The foundation for a seamless, fair and successful procurement process for an NHAI tender MP is to get your paperwork right. A comprehensive and transparent set of bidding documents minimises ambiguities and potential risks, ensuring your bid has a competitive edge. Well-prepared documentation for NHAI tenders reflects the bidder’s professionalism and demonstrates a meticulous approach. It demonstrates the bidder’s thoroughness in understanding the project requirements, scope of work and the evaluation criteria. This article will guide you on how to apply for NHAI tenders in Madhya Pradesh in a step-by-step manner.

What to Expect in an NHAI Tender MP Document

An NHAI tender MP document typically includes general and special conditions of contract, schedule for requirements, services and activities schedule, work plan, performance standards and quality assurance, method statement, qualification criteria. It also includes key personnel schedule, critical material and equipment schedule, and so on. A model NHAI tender MP includes –

  1. Notice Inviting Tender
  2. Instructions to bidders (ITb) and appendix to ITb
  3. Qualification information section
  4. Bank guarantee forms, letter of acceptance (LOA) and the agreement section 
  5. General conditions of the contract and the contract data section
  6. Addendum to general conditions of contract
  7. Road maintenance standards and specifications for road maintenance work, Part-I and Part-II
  8. Drawings and schedule of drawings section
  9. Financial bid form and bill of quantities

Preparation of Bids for NHAI Tenders

  1. Language: Every document related to an NHAI e tender MP should be in English.
  2. Delivery of Documents: The original documents being submitted in physical form must be submitted before 12:00 hr on the bid due date. The documents should be in a sealed envelope as specified in NIT at the address mentioned in tender documents superscribed – name of work, bid due date and time. The scanned copies are to be uploaded during submission of e-bid for the NHAI e tender MP on the e-tendering portal. The bidder’s name and address should also be mentioned on the envelope.
  3. Documents in the bid: The e-bid for the NHAI e tender MP should be in two parts — Part-I (Technical bid with information on qualification) and Part II (Financial bid comprising bill of quantities, Bill no 1 to 3).

List of Documents Required for NHAI Tender MP

Technical Bid Documents

The technical bid documents ensure that the company holds the technical expertise and experience to undertake the project and complete it successfully within the stipulated timeline. The list of documents includes –

  • Company’s profile – The documents that define the profile and constitution of a company include the legal status of the company, its place of registration and place of actual business, partnership deeds, certificate of incorporation, etc.
  • Power of Attorney – The power of attorney should be duly authorised in favour of the signatory of the bid.
  • Experience Certificates – These are documents to prove that the company has completed similar projects in the past, usually within the last 3 to 7 years. The company should submit completion certificates from clients (certified by an Executive Engineer or equivalent) along with the completion period, nature of work and the contract value.
  • Financial turnover – The company’s financial turnover for the past 3 to 5 years should meet the criteria mentioned in the NHAI tender MP document. The supporting documents include audited financial statements.
  • Credibility of manpower – These would include CVs, qualification, and experiences of key technical personnel who will be hired for the project as per the NHAI tender MP documents.
  • Availability of equipment – The documents for equipment must include evidence of ownership, lease or hire agreements for all major machinery and equipment essential for the NHAI project.
  • Company’s methodology – The company must submit a detailed approach and the methodology being planned for execution of the project in the NHAI tender MP, including timelines, resource allocation, safety plans and QC measures.
  • Undertakings and Affidavits – These documents must ensure that the company is not blacklisted and that the provided information is correct and genuine.
  • Integrity pact – This pact is a signed agreement that promises adhering to ethical practices as per the NHAI’s guidelines.

Financial Bid Documents

These include the bidder’s proposal for the project in terms of pricing and include the bill of quantities (BOQs). BOQ is a detailed schedule of quantities of work items with the quoted rates by the bidder, the total bid price and price related schedules and breakdowns as required by the NHAI tender MP.

Other Important Documents

  • Tender fee – This is a proof of your online payment towards the NHAI tender MP, which is non-refundable.
  • EMD – Earnest Money Deposit is a bank guarantee/DD or online transfer of a specific amount for bid security to demonstrate the bidder’s genuine interest in the project. EMD is refundable.
  • Digital Signature Certificate – It is mandatory to get a Class III DSC with both signing and encryption components for online bid submission for all NHAI tenders.
  • Miscellaneous documents – They include GST Registration Certificate, PAN card, Udyog Aadhaar or MSME Registration (if applicable), EPF and ESIC Registration Certificates (if applicable), Joint Venture Agreement (if applicable).

Original Documents to be Submitted

These are usually needed to be submitted by the lowest bidder before the project is awarded.

  • Original power of attorney
  • Original bid security (DD/Banker’s cheque)
  • Original Joint Bidding Agreement (if applicable)

Key Points to Remember While Submitting a Bid for NHAI Tenders

  • Online Submission – NHAI uses e-tendering, so all documents must be uploaded online through the e-procurement portal. Physical submission of the entire bid documents is not accepted, except a few original documents like bid security in some specified forms.
  • Formats – The uploaded documents must be in the asked formats (PDF or Zip) and sizes.
  • Signature – All the documents required for the NHAI e tender MP must be duly signed by the authorised signatory and stamped with the company’s official seal.
  • Authenticity – The information provided in all the bid documents must be accurate and verifiable.
  • Perfection is the key – Read the NIT (notice inviting tender) and RFP (Request for Proposal) carefully and complete the documentation to the T as per the instructions given.
  • Corrigenda – Keep track of official amendments or corrigenda issued to the NHAI e tender MP and ensure that documents are submitted as per them. 

Win NHAI Tenders in MP With BidAssist

If you are looking for an NHAI tender MP specifically, you are at the right place. If you don’t want to miss any opportunity, simply log in to BidAssist to get latest tender notifications on SMS, WhatsApp and email. If you have a team, you can add up to five email IDs as part of the standard plan, or reach out to us for added assistance on NHAI tenders. Unlike other tender search platforms, you can even access your notifications from the bell icon on BidAssist.com. Furthermore, you can even filter the notifications by date range or by notification type (like follow tender notifications or daily tender notifications). Moreover, you can set your notification receiving frequency as daily, weekly, monthly for NHAI tenders. Everything is in your control, always!