handbook on works contract management

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CAMTECH/GWL/M/Contract Management- 1.0

May - 2011

Draft

(Govt. of India) (Ministry of Railways)

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CAMTECH/GWL/M/Contract Management- 1.0

June – 2011

(Updated as on 31.08.2013)

Maharajpur, Gwalior (MP)

(For official use only)

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FOREWORD

Due to increase in volume of transport services, it has become difficult to carryout all activities through departmental resources. Therefore, outsourcing through works contracts for non core activities to agencies having higher technical qualifications and better resources is being resorted to. Since Mechanical department of Indian Railways is generally not very acquainted with the systems and procedures of works contracts, considerable difficulty is being faced by the officers and supervisors dealing with works contracts. CAMTECH has undertaken the important task of preparing a ‘Hand Book on Contract Management for Mechanical Engineer’ to spread awareness about guidelines, various steps to be followed and the standard tender conditions circulated by the Railway Board for different activities. I hope, this handbook will be very helpful in improving knowledge of supervisors and officers of mechanical department about various aspects of contract management.

CAMTECH Gwalior S.C. Singhal 09.5.2011 Executi ve Director

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PREFACE

Hitherto Mechanical Department has been managing their activities departmentally. However due to increase in volume of transport services and rise in costumer expectations, it has become very difficult to manage the services departmentally in cost effective manner. Therefore outsourcing of following few non core activities is being done.

• Mechanised cleaning of C&W depots. • Mechanised cleaning of coaches. • On board house keeping services. • Washing of linen & other cloths. • Rodent control treatment. • Disinfection of passenger carrying vehicle.

At present, the supervisors and officers of Mechanical department are not well versed with procedures of contract management, therefore a need was felt to summarise various guidelines about contract management. In this handbook various topics such as, steps during contract management, general conditions of contract, eligibility criteria, execution of work, special condition/ model tender document of standard contract being under taken by mechanical department, have been included.

It is clarified that this handbook does not supersede any existing procedures and practices laid down by the Railway Board and instructions issued by Zonal Railways.

Learning is a continuous process, hence feel free to write to us for any addition / modification in this handbook or in case you have any suggestion to improve the handbook, your contribution in this direction shall be highly appreciated.

CAMTECH Gwalior (K.P. Yadav) Date: 09.5.2011 Director/Mech.

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CONTENTS

Page No.

Front Page 1

Forward 2

Preface 3

Contents 4-5

PART-I TENDERS AND CONTRACTS

1.0 Introduction: 6

2.0 Canons of Financial Property 6

3.0 Contract and Agreement 6

3.1 Tender system 7

3.2 Types of Tenders 7

3.3 Estimate 9

3.4 Tender Not ice 9

3.4.1 Minimum Tender Not ice Period for contracts of small value 10

3.4.2 Care to be taken while preparing tender not ice 10

3.4.3 Advertisement of Tender 11

4.0 Tender Processing: 11

4.1 Important tips on Tender Processing 11

4.2 Stages of Tender Proceedings 12

4.3 Terms of Contract 13

4.4 Framing of Tender documents 13

4.5 Cost of Tender Form 13

4.6 Late/Delayed/Post Tender Offers (Rly. Bd. guide lines) 13

5.0 Tender Box 15

5.1 Guidelines for Maintaining Tender Box Regis ter 15

6.0 Opening of Tenders and scrutiny 14

6.1 Verification of Authenticity of documents of L-1 bidder 18

7.0 Tabulation statement & Briefing Note 19

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8.0 Earnest Money Deposit (EMD) 24

8.1 Forms of Earnest Money 24

8.2 Refund of Earnest Money 24

8.3 Validity of offer 25

9.0 Security Deposit (SD) 25

9.1 Refunding of Security Deposit (S.D.) 25

10.0 Performance Guarantee (PG) 26

11.0 Conditions of contract 28-43

12.0 Eligibility Criteria for Finalizing Tenders: 44

12.1 Recommendations of Sudhir Chandra Committee 44

12.2 Stipulation of minimum eligibility criteria fo r open

tenders costing above Rs. 50 lacks 44

13.0 Tender Committee 45

13.1 Constitution of Tender committee is tabulate d as under 45

13.2 Acceptance of Tender 45

13.3 Important tips for Tender committee 46

13.4 Role of Tender Committee members 47

13.5 Reasonability of offers 49

13.6 Consideration of TC recommendations by TAA 49

14.0 Negotiation 50

15.0 Counter Offer 51

16.0 Letter of acceptance (LOA) (GCC 2010 Part-I, P ara8) 51

16.1 Signing of Agreement & Submission of PG 51

17.0 Execution of Work: 51

17.1 Important points to be observed while executi ng the work 51

17.2 Communication with the contractor 51

17.3 Progress of works 52

17.4 Supervision of Work 52

17.5 Special condit ion 52

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17.6 Test check 52

17.7 Selectivity in execution 52

18.0 Measurement & Bills 53

18.1 Maintenance of measurement books 53

18.2 Bills & Payments 53

18.2.1 Liquidated Damages (C lause 19.2) 54 19.0 Labour Laws 54

19.1 Minimum Wages Act 56

19.2 Provision of Payments and Wages Act 56

19.3 Provision of Contract labour (Regulation and A bolit ion)

Act-1970 - (1) 56

19.4 Checking of Records for Payment 56

19.5 Model Time Table for passing of bills 57

19.6 Details to be filled in MB (Illustrations) 57

19.7 Certificates on Bill/ MB 58

20.0 Payment of bills 59

20.1 Variation in Quantities of Items of Contracts – Limits & Rates 59

20.2 Control on high and low rated items 60

21.0 Time extension 60

22.0 Completion report 60

23.0 Arbitration and Termination 61

24.0 Summary of Tender Proceedings at a glance 6 1

25.0 Vigilance in Contracts 63

25.1 CVC guidelines 63-66

26.0 Do’s & Don’ts 67-68

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TENDERS A ND CONTRACTS

1.0 Introduction:

M ost of the organizations both in private and public sectors are engaging other agencies for doing var ious work/supply of materials and maintaining assets. In Railways due to increase in volume of transport services it became difficult to carry out all activities through departmental resources. Outsourcing the work to other agencies of higher technical qualifications having better resources viz equipment, machinery etc came in to force.

As such it is absolutely essential for all, to be aware of basic ingredients of contract so that they do not commit mistake.

2.0 Canons of Financial Propriety (Finance code Vol. I, Para 116)

� The expenditure should not prime facie be more than the occasion demands and that every Govt. Servant should exercise the same vigilance in respect of expenditure incurred from public money as a person of ordinary prudence would exercise in respect of the expenditure of his own money.

� No authority should exercise its powers of sanctioning expenditure to pass an order which will be directly or indirectly to its own advantage.

� Public money should not be utilised for the benefit of a particular person or section of the community.

� The amount of allowances such as TA, granted to meet expenditure of a particular type, should be so regulated that the allowances are not on the whole source of profit to the recipients.

3.0 Contract and Agreement

When two or more persons have a common intension communicated to each other to create some obligation between them, there is said to be an agreement. An agreement may or may not be enforceable by law. ‘An agreement’, which is enforceable by law, is termed as a “contract”. A valid contract must contain the ten valid elements, which are: 1. Offer and acceptance 2. Intention to create legal relations 3. Lawful consideration 4. Capacity of parties 5. Free Consent. Any agreement/contract entered by force is illegal. 6. Lawful object 7. Writing and registration 8. Certainty 9. Possibility of performance 10. Not Expressly Declared Void An agreement has to be entered into with the contractor ensuring that specification, all relevant special conditions, period of contract and scopes of work have been included in the body of the agreement. All contracts entered into by concerned Officers of Railways are to be signed for and on behalf of President of India by the competent authority and witnessed by two responsible persons – one from the Railways and the other from the contractor. The work shall only be started after signing the contract agreement. It will enable the site engineer to know all conditions, special conditions, period of contract, modus operandi, scope of work etc., who has to certify the work for billing accordingly. It will help in curtailing the arising of unwarranted disputes also.

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3.1 Tender system

As per Para 1210 of Engineering code, it is the primary duty of the executive to obtain the best value possible for the money spent and the tender system should be given a very careful and serious consideration in all cases to secure competitive rates.

What is a Tender?

Tender is a sort of bid or offer made by a contractor for execution of certain work or supply of materials for specified work under specified conditions with prescribed time limit. Generally, when the value of the work exceeds Rs. 2 lakhs, it should be processed through tender procedure. First, estimated cost of work should be worked out. This can be arr ived at on the basis of last accepted rates (LAR) or budgetary quotations. A detailed justification should be made and administrative approval for the work should be accorded by the authority competent to do so after thorough examination of the necessity, utility and financial aspects.

Objectives of Tendering

� To get most economic/competitive rates for activities of prescribed quality standards. � Getting works done through external agency within target date. � Procurement of materials/machines/equipments of specified quality from

manufacturers/traders. � Highest rate for commercial activities being outsourced while maintaining reasonable

standard of service to customers. � Equity in selection

3.2 Types of Tenders • Open Tender (OT) • Two-packet Tendering system • Single Tender • Limited Tender (LT) • Special Limited Tender (SLT) • Bulletin Tender • Quotations

1. Open Tender:

It is a system of invitation of tender by public advertisements in most open public manner. The tender documents in the case of open Tenders, are to be issued to those prospective tenderers who deposit the fee for tender documents irrespective of whether an eligib ility clause is prescribed or not. In case, an eligib ility clause is prescribed, it is for tender committee to evaluate whether the tenderer satisfies the prescribed eligibility clauses.

Two-packet system of Tendering:

‘Two Packet System’ of tendering may be adopted in specifically identified situations for obtaining consultancy services, for highly technical works where parameters cannot be precisely pre-defined or for execution of work, which are technically complicated and specialized in nature and/or which are executed very rarely. With a view to access the tenders technically – without being influenced by the bids, “Two packet system of tendering” may be adopted. Hence tender condition, i.e. eligibility criterion, credentials and modus operandi has to be drafted carefully. The “Qualifying Criteria” in the tender documents should be def ined duly concurred by FA&CAO & approved by GM . Care should be taken while ignoring the offers during TC proceedings.

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In this system, the tenderer are advised to submit their offers in two sealed envelops with one cover containing the Technical and Commercials Bid and other containing Financial Bid.

• Technical Bid The Technical and commercial conditions are read out before the tenderers and the tender committee evaluates the same. The tenderers are advised to enclose EM D in the technical bid.

• Financial Bid If the technical bid is found acceptable by the competent authority, the second packet (Financial bid) is opened and the tenders processed for acceptance in the normal manner. However, if on the basis of the information of the first packet, the tender committee needs clarif ications, regarding the design and specifications, discussions are held with each individual contractor after obtaining the approval of the competent authority.

2. Single Tender: This is resorted to in rare and emergent situations such as accidents, derailments, dislocation to works etc. This should have the concurrence of FA & CAO and approval of GM . • AMCs for the equipments may be placed on single tender basis on authorized dealers with

the approval of GM . • Detailed justification should be spelt out. • All the cases of single tender shall require prior finance concurrence before the

administrative approval.

Limits of Single Tender: • Up to Rs. 20 Lakhs per case per PHOD subject to annual limit of Rs. 1 Crore (prior

finance concurrence at the level of FA& CAO). • Up to Rs. 10 Lakhs per case per DRM subject to annual limit of Rs. 50 Lakhs (prior

finance concurrence at the level of Sr. DFM). • All single tender cases (other than stores) will require GM s personal sanction and FA &

CAOs concurrence. • TC & Accepting authority should be one step higher. 3. Limited tender:

Under this system, every railway unit is supposed to have an approved list of contractors/suppliers/manufacturers. Tenders are sent to only approved parties. The contractors are registered after screening by a committee available. There should be minimum 10 firms registered for limited tender.

4. Special limited Tender:

It is invited under certain conditions with the concurrence of finance and the sanction of GM. Special Limited Tenders may be invited from specialized and reputed contractors/organizations/agencies. Special limited tender can be invited for important works. These can be other than approved list. Board has decided that CAO(C) with the concurrence of FA&CAO(C) may invite SLT not only for specialized nature of work, but all type of works depending upon the merit of the case. Tenderers from whom Special Limited Tenders are to be invited should preferably be more than six but not less than four.

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5. Bulletin Tender:

It floated for so many items to be purchased or work to be executed. These are processed through Bulletin by Stores department. 6. Dispensing with Tendering: AUTHO RITY FINANCIAL LIMIT ANNUAL CEILING S r. Scale 1,00,000 5.0 lakhs JAG 2,00,000 20.0 lakhs SAG 4,00,000 40.0 lakhs (Rly Bd’s letter No. 2007/CEI/13/PT Dt 05/03/2009) 1. Normally powers to dispense with calling of tenders should be excercised sparingly and

Circumstances should be spelt out. 2. Invited from at least 3 well experienced genuine contractors, not necessarily borne on

approved list. 3. Register showing the full details to be maintained and sent to Associate Finance while

seeking concurrence. 4. Reasonability of rates to be gone through objectively and in detail by Accepting Authority

(AA).

