NHAI Issues Guidelines for Pre-Bid Query Responses

In a significant step toward fostering uniformity, transparency, and accountability in its procurement processes, the National Highways Authority of India (NHAI) has vide Policy Circular No. 8.1.28/2025, dated September 10, 2025, issued comprehensive Guidelines for Replies to Pre-Bid Queries. These guidelines pertain to civil works under the Engineering Procurement Contract (EPC), Hybrid Annuity Model (HAM), and Build-Operate-Transfer (BOT) models.

This initiative is rooted in a decision made by the Executive Committee during its 658th meeting on March 28, 2025. The Committee recognized the need for a streamlined, consistent, and consultative mechanism to manage the increasing volume and complexity of pre-bid queries raised by prospective bidders.

Accordingly, it was resolved that each Technical Division within NHAI would establish a Standing Committee responsible for reviewing and finalizing replies to pre-bid queries. The objective is to ensure:

• Uniformity in responses across all projects,
• Transparency in communication with stakeholders, and
• Accountability in the decision-making process.

This structured approach is expected to enhance bidder confidence, promote fair competition, and reduce ambiguity during the bidding process.

Key Features of the Guidelines

1. Formation of Standing Committees

• • Each Technical Division must constitute a Standing Committee to review, deliberate, and finalize all pre-bid query responses.
  • The Committee shall comprise of:

1. 1. 1. Concerned Chief General Manager (CGM) (Technical
      2. CGM (Contract Management Division (CMD) Division)
      3. CGM (Detailed Project Report Cell (DPR) Cell)
2. Consultative Drafting of Replies: Draft responses will be prepared by the Technical Division in consultation with the DPR Consultant and Financial Consultant before being placed before the Standing Committee for approval.

3. To safeguard transparency and enable future reference, the guidelines mandate that all discussions and decisions of the Standing Committee must be formally documented. The minutes of meetings and finalized replies are required to be uploaded and maintained in the relevant e-files. Such systematic record-keeping is expected to bring traceability and accountability, thereby strengthening the integrity of the bidding process.
4. Quarterly Compilation by DPR Cell: The DPR Cell will be responsible for compiling all finalized replies across different technical divisions on a quarterly basis. This will enable:

• • Identification of recurring issues,
  • Detection of inconsistencies in responses, and
  • Promoting uniformity of practice across divisions.

5. Further, insights from these compilations will be analyzed by the DPR Cell and shared with the CMD Division, which will make necessary updates to the Model Concession Agreement (MCA) and Draft Concession Agreement (DCA) to address recurring issues and evolving project needs. This creates a dynamic feedback loop where issues raised during pre-bid stages directly inform improvements in contract documentation.

The issuance of these guidelines marks a significant procedural reform for NHAI’s project procurement. By standardizing the handling of pre-bid queries, the Authority seeks to:

• Reduce inconsistencies in communication,
• Minimize disputes and misunderstandings,
• Build trust among stakeholders, and
• Ensure smoother project implementation.

By embedding consistency, transparency, and accountability into the handling of pre-bid queries, the Authority is not only addressing an operational need but also reinforcing trust in its project development ecosystem and aligning procurement processes with international best practices.