) We are enclosing herewith following documents as desired.

Signature of the Bidder

1. Tender Fee Rs. 1500/- (Rupees Fifteen Hundred only) in form of Demand Draft in

favour of Gandhinagar Railway and Urban Development Corporation Ltd. Payable at

2. EMD of Rs. 15,000/- (Rupees Fifteen Thousand only) in form bank guarantee or

Demand Draft or FDR in favour of Gandhinagar Railway and Urban Development

Corporation Ltd. Payable at Gandhinagar

3. Registration certificate of firm/Partnership Deed/ Shop & Establishment Certificate.

4. Previous experience in the same trade with: supporting copies of documents.

5. Last 3 years IT returns: certificate (enclosed Photocopy) 2024-25, 2023-24 & 2022-23 F.Y

Signature, Name &

Designation of the signatory

Status and Office seal

LoI No. GARUD/ GNC/Horticulture/904

Check List for Contractor

1 Tender Fee Rs 1500/- (Non-Refundable) To be submitted in form of DD

Gandhinagar Railway &

2 Earnest Money Deposited Rs 15,000/- (Refundable)

Urban Development

Corporation Limited

3 Certificate/Similar nature of last 5 Year

CA Certified Turnover

4 of last 3 Years

Details of personnel’s to

5 Including Supervisor

be deployed at Site

As per Annexure B

6 Financial Bid Price bid

On nprocure.com

LoI No. GARUD/ GNC/Horticulture/904

Appointment of Agency for the Horticulture work at

(1) Name of Work :

Gandhinagar Railway Station.

(2) Tender Dates :

A Bid Document Floating Date Dt. 24/03/2026 & 15.00 Hrs.

B Bid Document Submission End Date Dt. 07/04/2026 & 14.00 Hrs.

C Last Date & Time of physical Dt. 07/04/2026 & 15.00 Hrs.

D Last Date & Time of tender opening Dt. 07/04/2026 & 15.00 Hrs.

MEMORANDUM OF WORKS IN BRIEF

(1) Earnest Rs. 15,000/ (Refundable after

Money acceptance of LOA by L1 bidder)

Tender Fee Rs. 1,500/-

120 days from the end date of

(3) Validity period of tender offered . downloading Bids.

(4) Security Deposit

(i) Performance Bank Guarantee

of Schedule Bank 5.0% LOA Amount

(ii) To be deducted from bills 2.5% LOA Amount

(iii) In the form of small savings or 2.5% Per bill

FDR (of minimum one-year time

2years with 1 year extendable

(5) Time period for AMC

(6) Other details

(i) Mode of quoting rates in Schedule In figures as well as in works.

ofitems to be carried out

(ii) Tender Inviting Authority Joint Managing Director

(iii) Tender Opening Authority Joint Managing Director

LoI No. GARUD/ GNC/Horticulture/904

LOI NOTIFICATION

It is proposed to arrange for the Appointment of Agency for providing Horticulture work at

Gandhinagar Railway Station.

1. A competitive bid is hereby invited from reputed & experienced agencies for providing

Horticulture work at Gandhinagar Railway Station.

2. Eligibility Criteria:

2.1 Technical Qualification:

Bidders should meet the below-specified criteria for technical proposal consideration.

The bidders are supposed to provide the supporting documents and compliances as

mentioned below. Any deviation from the same will lead to the disqualification.

Supporting Docs. to

Qualification Points Minimum Criteria be sent in the

technical proposal

Minimum 3 working sites

Number of clients Attach the copy

currently working with of work orders.

Ahmedabad/Gandhinagar

2 Years in Business More than 5 years

The bidder should have the

experience of working with

Convention Centre/ Attach the related

Station/Exhibition Centre/Club

3 Experience work order or

Resort/Public Gardens/Five- or

completion certificate

Four-star hotel/Reputed

Institutes such as IIM, IIT,

GNLU etc. or similar institution.

Attached the balance

The bidder must have an sheet of the company

Annual Business annual revenue turnover of of the FY

Turnover more than Rs. 50 Lakhs in the 2024-25, 2023-24 &

last 3 financial year 2022-23 duly signed

2.2 Financial Qualification:

The bidder must possess below stated registrations & certificates regarding labor

laws & other compliances to apply for the technical bid.