Quotations: – In general, any works proposal Value up to Rs. 2 Lakh and below can be processed through work order by calling quotations. Work order should be open to all contractors and minimum 3 quotations are required. Attempt should not be made to split the works to bring the proposal under work order limit.

Tenders received by Post:

Tenders received by post should be entered in the Tender Register and the time of receipt should be recorded on the cover of the tender and deposited before the closing time in the tender box. (Engineering code, 1999 Para 1247) 3.3 Estimate:

An estimate is a statement prepared to gauge an idea of expenditure to be incurred on a work in order to obtain sanction of the competent authority and also to see that the work is financially justified. • This estimate is to be signed by the Branch Officer and sent to Associate Finance for

concurrence. • A copy of the estimate as verified by the Accounts Officer together with his note should be

submitted to the authority to sanction the estimate. • No work should be commenced until detailed estimate is sanctioned & funds are available. • Splitting of large work in to small works should be avoided. (Board letter No. 2004/ dated 21.06.2004) • Vetting of tender schedule by account is necessary PVC should be included for tenders of

value more than 50 lakhs. (Board letter No. 2008/ CE-I/ CT/Con/ 7 dated 15.12.2008)

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3.4 Tender Notice:

After sanction of competent authority, a brief tender notice has to be prepared. Sufficient notice should be given for submission of tender, which in case of large works should not be less than a month. Further, it should be ensured that the tender notice is given maximum publicity while releasing the advertisement for tenders depending upon the importance of work. Care should also be taken to have a judicious mix of local, national and/or financial dailies in order to generate adequate competition. The tender notice and tender documents should also be posted on a website and the name of website should be given in the tender notice. 3.4.1 Minimum Tender Notice Period for Contracts of small value: [ Ref: Bd’s letter 2007/CE.1/CT/18 Pt.II dt.30.07.10 ( item 4) ] “In Partial modification to para 1238 (Tender notice) of Engineering Code, it has been decided that CAO/C/DRM be empowered to reduce the minimum tender notice period for small value tenders from one month to 21 days, wherever considered necessary without finance concurrence. This should be resorted to only after the bid document, site survey reports, p lans etc. are ready and that such reduction in Tender Notice period does not restrict the level of competition.

Further reduction of this Tender Notice period from 21 days (but not less than 12 days in any case) in rare exceptional circumstances in the case of small value works shall be exercised by CAO/C/DRM with concurrence of the FA&CAO(C)/FA&CAO. Reasons for such exceptional circumstances should be recorded. It has also been decided that for the purpose of these instructions, works of value upto Rs.50 lakh (rupees fifty lakhs) shall be deemed as ‘small value works’.

3.4.2 Care to be taken while preparing tender notice:

Lengthy Tender Notices:

( Ref. Railway Board letter No.2008/CE-I/CT/21 dt.05.03.2009)

It is observed that Tender Notices appearing in the press are needlessly long and that unnecessary long tender notices, apart from causing loss of revenue to the Railway; also tend to lose the clarity of the subject. It was further directed in this letter that due care should be exercised by the concerned authority who approves the notices for inviting tenders to ensure that the tender notices are cr isp and clear and that they do not have unnecessary repetitions and ambiguity.

The purpose of publishing Tender Notices in newspapers is to draw the attention of the eligib le contractors to the proposed work. Since the complete details are available in the Tender Notices posted on the Railway website and also placed on the Notice Board of the concerned office, there is no need to give exhaustive details about the work in the Tender Notices being published in the News Papers. It is sufficient if the Tender Notice furnishes only details such as:

(i) Name of Work with its location (ii) Approximate Cost of the Work (iii) Cost of Tender Form (iv) Address of the office from where the tender form can be purchased (v) Earnest M oney to be deposited (vi) Completion period of the work (vii) Date & Time for submission of tender and opening of tender

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(viii) Website particulars and notice board location where complete details of tender can be seen, etc.

The Railways need to be cautious while issuing notices and corr igendum/ addendum which should invariably be published in all the concerned newspapers besides posting the same in the Website/Notice Board of the Office, etc. where the original notice was pasted. The web-site should also specify a date up to which the tenderers may note updates/ corrigendum/revised date of opening. The Railways may also arrange to have all the notices including tender notices published on a fixed day in a week. For this, since the space requirements in newspapers will be in bulk, the railway may negotiate for considerable reduction in the advertisement charges with the newspapers concerned. 3.4.3 Advertisement of Tender

� While publishing tender in news paper , CPRO/PRO must ensure that NIT has already been uploaded on the website by taking certificate from Executive.

� Any open tender not having token of conf irmation (in the form of internet download record) , it will be treated as inadequately advertised tender.

(Rly Bd letter No. 2008/RS(G)/779/2 Dated 7/11/2008)

4.0 Tender Processing:

The tender document should contain clear details of works, specifications, scope of work, schedule of work, instructions to tenderers, general conditions, special conditions and contract agreements. Eligibility criteria and similar nature of works should be specifically mentioned in Tender documents for open tenders above Rs.50 lakhs. The tender form supplied to tenderers apart from other thing should contain - • Amount of Earnest M oney deposit to accompany the tender. • With whom or what authority, the acceptance of a tender will rest.

4.1 Important tips on Tender processing:

• Tender should have clear descr iption of work. • A tender must be received on specific date, time and place and opened at the specified time

by a Tender Opening committee in presence of all the tenderers or their authorized representatives.

• This information should be available in the Tender Opening Register, duly signed by the Tender Opening Authority and those present.

• Tender must be either on the tender form issued or downloaded from website and should be signed by an authorized person.

• Tender must be accompanied with requisite earnest money in the acceptable form i.e. demand draft, FDR, Cash railway receipt in favour of associate finance officer (WAO/Sr.DFM ).

• Late and delayed tenders should be clearly marked. • A comparative statement and briefing note be prepared duly vetted by Accounts Officer. • Writing of brief ing note should be clear and comments on all accounts queries are duly

furnished.

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4.2 Stages of Tender proceedings

S.No. Activity Time Limit (Approx.)

01 Preparing office note for approval --

02 Calling for budgetary quotation from Firm --

03 Concurrence to proposal --

04 Preparation of estimate/ Est. cost --

05 Vetting of estimate --

06 Sanction to estimate --

07 Tender booklet preparation with Terms and Conditions, scope of work etc.

--

08 EMD (2% of the estimated tender value up to 1.0crores), above this, 2 lakhs + 0.5% of the excess of estimated cost

--

09 Ensure Unit of Advertised Tender --

10 Preparation of tender notice for open tenders --

11 Loading of Tender Notice and tender document on website before 35 days of opening of tender & taking copy of proof of loading.

--

12 Issuing of tender booklet before 25 days --

13 Opening of tender 01 Day

14 Submission of tender cost of down loaded tender form to Sr. DFM (Same day)

02 Days

15 Verification of EMD submitted by Tenderer 07 Days

16 Preparation of brief note & tender tabulation statement. 01 Day

17 Verification of brief note SO (Wks A/cs). 05 Days

18 Nomination of TC members 01 Day

19 TC preparation 05 Days

20 Verification of eligibility criteria 07 Days

21 TC Finalization 07 Days

22 Acceptance of TC recommendations 01 Day

23 Issuance of Letter of Acceptance 01 Day

24 Submission of PG by the firm within 30 Days [5% of contract value]

30 Days

25 Verification of PG by law officer 02 Days

26 Verification of BG by bank 05 Days

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27 Preparation of Contract Agreement 02 Days

28 Signing of Contract Agreement 03 Days

29 Dispatching of copy of Contract Agreement to concerned depot in charge.

01 Day

30 Updation of finalised tender on net for value more than 1.0 crores. 04 Days

31 Releasing of f irst on account bill by preparing office note --

TOTAL 85 DAYS

4.3 Terms of Contract:

The terms of contract must be precise and definite and there should be no room for ambiguity or misconception and should include the following: • The contractor is to do; what, when, where and to whose satisfaction. • What the railway administration is to do, on what terms? • What and when the payment is to be made and the method and the basis for making it? • The responsibility of the contractor in respect of adequate supervision, care of government

property. • Measures to be adopted in the event of breach of the contract by either party. • The method of setting disputes as per GCC Para 1217 of Engineering Code. (As far as possible, legal and financial advice should be taken in drafting contract before they are finally entered into as per Para 1217 of Engineering Code).

4.4 Framing of Tender documents The tender document should consist of –

• Updated general conditions of contract. • Authentic schedule of items works based on approved drawings and design. • Special conditions, if any, duly vetted by Accounts. • Well defined technical specifications on which schedule of items of work is based.

4.5 Cost of Tender form: (Ref: Engineering Code, Re-Print 1999, Para 1240A)

The present cost of tender form for various values of works is as under: • Up to Rs. 5 lakhs Rs. 1000/- • Above Rs. 5 lakhs and upto 20 lakhs Rs. 2000/- • Above Rs. 20 lakhs and upto 50 lakhs Rs. 3000/- • Above Rs. 50 lakhs and upto Rs. 2 cr. Rs. 5000/- • Above Rs. 2 crores to 50 Crores Rs. 10000/- • Above 50 Crores Rs.25000/-

4.6 Late/Delayed/Post Tender Offers (Rly.Bd. guidelines):

Para 1251 of the Indian Railways Code for the Engineering Department (Revised Edition – 1982) stipulates that for dealing with ‘Delayed’ and ‘Late’ tenders, separate instructions as issued by the Railway Board from time to time should be followed. In this regard Railway Board’s letter no.71/RS(G)/777 dated 01.08.1981 and 19.04.1984 are reproduced below for guidance.

(Copy of Railway Board’s letter no.71/RS(G)/777 dated 01.08.1981)

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Non-acceptance of late/delayed/post tender offers.

1. Reference M inistry of Railways letter NO.59/77/RS(G) dated 04.05.60 wherein the General M anagers were authorized to accept “Late Tenders” subject to certain conditions. These powers were also delegated to HODs vide Board’s No.F(X)IX/62-PW 4/3 dated 09.03.64 and No.71/RS(G)/777 dt.01.09.1971. 2. The matter has been reviewed and it has been decided that late tenders/delayed tenders/post tender offers should be totally rejected.

Extract of Railway Board’s letter no.71/RS(G)/777 dated 19.04.1984 is given below.

Non acceptance of late/delayed/post tender offers.

1. In terms of M inistry of Railway’s letter of even number dated 01.08.81 delayed/post tender offers have to be totally rejected.

2. Instances have come to the notice of the Board where on a strict application of the above instructions, even late tenders submitted by Public Sector firms for highly specialized equipments have been rejected.

3. The matter has, therefore, been reconsidered by the Board and it has been decided that where late tenders from established/reliable suppliers and conferring a substantial financial advantage is to be considered, notwithstanding the general ban, it will be open to the railways to seek the Board’s approval for the consideration of such tenders. Since, this should be a very exceptional situation, such cases should be recommended for consideration of the Board with the personal approval of the GM , duly concurred in by the FA & CAO.

4. The Railways should not enter into any dialogue with the agency submitting a delayed tender without obtaining Board’s prior clearance.

5. These instructions apply uniformly to all tenders irrespective of the department floating tenders.

6. This issues with the concurrence of the finance Directorate of the Ministry of Railways.

Precautions while opening Tenders:

• The tender opening should be done by tender opening committee in presence of all the tenderers or their authorised representatives.

• All envelops pertaining to a particular tender to be serially numbered like 1/5, 2/5 .... 5/5 if 5 envelops are there and initialled by all the tender opening officials

• They are to be entered in the tender opening register in the same order 1/5, 2/5 ----- with name of the firm.

• Then open envelop one after another and record number appearing on the envelop on each page of the offer with initials of tender opening off icials

• Better to indicate total number of pages after careful counting with initials so as to eliminate page subsequently.

• Encircle all rates both figures and words as well conditions having financial implications with initials without leaving any space around so as to eliminate possibility of any insertions later on.

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• Testify and indicate corrections and total number of corrections on each page so as to eliminate possibility of further manipulation by corrections.

• Indicate ambiguities in rates by recording rate also in words if not written by the tenderer with remark – rates not quoted in words.

• Record whether sample has been supplied and identify it with initials so as to eliminate possibility of its subsequent replacement

• Number of conditions quoted on each page to be counted and indicated on each page so as to eliminate possibility of later additions.

