VEHICLE HIRING FOR VIBRANT GUJARAT GLOBAL SUMMIT 2027 & OTHER EVENTS

Opening of Technical Bid Will be communicated subsequently.

Opening of Price Bid

Duration of Contract From the date of issue of LOI/Work Order

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 1: NOTICE INVITING PROPOSAL AND NECESSARY

Online Tender for Vehicle Hiring for Vibrant Gujarat Global

Assignment Title

Summit 2027 & Other Events

Client Industrial Extension Bureau (iNDEXTb)

Industrial Extension Bureau (iNDEXTb), Block No. 18, 2nd

Client Location Floor, Udyog Bhavan, Sector-11, Gandhinagar, Gujarat

Tender Fee and Tender Fee of Rs. 15,000/- (non-refundable) and EMD of

Earnest Money Rs. 12,00,000/- in the form of Demand Draft, in favour of

Deposit “Industrial Extension Bureau”, payable at

Gandhinagar/Ahmedabad.

1. Technical Bid should be placed in single envelope

labeled as “Technical Bid.” Bid document shall be

Submission of Bid: duly signed and stamped along with supporting

documents as per Annexure I.

1. Technical Bid 2. Tender Fee should be placed in single envelope duly

(Hardcopy only) labeled as “Tender Fee”

2. Tender Fee 3. EMD should be placed in single envelope duly

(Scanned copy on labeled as “EMD.”

hardcopy with bid)

3. EMD (Scanned All the above envelopes should be put in a separate big cover

copy on nProcure labeled as- “(Bidder’s name): Assignment Name."

and hardcopy with All submissions (in hard copy)/communications should be

bid) – non-interest submitted/addressed to:

Managing Director, iNDEXTb

Industrial Extension Bureau (iNDEXTb), Block No.

2nd Floor, Udyog Bhavan, Gandhinagar, Gujarat

Email: [email protected]

Quality and Cost Based Selection (QCBS):

Tender Evaluation

Weightage of Technical Score- 40%

Weightage of Financial Score- 60%

The EMD of the successful bidder will be converted into

Security Deposit

Security Deposit.

Validity of Tender 180 days from the last date of submission of bids

Queries, if any, proposed to be raised at the pre-bid meeting

Pre-Bid Queries by the bidders should be e-mailed to [email protected] up to

Submission 3:00 PM (IST) at least one working day before the date of the

pre-bid meeting.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 2: INTRODUCTION

2.1 Vibrant Gujarat Summit has been organized since 2003 and previous Summits

& 2024. Over the years, the Summit has emerged as one of the flagship events

of India and a major platform to discuss investments and development.

Vibrant Gujarat Global Summit 2027 is proposed to be scheduled in the month

of January 2027 at Gandhinagar, Gujarat.

2.2 iNDEXTb is a Government of Gujarat Organization, registered under the

Societies Act 1860. The organization operates under the aegis of Industries

and Mines Department (IMD) of the Government of Gujarat (GoG) and is the

nodal agency for organizing VGGS.

2.3 iNDEXTb undertakes various initiatives to promote investment in

infrastructure and industry in the State of Gujarat and to attract investors.

2.4 VGGS 2027 is expected to witness participation by various delegations from

across the globe and India.

2.5 In order to provide proper transportation facilities to delegates, iNDEXTb

intends to appoint a transportation agency through an online tender process to

provide vehicles of different categories.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 3: SCOPE OF WORK

3.1 The Agency shall professionally manage fleets of coaches (large and medium

buses) and a pool of cars for the smooth transportation of guests from the

airport to the venue, airport to hotel, venue to hotel, and/or to any other

location within the region. This shall also include the readiness of the agency

to display placard like facilitation/welcome of the guest at arrival & see-off

while departure, & also during the journey from time to time.

3.2 The Agency shall ensure that all vehicles are clean, roadworthy, well-

maintained and in good condition to the satisfaction of Competent

Authority/iNDEXTb. Each vehicle shall have all valid registrations, permits,

fitness certificates, pollution-under-control (PUC) certificates, insurance and

other documents/permissions required under applicable laws and Government

regulations & same should be endorsed by the RTO.

3.3 Agency is required to arrange and provide commercial vehicles to iNDEXTb

and will make allocation of the vehicle as per the instruction given by

Competent Authority/iNDEXTb from time to time. It may be noted that the

vehicles provided to iNDEXTb should not be older than 04 years considering

the final event date (As per RC Book).

3.4 The Agency shall ensure that the required number of vehicles of each category

is reserved for iNDEXTb well in advance. The selected agency, with written

intimation to Competent Authority/iNDEXTb, may arrange required number

of vehicles through their associates; however, the primary selected agency

shall remain fully and unconditionally responsible and liable for all the related

aspects. Copies of the associate's support letter/MoU or other binding

arrangement shall be submitted to iNDEXTb before the event.