LoI No. GARUD/ GNC/Horticulture/904

Supporting Docs. to

Sr. No Description be sent in the

technical proposal

The bidder must possess Attach the PAN

1 PAN Registration the PAN from the tax Certificate of the

authorities company

Shop and The bidder must be

Commercial registered with Shop and Attached the copy of

Establishment Commercial Establishment Registration Certificate

Registration Acts

The bidder must possess Attach the GST

3 GST Compliance the GST Number from the Certificate of the

tax authorities company

Attach Government

Office Should have a registered License/ Any tax

Establishment office in Gujarat. registration Certificate

or similar evidence

3. The bid should be submitted intact in the prescribed Bid forms in sealed covers in two cover

bid systems. The main cover should be superscribed with the name Appointment of Agency

for providing Horticulture work at Gandhinagar Railway Station. So as to reach it to the

office of Joint Managing Director of GARUD hereinafter mentioned as the Joint Managing

Director before 1400 hrs. of 07.04.2026.

4. First cover Superscribed with name of technical bid:

a) Work order/work completion certificate for similar nature of works.

c) GST Certificate

d) Copy of PAN card

e) Last 3 years CA Certified Turnover details (2024-25, 2023-24 & 2022-

f) Name of personnel to be deployed on site.

g) Evident proof having details of experience of similar nature of works.

5. GARUD reserves the right to refuse to issue the bid documents to any person or firm without

assigning any reasons for it.

6. Bidders must visit site (i.e. Gandhinagar Railway Station) before bidding for the

7. Bid will be considered firm for acceptance for a period of three months from the last date of

receipt of Bid. Bidders are not free to withdraw or modify the Bid during this firm period. The

Bidder must sign each and every page of Bid form.

8. The accepted Bid form of the Bid notification, terms & conditions of this contract,

LoI No. GARUD/ GNC/Horticulture/904

specifications, samples, correspondence and general conditions shall form part of the

9. The Bid should be free from errors and corrections, if any should be made neatly and attested

by the Bidder. The number of corrections in each page of Bid schedule should be noted in

words at the bottom of each page.

10. The Bid rates should be net rates inclusive of all taxes, Replacements of plant, supply of soil

mix, pesticides, Manure, insurance, packing, forwarding, freight charges, printing charges,

Site Visits, manpower, labor, spares and all other incidental charges if any. The rates should

be given both in figures and words. Alternative proposals/rates are or conditional bids liable

to be rejected.

11. Nothing will be paid extra except additional work assigned by GARUD.

12. The Technical bid will be open on 07 April 2026 at 1500 hrs onwards. The financial bid of the

technically qualified bidders will be only opened at later stage.

13. Bidders have to provide Comprehensive Annual Maintenance of Horticulture work at

Gandhinagar Railway Station according to the requirements.

14. The acceptance of quoted rate should be approved by the competent authority of GARUD.

15. Any further information regarding this Bid, can be obtained from the Office of GARUD at E-1

Wing, Block No. 3, 3rd Floor, Karmayogi Bhavan, Sector - 10 A, Gandhinagar –

Gujarat during working hours on any day prior to the last date fixed for receipt of the Bid.

16. Joint Managing Director will have full authority to award the contract for the Bidding items on

part or full and the number of units to which the annual maintenance is to be affected.

17. The successful Bidder should provide a Bank Guarantee or FDR or DD in favour of GARUD valid

at least for 12 months for a value of 5% (as security deposit) of the work order amount as to

ensure quality and continuance for providing maintenance of landscape work at Gandhinagar

Railway Station, along-with acceptance letter of offer as may be issued by GARUD. Further,

GARUD will deduct 2.5% amount of the Running bills & Final bill and the 5% (SD amount) will

be refunded back to the bidder after 90 days of the Final bill payment made at the end of

contract agreement.

18. If there are any additional requirements the same should be executed only after approval

from the competent authority of GARUD within the time frame as finalized by the project

committee/Authority.

JOINT MANAGING DIRECTOR

Having made myself/ourselves thoroughly acquainted with the clauses of the above Bid notification

and understanding the terms thereof. I/We agree to confirm there to in all points.

Name of the Bidder in full:

Address of the Bidder:

Date: SIGNATURE OF THE Bidder

LoI No. GARUD/ GNC/Horticulture/904

TERMS AND CONDITIONS

1. Gandhinagar Railway Station:

Total 11,758 sq.mt

Maintenance should include pesticide spraying, regular watering, trimming, shaping, grass

cutting and keeping the area clean in all aspects and to the satisfaction of the Railway Station.

During the summers the soil is to be mulched on top with straw and leaves to retain the

humidity of the soil, for all kinds of lawns, tree pits, shrub beds etc.