• Name and rates quoted by each tenderer to be read aloud. • No opportunity to be given to tenderers to repudiate , amend, explain the rate or

conditions • Value and form of EMD to be noted • A summary of rate prepared • In case of two packet system – packets containing technical b id are opened first. • Care should be taken during tender openings so that following post opening

manipulations are avoided as these may change the interse position of the tenderers. � Alteration/corrections in rates � Alteration/corrections in conditions � Insertion of additional offers � Insertion of additional duties/taxes � Alteration in discounts etc.

5.0 Tender Box

• Tender box should be kept in the office duly locked and sealed by the accounts representative at the nominated date.

• Tenderers may be instructed to directly deposit the sealed tenders in the tender box at the nominated date within the stipulated time.

• Tenders received by post within the time specified may be received by the Office Superintendent concerned who should immediately drop the same in the tender box without opening the envelope or breaking the seal.

• In case tenders are received well in advance or the size of packet of the tender document is large so that it cannot be dropped in the tender box, special procedure should be followed.

5.1 Guidelines for Maintaining Tender Box Register

a. Tender sale of tender document to be continued up to 4 hours of opening of tender. b. Sealed tenders should be dropped in boxes, before notified date & time. c. Multip le places for dropping of tenders may be permitted for high value tender, since it is

applicable for h igh value tenders. d. Tenders received by post to be entered in tender register and the time of receipt should be

recorded on the cover of the tender and deposited before the closing time in the tender box. [ 1247-E]

e. Test check should be conducted by executives to check whether any working contractor, Railway employee or any other individual is obstructing or barring any tenderer for dropping his offer in the tender box.

f. After tenders are put on sale, tender box should be placed at specified place, locked and sealed with only a top horizontal slot (Large enough to drop the tenders) kept open.

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As per Railway Board’s letter No. CE-I/CT/1 dated 13.02.1991, it is desired that boxes should be provided well in advance and in any case at least ten days before the last date of receipt of the tenders so that tenderers feel free to deposit the tenders at their convenience.

Tender box once sealed to be opened at specified time and the opening should under normal

circumstances not to be postponed.[ CE/CR’s L.No. W.187.R.VII OF 31.10.79, Para 10] annex. 56.] It should be ensured that the sealed tender box not tempered with and adequate

arrangements for its security are made to avoid complaints from any of the tenderers. [ CE/CR’s L.No. W.187.R.VII OF 31.10.79, Para 10] annexure 56. & Bd’s letter dated 13.02.1991 ]

g. Tender box should indicate by a slip pasted on the box conspicuously, the name of the work for which the tenders are to be deposited therein and date & time up to which tenders can be dropped in the box.

h. The key of this lock should be kept in the custody of the Supervisory official. i. For high value tenders, arrangements should be made for keeping tender boxes at 2 to 3

different locations so as to give max. scope for contractors residing in far off remote areas to submit their offers.[ Boards letter No. 90/CE-I/CT/I of 28-10-98, annex.26].

The tenderers should be allowed to drop their offers in the tender box up to 15 minutes prior to the opening of the tenders where after the boxes may be sealed. This should be indicated in the NIT.

j. The tenderers should be allowed to drop their offers in the tender box up to the time specified in NIT, where after the boxes may be sealed.

k. At the specified time for closing of tenders, the hole in the box should be covered by a slip pasted over it under the signature of the supervisory official holding the key of the tender box and preferably in the presence of the Section Officer (Accounts).

l. Immediately after sealing of the tender box, the same should be kept in the chamber of the Gazetted officer nominated for tender opening.

Tender Box Opening:

m. Tenders to be opened at specified time, date and place by the officer nominated for this purpose in the presence of the tenderers.

n. Accounts representative to be present during time of opening for all advertised tenders valuing more than Rs. 10,000. [ 1248-E].

o. At the time of opening of the tender box, members of Opening Committee and tenderer’s representatives present at that time should be shown the pasted slip on the top of the box covering the horizontal slot and also the intact seal on the lock.

p. Seal should then be broken, lock opened and all the tenders taken out, counted and empty box seen by the opening committee and to other persons present.

q. All tenders should be taken out from their envelops, if any, and should be duly numbered by indicating serial number in the numerator and the total numbers of tenders received for that particular work in the denominator.

r. Tender Opening register should reflect: Sr. no., opening date, name of work, tender notice no. & date, name of tenderer, EM D particulars, rates quoted, nature of tender, nos. of forms sold, nos. of forms received and opened, signature of tender opening officials ( EO and Accounts representative).

Above guidelines to be followed strictly by concerned staff

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Proforma for Tender Box Register

1. Name of the work: 2. Tender No:, 3. The date & time of availability of tender box for submission of tender: 4. The last date & time up to which tender box will be available for submission of tender – 5. The Name of Security staff: 6. The tender Box will be kept in the chamber of ……………….. in safe custody daily at 17.30 hrs. and will again be kept at ……….. near the table of security supervisor at 09.30 hrs. in sealed & locked condition. Note: The tender box is made available on ……………., min.10 days before the last date of receipt of the tenders as per guidelines of Railway Board’s letter No. CE-I/CT/1 dated 13.02.1991. S r. No.

Date of placement of Tender box at main gate of CAMTECH office

Time of Tender Box placement

Time of tender box taken in safe custody by SSE

Signature of key holding supervisor

01 02 03 04 05 06 07 08 09 10

Format for Tender Box Slip

Reg. No. : Date & time of placement of Tender Box : Name of work : Tender No. :

Estimated cost : Rs. Earnest Money : Rs.

Last Date & time of submission of Tender :

Date & time of Opening the Tender : Place where Tender Box is kept :

DME/Sr DME

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6.0 Opening of Tenders and scrutiny:

Tender should be opened at the specified time, date and place by the officer nominated for the purpose in the presence of an accounts representative and intending tenderers. The particulars of the tenders should be recorded in the register as below:

(a) Serial No. (b) Date of opening (c) Name of the work and tender number (d) Name of the tenderer (e) Description of work (f) Rate quoted by the tenderer (g) Whether EM D enclosed or not

• After making the above entries, the register should be countersigned by the Officer opening the tender and Finance representative.

• Delayed tenders: Tenders received before the time of opening but after due date and time of receipt of tenders.

• Late tenders: Tender received after the specified time and date of opening of tenders. Delayed and late tenders should be dealt as per the latest guidelines of Railway Board enumerated in para 4.6.

6.1 Verification of Authenticity of documents of L-1 bidder

Instances have come to notice that Documents/Credentials submitted by some bidders were found fake/forged. It is therefore imperative that the authenticity of documents like Solvency Certificate, Works Experience Certificate, Bank Guaranty, Eligibility Criteria etc. is ascertained before entering into contract with L-1 b idder. This has been emphasized by CVC also.

In order to avoid delay in finalization of tenders within their validity period, following procedure may be adopted. 1. Documents of all bidders be sent for verification immediately after opening of

technical bids. 2. The processing of tenders may continue without waiting for verification of

documents. 3. Authenticity of Bank Guaranty issued by banks, may be got ascertained by Fax or

e-mail from the issuing bank. 4. Authenticity of Performance/ Experience Certificate may be ascertained by Fax/

e-mail / deputing officer not below the rank of manager. 5. It may be ensured by Project Convener that before submission of recommendation

by the tender committee to the Tender Accepting Authority, report on verification of Documents / Credentials of L-1 bidder is available.

6. The tender committee shall make suitable mention regarding verification of documents in their recommendations to the Tender Accepting Authority.

(Vigilance circular issued for letter no. RITES/RI/MIS/11B dated 11.03.2008)

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7.0 Tabulation Statement and Briefing Note (Ref: Engineering Code, Re-Print 1999, Para 1253)

Briefing notes for the Tender Committee —

Along with the tabulation statement, a briefing note duly authenticated at an appropriate level should be submitted clearly.

Preparation and check of Briefing Note & Comparative statements:

(a) Briefing note on tenders and comparative statement of the various offers received should be

prepared and checked in concerned section of the executive office and each page thereof should

be signed by the staff and the officer preparing and checking them. The departmental officer,

who associated with the opening of tenders should also check the comparative statement and sign

each page of it in token of having done so. The comparative statement shall also be checked by

the SO(A/Cs) wherever attached to the Executive Office and sign in token of having done so.

The comparative statement in addition to the rates quoted by the various Tenderers should also

indicate the total cost of work covered by each tender, particulars of earnest money of each

tenderer, period of validity of offers, financial implications of special conditions, relative

position of each tenderer starting from lowest etc. The evaluation of technical conditions should

be personally examined by the technical officer concerned.

Briefing note on tenders should give full details of the offers received, the previous accepted

rates, remarks on the special conditions, if any quoted by the Tenderers, the credentials of the

Tenderers, the estimated provision for the work etc.

Briefing note and the comparative statement, after being prepared and checked in the executive

office should than be send invariably in duplicate to the associate accounts office. In the account

office, the brief ing note and the comparative statement shall be checked by the Section Officer

(Accounts) with a view to ensure that the information given therein is factually and

arithmetically correct. The Account Officer / Section Officer(Accounts) who is associate with the

opening of tenders, shall also check the comparative statement and sign each page thereof in

token of having done so.

One copy of the comparative statement and briefing note duly checked and signed by the

aforesaid officer shall be returned to the Executive Officer with comments, If any, under a

covering letter signed by the Account Officer.

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(b) S pecific Responsibility:

The primary responsibility for correct preparation and verification of comparative statement and

briefing note shall be on the staff and the officers who are associated in the preparation and

checking of the statement and the briefing note in the Executive off ices. The Section Officer

(Accounts) in the Executive office and the Section Officer (A/Cs) in account office shall be

responsible for factual verification and for arithmetic accuracy. In case, where technical

conditions have been evaluated in the financial terms, the responsibility for each evaluation shall

rest solely on the technical officer who signs the comparative statement and the br iefing note.

The staff of the account department shall not be responsible for technical evaluations, their

responsibility being limited to checking the arithmetical accuracy of such evaluations, as

furnished by the technical departments. The technical officers who examine the technical

appreciation and prepares and signs the briefing note of the tender committee and briefs, Tender

committee in person, whenever called upon to do so, shall also be responsible for brief ing the

Tender committee regarding the other aspects, such as rates, conditions, delivery etc. to ensure

that in such cases, an integrated view if taken by the briefing officer, about the relationship

between the technical conditions, rates, delivery etc. etc.

Due to complexity of the Tenders now being received it is necessary to ensure that the technical

briefing is done at sufficiently higher level. It is therefore, decided that the technical brief ing of

tenders for works should be done by an officer / subordinate at one step below the rank of the

officers empowered to sit in the tender committee. However, in case of tenders costing Rs. 30

lacks and above the technical brief ing need to be done only by junior administrative officers.

Tender Committee proceedings

Tender committee members should go through the comparative statement briefing note and the

tender papers carefully in order to ensure that all the special conditions, quoted by the Tenderers,

deviations from standard specifications, and procedure etc. have been taken into account their

recommendations should bring out clearly all such aspects, including reasons for rejection of

various offers, so as to facilitate the approving authority to take them into consideration, while

according his decision on the tender. The members of the tender committee shall be indiv idually

and severally responsible for the contents of the proceedings/ recommendations made by them.

The responsibility of the accounts members shall, however be restricted only to the advice

rendered by him in respect of financial matters. In respects of technical matters, such as

specifications, unsuitability of the contractors due to lack of practical experience, acceptability or

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otherwise of samples, etc. the entire responsibility shall be of the members of the Technical

Department.

The proceeding of the Tender committee should be signed by all the members of Tender

committee on each and every page.

Acceptance of tender by the “Accepting Authority

Under the existing orders, it is open to the “Accepting Authority” either to accept or reject the

recommendation of the Tender committee. Therefore, “Accepting Authority” shall also be

responsible in the cases where he accepts the Tender committee’s recommendations. In the cases,

where he disagrees with the recommendations of Tender committee, he alone shall be

responsible for his decisions

Scrutiny by the Accounts Department.--The tabulation statement and the briefing notes shall be sent thereafter for scrutiny together with the original tenders to the Accounts Officer concerned. The tabulation statement should be signed by the Section Officer (Accounts) nominated for the purpose. (Engineering Code, Re- Print 1999, Para 1254)

After the tenders have been opened, a tabulation statement with a briefing note is prepared. The same should be scrutinized and signed by the Branch Officer The briefing note contains the following information’s/ details:- • Name of work: • Details of estimate: • M ode of tender: • Tender notice number: • Estimated cost of tender: • Period of contract: • Amount of EMD fixed: • Number of tender forms sold: • Number of offer received: • Tender opened on : • Tender valid upto : • Value of the lowest tenderer: • Specified conditions, if any : • Remarks:

Scrutiny by Finance

Duty of SSO- Vetting by accounts • The original tenders along with the tabulation statement and briefing note should be sent to

Associate Finance for scrutiny and vetting. • The tabulation statement should clearly indicate the following as per Para 1254 of

Engineering Code. (a) Complete information in regard to contract rates. (b) Any special conditions attached to the rates. (c) Any other relevant information.