3.5 Agency is required to provide complete details of the vehicles and drivers

reserved for the event by the date as decided by the Competent Authority. Date

would be informed to the agency well in advance. iNDEXTb may develop an

online module for allocation for vehicles and the selected agency is required

to feed the vehicle and drivers details in the online module by 15th December,

2026 or as decided by Competent Authority/iNDEXTb from time to time.

3.6 The vehicles reserved for iNDEXTb shall be placed at a designated location

(Parking Area) and the vehicles of the category should only be allocated as

per the instruction of iNDEXTb. Agency will have to make necessary

arrangement for Parking Area and all the vehicles reserved for iNDEXTb shall

be placed in Parking Area only. Selected agency is required to submit the

required documents of Parking Area to iNDEXTb by 15th December 2026 or

the time as decided by iNDEXTb. Any expenditure in this regard shall be

borne by agency.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

3.7 Agency is also required to manage the fleet arranged by iNDEXTb from any

other sources on complimentary basis.

3.8 The Agency shall deploy a dedicated and adequately staffed transport-

management team for the entire period of the assignment.

3.9 The Agency shall to depute a minimum of 10 personnel of supervisory level

at the disposal of iNDEXTb. Further, agency is also required to depute one

coordinator for every 20 vehicles, the details of these personnel shall be

submitted to iNDEXTb by 15th December, 2026 or the time as decided by

Competent Authority/iNDEXTb.

3.10 The Agency shall comply with all health, safety, hygiene and other protocols

issued by the Government of India, Government of Gujarat or Competent

Authority/iNDEXTb from time to time, to the extent applicable. The Agency

shall also ensure and produce documentary evidence, where required, of

compliance with such protocols.

a. Drivers and other team members of the Agency shall comply with all

health, safety and vaccination requirements applicable from time to time.

b. The Agency shall keep a suitable, reputed-brand sanitizer of at least

ml in each car, or such other hygiene/safety arrangement as may be

specified by Competent Authority /iNDEXTb.

c. The Agency shall ensure that each vehicle is cleaned and sanitized after

each day's operations and, where required, after each ride.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 4: QUALIFICATION CRITERIA

4.1 The Agency shall be a duly registered legal entity. (Supporting documents

should be submitted)

4.2 The Agency shall have a minimum experience of 05 years as on 31 st March,

2026. (Supporting documents should be submitted)

4.3 The Agency shall have an average annual turnover of at least Rs. 75 lakhs in

last five financial years (2021-22, 2022-23, 2023-24, 2024-25 and 2025-26).

A certificate of average annual turnover issued by a Chartered Accountant,

along with the balance sheet/annual report should be submitted.

4.4 The Agency must own at least 30 registered commercial/passenger vehicles

across the relevant vehicle categories required under this tender, such as

premium MPVs, executive/luxury sedans, coaches, mini coaches/vans and EV

passenger vehicles, in the name of the owner/bidder/company only. Vehicles

owned by members of the company / owner’s family / relatives etc. who are

not directly involved in the agency, will not be considered. (Affidavit in this

regard on Rs. 300/- stamp paper along with the supporting copies of RC books

to be submitted. Purchase Order or Booking slip of vehicle/s shall not be

4.5 The Agency shall have successfully supplied vehicles (light and heavy

vehicle) of different makes to at least one event wherein they have supplied at

least 30 vehicles for at least one day in an event, organized as a prime agency

by the government and / or quasi government agencies / financial / multilateral

agencies / private organization/corporate companies, starting from 1 st January,

2022. (An affidavit in this regard as a statement showing work done along

with copies of work order and work completion should be submitted).

4.6 Agency should submit Income Tax return for the last 3 Financial Years (2023-

4.7 The Agency shall have a valid PAN (In case of Partnership / Pvt. Ltd. PAN

No. of firm / company is required & in case of Proprietorship firm PAN No.

of proprietor is to be enclosed).

4.8 The Agency shall have a valid GST registration in the bidder's/firm's name &

had made payment of GST in last 3 years.

4.9 Agencies should have office/s in Ahmedabad / Gandhinagar. If not, then

selected agency will have to set up their operational office in Ahmedabad /

Gandhinagar with required staff and infrastructure to support event. (Proof in

this regard, to be submitted)

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

4.10 No legal proceedings with any of the clients and its employees related to the

services of the bidding agency and or its affiliate. Agency should not be

blacklisted from any of the State government, Govt. of India and government

PSUs. An affidavit to this effect should be provided by the agency on Rs. 300/-

4.11 Individuals who have done piecemeal/freelance/ job work are not eligible to

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 5: SUBMISSION OF PROPOSAL

5.1 Technical Proposal

5.1.1 The documents required to be submitted in the technical proposal is/are

placed at ANNEXURE – I. The interested agency is required to submit the

technical proposal along with the acceptance letter and shall be placed in

a sealed envelope clearly marked as “Technical Proposal for Vehicle

5.1.2 Separate envelopes containing the tender fee & EMD and Technical

Proposal should be also prepared and be marked as “TECHNICAL

PROPOSAL for Online tender for vehicle hiring for Vibrant Gujarat

Global Summit 2027 and other mega event up to 31st December,

5.1.3 This outer envelope shall bear the Name of the Assignment, submission

address, etc. The Proposals must reach iNDEXTb on or before the last date

of submission mentioned in the notice inviting tender

5.1.4 Any proposal received by iNDEXTb after the deadline for submission

shall be rejected. iNDEXTb shall not be responsible for any postal or

5.1.5 All contents of the Proposal should be clearly numbered, indexed and

arranged in a sequence and shall be bound firmly.