The contractors/parties are required to do the following works during the period of AMC:

# Scope of work Frequency

1 Cutting of grass (Lawns) and hedges etc… Weekly

2 Removal of weeds Daily

3 Spraying of insecticides Monthly

4 Manure and fertilizers. Monthly

5 Replacing of un-healthy and dead plants/ supply of soil Monthly

mix/Pesticides/Manure.

6 Regular watering and removing the useless weeds on Daily

every day including non-working days.

7 Maintenance of the Planted Shrubs and Trees in the Daily

8 Maintenance of the Potted plants in Earthen Pots and Daily

9 Keeping all paved surfaces used by you in a clean and Daily

tidy condition.

10 Maintenance of Vertical Garden Daily

11 Removing all surplus excavations and debris produced Weekly

by your operations at site.

12 Lawn should be maintained green with application of Monthly

composite fertilizer for every two months.

The agency must provide the work done report as per above table with work execution dates

during the submission of monthly bills.

The agency should also provide the below:

a) Vendors shall provide Garden material such as fertilizer, pesticide, manure, tools &

b) If any new development additional area which may be required, then it will have done

by the authority by inviting a price bid, the preference will be given to the AMC

contractor under the L1 bid or if difference between L1 & L2 are marginal.

c) Chemical fertilizer, etc. Composite fertilizer must be sprinkled over the lawn area

regularly when directed / desired.

d) The Contractor /Agency will have to deploy minimum numbers of labors along with

01 supervisor for the maintenance job includes cutting of shrubs and stooping

branches of trees, lawn mowing, weeding, pesticide spray, watering, cleaning of

LoI No. GARUD/ GNC/Horticulture/904

garden waste and soil working etc. Before quoting rate compulsory make site visit.

e) Agency will have a good Knowledge of maintaining landscape area, plants etc.

f) If during the course of the maintenance period trees or shrubs or other plants die

because of the negligence by the Contractor /Agency, the Contractor /Agency shall

replace the plants at no cost to the Owner.

g) Two weeks before the end of the maintenance period, a joint inspection shall be held

to review the requirements for alteration or replacement in order to gain approval for

final handover.

h) At the time of final inspection, all areas under the Contractor /Agency shall be free of

weeds, neatly cultivated and raked and all plants shall be in good order. Grass shall be

neatly cut and all clipping removed. No bare patch of earth shall be visible in turf or

planting areas unless specified (e.g., Rings around tree trunks).

i) The Contractor/agency need to maintain the entire gardens and landscaping

inside/outside the premises of Railway Station and Car parking area.

j) Providing 4 Nos. gardeners with 1 No. supervisor. The labour charges should be

compliances with daily wages of Gujarat and GARUD may ask proof of payment of

laborers if deemed fit.

k) The tenure of contract is for two years from the date of issuance of LOA or work order

which may be extended by 1 year on mutual consent.

** Quantum of work may increase during the event days. **

Price shall be inclusive of all taxes, replacements of plants, supply of soil mix, pesticides,

Manure, insurance, packing, forwarding, freight charges, printing charges, Site Visits,

manpower, labor, spares and all other incidental charges if any. The price is not variable for

The Contractor shall not use any blueprint, drawings, designs, Appointment of Agency for

providing Horticulture work at Gandhinagar Railway Station in any manner whatsoever, or

by anyone on the Contractor's behalf.

Payment will be made within 30 days from receipt of bill or as may be otherwise specified in

Purchase order and accepted by Authority.

4 Deployment of Personnel’s

The contractor shall deploy one personnel (Supervisor) full time on site for daily coordination

with railways officials & authority.

One senior manager must visit site once every week for supervision and inspection of the

LoI No. GARUD/ GNC/Horticulture/904

Any additional manpower or labor deployed by the contractor as per the requirement of the

The contract is required to submit monthly attendance sheet duly verified Railway Authority

of GNC for Railway Station.

1. In case of delay in rectification of the fault beyond 24 hours a penalty of Rs. 100/- per day

per fault, in case of delay in rectification of the fault beyond 48 hours the penalty of Rs. 200/-

per day per fault will be levied. In such an event GARUD may get the faults rectified by the

third party and such cost of repairs shall have to be borne by the contractor, in addition to the

penalty. In case contractor fails to pay the penalty and/or cost of the repairs, it shall be

deducted from the bill. The total penalty during the period of AMC, in each order, under this

contract, shall not be more than 10% of the concerned order value. More than one half of a

day shall be treated as a day.

2. Delay by the contractor in the performance of its contractual obligations regarding

performance of service shall render the contract liable to any or all of the following sanctions”

a. Penalty cost of repairs as per clause 1 above.

b. Forfeiture of its security deposit.

c. Termination of the contract for default. The termination of the contract for default shall

be at risk and responsibility of the contractor.