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FORMAT OF BRIEFING NOTE FOR TENDERs

Part A: Pre Tender information

SN Description Remarks

1. Name of Work

2. Directorate/Division

3. Pink Book/Law Book/LWP Ref. No. for Demand No. 16

4. Reference of sanctioned detailed estimate (DE) & cost of DE

5. a. Nature of Tender (Open/Single/Global/Spl. Ltd.) b. Sanctioning authority with respect to nature of Tender

6. Works / Stores/ Consultancy tender

7. Two bid (two packet) or single bid

8. Whether pre-bid meeting required

9. Pre-bid minutes available/uploaded :

10. Cost of tender document has been taken during pre-bid meeting

11. Vetted Indent details/quantity (in case of stores tender)

12. In Global Tender, exchange rate on the date of tender opening @ BC selling price from SBI (for two packets technical bid opening date)

13 Master copy of the tender document sealed at tag & signed by Competent Authority p laced at SI. No.

14. Whether the offered tender document has been compared with master copy

15. Approval of NIT taken.

16. Tender Notice No. & date (also specify date of publication, if different)

17. Whether complete bid documents published on website or not and date of publication.

18.

1. In case of open/global tenders, News paper cuttings alongwith the dates (atleast 03) including other document on mode of advertisement (such as displaying on Notice Board, Notifications).

2. In case of Limited Tender-list of approved firms.

-Whether short listed firms have been duly approved by CA.

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- Whether a minimum criterion is fulf illed.

3. In case of Spl. Ltd. Tender-Basis of short listed firms.

- Whether minimum cr iteria is fulf illed.

19. Whether tender notice period has been shortened.( Approval of competent authority)

20. Approx. cost of works as per tender notice.

21. Date of tender opening

FORMAT OF BRIEFING NOTE FOR TENDERs (Contd…

Part B: Post Tender information

1. No. of Tender forms sold.

2. No. of offers received

3. No. of Late Tenders/Delayed Tender

4. Tenders opened by

5. Rate Tabulation Chart placed at (single bid)

6. Validity of offer

7. level of TC

8. Accepting Authority

9. Whether tender documents and terms & conditions signed by Tenderer or not (Details)

10. Partnership deed, Power of Attorney, Sole Partnership Certificate submitted or not (Details)

11. Completion period/Delivery period

12. Samples if required are submitted/not submitted

13. lowest offer vis-a-vis estimated cost (% age variation)

14. lowest offer vis-a-vis LAR (% age variation)

15. Allocation (chargeable head)

16. Funds availability (copy of Fund availability), available in current financial year.

17. From the participating firms whether business has been banned with any firm,

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Part B: Post Tender information

18. Tender Document Cost:

SN

Amt. of tender

document

deposited

Mode of EM (BG’s are not valid)

No. &

Date of

instruments

Issuing bank & whether

is a scheduled bank.

Exemptions, if

any

Walval, if

any

Validity, if any

indicating last

date of validity

Whether cross

checked with

issuing Bank

Remarks

8.0 Earnest Money Deposit (EMD)

Every tenderer is required to deposit with the tender an Earnest M oney Deposit for the due fulfillment of the condition of the contract (Para 1241 & 1242).The earnest money is required to test the earnestness of the tenderers and to discourage non serious parties. The earnest money of unsuccessful tenderers is refunded whereas the earnest money of successful tenderers is adjusted in the Security Deposit. Earnest money to be deposited according to the est imated cost of work as detailed below (Ref: Engineering Code, Re-Print 1999, Para 1242):-

Value of the work EMD For works estimated to cost upto Rs. 1 crore 2% of the estimated cost of the work For works estimated to cost more than Rs. 1 crore

Rs. 2 lakh plus ½% (half percent) of the excess of estimated cost of work beyond Rs.1 crore

The tenders without EM D are liable to be summarily rejected. 8.1 Forms of Earnest Money:

Earnest Money deposit can be remitted in any of the following forms:

1) Deposit receipt, Pay orders, Demand drafts. These forms of Earnest M oney should be either of the State Bank of India or any of the Nationalised Banks. No confirmatory advise from the Reserve Bank of India will be necessary.

2) Deposit receipt executed by the other scheduled banks approved by the Reserve Bank of India for this purpose.

8.2 Refund of Earnest Money:

The earnest money of all unsuccessful tenderers should be refunded as expeditiously as possible (Para 1261). In case the tenderers withdraw their offer within the valid ity date of their offer or fail to undertake the contract after acceptance of their tender, the full earnest money will be forfeited. The Earnest Money of the unsuccessful tenderer(s) will, save as here-in-before provided, be returned to the unsuccessful tender(s) within a reasonable time but the Railway shall not be responsible for any loss or depreciation that may happen to the Security for the due

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performance of the stipulation to keep the offer open for the period specified in the tender documents or to the Earnest M oney while in their possession nor be liable to pay interest thereon. (GCC2010 Annexure 1 Second Sheet, Item No. 6d)

8.3 Validity of offer

The validity of offer will generally be 90 days from the date of opening of tender. 9.0 Security Deposit (SD) GCC- 2010, Part-II (Clause 16, Para 1 to 3)

The security deposit is for the due fulfillment of the contractual obligations of the tender by the tenderers. The Security Deposit that is to be recovered from the tenderer shall be 5% of the contract value. EMD should be adjusted against security Deposit and balance shall be recovered from the progressive bills of the contractors @10% of each bill till it reaches 5% of the contract value. Security deposit will be recovered only from the running bills of the contract and no other mode of collecting SD such as SD in the forms of instruments like Bank Guarantee, FD etc shall be accepted. In case of contracts of value Rs.50 crore and above, irrevocable Bank Guarantee can also be accepted as a mode of obtaining security deposit. After the work is physically completed, security deposit recovered from the running bills of a contractor can be returned to him if he so desires, in lieu of FDR/ irrevocable Bank guarantee for equivalent amount to be submitted by him.

9.1 Refunding of Security Deposit (S.D.)

• Based on completion reports, the security deposit remitted by the contractor has to be refunded with the approval of the competent authority.

• Refund of SD is the last act in any contract. After its refund, the contract is concluded. • In exceptional cases, it can be refunded even before the finalization of the bill. • SD refund should be linked with the performance of the work and the cost incurred by the

department on the rectification should be deducted from it.

Security Deposit shall be returned to the contractor after the expiry of the maintenance period in all the cases other than Note (i) mentioned below and after passing the final bill based on No Claim Certificate with the approval of the Competent Authority. The Competent Authority shall normally be the authority who is competent to sign the contract. If this Competent Authority is of the rank lower than JA Grade, then a JA Grade Officer (concerned with the work) should issue the certificate. The certificate, inter alia, should mention that the work has been completed in all respects and that all the contractual obligations have been fulfilled by the contractor and that there is no due from the contractor to Railways against the contract concerned. Before releasing the SD, an unconditional and unequivocal no claim certificate from the contractor concerned should be obtained.

i. After the work is physically completed, security deposit recovered from the running bills of the contractor can be returned to him if he so desires, in lieu of FDR/ irrevocable Bank Guarantee for equivalent amount to be submitted by him.

ii. In case of contracts of value Rs 50 crore and above, irrevocable Bank Guarantee can also be accepted as a made of obtaining security deposit.

(Ref: Railway Board’s letter no. 2007/CE-1/CT/18 dated 07.03.2008)

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Proforma for Uncondi tional & Unequivocal No Claim Certificate I hereby undertake that I shall have no claim what so ever against the …… depot/Rly.

administration in connection with contract agreement No. ………………………….and description of work… ……………………………………….subject to finalise the contract without any liability on either side.

It is also certified that I the M /s……………………………..do hereby declare that the

measurements recorded at pages…………. to ………………. of MB No………….. have been accepted by me and I have no claims what so ever for execution of excess/less quantities even more than 25% excess/less of schedule N.S items of C.A No. …………………….. I have no other claims outstanding for the work done or for labour/material supplied if any in the work and on any other account, and payment of this bill i.e. nth and final bill shall be the final settlement of all our claims in respect of the work to above mentioned C.A with …… depot/Rly.

Contractor’s signature and seal

10.0 Performance Guarantee (PG)

(Ref: Rly. Bd. Letter no. 2007/ CE. I / CT/18 Pt. XII dated 31.12.2010 and GCC- 2010, Part-II (Clause 16, Para 4)

a) “The successful bidder shall have to submit a Performance Guarantee (PG) within 30 (thirty) days from the date of issue of Letter Of Acceptance (LOA). Extension of time for submission of PG beyond 30 (thirty) days and upto 60 days from the date of issue of LOA may be given by the Authority who is competent to sign the contract agreement. However, a panel interest of 15% per annum shall be charged for the delay beyond 30(thirty) days, i.e. from 31st day after the date of issue of LOA. In case the contractor fails to submit the requisite PG even after 60 days from the date of issue of LOA, the contract shall be terminated duly forfeiting EM D and other dues if any, payable against that contract. The failed contractor shall be debarred from participating in re-tender for that work”.

b) The successful bidder shall submit the Performance Guarantee (PG) in any of the following forms, amounting to 5% of the contract value:

• A deposit of Cash. • Irrevocable Bank Guarantee. • Government Securities including State Loan Bonds at 5% below the market value. • Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of

Performance Guarantee could be either of the State Bank of India or of any of the Nationalized Banks.

• Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled Banks. • A Deposit in the Post Office Saving Bank. • A Deposit in the National Savings Certificates. • Twelve years National Defence Certificates. • Ten years Defence Deposits • National Defence Bonds and • Unit Trust Certificates at 5% below market value or at the face value whichever is less.

Also, FDR in favour of FA&CAO (free from any encumbrance) may be accepted.

c) The performance guarantee shall be submitted by the successful bidder after the letter of Acceptance (LOA) has been issued, but before signing of the contract agreement. This P.G.

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shall be initially valid upto the stipulated date of completion plus 60 days beyond that. In case the time for completion of work gets extended, the contractor shall get the validity of P.G. extended to cover such extended time for completion of work plus 60 days.

d) The value of P.G. to be submitted by the contractor will not change for variation upto 25 % (either increase or decrease). In case during the course of execution, value of the contract increases by more than 25% of the original contract value, an additional Performance Guarantee amounting to 5% (five percent) for the excess value over the original contract value shall be deposited by the contractor.

e) The Performance Guarantee (PG) shall be released after physical completion of the work based on “Completion Certificate” issued by the competent authority stating that the contractor has completed the work in all respects satisfactorily . The Security Deposit shall, however, be released only after expiry of the maintenance period and after passing the final bill based on ‘No Claim Certificate’ from the contractor

f) Wherever the contract is rescinded, the security deposit shall be forfeited and the performance guarantee shall be encashed and the balance work shall be got done independently without risk and cost of the failed contractor. The failed contractor shall be debarred from participating in the tender for executing the balance work. If the failed contractor is a JV or a partnership firm, then every member/partner of such a firm shall be debarred from participating in the tender for the balance work either in his/her individual capacity or as a partner of any other JV/partnership firm.

g) The engineer shall not make a claim under the Performance Guarantee except for amounts to which the President of India is entitled under the contract (not withstanding and/or without prejudice to any other provisions in the contract agreement) in the event of:

i) Failure by the contractor to extend the validity of the Performance Guarantee as described herein above, in which event the Engineer may claim the fu ll amount of the Performance Guarantee.

ii) Failure by the contractor to pay President of India any amount due either as agreed by the contractor or determined under any of the Clauses/ Conditions of the Agreement, within 30 days of the service of notice to this effect by Engineer.

iii) The Contract being determined or rescinded under provision of the GCC, the Performance Guarantee shall be forfeited in fu ll and shall be absolutely at the disposal of the President of India

Precautions with Bank Guarantee Proper procedure for safe custody and monitoring of Bank Guarantees other Instruments should be laid down. M onitoring should include a monthly review of all Bank Guarantees or other instruments expiring after three months along with a review of the progress of supply or work. Extensions of Bank Guarantees or other instruments, where warranted, should be sought immediately. (Ref: General Financial Rule 2005, Rule No. 205) • Immediate verification of its genuineness • Legal vetting • M onitoring the date of expiry • Encashment or extension of validity well in time to protect financial interests of

govt. • Computer based monitoring with in- built warning system

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Proforma for Completion Certificate

The contractor has completed the above work in all respects satisfactorily on………….. and final bill has been passed and paid to the contractor. The M aintenance period is also over on……………..and the work has been satisfactorily completed and maintained in all respects for the period specified in the special condition of contract and provision under clause 51 ( i) to (iii) of GCC has been fulfilled and no defect has been noticed and no dues/recoveries are outstanding on the contractor against this work. [ RLy B’ds letter No. 2010/CE-I/CT/11 dated 11.05.2010 & GCC 48 (I) & RLy B’ds letter No. 2007/CE-I/CT/18 pt.XII dated 31.12.2010 & GCC 16 (iv) ]

Signature of Railway Supervisor

11.0 Conditions of Contract: (Ref: Engineering Code, Re-Print 1999, Para 1220)

These are the guidelines clearly defining the roles, obligation and rights of both the parties i.e. client & the contractor. These detailed statements reduce the area of clash or dispute. These are closely linked to the rates and specifications for an item of the work. Factually drafted conditions go a long way in the successful performance of the contract as the contract is between the two parties whose objectives are not fully concurrent.