5.1.6 The Original Proposal shall contain no interlineations or overwriting,

except as necessary to correct errors made by the official of Agency

themselves. The person who signs the proposal must put initial against

such corrections.

5.1.7 The proposals shall be signed and submitted by the Authorized Signatory

of the Agency. The authorization shall be attached in the Technical

Proposal and shall be in the form of a written power of attorney/ board

resolution or in any other form demonstrating that the representative has

been duly authorized to sign. Each page to be signed & stamped by

authorized signatory.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

5.2 Financial Proposal

5.2.1 The Agencies shall submit the Financial Proposal online through the

nProcure portal at the website specified in the tender, in the prescribed

format at ANNEXURE – II (A), (B) and (C).

5.2.2 For any assistance, in submitting financial proposal on nprocure.com,

please reach out to (n)Code Solutions, their contact details are as below:

(n)Code Solutions - Division of GNFC Ltd.,

(n)Procure Cell

403, GNFC Infotower, S.G. Road

Bodakdev, Ahmedabad – 380054 (Gujarat)

Toll Free: 1-800-419-4632

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 6: INSTRUCTION TO BIDDER AGENCY

6.1 The selection would be on the Quality cum Cost Based Selection (QCBS)

based on the final weighted score, subject to fulfilling the requirements of

the Qualification Criteria. The submitted Proposal will integral part of the

contract with the selected agency.

6.2 The Agencies shall bear all costs associated with the preparation and

submission of their proposals. iNDEXTb is not bound to accept any or all

proposals, and reserves the right to annul the selection process at any time

prior to award of contract, without any liability to iNDEXTb.

6.3 The Technical Proposal to be submitted by the agency should be firm and

valid for a period of 180 days from the last date of submission of the

6.4 Agencies may seek clarifications on the guiding document, if any, at the

time of briefing meeting i.e, Pre-Bid meeting only. Queries, if any, by the

bidders should be e-mailed to [email protected] up to 3:00 PM (IST) at

least one working day before the date of the pre-bid meeting. Any

clarifications sought after the pre bid meeting will not be considered.

6.5 At any time before the submission of Proposals, iNDEXTb may amend this

document by issuing an addendum, which shall be binding on the agencies.

6.6 The agencies shall acknowledge the tender conditions and all subsequent

amendments and submit along with their proposals duly signed. Therefore,

the tender document signed by the authorized signatory should be the part

of the Technical Proposal.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 7: OPENING OF PROPOSAL

7.1 iNDEXTb shall open the Technical Proposals after the Proposal Due Date

and Time for verification of the Tender Fee & EMD and preliminary

responsiveness. Only Proposals satisfying the prescribed submission

requirements shall proceed to the pre-qualification/technical evaluation

stage, subject to the terms of this tender.

7.2 After technical evaluation, bidders/agencies may be invited for declaration

of technical marks and later on financial opening.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 8: PROPOSAL EVALUATION

8.1 Technical Parameter & Score (Ts)

The evaluation of Proposals shall be based on Quality and Cost Based

Selection (QCBS) and the final weighted score. The assignment may be

awarded to the bidder obtaining the highest final weighted score among

technically responsive bidders

Parameter Criteria for point allotment m Marks

Experience in the field related Final marks under this

to Fleet Management – parameter shall be the

number of projects handled aggregate marks for all

for vehicle management eligible events/projects,

commencing 1 January 2022, subject to a maximum of

with a minimum supply of 30 marks.

vehicles per event/project. Range of no. Marks

(Proof required to be supplied in a event

submitted) single event /

Number of vehicles owned by 10 marks for 30 vehicles +

the Agency 0.50 marks for every

additional vehicle above

subject to a maximum of

Average Annual Turnover of 5 marks for average annual

the agency in last 05 financial turnover of Rs. 75 lakh +

years (2021-22, 2022-23, mark for every additional Rs.

2023-24, 2024-25 and 2025- 25 lakh, subject to a

26). maximum of 22 marks.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

8.1.1 Minimum technical score for financial quote consideration: Bidders

meeting the qualification criteria and score at least 50 marks out of

marks from the technical parameter would be considered technically

8.1.2 Financial proposals of only technically qualified bidders will be opened.

The qualified Bidders will be informed about the date and time of the

financial bid opening. Representatives from the qualified Bidders may

choose to remain present in the financial bid opening.

8.2 Financial Proposal

8.2.1 The Agency shall furnish the Financial Proposal through the nProcure

portal in the prescribed format at ANNEXURE – II (A), (B) and (C).

8.2.2 Only the Financial Proposal in ANNEXURE – II (A) shall be considered

for financial evaluation and award of the work.

