GEM

Eastern Railway Hiring of 01 Non-AC Vehicle (TATA Sumo) for AEN MDP, Madhupur Jharkhand 24 Months IS 550/IS 9001 Standards 2025

Bid Publish Date

17-Nov-2025, 7:58 pm

Bid End Date

08-Dec-2025, 8:00 pm

Bid Opening Date

08-Dec-2025, 8:30 pm

EMD

₹24,905

Value

₹12,45,253

Location

BARDHAMAN , WEST BENGAL

Progress

Issue17-Nov-2025, 7:58 pm
AwardPending
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Quantity

1

Bid Type

Single Packet Bid

Key Highlights

  • • Brand/OEM requirement: TATA Sumo or equivalent for official use
  • • Technical standards/certifications: no explicit IS/ISO numbers stated in data
  • • Special clauses: 25% quantity/duration flex at issue; excess settlement invoicing with supporting docs
  • • Eligibility: bidder must own at least 30% of bid vehicles in own or proprietor/partner name
  • • Warranty/AMC: service support terms include dedicated toll-free line and escalation matrix
  • • Penalties/LD: details not fully specified; contract terms may include LDs per standard tender practice
  • • Delivery: on-site at AEN MDP, Madhupur, Jharkhand; monthly usage variant applies
  • • Payment: salaries of deployed staff paid by provider upfront; reimbursement via buyer

Categories 1

SERVICES

Tender Overview

Eastern Railway (Indian Railways) invites bids to hire a Non-AC vehicle (TATA Sumo or equivalent) for official use under the AEN MDP program, for a period of 24 months at an estimated value of ₹1,245,253.20. Location: Madhupur, Jharkhand. The contract includes a 25% flex in quantity or duration at issue and post-issuance, with a fixed monthly usage variant and kilometer payment adjustments. The winning bidder must own at least 30% of the bid vehicles in their name or in the name of the proprietor/partner. Delivery is to be at the AEN MDP facility in Madhupur. A dedicated service office in the consignee state and a toll-free support line are required. This tender emphasizes service continuity, vehicle ownership proof, and strict certificate submission. Key differentiator: explicit excess settlement option for invoicing and an escalatory service support matrix.

Technical Specifications & Requirements

  • Product/Service: Non-AC vehicle rental for official use; vehicle model: TATA Sumo or equivalent
  • Contract duration: 24 months with possible +/- 25% variation as per clause
  • Estimated value: ₹1,245,253.20; EMD: ₹24,905
  • Delivery/Installation: On-site at AEN MDP, Madhupur, Jharkhand
  • Usage & payments: Monthly KM variant; excess/unused KM settlement rules; payments aligned with usage and invoiced for excess charges within agreed limits
  • Ownership requirement: bidder must own 30% of bid quantity vehicles
  • Support & escalation: dedicated support line and escalation matrix; service office in consignee state
  • Compliance: submit required certificates; non-submission leads to rejection

Terms, Conditions & Eligibility

  • EMD: ₹24,905; must be paid at bid submission
  • Delivery timeline: on contract award; detailed schedule in order terms
  • Payment terms: monthly payments aligned with usage; salaries paid to contracted staff by provider upfront
  • Documents: GST, PAN, experience, financials, vehicle ownership proofs, certificates
  • Variation clause: quantity/duration may change by up to 25%; acceptance mandatory if revised
  • Warranty/penalties: penalties or LDs, if any, as per contract; non-compliance may trigger penalties

Key Specifications

  • Vehicle: Non-AC; model: TATA Sumo or equivalent

  • Contract: 24 months with ±25% variation allowed

  • Estimated value: ₹1,245,253.20; EMD: ₹24,905

  • Delivery: AEN MDP, Madhupur, Jharkhand

  • Ownership: bidder must own 30% of bid quantity vehicles

  • Usage: monthly kilometers variant with payments for extra kilometers

Terms & Conditions

  • EMD of ₹24,905 required with bid

  • Up to 25% variation in contract quantity/duration

  • Vehicle ownership proof: 30% fleet owned by bidder

Important Clauses

Payment Terms

Salaries for contracted staff paid by provider upfront; reimbursement claimed from buyer per contract terms

Delivery Schedule

On-site delivery and commissioning at AEN MDP, Madhupur; alignment with monthly usage variant

Penalties/Liquidated Damages

Penalties or LDs to be as per standard tender contract; specifics not disclosed in data

Bidder Eligibility

  • Own at least 30% of bid quantity vehicles in bidder's name or proprietor/partner name

  • Demonstrate dedicated service office in the consignee state with documentary evidence

  • Provide dedicated toll-free service line and escalation matrix

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Required Documents

1

GST registration certificate

2

PAN card

3

Experience certificates for similar vehicle-hire contracts

4

Financial statements or turnover proof

5

EMD payment receipt or proof

6

Technical bid documents showing vehicle ownership and fleet details

7

OEM authorization or dealer authorization for vehicle supply

8

Certificate of vehicle registration and ownership proofs for 30% fleet requirement

9

Service support contact details and escalation matrix

Frequently Asked Questions

Key insights about WEST BENGAL tender market

How to bid for the non-AC vehicle hire tender in Madhupur Jharkhand 2025

Bidders must submit GST, PAN, experience certificates, financials, EMD ₹24,905, and vehicle ownership proofs. Ensure 30% fleet ownership, and provide a toll-free service line and escalation matrix. Include documentation for on-site delivery at AEN MDP, Madhupur.

What documents are required for the Eastern Railway vehicle tender 2025

Required documents include GST registration, PAN, company and experience certificates, financial statements, EMD receipt, vehicle ownership proofs for 30% fleet, OEM authorizations, service-support contact details, and proof of a local service office in the consignee state.

What are the key contractual variations allowed in this tender

The contract permits up to 25% variation in quantity or duration at the time of issue; after issuance, variation remains capped at 25%. Bidders must accept revised quantity/duration if requested by the buyer during contract finalization.

What are the payment and service-sustainment terms for the bid

Salaries for deployed staff are paid by the provider upfront, with reimbursement from the buyer per contract. A dedicated toll-free support line and escalation matrix are mandatory. Monthly payments align with the configured usage variant and any excess kilometer charges as applicable.

Which vehicle model is eligible for the Eastern Railway tender

Eligible vehicle: TATA Sumo or equivalent non-AC vehicle. Bidders must demonstrate ownership of at least 30% of the bid fleet and provide vehicle registration proof for verification at bid submission.

Where will delivery and commissioning occur for this procurement

Delivery/installation is to occur at AEN MDP, Madhupur, Jharkhand. The contract requires on-site deployment and commissioning aligned with monthly usage variants and invoicing based on actual usage and excess charges.

What is the estimated contract value and EMD for this bid

Estimated value is ₹1,245,253.20 with an EMD of ₹24,905. Ensure payment of EMD at bid submission; the value guides fleet sizing, service support requirements, and compliance with ownership criteria.

What is required for service support and escalation in this tender

Provide a dedicated toll-free service line and a formal escalation matrix with multiple contact numbers. The vendor must maintain a local service office in the consignee state and provide proof of readiness to address service requests promptly.

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