Types of Conditions: The conditions are of two types: General conditions and Special conditions of contract.

General Conditions of Contract: These are the basic conditions of the contract. These are applicable to all the contracts and provided in the printed booklet form. These are revised and updated periodically by the experts. Necessary amendments issued by Railway board from time to time may please be referred in future.

There are 64 clauses provided in GCC. Some of these clauses have been revised and circulated by board vide their letter No 2007/CE-I/CT/18 pt.XII dated 31.12.2010. Special Conditions of Contract: These conditions are peculiar to the particular items of the work of the contract, hence called the special condition of the contract. These conditions stipulate date of completions, maintenance period, guarantee, warranty, price variation clause, the variation in quantity or method of measurement etc. The SCCs are framed by the experienced engineers, who know the detailed procedures of the various construction activities etc.

The GCC consists of 64 clauses, and deals with various issues, such as:

DEFINITIONS AND INTERPRETATION Clause1. (1) Definition:- In these General Conditions of Contract, the following terms shall have the

meaning assigned here under except where the context otherwise requires :- (a) "Railway" shall mean the President of the Republic of India or the Administrative Officers of the

Railway or of the Successor Railway authorised to deal with any matters which these presents are concerned on his behalf.

(b)"General Manager" shall mean the Officer in-charge of the General Superintendence and Control of the Railway and shall also include the General Manager of the successor Railway.

(c) "Chief Engineer" shall mean the Officer in-charge of the Department of Railway successors of the Successor Railway.

(d) "Divisional Railway Manager" shall mean the Officer in-charge of a Division of the Railway and shall mean and include the Divisional Railway Manager of the Successor Railway.

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(e) "Engineer" shall mean the Divisional Engineer or the Executive Engineer, in executive charge of the works.

(f) "Engineer's Representative" shall mean the Assistant Engineer, in direct charge of the works and shall include any Sr. Sec./Sec./Jr.Eng.

(h) "Contractor" shall mean and include the Agreement of Work Order, the accepted schedule of rates of the Schedule or Rates of Railway .

(i) "Works" shall mean the works to be executed in accordance with the contract "Specifications" shall mean the Standard specifications for materials and works of ---------------- Railway as specified .

(k) "Schedule of Rates of Railway” shall mean the schedule of Rates issued under the authority time to time.

(I) "Drawing" shall mean the maps, drawings, p lans and tracings or prints there of annexed to the contract .

(m) "Constructional Plant" shall mean all appliances or things of whatsoever nature required for the execution, of the works

(n) "Temporary Works" shall mean all temporary works of every kind of works. (o) "Site" shall mean the lands and other places on, under, in or through which the works are to be

carried out. (p) "Period of Maintenance" shall mean the specified period of maintenance from the date of

completion of the works as certified by the Engineer. (2) Singular and Plural:- Words importing the singular number shall also include the plural and vice

versa where the context requires. (3) Headings & marginal headings:- The headings and marginal headings in these general condition

are solely for the purpose of facilitating reference and shall not be deemed to be part thereof or be taken into consideration in the interpretation or construction thereof or the contract. .

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GENERAL OBLIGATIONS

Clause 2 (1) Execution Co-relation and intent of contract Documents:- The contract documents be signed in trip licate by the Railway and the Contractor.. (2) If a work is transferred from the jurisdiction of one Railway to another Railway or to a Project authority or vice versa while contract is in subsistence, the contract shall be binding on the Contractor.

(3) If for administrative or other reasons the contract is transferred to the Successor Railway the contract shall not withstanding any things contained herein contrary there to, be binding on the Contractor.

Clause 3: (1) Law governing the contract:- The contract shall be governed by the law for the time being in force in the Republic of India. (2) Compliance to regulations and bye-laws:- The Contractor shall conform to the provision of any statute relating to the works and regulations and bye-laws of any local authority and of any water and lighting companies or undertakings.

Clause 4: Communications to be in writing:- All notices, communications, reference and complaints made by the Railway or the Engineer or the Engineer's Representative or the Contractor interse concerning the works shall be in writing. Clause 5: Service of Notices on Contractors:- The Contractor shall furnish to the Engineer the name designation and address of his authorized agent and all complaints, notices, communications and references shall be deemed to have been duly given to the Contractor. Clause 6: Occupation and use of land:- No land belonging to or in the possession of the Railway shall be occupied by the Contractor without the permission of the Railway. Whenever non-railway bodies/persons are permitted to use railway premises with competent authority ’s approval, conservancy charges as applicable from time to time may be levied.

Clause 7 Assignment or subletting of contract:- The Contractor shall not assign or sublet the contract or any part thereof or allow any person to become interested therein any manner whatsoever without the special permission in writing of the Railway. Any breach of this condition shall entitle the Railway to rescind the contract under clause 62 of these conditions.

Clause 8. Assistance by the Railway for the S tores to be obtained by the Contractor:- Owing to difficulty in obtaining certain materials (including Tools & Plant) in the market, the Railway may have agreed without any liability therefore to endeavour to obtain or assist the Contractor in obtaining the required quantities of such materials as may be specified in the Tender. Clause 9. Railway Passes:- No free Railway passes shall be issued by the Rly. to the Contractor or any of his employee/worker. Clause 10.Carriage of materials:- No forwarding orders shall be issued by the Railway for the conveyance of Contractor's materials, tools and plant by Rail which may be required for use in the works and the contractor shall pay full freight charges at public tariff rates therefore. Clause 11. Use of ballast trains:-

Clause 12. Representation on Works:- The Contractor shall, when he is not personally present on the site of the works place and keep a responsible agent at the works during working hours. Before absenting himself, the Contractor shall furnish the name and address of his agent for the purpose of this clause and failure on the part of the Contractor to comply with this provision at any time will entitle the Railway to rescind the contract under clause 62 of these conditions.

Clause 13. Relics and Treasures:- All gold, silver, o il and other minerals of any description and all precious stones, coins, treasures relics antiquities and other similar things which shall be found in or upon the site shall be the property of the Railway.

Clause 14. Excavated material:- The Contractor shall not sell or otherwise dispose of or remove except for the purpose of this contract.

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Clause 15. Indemnity by Contractors: - The Contractor shall indemnify and save harmless the Railway from and against all actions, suit proceedings losses, costs, damages, charges, claims and demands of every nature and description brought or recovered against the Railways by reason of any act or omission of the Contractor

Clause 16. (1) Security Deposit: - The Earnest Money deposited by the Contractor with his tender will be retained by the Railways as part of security for the due and faithful fulfillment of the contract by the contractor. (2) Unless otherwise specified in the special conditions, if any, the Security Deposit/rate of

recovery/mode of recovery shall be as under: (a) Security Deposit for each work should be 5% of the contract value, (b) The rate of recovery should be at the rate of 10% of the bill amount till the fu ll security deposit

is recovered, (c) Security Deposits will be recovered only from the running bills of the contract.

(3) No interest will be payable upon the Earnest Money and Security Deposit or amounts payable to the Contractor

(4) Performance Guarantee (P.G) The procedure for obtaining Performance Guarantee is outlined below:

(a) The successful b idder may give Performance Guarantee amounting to 5% of the contract value in any of the following forms:-

(i) A deposit of Cash. (ii) Irrevocable Bank Guarantee. (iii) Government Securities including State Loan Bonds at 5 percent below the market value, (iv) Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of Performance Guarantee could be either of the State Bank of India or of any of the Nationalized Banks; (v) Guarantee Bonds executed or Deposits Receipts tendered by all Scheduled Banks; (vi) A Deposit in the Post Office Saving Bank; (vii) A Deposit in the National Savings Certificates; (viii) Twelve years National Defence Certificates; (ix) Ten years Defence Deposits; (x) National Defence Bonds; and (xi) Unit Trust Certificates at 5 per cent below market value or at the face value whichever is less. Also FDR in favour of FA&CAO/C, (free from any encumbrance) may be accepted.

Clause 17. Force Majeure Clause:- If at any time, during the continuance of this contract, the performance in whole or in part by either party of any obligation under this contract shall be prevented or delayed by reason of any war, hostility , acts of public enemy, civil commotion, sabotage, serious loss or damage by fire, explosions, epidemics, strikes, lockouts or acts of God (hereinafter, referred to events) provided, notice of the happening of any such event is given by either party to the other within 30 days from the date of occurrence.

Clause 18.(1) Illegal Gratification:- Any bribe, commission, gift or advantage given, promised or offered by or on behalf to the Contractor or his partner, agent or servant or, anyone on his behalf, to any officer or employee of the Railway, or to any person on his behalf in relation to obtaining or execution of this or any other contract with the Railway shall, in addition to any criminal liability which he may incur, subject contractor to the rescission of the contract .

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EXECUTION OF WORKS

Clause 19.(1) Contractor's understanding:- It is understood and agreed that the Contractor has, by careful examination, satisfied himself as to the nature and location of the work.

(2) Commencement of works:- The Contractor shall commence the works within 15 days after the receipt by him of an order in writing to this effect from the Engineer and shall proceed with the same with due expedition and without delay. (3) Accepted programme of work:- The Contractor who has been awarded the work shall provide programme as soon as possible but not later than 30 days after the date of receipt of the acceptance letter in respect of contracts with initial completion period of two years or less or not later than 90 days for other contracts.

(4) Setting out of works: - The Contractor shall be responsible for the correct setting out of all works in relation to original points.

Clause 20.(1) Compliance to Engineers Instructions:- The Engineer shall d irect the order in which the several parts of the works shall be executed and the Contractor shall execute without delay all orders given by the Engineer from time to time but the Contractor shall not be relieved thereby from responsibility for the due performance of the works in all respects.

(2) Alterations to be authorised:- No alterations in or additions to or omissions or abandonment of any part of the works shall be deemed authorised.

(3) Extra works:- Should works over and above those included in the contract require to be executed at the site, the contractor shall have no right to be entrusted with the execution of such works which may be carried out by another contractor or contractors or by other means at the option of the Railway.

(4) Separate contracts in connection with works:- The Railway shall have the right to let other contracts in connection with the works. The Contractor shall afford other contractors reasonable opportunity for the storage of their materials and the execution of their works. Clause 21. Instruction of Engineer's Representative:- Any instructions or approval given by the Engineer's representative to Contractor in connection with the works shall bind the Contractor as through it had been given by the Engineer provided always as follows:- (a) Failure of the Engineer's representative to disapprove any work or materials shall not prejudice .the

power of the Engineer thereafter to disapprove such work or material and to order the removal or breaking up thereof.

(b) If the Contractor shall be dissatisfied by reason of any decision of the Engineer 's representative, he shall be entitled to refer the matter to the Engineer who shall there upon confirm or vary such decision.

Clause 22 (1) Adherence to specifications and drawings:- The whole of the works shall be executed in perfect conformity with the specifications and drawings of the contract.

(2) Drawings and specifications of the works:- The Contractor shall keep one copy of Drawings and Specifications at the site, in good order.

(3) Ownership of drawings and specifications:- All Drawings and Specifications and copies thereof furnished by the Railway to the Contractor are deemed to be the property of the Railway.

(4) Compliance with Contractor's request for details:- The Engineer shall furnish with reasonable promptness, after receipt by him of the Contractor's request.

(5) Meaning and intent of specification and drawings:- If any ambiguity arises as to the meaning and intent of any portion of the Specifications and Drawings or as to execution or quality of any work or material.

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Clause 23. Working during night:- The Contractor shall not carry out any work between sun-set and sun-rise without the previous permission of the Engineer.

Clause 24. Damage to Railway property or private life and property:-The contractor shall be responsible for all risk to the work and for trespass and shall made good at his own expense all loss or damage whether to the works themselves or to any other property of the Railway or the lives, persons or property of others on account of any negligence of contractor in connection with the works until they are taken over by the Railway and in case the Railway shall be called upon to make good any costs, loss or damages, or to pay any compensation, including that payable under the provisions of the Workmen’s Compensation Act or any statutory amendments.

Clause 25. Sheds, Stores houses and Yards:- The Contractor shall at his own expense provide himself with sheds, storehouses and yards.

Clause 26. Provision of efficient and competent staff:- The Contractor shall place and keep on the works at all times efficient and competent staff .