8.2.3 The Financial Proposals under ANNEXURE – II (B) and ANNEXURE –

II (C) shall not be considered for financial evaluation. If vehicles under

these categories are subsequently required, the selected bidder may be

given the first opportunity to arrange them, subject to matching the L1 rate

for the relevant category. If the selected bidder does not agree to match the

L1 rate, iNDEXTb may, engage one or more other eligible agencies for

such requirements in relevant order i.e L2, L3, L4……Ln.

8.2.4 Annexure-II(A) shall determine the successful bidder through QCBS.

Annexure-II(B) and Annexure-II(C) shall be used only for rate discovery

and subsequent empanelment, and shall not form part of the QCBS

financial score.

8.3 Selection Methodology

The Technical Score and Financial Score shall be converted into weighted scores

in accordance with the prescribed weightages to arrive at the Combined Score for

each bid. The respective weightage for the technical score & financial scores are

set out in the table below:

Sr.no Description of Parameters for Combined Score (Cs)

1 Technical Score (Ts) - 40%- Weightage

2 Financial Score (Fs) - 60%- Weightage

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Calculation of Financial Score (Fs)

8.3.1 Bidder with lowest financial bid will get maximum financial score of

The lowest financial bid (L1) will be used as a basis to calculate the

financial score of other bidders. Refer below mentioned formula.

Where: Fs is the financial score of the bidder under

L1 is the lowest financial bid (L1) amongst all the

Ln is the financial bid of the bidder under

8.3.2 Combined score based on Technical Score (Ts) and Financial Score (Fs)

will be calculated as under:

Combined Score (Cs) = Ts x (% Weightage of Technical

Score) + Fs x (% Weightage of Financial Score)

8.3.3 Proposals will be ranked according to their Combined Scores. The bidder

with the highest Combined Score will be awarded contract and will be

called for negotiations, if required.

8.3.4 Only financials submitted in the ANNEXURE-II (A) will be considered

for the evaluation to award work for the VGGS 2027. Financials

submitted in ANNEXURE-II (B) & (C) is only for empanelment and

will not be considered in the evaluation to award work for VGGS

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

Section 9: OTHER TERMS & CONDITIONS

9.1 Instructions

9.1.1 Drivers shall possess a valid driving licence for the relevant vehicle

category and shall satisfy all statutory eligibility requirements. The Agency

shall provide, upon request, police/character verification or other legally

permissible background-verification documents for drivers.

9.1.2 The selected Agency shall ensure that drivers are courteous, properly

groomed, in prescribed uniform and capable of communicating in English,

Hindi and Gujarati, as reasonably required for the assignment.

9.1.3 The selected Agency shall conduct an orientation/training programme for

drivers covering their duties, routes, safety, guest handling, traffic rules,

emergency procedures and the requirements of the Summit. Evidence of

such training shall be submitted to iNDEXTb upon request.

9.1.4 The selected Agency shall ensure that drivers are equipped with a

functioning mobile phone and required communication/data facilities and

are familiar with relevant roads, routes, airports, hotels, venues and

important locations in Ahmedabad and Gandhinagar.

9.1.5 Strict action, including applicable penalties, deductions, replacement of

personnel/vehicles and/or termination, may be taken in the following cases:

9.1.5.1 Failure of the vehicle to report at the prescribed time or place.

9.1.5.2 Complaint or substantiated instance of driver not

picking/responding to phone calls of Dignitary/Delegate/LO.

9.1.5.3 Complaint or substantiated instance of driver misconduct,

misbehaviour, negligence or violation of safety/security

9.1.5.4 Any irregularity, alteration, overwriting, fabrication or forged

entry in an allocation, utilization or verification slip or related

9.1.5.5 Competent Authority /iNDEXTb may terminate the contract

and/or invoke the applicable security/contractual remedies,

including forfeiture of security, debarment/blacklisting where

legally permissible and/or recovery of losses, in accordance with

the tender and applicable law, if any of the above events occur.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

9.2 Special Instructions

9.2.1 The selected Agency shall establish and operate a 24x7 control room at a

location designated or approved by Competent Authority/ iNDEXTb for

vehicle allocation, grievance handling, communication, monitoring and

other transportation-related requirements, with the following arrangements:

9.2.1.1 The control room shall have all necessary amenities, including

computers, printer, internet connectivity, telephone and other

communication facilities required for uninterrupted operations.

9.2.1.2 The Agency shall station at least four persons from 8:00 a.m. to

10:00 p.m. and at least two persons from 10:00 p.m. to 8:00 a.m.,

or such other staffing as may be directed by Competent

Authority/iNDEXTb. All manpower and logistics costs shall be

borne by the Agency.

9.2.1.3 The Agency shall establish a breakdown-management and

emergency-response system and submit the plan to Competent

Authority /iNDEXTb as part of the technical bid.

9.2.1.4 Will have to set up 24X7 helpline number in control room. One-

point contact of control room should be submitted.