If at any time during performance of the contract, the contract should encounter conditions

impending timely performance of the service, the contractor shall promptly notify to the

GARUD in writing of the fact of the delay, its likely duration and its cause(s). As soon as

practicable after receipt of the contractor's notice, the GARUD shall evaluate the situation and

may at its discretion extend the period of performance of the services ordered after mutual

discussion with the contractor.

Any disputes arising out of this order will fall under the jurisdiction of competent court at

Gandhinagar District court only.

7 Security Deposit

The successful Bidder should provide a Bank Guarantee or FDR or DD in favour of GARUD valid

at least for 6 months for a value of 7.5% (as security deposit) of the LOA amount as to ensure

quality and continuance of Appointment of Agency for providing Horticulture work at

Gandhinagar Railway Station, along-with acceptance letter of offer as may be issued by

GARUD. Further, GARUD will deduct 2.5% amount of the Running bills & Final bill and the

10% (SD amount) will be refunded back to the bidder after 90 days of the Final bill payment

8 GST Registration number

GST Registration number must be shown on each invoice and payment of next bill will be sent

to payment of earlier GST.

9 The Vendor shall not offer or give or agree to give to any person in the Authority any gift or

consideration of any kind as an inducement or reward for doing or for bearing to do or for

having done or forborne to do any act in relation to the obtaining or execution of this or any

LoI No. GARUD/ GNC/Horticulture/904

other order or for showing or for bearing to show favor or disfavor to any person in relation

to this or any one employed by him or acting on his behalf whether with or without his

knowledge shall entitle the Authority to terminate the order forthwith and to recover from the

Vendor the amount of loss or damage suffered by the Authority.

10 The Agency / Contractor/tendered are advised to inspect and examine the site and satisfy

themselves about the nature of work before submitting their tender. A tendered shall be

deemed to have full knowledge of the site, whether they inspect or not and no extra charges

consequent on any misunderstanding or otherwise shall be allowed/paid.

11 The Contractor/Agency shall be responsible for payment of the Supervisors/labors/

employees at regular intervals.

12 The Contractor /Agency is responsible for the supervision of the work and adequacy for

output by its staff and loss of material due to negligence and willful wastage. The “Contractor

/Agency” is liable for penalty in such cases.

13 Sub-Contracting is not being permitted at all.

14 The Contractor/Agency shall agree and undertake to take responsibility of Supervisors /

Labours / Employees for injury/disease that maybe suffered by them during course of their

duty. Also, ensuring compliances of labour laws.

15 Any damage to any of the part/service/works due to negligence of other Contractor /Agency,

shall be brought to the notice of GARUD/authorized representative in writing not later than

day of the incidence.

16 Water and Electricity shall be arranged & borne by GARUD.

JOINT MANAGING DIRECTOR

LoI No. GARUD/ GNC/Horticulture/904

A. GENERAL SPECIFICATION

The rates quoted shall include all taxes/replacements of plant/ supply of soil

mix/pesticides/Manure/insurance/packing/forwarding/freight charges/printing charges/Site

Visits/manpower/labor/spares and all other incidental charges if any. A final decision on the order

will be taken only after taking into consideration the rates and quality of the items offered. The

financial bid of technically qualified bidder will be opened only if the concept presentation of is

approved by Selection Committee of GARUD.

The vendor shall complete the work at the agreed rates against the orders received from GARUD

during the period of this contract.

A Security Deposit of 7.5% of LOA amount needs to be submitted by Bidder as bank Guarantee or

FDR or Demand Draft in favour of Gandhinagar Railway & Urban Development Corporation Limited,

payable in the Nationalized Bank. Further, GARUD will deduct 2.5% amount of the Running bills &

Final bill and the 10% (SD amount) will be refunded back to the bidder after 90 days of the Final bill

payment made. All other terms and conditions shall be as per the schedule.

Joint Managing Director

Signature of the Bidder with Name and date

LoI No. GARUD/ GNC/Horticulture/904

B. Financial Bid – To be submitted online

Financial Bid –to be filled by agency

# Description To be quoted

A Area in Sq. Mtr. (Railway Station) Approx. 11,758/-

Service cost (incl. of labour charges) per Sq. Mtr/Per

C Total Service Cost/Per month – (A * B)

• The rate quoted by the agency shall be deemed to be exclusive of GST.

• All the agencies/bidders should have valid insurance coverage for any type of injury or death

of their employees.