Clause 27. (1) Workmanship and testing:- The whole of the works and/or supply of materials specified and provided in the contract. (2) Removal of Improper work and materials:- The Engineer or the Engineer's Representative shall

be entitled to order from time to time. Clause 28. Facilities for Inspection:- The Contractor shall afford the Engineer and the Engineer's Representative every facility for entering in and upon every portion of the work at all hours for the purpose of inspection . Clause 29.Examination of work before covering up:- The Contractor shall give 7 days notice to the Engineer or the Engineer's Representative whenever any work or materials are intended to be covered. Clause 30. Temporary Works:- All temporary works necessary for the proper execution of the works shall be provided and maintained by the Contractor and subject to the consent of the Engineer shall be removed by him at his expenses. Clause 31. (1) Contractor to supply water for works:- Unless otherwise provided in the Contract, the Contractor shall be responsible for the arrangements to obtain supply of water.

(2) Water supply from Railway System:- The Railway may supply to the Contractor part or whole of the quantity of the water required for the execution of works from the, Railway's. (3) Water supply by Railway Transport:- In the event of the Railway arranging supply of water to the Contractor at or near the site of works by travelling water tanks or other means, the freight and other charges incurred thereby, including demurrage charges that may be levied, shall be paid by the Contractor. (4)(a) Contractor to arrange supply of Electric power for works - Unless otherwise provided in the contract, the Contractor shall be responsible for arrangements to obtain supply of Electric Power for the works. (b) Electric supply from the Railway system:- The Railway may supply to the Contractor part or whole of the electric power wherever available and possible, required for execution of works from the Railway's existing electric supply systems.

Clause 32. Property in materials and plant:- The materials and plant brought by the Contractor upon the site or on the land occupied by the Contractor in connection with the works and intended to be used for the execution thereof shall immediately, they are brought upon the site of the said land, be deemed to be the property of the Railway. Clause 33.(1) Tools, Plant and Materials Supplied by Railway:- The Contractor shall take all reasonable care of all tools, p lant and materials or other property whether of a like description or not belonging to the Railway and committed to his charge for the purpose of the works and shall be responsible for all damage or loss caused by him.

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(2) Hire of Railway's Plant:- The Railway may hire to the Contractor such plant as concrete mixers, compressors and portable engines for use during execution of the works on such terms as may be specified in the special conditions or in a separate agreement for Hire of Plant.

Clause 34. (1) Precaution during progress of works:- During the execution of works, unless otherwise specified, the Contractor shall at his own cost provide the materials for and execute all shoring, timbering and strutting works .

(2) Roads and Water courses:- Existing roads or water courses shall not be blocked cut through, altered, diverted or obstructed in any way by the Contractor.

(3) Provision of access to premises:- During progress of work in any street or thoroughfare, the Contractor shall make adequate provision for the passage of traffic, for securing safe access to all premises.

(4) Safety of Public:- The Contractor shall be responsible to take all precautions to ensure the safety of the public.

Clause 35. Use of Explosives:- Explosives shall not be used on the works or on the site by the Contractor without the permission of the Engineer. and then only in the manner and to the extent to which such permission is given. Where explosives are required for the works, they shall be stored in a special magazine to be provided by and at the cost of the Contractor in accordance with the Explosive Rules.

Clause 36. Suspension of works:- The Contractor shall on the order of the Engineer suspend the progress of the works or any part thereof for such time or times and in such manner as the Engineer may consider necessary, if such suspension is:

� Provided for in the contract, or

� Necessary for the proper execution of the works. � Necessary for the safety of the work.

Clause 37. Rates for items of works:- The rates, entered in the accepted Schedule of Rates of the Contract are intended to provide for works duly and properly completed in accordance with the general and special (if any) conditions of the contract.

Clause 38. Demurrage and wharfage dues:- Demurrage charges calculated in accordance with the scale in force for the time being on the Railway and incurred by the Contractor. Clause 39 Rates for extra items of works:- Any item of work carried out by the Contractor on the instructions of the Engineer or h is representative which is not included in the accepted schedules of rates shall be executed at the rates agreed upon between the Engineer and the Contractor, before the execution of such items of work. Clause 40. (1) Handing over of works:- The Contractor shall be bound to hand over the works executed under the contract to the Railway complete in all respects to the satisfaction of the Engineer.

(2) Clearance of site on completion:- On completion of the works, the Contractor shall clear away and remove from the site all constructional p lant, surplus materials, rubbish and temporary works of every kind and leave the whole of the site. VARIATIONS IN EXTENT OF CONTRACT Clause 41. Modification to contract to be in writing:- In the event of any of the provisions of the contract requiring to be modif ied after the contract documents have been signed, the modifications shall be made in writing and signed by the Railway and the Contractor and no work shall proceed under such modifications until this has been done.

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Clause 42. (1) Powers of modification to contract:- The Engineer on behalf of the Railway shall be entitled by order in writing to enlarge or extend, diminish or reduce the works.

� (2) (i) Unless otherwise specified in the special conditions of the contract, the accepted variation in quantity of each individual item of the contract would be up to 25% of the quantity. (ii) In case of earthwork, the variation limit of 25% shall apply to the gross quantity of earth work and variation in the quantities of individual classifications of soil shall not be subject to this limit. . (iii) In case of foundation work, no variation limit shall apply and the work shall be carried out by the contractor on agreed rates irrespective of any variation.

� (3) Valuation of variations:- The enlargements, extensions, diminution, reduction, alterations or additions referred to in sub-clause (2) of this clause shall in no degree affect the validity of the contract.

CLAIMS

Clause 43. (1) Monthly Statement of Claims:- The Contractor shall prepare and furnish to the Engineer once in every month an account giving full and detailed particulars of all claims. (2) S igning of "No Claim" Certificate:- The Contractor shall not be entitled to make any claim whatsoever against the Railway under or by virtue of or arising out of this contract after he shall have signed a "No Claim" Certificate Clause 44. Quantities in schedule annexed to Contract:- The quantities set out in the accepted schedule of rates with items of works quantified are the estimated quantities of the works and they shall not be taken as the actual and correct quantities of the work to be executed by the Contractor in fulfillment of his obligations under the contract. Clause 45 Measurement Book: The entire work will be inspected and replacements made therein along with measurements shall be recorded in a separate measurement book. The Contractor will provide all the facilities to the Inspecting Officer.. (a) It shall be open to the Contractor to take specific objection to any recorded measurements or

Classification on any ground within seven days of the date of such measurements. Any re measurement taken by the Engineer or the Engineer's representative in the presence of the Contractor.

(b) (b) If an objection raised by the Contractor is found by the Engineer to be incorrect the Contractor shall be liable to pay the actual expenses incurred in measurements.

PAYMENT TERMS Clause 46. (1) "On-Account " Payments:- The Contractor shall be entitled to be paid from time, to time by way of "On-Account" payment only for such works as in the opinion of the Engineer he has executed in terms of the contract. (2) Rounding off amounts:- The total amount due on each certificate shall be rounded off to the nearest rupee i.e. sum less than 50 paise shall be omitted and sums of 50 paise and more upto Re.1 /- will be reckoned as Re. 1/- (3) On Account Payments not prejudicial to final settlement:- "On-Account" payments made to the 'Contractor shall be without prejudice to the final making up of the accounts (except where measurements are specifically noted in the Measurement Book as "Final Measurements". (4) Manner of payment:- Unless otherwise specified payments to the Contractor will be made by cheque but no cheque will be issued for and amount less than Rs.100/-. Clause 47. Maintenance of works:- The Contractor shall at all times during the progress and continuance of the works and also for the period of maintenance specified in the Tender Form after the date of passing of the certificate of completion by the Engineer .

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Clause 48. (1) Certificate of completion of works:- As soon as in the opinion of the Engineer, the work has been completed satisfactorily , completion certificate shall be provided. (2) Contractor not absolved by completion Certificate:- The Certificate of completion in respect of the works referred to in sub-clause (1) of this clause shall not absolve the Contractor. Clause 49. Approval only by Maintenance Certificate:- No certificate other than maintenance certificate referred to in Clause 50 of the conditions shall be deemed to constitute approval of any work. Clause 50. (1) Maintenance Certificate:- The Contract shall not be considered as completed until a M aintenance Certificate shall have been signed by the Engineer stating that the works have been completed and maintained to his satisfaction. (2) Cessation of Railway’s Liability: The Railway shall not be liable to the Contractor for any matter arising out of or in connection with the contract of the execution of the works. (3) Unfulfilled Obligations: Railway shall remain liable for the fulfillment of any obligation incurred under the provision of the contract. Clause 51.(1) Final Payment:- On the Engineer's certificate of completion in respect of the works adjustment shall be made and the balance of account based on the Engineer or the Engineer's representative's certified measurements of the total quantity of work executed by the Contractor (2) Post Payment Audit:- It is an agreed term of contract that the Railway reserves to itself the right to carry out a post-payment audit. Clause 51-A. Production of vouchers etc. by the Contractor:- For a contract of more than one crore of rupees, the contractor shall, whenever required, produce or cause to be produced for examination. Clause 52. Withholding and lien in respect of sums claimed:- Whenever any claim or claims for payment of a sum of money arises out of or under the contract against the contractor. Clause 52-A Lien in respect of claims in Other Contracts:- Any sum of money due and payable to the contractor (including the security deposit returnable to him) under the contract. Clause 53. Signature on Receipts for Amounts:- Every receipt for money which may become payable or for any security which may become transferable to the Contractors under these presents.

LABOUR Clause 54. Wages to Labour: - The Contractor shall be responsible to ensure compliance with the provision of the M inimum Wages Act, 1948 (hereinafter referred to as the "said Act" and the Rules made there under in respect of any employees directly or through petty contractors or subcontractors employed by him on road construction or in building operations or in stone breaking or stone crushing for the purpose of carry ing out this contract. Clause 54-A Apprentices Act: - The Contractor shall be responsible to ensure compliance with the provisions of the Apprentices Act, 1961 and the Rules and Orders issued there under from time to time in respect of apprentices directly or through petty contractors or sub-contractors employed by him for the purpose of carry ing out the Contract. Clause 55. Provisions of payments of Wages Act: - The Contractor shall comply with the provisions of the Payment of Wages Act, 1936 and the rules made there under in respect of all employees directly or through petty contractors or sub-contractors employed by him in the works. Clause 55-A (1) Provisions of Contract labour (Regulation and Abolition) Act, 1970 - (1) The Contractor shall comply with the provision of the contract labour (Regulation and Abolition) Act, 1970. (2) The Contractor shall obtain a valid licence under the aforesaid Act. (3) The Contractor shall pay to the labour employed by him directly or through subcontractors the wages as per provision of the aforesaid Act and the Rules wherever applicable. (4) In respect of all labour directly or indirectly employed in the work for performance of the contractor's part of, the contract. (5) In every case in which, by virtue of the provisions of the aforesaid Act or the Rules, the Railway is obliged to pay any amount of wages to a workman employed by the Contractor.