9.2.2 The number and categories of vehicles to be reserved shall be

communicated by iNDEXTb from time to time. The final requirement may

increase, decrease or change by category, and the Agency shall comply with

such requirement within the time specified by Competent

Authority/iNDEXTb, subject to the contractual rates and applicable

procurement rules.

9.2.3 Prime agency may tie-up with its associate for procuring vehicles.

However, agency is required to submit the letter of support along with the

tender submission to iNDEXTb. Prime agency would be accountable and

fully responsible and liable by all means.

9.2.4 The successful bidder will have to submit the MoU / Agreement with the

associate along with the fulfillment of other conditions, after the declaration

of result and before the event.

9.2.5 Failure to do so may result in termination of the contract or work order or

CA may impose upon deduction from the bill amount or penalty as may be

deemed fit and the EMD may be forfeited by the Bureau. The decision of

Competent Authority shall be final and binding to the Agency.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

9.2.6 iNDEXTb shall not be liable for any accident, loss, theft, damage, injury or

third-party claim arising from the operation or deployment of the vehicles

or personnel, except to the extent directly caused by the proven willful

misconduct or gross negligence of iNDEXTb. The Agency shall be solely

responsible for such risks and shall indemnify iNDEXTb against claims,

losses, damages, costs and liabilities to the extent permitted by law.

9.3 Validity of the Proposal

The Proposal shall remain valid for 180 calendar days from the last date of

submission of the Proposal. Any extension of validity shall be governed by Clause

9.4 and applicable procurement rules.

9.4 Extension of Validity Proposal

In exceptional circumstances, and before expiry of the original Proposal Validity

Period, Competent Authority /iNDEXTb may request an extension for a specified

additional period. Any such extension shall be subject to the Agency's written

consent, unless the applicable procurement rules provide otherwise.

9.5 Disqualification

The following events and circumstances may result in rejection/disqualification

of the Applicant or Proposal, at any stage of the procurement process, subject to

applicable law and procurement rules:

9.5.1 Submission of the Proposal after the Proposal Due Date and Time.

9.5.2 Submission of any false, misleading, forged or materially incomplete

representation, statement or document in support of eligibility or

9.5.3 Submission of a Proposal containing conditions, qualifications,

deviations or additional terms contrary to this tender document, unless

expressly permitted by Competent Authority /iNDEXTb.

9.5.4 Submission of an incomplete or materially non-responsive Proposal.

9.5.5 Failure to submit any mandatory document, declaration, fee, EMD or

other requirement prescribed in the tender.

9.5.6 Failure or refusal to provide clarifications sought by Competent

Authority /iNDEXTb within the prescribed time.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

9.5.7 Attempt to improperly influence or interfere with the qualification,

evaluation or selection process, directly or indirectly.

9.5.8 Any material adverse or detrimental information becoming known

before or after qualification that, in the opinion of the Competent

Authority, materially affects the bidder's eligibility, integrity, capability

or ability to perform the contract.

9.5.9 Any event or circumstance which renders the bidder ineligible under

applicable law, procurement rules or this tender document.

9.5.10 Any other ground expressly provided in this tender document or

applicable procurement rules. The decision of the Competent Authority

shall be taken in accordance with the prescribed procedure and shall be

final, subject to applicable law.

9.6 The EMD (in the form of DD) of the selected agency will be retained in form

of Security Deposit and the same shall be released after the successful

completion of contract, i.e. 31.12.2027. In case of the extension of the

contract, the EMD shall be further retained till the extension period.

9.7 Payment Condition

9.7.1 Vehicle allocation shall be made by the official authorized by the

Competent Authority and shall be recorded in the prescribed Allocation

and Verification Slip. The actual use of each vehicle shall be verified by

the authorized official(s) in the verification section. Details of authorized

officials shall be communicated to the selected Agency.

9.7.2 Payment shall be made only for vehicles duly allocated and actually

utilized/verified in accordance with the prescribed procedure.

Signatures/authorizations in both the allotment and verification sections

shall be mandatory unless an alternative electronic verification

mechanism is formally approved by Competent Authority /iNDEXTb.

For non-event days, where a vehicle has been specifically

reserved/blocked by iNDEXTb but remains unutilized, payment shall be

governed by Clause 9.7.5.

9.7.3 Full and final payment shall be made by iNDEXTb only for vehicles duly

allocated and verified by the authorized official(s), and only after

submission and acceptance of all mandatory supporting documents,

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

9.7.3.1 Original Invoice.

9.7.3.2 Statement showing the date, reporting/usage time, vehicle

number, vehicle type, driver name and driver

contact/identification details, as required.

9.7.3.3 Duly signed Allocation and Verification Slip(s).

9.7.3.4 Copy of the RC of vehicle/s.

9.7.4 iNDEXTb shall not pay any amount other than the approved rate(s),

except where expressly approved in writing under the tender/contract.

The quoted rates shall be deemed to include all costs, including driver

charges/allowances, fuel, maintenance, statutory levies and other

incidental costs, parking charges, driver allowance or any other charges

other than approved rate. The financial bid submitted by the agency

should cover all the related cost.