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Clause 56. Reporting of Accidents to Labour:- The Contractor shall be responsible for the safety of all employees directly or through petty contractors or sub-contractor employed by him on the works and shall report serious accidents to any of them. Clause 57. Provision of Workmens Compensation Act:- In every case in which by virtue of the provisions of Section 12 Sub-section (1) of the Workmen's Compensation Act 1923, Railway is obliged to pay compensation to a workman directly or through petty contractor or subcontractor employed by the Contractor in executing the work. Clause 58. Railway not to provide quarters for Contractors: - No quarters shall normally be provided by the Railway for the accommodation of the Contractor or any of his staff. Clause 59. (1) Labour Camps:- The Contractor shall at his own expense make adequate arrangements for the housing. (2) Compliance to rules for employment of labour: - The Contractor(s) shall conform to all laws, bye-laws rules and regulations. (3) Preservation of peace: The Contractor shall take requisite precautions and use his best endeavours to prevent any riotous or unlawful behaviour. (4) Sanitary arrangements: The Contractor shall obey al l sanitary rules and carry out all sanitary measures that may from time to time be prescribed by the Railway medical Authority (5) Outbreak of infectious disease: The Contractor shall remove from his camp such labour and their families as refuse protective inoculation and vaccination. (6) Treatment of Contractor's staff in Railway Hospitals: The Contractor and his staff, other than labourers and their families requiring medical aid from the Railway Hospital and dispensaries will be treated as private patients. (7) Medical facilities at site: - The Contractor shall provide medical facilities at the site. (8) Use of intoxicants. The sale of ardent spirits or other intoxicating beverages upon the work or in any of the buildings, encampments or tenements owned, occupied (9) Non-employment of female labour: The Contractor shall see that the employment of female labour on in Cantonment areas, particularly in the neighborhood of soldier’s barracks, should be avoided as far as possible. (10) Restrictions on the employment of retired Engineers of Railway services within two years of their retirement. Clause 60. (1) Non-employment of labourers below the age of 15:- The Contractor shall not employ children below the age of 15 as labourers directly or through petty contractors or subcontractors for the execution of work. (2) Medical Certificate of fitness for labour:- It is agreed that the contractor shall not employ a person above 15 and below 19 years of age for the purpose of execution of work under the contract unless a medical certificate produced. (3) Period of validity of medical fitness certificate: - A certificate of fitness granted or renewed for the above said purposes shall be valid only for a period of one year. (4) Medical re-examination of labourer: DETERMINATION OF CONTRACT

Clause 61. (1) Right of Railway to determine the contract: - The Railway shall be entitled to determine and terminate the contract at any time should, in the Railway’s opinion, the cessation of work becomes necessary owing to paucity of funds or from any other clause whatever, in which case the value of approved material at site and of work done to date by the Contractor will be paid for in fu ll at the rate specified in the contract. (2) Payment on determination of contract: - Railways shall admit and consider such claims as are deemed reasonable and are supported by vouchers to the satisfaction of the Engineer. (3) The Contractor shall have no claim to any payment of compensation or otherwise, howsoever on account of any profit or advantage which he might have derived from the execution of the work in full but which he did not derive in consequence of determination of contract. Clause 62, Determination of contract owing to default of contractor: - If the Contractor should:-

� Becomes bankrupt or insolvent, or

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� Being a company or corporation, go into liquidation (other than a voluntary liquidation for the purpose of amalgamation or reconstruction), or

� Assigns the contract or any part thereof otherwise than as provided in Clause 7 of these conditions (GCC clause 7)or

� Abandon the contract, or � Persistently disregard the instructions of the Engineer or contravene any provision of the

contract, or � Fails to adhere to the agreed programme of work by a margin of 10 percent of the stipulated

period, or � Fails to remove materials from the site or to pull down and replace work after receiving the

Engineer notice to the effect that the said materials or works have been rejected and condemned under clause 25 & 27 of GCC or

� Fails to take steps to employ competent or additional staff and Labour as required under clause 26 of GCC of the conditions, or

� Fails to afford the Engineer or Engineer’s representative proper facilities for inspecting of the works or any part there of as required under clause (28) of GCC or

� Promise, offer or give any bribe, commission, gift or advantage either himself or through his partner, agent or servant to any officer or employee of the Railway or to any person on his or on their behalf in relation to the execution of this or any other contract with the Railway.

SETTLEMENT OF DISPUTES – INDIAN RAILWAY ARBITRATION RULES Clause 63. Matters finally determined by the Railway – All disputes and differences of any kind whatsoever arising out of or in connection with the contract, whether during the progress of the work or after its completion and whether before or after the determination of the contract, shall be referred by the contractor to the GM and the GM shall within 120 days after receipt of the contractor’s representation make and notify decisions on all matters referred to by the contractor in writing provided that matters for which provision has been made in clauses 8, 18, 22(5), 39, 43(2), 45(a), 55, 55-A(5), 57, 57A,61(1), 61(2) and 62(1) to (xiii) (B) of General Conditions of contract or in any clause of the special conditions of the contract shall be deemed as ‘excepted matters’ (matters not arbitrable) and decisions of the Railway authority, thereon shall be final and binding on the contractor; provided further that ‘excepted matters’ shall stand specifically excluded from the purview of the arbitration clause. Clause 64 (1) (i) - Demand for Arbitration-In the event of any dispute or difference between the parties hereto as to the construction or operation of this contract, or the respective rights and liabilities of the parties on any matter in question, dispute or difference on any account or as to the withholding by the Railway of any certificate to which the contractor may claim to be entitled to, or if the Railway fails to make a decision within 120 days, then and in any such case, but except in any of the “excepted matters” referred to in Clause 63 of these conditions, the contractor, after 120 days but within 180 days of his presenting his final claim on disputed matters shall demand in writing that the dispute or difference be referred to arbitration. 64 (1) (ii) - The demand for arbitration shall specify the matters which are in question, or subject of the dispute. 64 (1) (ii) - (a) The Arbitration proceedings shall be assumed to have commenced from the day, a written and valid demand for arbitration is received by the Railway. (b) The claimant shall submit his claim stating the facts supporting the claims along with all the relevant documents and the relief or remedy sought against each claim within a period of 30 days. (c) The Railway shall submit its defence statement and counter claim(s), if any, within a period of 60 days. (d) The place of arbitration would be within the geographical limits of the Division of the Railway where the cause of action arose or the Headquarters.

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64 (1) (iii) - No new claim shall be added during proceedings by either party. However, a party may amend or supplement the original claim. 64 (1) (iv) - If the contractor(s) does/do not prefer his/their specific and final claims in writing, within a period of 90 days of receiving the intimation from the Railways that the final bill is ready for payment. 64 (2) - Obligation During Pendancy of Arbitration - Work under the contract shall, unless otherwise directed by the Engineer, continue during the arbitration proceedings. 64 (3) (a) (i) - In cases where the total value of all claims in question added together does not exceed Rs.10,00,000/- (Rupees ten lakhs only), the Arbitral tribunal shall consist of a sole arbitrator who shall be a gazetted officer of Railway. 64 (3) (a) (ii) - In cases not covered by the clause 64(3) (a)(i), the Arbitral Tribunal shall consist of a Panel of three Gazetted Rly. Officers not below JA grade or 2 Railway Gazetted Officers not below JA Grade and a retired Railway Officer, retired not below the rank of SAG Officer, as the arbitrators. 64 (3) (a) (iii) - If one or more of the arbitrators appointed as above refuses to act as arbitrator, withdraws from his office as arbitrator, or vacates his/their office/off ices or is/are unable or unwilling to perform his functions as arbitrator for any reason whatsoever or dies or in the opinion of the General M anager fails to act without undue delay, the General M anager shall appoint new arbitrator/arbitrators. 64 (3) (a) (iv) - The arbitral Tribunal shall have power to call for such evidence by way of affidavits or otherwise as the Arbitral Tribunal shall think proper, and it shall be the duty of the parties hereto to do or cause to be done all such things as may be necessary to enable the Arbitral Tribunal to make the award without any delay. 64 (3) (a) (v) - While appointing arbitrator(s) under sub-clause (i), (ii) & ( iii) above, due care shall be taken that he/they is/are not the one/those who had an opportunity to deal with the matters to which the contract relates or who in the course of his/their duties as Railway servant(s) expressed views on all or any of the matters under dispute or differences. 64 (3) (b) (i) - The arbitral award shall state item wise, the sum and reasons upon which it is based. The analysis and reasons shall be detailed enough so that the award could be inferred there from. 64 (3) (b) (ii) - A party may apply for corrections of any computational errors, any typographical or clerical errors or any other error of similar nature occurr ing in the award of a tribunal and interpretation of a specific point of award to tribunal within 60 days of receipt of the award. 64 (3) (b) (iii) - A party may apply to tribunal within 60 days of receipt of award to make an additional award as to claims presented in the arbitral proceedings but omitted from the arbitral award. 64 (4) In case of the Tribunal, comprising of three M embers, any ruling on award shall be made by a majority of Members of Tribunal. In the absence of such a major ity, the views of the Presiding Arbitrator shall prevail. 64 (5) where the arbitral award is for the payment of money, no interest shall be payable on whole or any part of the money for any period till the date on which the award is made. 64 (6) The cost of arbitration shall be borne by the respective parties. The cost shall inter-alia include fee of the arbitrator(s), as per the rates fixed by the Railway Board from time to time and the fee shall be borne equally by both the parties. 64 (7): Subject to the provisions of the aforesaid Arbitration and Conciliation Act 1996 and the rules there under and any statutory modifications thereof shall apply to the arbitration proceedings under this clause. Clause 65 to IR's General Conditions Of Contract (GCC)

{Ref : Railway Board's letter no. 2002/CE-I/CT/37, New Delhi, dated 07.09.2011}

Clause 65. Participation Of Joint Venture (JV) Firms In Works Tender-

This Clause shall be applicable for works tenders of value as approved and communicated by Railway Board from time to time.

65.1 Separate identity/name shall be given to the Joint Venture Firm.

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65.2 Number of members in a JV Firm shall not be more than three, if the work involves only one department (say Civil or S&T or electrical or M echanical) and shall not be more than five, if the work involves more than one department.

65.3 A member of JV Firm shall not be permitted to participate either in individual capacity or as a member of another JV Firm in the same tender.

65.4 The tender form shall be purchased and submitted only in the name of the JV Firm and not in the name of any constituent member.

65.5 Normally EM D shall be submitted only in the name of the JV Firm and not in the name of constituent member. However, in exceptional cases EM D in the name of Lead Member can be accepted subject to submission of specific request letter from Lead Member stating the reasons for not submitting EM D in the name of JV Firm and giving written confirmation from JV members to the effect that EMD submitted by the Lead M ember may be deemed as EM D submitted by JV Firm.

65.6 One of the members of the JV Firm shall be its Lead Member who shall have a majority (at least 51%) share of interest in the JV Firm and also, must have satisfactorily completed in the last three previous financial years and the current financial year up to the date of opening of the tender, one similar single work for a minimum value of 35% of advertised tender value. The other members shall have a share of not less than 20% each in case of JV Firms with up to three members and not less than 20% each in case of JV Firms with more than three members. In case of JV Firm with foreign member (s), the Lead Member has to be an Indian Firm with a M inimum share of 51%.

65.7 A copy of M emorandum of Understanding (MOU) executed by the JV members shall be submitted by the JV Firm alongwith the tender. The complete details of the members of the JV Firm, their share and responsibility in the JV Firm etc. particularly with reference to financial, technical and other obligations shall be furnished in the M OU. (The MOU format for this purpose shall be finalized by the Railway in consultation with their Law Branch and shall be enclosed alongwith the tender.)

65.8 Once the tender is submitted, the MOU shall not be modified / altered / terminated during the validity of the tender. In case the tenderer fails to observe/comply with this stipulation, the full Earnest M oney Deposit (EM D) shall be liable to be forfeited.

65.9 Approval for change of constitution of JV Firm shall be at the sole discretion of the Employer (Railways). The constitution of the JV Firm shall not be allowed to be modified after submission of the tender bid by the JV Firm, except when modification becomes inevitable due to succession laws etc. and in any case the minimum eligibility criteria should not get vitiated. However, the Lead M ember shall continue to be the Lead M ember of the JV Firm. Failure to observe this requirement would render the offer invalid.

65.10 Similarly, after the contract is awarded, the constitution of JV Firm shall not be allowed to be altered during the currency of contract except when modification become inevitable due to succession laws etc. and in any case the minimum eligib ility criteria should not get vitiated. Failure to observe this stipulation shall be deemed to be breach of contract with all consequential penal action as per contract conditions.

65.11 On award of contract to a JV Firm, a single Performance Guarantee shall be submitted by the JV Firm as per tender conditions. All the Guarantees like Performance Guarantee, Bank Guarantee for M obilization Advance, M achinery Advance etc. shall be accepted only in the name of the JV Firm and no splitting of guarantees amongst the members of the JV Firm shall be permitted.

65.12 On issue of LOA (Letter Of Acceptance), an agreement among the members of the JV Firm (to whom the work has been awarded) shall be executed and got registered before the Registrar of the Companies under Companies Act or before the Registrar/Sub-Registrar under the Registration Act, 1908. This JV Agreement shall be submitted by the JV Firm to the Railways before signing the contract

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agreement for the work. In case the tenderer fails to observe/comply with this stipulation, the full Earnest M oney Deposit (EMD) shall be forfeited and other penal actions due shall be taken against partners of the JV and the JV. This Joint Venture Agreement shall have, inter-alia, following Clauses:

65.12.1 Joint And Several Liability - M embers of the JV Firm to which the contract is awarded, shall be jointly and severally liable to the Employer (Railways) for execution of the project in accordance with General and Special Conditions of Contract. The JV members shall also be liable jo intly and severally for the loss, damages caused to the Railways during the course of execution of the contract or due to non-execution of the contract or part thereof.

65.12.2 Duration of the Joint Venture Agreement - It shall be valid during the entire currency of the contract including the period of extension, if any and the maintenance period after the work is completed.

65.12.3 Governing Laws- The Joint Venture Agreement shall in all respect be governed by and interpreted in accordance with Indian Laws.

65.13 Authorized M ember - Joint Venture members shall authorize one of the member son behalf of the Joint Venture Firm to deal with the tender, sign the agreement or enter into contract in respect of the said tender, to receive payment, to witness joint measurement of work done, to sign measurement books and similar such action in respect of the said tender/contract. All notices/correspondences with respect to the contract would be sent only to this authorised member of the JV Firm.