9.7.5 The rates invited in this tender are for 24 hours, for event day and

irrespective of the kilometer usage or duration. Event day will be

informed to selected agency by Competent Authority /iNDEXTb,

subsequently. For non-event day, if the vehicle is not utilized, 50% of

final rate will be paid by the iNDEXTb. Event & Non-event day/s will

be informed to selected agency. Running kilo meters would not be

claimed and paid under any circumstances for local transportation.

9.7.6 If the selected Agency fails to provide an allocated vehicle, for which

iNDEXTb has to hire vehicle from the open market. In such scenario, the

bill for vehicle procured by iNDEXTb, shall be deducted and adjusted in

the billing of the selected agency.

9.7.7 Only the prescribed Allocation and Verification Slip provided in the

document formally approved by Competent Authority /iNDEXTb shall

be valid for processing payment.

9.7.8 Claims for additional transportation arrangements shall be payable only

where such additional requirement has been specifically

instructed/approved in writing by Competent Authority /iNDEXTb

through an authorized official.

9.7.9 iNDEXTb shall have no liability to pay for any additional arrangement,

service, vehicle, manpower or expenditure incurred by the Agency

without prior written authorization from Competent Authority

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

9.7.10 iNDEXTb shall have no obligation to hire any minimum number of

vehicles or to guarantee any minimum number of vehicle-days, unless

expressly committed in writing in the contract/work order.

9.8.1 If the selected Agency violates or breaches any provision of this

tender/contract, the applicable penalty, deduction, recovery or other

contractual remedy shall be levied in accordance with the penalty schedule

and other provisions of this tender, without prejudice to Competent

Authority /iNDEXTb's other rights and remedies.

Sr. Details % of Penalty on billing amount

No. of such vehicle/vehicles

1 Driver Change after allotment 10%

done, otherwise instructed by

2 Vehicle Change after allotment 25%

done, otherwise instructed by

3 Service deficiency, delay in supply 25%

or breach of any other condition of

9.8.2 In case, agency fails to provide the details of vehicles, drivers etc. within

the timelines prescribed in this tender document or work order then a

deduction of Rs. 5,000/- per day per category of vehicle, maximum to Rs.

5,00,000/- will be charged.

9.9 Case of Cancellation or postponement of the event

In case of cancellation or postponement of the event, iNDEXTb shall be required

to make the payment of only those vehicle(s) which is(are) actual utilized for

which proofs as required by the Competent Authority /iNDEXTb to be submitted.

For non-event days, where a vehicle has been specifically reserved/blocked by

iNDEXTb but remains unutilized, payment shall be governed by Clause 9.7.5.

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9.10 Force Majeure

9.10.1Neither Party shall be liable for failure to perform an obligation to the

extent that such failure is directly caused by a Force Majeure Event beyond

the affected Party's reasonable control, such as an act of God, natural

calamity, governmental restriction or direction, epidemic/pandemic or

other event recognized as Force Majeure under applicable law. Force

Majeure shall not include events arising from the Agency's financial

difficulties, lack of funds, vehicle breakdown, shortage or failure of

vehicles/drivers/personnel, traffic congestion, failure of

subcontractors/associates, ordinary market conditions, negligence,

misconduct or any event that could reasonably have been anticipated,

prevented or overcome by the affected Party through due diligence.

9.10.2The Party affected by a Force Majeure Event shall notify the other Party

in writing immediately, or as soon as reasonably practicable, and shall

provide sufficient evidence of the nature, commencement and expected

duration of the event and the steps being taken to mitigate its effects. The

affected Party shall also notify the other Party promptly upon restoration

of normal conditions. Payment shall be made only for services actually

rendered, allocated and verified, subject to Clause 9.9 and the other

provisions of the contract.

9.11 Additional Contractual Safeguards

9.11.1Firm Rates / No Escalation - The quoted rates shall remain firm for the

contract period and shall include all costs necessary for performance,

except taxes or other amounts expressly stated as separately payable. No

escalation shall be payable on account of increase in fuel prices, wages,

maintenance costs, insurance, permits, finance costs or any other input

cost unless expressly approved in writing under applicable procurement

9.11.2Confidentiality and Data Protection - The Agency shall keep confidential

all information relating to guests, delegates, officials, travel schedules,

contact details, security arrangements and Government operations

obtained during the assignment. Such information shall not be disclosed,

copied, used or shared except for contract performance or where required

by law/authorized in writing.

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9.11.3Dispute Resolution and Arbitration

9.11.3.1 The Parties shall endeavour, in the first instance, to resolve any

dispute, disagreement or difference arising out of or in connection

with this Agreement and subject tender, including any question

regarding its interpretation, performance, existence, validity,

termination and the rights and liabilities of the Parties to this

Agreement and subject tender (a “Dispute”) through good faith

9.11.3.2 All questions, disputes, differences and/or interpretation of this

Agreement and subject tender whatsoever, which may at any time

arise between the parties to this Agreement and subject tender in

connection with the agreement or any matter arising out of or in

relation thereto, shall be referred to Sole Arbitrator as per the

provisions of Arbitration and Conciliation Act, 1996 and

subsequent amendment thereto.

9.11.3.3 The venue of arbitration shall be Gandhinagar only, subject to the

above, the Civil Courts in Gandhinagar only shall have exclusive

jurisdiction in this matter. The expense of the arbitration shall be

paid as may be determined by the Arbitrator.

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Section 10: FORMAT AND SIGNING OF THE PROPOSAL

10.1 The proposal should be short, concise & include all points indicated in the

10.2 The Proposal shall be typed or written in indelible ink and should be in

English. Proposal in other language would not be accepted. The pages and

volumes of each part of the Proposal shall be clearly numbered, duly signed

& stamped. The Proposal shall contain all the information required herein

and references of previous submissions shall not be considered.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

ANNEXURE - I: Technical Proposal

Sr.no. Particular Remarks

1) Name of the Agency, Contact Person,

Contact details (Phone, Fax and Email)

2) Name of the Owner/Partner/Director, List to be submitted

3) Constitution of the Agency Supporting document to be enclosed

(Proprietorship, Partnership, Company,

4) Authorized Signatory Declaration letter on the Agency's

letterhead to be submitted

5) EMD DD No. and Date

6) Tender Fees DD No. and Date

7) Certificate of Experience of the Agency Supporting Documents should be

submitted – Certificate issued by the

8) Number of events/projects handled by Affidavit on Rs 300/- stamp paper

the Agency in which it supplied at least along with a statement of the number

30 vehicles. of works/events handled (including

number of vehicles) and copies of

work orders and work-completion

certificates should be submitted.

9) No. of vehicles owned by the agency Affidavit on Rs 300/- stamp paper

stating that <n> nos. of vehicles

owned by the owner along with the

statement of vehicles and Copies of

RC book should be submitted

10) Statement of average annual turnover in Certificate from the Chartered

last 05 financial years (2021-22, 2022- Accountant along with balance

23, 2023-24, 2024-25 and 2025-26) sheet/Annual statement should be

11) Income tax assesse & should have filed Copy should be submitted.

income tax return for the last 3 Copy of PAN card to be submitted

assessment years.

12) GST Registration Certificate and Copy should be submitted.

evidence of filing applicable GST

returns for the last three financial years.

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13) Office based in Proof of Address should be

Ahmedabad/Gandhinagar. If not, then submitted. In case if agency does not

selected agency should have to set up have office in Ahmedabad /

their office in Ahmedabad/Gandhinagar Gandhinagar, the agency should

to regularly serve the account. have to submit the undertaking of

setting up the office on Rs 300/-

14) No legal proceedings with any of the An Affidavit to this effect should be

clients and its employees related to the submitted by the agency on Rs 300/-

services of the bidding agency and or its stamp paper.

Agency should not be blacklisted from

any of the Government of Gujarat,

Government of India or State

Government PSUs.

15) Breakdown-management and The Agency shall establish a

emergency-response system breakdown-management and

emergency-response system and

submit the plan to Competent

Authority /iNDEXTb as part of the

16) If prime agency/bidder tie-up with its Undertaking letter on the Agency's

associate for procuring vehicles, agency letterhead to be submitted

is required to submit the letter of support mentioning that all services will be

along with the tender provided as per requirement and sole

responsibility & accountability will

be of the prime agency/bidder.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

ANNEXURE – II (A): Financial Proposal for Local Transportation

Ahmedabad – Gandhinagar

In INR (Inclusive of all Charges, Expenses and Taxes/GST)

Sr Estimated Amount for

Category vehicle for

no. Quantity Estimated

1. Premium MPV: Toyota Innova Crysta

2. Premium MPV: Toyota Innova Hycross

3. Executive Sedan: Mercedes-Benz C-

Class / BMW 3 Series LWB or

4. Executive Sedan: Mercedes-Benz E-

Class / Toyota Camry / BMW 5 Series

LWB / Audi A6 or equivalent

5. Luxury Sedan: Mercedes-Benz S-Class

/ BMW 7 Series / Audi A8 or equivalent

6. AC Coach: 29 Seater and Above

7. AC Mini Coach/Van: 10–15 Seater

8. Sedan - Type I: Honda City / Maruti

Ciaz / Hyundai Verna or equivalent

9. Sedan - Type II: Maruti Dzire / Honda

Amaze / Hyundai Aura or equivalent

10. 13-Seater Premium Van/Mini Coach:

Toyota Coaster or equivalent

11. 13-Seater Premium Van/Mini Coach:

Force Urbania or equivalent

12. 13-Seater Premium Van/Mini Coach:

Tata Winger or equivalent

13. EV SUV: Tata Nexon EV or equivalent

14. EV Sedan: Tata Tigor EV or equivalent

15. Luggage Van: Force or equivalent

16. Baggage/Goods Truck: minimum

specified payload

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

1. Financial Bid as mentioned in ANNEXURE – II (A) shall only be

evaluated for tender process.

2. The quantity indicated above are estimated quantities for the purpose

of financial evaluation only and shall not constitute any minimum

commitment or guarantee of deployment by iNDEXTb.

3. The bids should include all the cost, driver allowances, GST etc.

4. The bidder/s should have to bid for all the category of vehicle

5. The financial bids are invited for 24 hrs and it is irrespective to the

kilometer usage and duration. This 24 hrs will be calculated from 12:00

AM on each day.

6. The financial bid in Annexure – II (A) is invited for local use in

Ahmedabad and Gandhinagar or in the range of 100 Km. from

Ahmedabad/ Gandhinagar.

7. In case of the requirements of EV, the selected bidder will have to make

the arrangements for manning the vehicles as well as charging station if

required, no extra cost will be payable for such arrangements.

8. The summit is planned for three days.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

ANNEXURE – II (B): Financial Proposal for Outstation Transportation

In INR (Inclusive of all Charges, Expenses and Taxes/GST)

Sr Category Rate per Km.

1 Premium MPV: Toyota Innova Crysta

2 Premium MPV: Toyota Innova Hycross

3 Executive Sedan: Mercedes-Benz C-

Class / BMW 3 Series LWB or

4 Executive Sedan: Mercedes-Benz E-

Class / Toyota Camry / BMW 5 Series

LWB / Audi A6 or equivalent

5 Luxury Sedan: Mercedes-Benz S-Class

/ BMW 7 Series / Audi A8 or equivalent

6 AC Coach: 29 Seater and Above

7 AC Mini Coach/Van: 10–15 Seater

8 Sedan - Type I: Honda City / Maruti

Ciaz / Hyundai Verna or equivalent

Sedan - Type II: Maruti Dzire / Honda

Amaze / Hyundai Aura or equivalent

10 13-Seater Premium Van/Mini Coach:

Toyota Coaster or equivalent

11 13-Seater Premium Van/Mini Coach:

Force Urbania or equivalent

12 13-Seater Premium Van/Mini Coach:

Tata Winger or equivalent

13 EV SUV: Tata Nexon EV or equivalent

14 EV Sedan: Tata Tigor EV or equivalent

15 Luggage Van: Force or equivalent

16 Baggage/Goods Truck: minimum

specified payload

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

ANNEXURE – II (C): Financial Proposal for Other Local Transportation:

In INR (Inclusive of all Charges, Expenses and Taxes/GST)

Row Rate per vehicle for

no. Category of Vehicles hrs

1. Non AC Coaches 29 Seater and above

2. Non AC Coaches 29 Seater and above

3. Maruti Ertiga (AC)

4. Fortuner (AC)

Note: (for ANNEXURE – II (B) & II (C))

1. A separate bid is invited for each category of vehicle.

2. Minimum KM will be 300 for all the vehicles mentioned in ANNEXURE

3. The bid invited in the ANNEXURE - II (B) & II (C) shall not be considered

for financial evaluation of tender.

4. The financial bids are invited for 24 hrs for the vehicles mentioned in

ANNEXURE II (C) and it is irrespective to the kilometer usage and

duration. This 24 hrs will be calculated from 12:00 AM on each day.

5. The bids should include all the cost, driver allowances, GST etc.

6. The bid invited in the ANNEXURE – II (B) is for the vehicle to be used

for outstations (other-than Ahmedabad and Gandhinagar) and the service

of the selected agency shall be used on need basis whereas & II (C) is for

the vehicle to be used for local use in Ahmedabad & Gandhinagar.

Online Tender for Vehicle Hiring for Vibrant Gujarat Global Summit 2027 & Other Events

ANNEXURE – III: Format for request for clarification on tender

Name of Agency: __________________

Contact Address: __________________

Sr. Page Clause Clause Clarification required

no. no. no. description

Name of Agency Representative:

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Specimen of Allotment and Verification Slip

Allotment Section (To be prepared for each day)

Name of Guest / Liaison Officer: ____________________________________

Designation: _______________________Organisation: ___________________

Vehicle Type: _____________________

Vehicle Allocation Date: __/__/2027

Reporting Date: ______ Reporting Place: _____________________

Signature of Officer Authorised for Allotment (from Govt.)

Acknowledgement of vehicle allotment request by the Transport Agency and detail of

vehicle allocated by the agency:

Vehicle No.: _________Driver name: ___________ Driver no.: _____________

Signature of Official from Transport Agency

Verification Section (To be prepared for each day)

This is to certify that the vehicle no. ______________ was provided by

M/s________________ on <date> __/__/____ and the vehicle was used by <Name of

Guest / Liaison Officer> _________________________during the said period.

Signature of Officer Authorised for Allotment (from Govt.)

 Signature of authorised official/s responsible for allotment in allocation section

and verification section of this slip is mandatory for releasing payment

 Validity of the utilization slip is for the relevant calendar day, i.e. 24 hours from

00:00 hours to 23:59 hours.

 All fields of this slip are mandatory.

 The agency shall submit the copy of RC along with the above slip.