65.14 No member of the Joint Venture Firm shall have the right to assign or transfer the interest right or liability in the contract without the written consent of the other member sand that of the employer (Railways) in respect of the said tender/contract.

65.15 Documents to be enclosed by the JV Firm alongwith the tender:

65.15.1 In case one or more of the members of the JV Firm is/are partnership firm (s), following documents shall be submitted:

(a) Notary certified copy of the Partnership Deed, (b) Consent of all the partners to enter into the Joint Venture Agreement on a stamp paper of

appropriate value (in original). (c) Power of Attorney (duly registered as per prevailing law) in favour of one of the partners of the

partnership firm to sign the JV Agreement on behalf of the partner ship firm and create liability against the firm.

65.15.2 In case one or more members is/are Proprietary Firm or HUF, the following documents shall be enclosed: Affidavit on Stamp Paper of appropriate value declaring that his/her Concern is a Proprietary Concern and he/she is sole proprietor of the Concern OR he/she is in position of "KARTA" of Hindu Undivided Family (HUF) and he/she has the authority, power and consent given by other partners to act on behalf of HUF.

65.15.3 In case one or more members is/are limited companies, the following documents shall be submitted:

(a) Notary certified copy of resolutions of the Directors of the Company, permitting the company to enter into a JV agreement, authorizing M D or one of the Directors or M anagers of the Company to sign JV Agreement, such other documents required to be signed on behalf of the Company and enter into liability against the company and/or do any other act on behalf of the company. (b) Copy of Memorandum and Articles of Association of the Company.

(c) Power of Attorney (duly registered as per prevailing law) by the Company authorizing the person to do/act mentioned in the para (a) above.

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65.15.4 All the M embers of JV shall certify that they are not black listed or debarred by Railways or any other Ministry/Department of the Govt. of India/State Govt. from participation in tenders/contract on the date of opening of bids either in their individual capacity as members of the JV or the JV Firm in which they were/are members.

65.16 Credentials & Qualifying Criteria : Technical and financial eligibility of the JV Firm shall be adjudged based on satisfactory fulfillment of the following criteria:

65.16.1 Technical Eligibility Criteria Ca' or 'b' mentioned hereunder) : (a) Either the JV Firm or Lead M ember of the JV Firm must have satisfactorily completed in the last three previous financial years and the current financial year up to the date of opening of the tender, one similar single work for a minimum of 35'10of advertised value of the tender.

OR (b) (i) In case of composite works (e.g. works involving more than one distinct component, such as Civil Engineering works, S&T works, Electrical works, OHE works etc. and in the case of major br idges - substructure, superstructure etc.). for each component, at least 35'10of the value of any of such components individually for single similar nature of work should have been satisfactorily completed by the JV Firm or by any member of the JV Firm in the previous three financial years and the current financial year up to the date of opening of tender. The member satisfy ing technical eligibility criteria for the largest component of the work shall be the Lead M ember and that Member shall have a major ity (at least 51'10) share of interest in the JV Firm.

(ii) In such cases, what constitutes a component in a composite work shall be clearly pre-defined with estimated tender cost of it, as part of the tender documents without any ambiguity. Any work or set of works shall be considered to be a separate component, only when cost of the component is more than Rs.2 crore each.

(iii) However, as long as the JV Firm or any member of the JV Firm meets with the requirements, in one or more components of the work, and has completed a minimum of 35'10 of the advertised value of the tender for the same value of the component, and resultantly, all the members of the JV collectively, then meet the prescribed technical eligib ility criteria, the JV shall stand technically qualified.

Note: Value of a completed work done by a M ember in an earlier JV Firm shall be reckoned only to the extent of the concerned member's share in that JV Firm for the purpose of satisfying his/her compliance to the above mentioned technical eligibility criteria in the tender under consideration.

65.16.2 Financial Eligibility Criteria: The contractual payments received by the JV Firm or the arithmetic sum of contractual payments received by all the members of JV Firm in the previous three financial years and the current financial year up to the date of opening of tender shall be at least 150'10 of the estimated value of the work as mentioned in the tender.

Note: Contractual payment received by a Member in an earlier JV Firm shall be reckoned only to the extent of the concerned member's share in that JV Firm for the purpose of satisfy ing compliance of the above mentioned f inancial eligibility criteria in tender under consideration.

Price Variation Clause:

49. Price Variation Clause: The amount payable on account of Price variat ion shall be sett led every quarter as per the following method:- (i) The amount paid during a quarter shall be divided as under: - � X % Labour - To be fixed by Railways � Y % Material - DO- � Z % Fixed Component (this implies the cost of machines and fixed installat ions) – DO- (ii) No price variat ion shall be payable on the fixed component of the cost, if any.

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(iii) For calculat ion of PV on account of Labour, the Consumer Price Index Numbers for industrial workers (Base 2001 = 100) published as Sh.35 in RBI Bullet ins shall be used. The base shall be taken as the index no. (All India Average) as on date of opening of tender. For a part icular quarter, the average index for that quarter shall be worked out and variation with reference to the base index no. shall be taken into account for calculat ion purpose. (iv) For material portion, Statement 39 o f RBI Bulletin (All India Average) shall be used. The calculation o f Pri ce Variation payable illustrated as under. (v) Illustration:-

Amount paid in the first quarter = Rs 10,00,000/- (say) Price Index for Labour as on date of opening (Lo) = 450

Price Index for material as on date of opening (Mo) = 160

Avg. Price index for Labour during Ist quarter (L1) = (452 + 456 + 455) / 3 = 454.3, where 452, 456 and 455 are the indices for the three months in the quarter under consideration. Avg. Price index for material during Ist quarter (M1) = (165 + 164 + 168) / 3 = 165.7, where 165,164 and 168 are the indices for the three months in the quarter under consideration.

Bifurcation of amount paid is as under: -( assuming X=55 and Y=45) Labour (W) Rs. 5,50,000/- Material (M) Rs. 3,00,000/- Fixed Rs. 1,50,000/- PV for Labour = (L1 – Lo) x W/Lo= (454.3 - 450) x 5, 50,000 /450 = Rs 5,255/-

PV for material = (M1 – Mo) x M / Mo i.e (165.7 - 160) x 3,00,000 /160 = Rs 10,687/-

No Price Variation will be payable on Rs. 1,50,000/- (i .e. the fixed component)

The contract will be valid for a period of 3 years with a provision for annual price variation as explained in Price Variation clause.

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12.0 Eligibility Criteria for Finalizing Tenders

(Ref.: Railway Board’s L.no.2007/CE.I/CT/18 Pt.XII dt.31.12.10) As per extent instructions of Railway Board, issued vide letter no. 2008/ CE-I/ CT/ Con/ 7 (PCE/GM ) dated 15.12.08, the eligibility criteria prescribed by Sudhir Chandra Committee would apply only to tender of tenders of value more than Rs. 20 lakh. Since the limit was fixed in the year 2008 and considering the need to increase this limit, Board have now decided that this limit be enhanced to Rs. 50 lakh. Other conditions given in the letters referred above shall, however, remain same. 12.1 Recommendations of Sudhir Chandra Committee:

Recommendations of Sudhir Chandra Commiittee approved by Railway board vide letter No. 94/CE-I/CT/4 dated 22.10.2001 & 27.10.2002 may please be referred before tender processing.

12.2 Stipulation of minimum eligibility criteria fo r open tenders costing above Rs. 50 lakhs.

1. Should have completed from start to finish, in the last three financial years( i.e. current year and three previous financial years):

At least one similar single work , for a minimum value of 35% of Advert ised Tender Value of Work.

2. Total contract amount received during the last three years as per current ITCC:

Should be a minimum of 150% of Advert ised Tender Value of Work.

Note: (A) However, the above eligibility criteria may be modified on case to case basis in respect of urgent Project/Works and specialised nature of work with concurrence of FA&CAO and personal approval of General M anager.

Note- The single similar work completed will be considered as under, (1) Total value of similar nature of works completed during the qualify ing period, and not the payment

received within qualifying period alone will be considered. In case final b ill of similar nature of work has not been passed, paid amount including statutory deductions is to be considered if final measurements have not been recorded OR if final measurements have been recorded and work has been completed with negative variation. However, if final measurements have been recorded and work has been completed with positive variation but variation has not been sanctioned, original contractual value of work will be considered for judging eligibility .

(2) In the case of composite works involving combination of different works, even separate PORTION OF SIMILAR WORK completed works of required value i. e 35% of total tender value will be considered while evaluating the eligibility criteria.

(B) The following documents should be specified for submission along with tender. o List of Personnel, Organisation available on hand and proposed to be engaged for the subject

work. o List of Plant and M achinery available on hand (own) and proposed to be inducted (own and

hired to be given separately) for the subject work. o List of Works completed in the last three financial years giving description of work,

organization for whom executed, approximate value of contract at the time of award, date of award and date of scheduled completion of work. Date of actual start, actual completion and

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final value of contract should also be given. o List of works on hand indicating description of work, contract value, approximate value of

balance work yet to be done and date of award. Note: 1. In case of items (c) and (d) above, supportive documents/ certificates from the

organizations with whom they worked/are working should be enclosed. 2. Certificates from private indiv iduals for whom such works are executed/ being executed

should not be accepted.

13.0 Tender Committee (Ref: Engineering Code, Re-Print 1999, Para 1255)

Tender Committee is to be formed for evaluating the offers. The level of TC and number of members in it, depend on the value of the work. For works tenders of value upto Rs.20 lakh, the tender committee shall hereafter be constituted with only two members out of which, one should essentially be from the Accounts Deptt. and the other from the concerned Executive Deptt. However, the existing practice of three member Tender Committee will continue to be applicable for tenders of value more than Rs. 20 lakh each. Tender Committee should evaluate the documents/credentials submitted by the tenderer and assess the eligibility . Tender Committee/Tender Calling authority should not enter into correspondence with the tenderer after the tender is opened. However, originals of certificates, documents, testimonials etc., already submitted by the tenderer along with his/her tender may be called for and their genuineness verif ied by checking the originals or by verification from the concerned departments, if needed. Any paper submitted by the tenderer after opening of the tender, should not be given any cognizance.

The TC will record the minutes and their recommendations. Recommendations will normally be accepted by the Tender Accepting Authority (TAA). After acceptance, letter of acceptance (LOA) is issued to the contractor.

13.1 Constitution of Tender Committee is tabulated as under

Constitution of tender committee Value

Executive Accounts Other deptt.

Accepting Authority

Upto Rs. 10 lakhs Sr.Scale Jr.Scale ----- JAG/SG

Above Rs.10 lakhs and upto 50 lakhs Sr.Scale Jr.Scale Sr.Scale JAG/SG

Above Rs.50 lakhs and upto Rs.2 Crore

Sr.Scale Sr.Scale Sr.Scale JAG/SG

Above Rs.2 Crore and upto 5 Crore JAG/SG JAG/SG JAG/SG SAG/ADRM

Above Rs. 5 Crore and upto 8 Crores JAG/SG JAG/SG SG SAG/DRM Note: Level of TC committee shall be followed as per SOPGEN, circulated by Zonal Railway’s. 13.2 Acceptance of Tender • Tender is accepted for and on behalf of the President of India by an Authority competent to

do so. This is stipulated in the schedule of powers. • Tender Accepting Authority accepts the tender on the basis of proceedings on the TC. • The level of TAA should be at the least one rank above the members of TC. • In case of single tender, committee will be one stage higher as mentioned above.

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13.3 Important tips for Tender Committee (RB letter No. 2004/C-1/CVC1/18/ dt 12.01.06)

� TC members should give an undertaking at the appropriate time, that none of them has any personal interest in the companies / agencies participating in tender process and that any member having interest in any company should be refrained from participating in TC.

(RB letter No 94/C-1/CT/4(Pt ii) dt19.11.05)

� Financial capacity, capability and past performance of tenderer / contractor should be investigated / examined in detail by TC before recommending for awarding a contract duly considering existing work load with the tenderer (s).

� Tender committee to be constituted as per SOP.

� All the members are collectively responsible for given recommendations.

� Eligibility criteria of tenderers have to be examined in detail.

� The Tender committee minutes should be self contained and self explanatory .

� Rate reasonability of individual item to be examined.

� TCM to be finalised within validity of tender.

� No TC member to be related with any of the tenderer.

� Each page of TCM to be signed with date.

� TC to verify that:

• MIC (if applicable) approval exists

• Similar work definition as approved by PHOD was included in NIT

• There was clear 30 days gap between NIT and TOD

• Escalation to be based on relevant and established index

• Don’t sign TCM in haste

• Get the TDs downloaded from INTERNET verified

• Invitation of tender was approved by CA

• Tender conditions are latest

• Offer has been signed by authorised representative

• Members to check nominations.

• TC to meet on pre-fixed date & venue and decision be recorded.

• Check and ensure that:

• Work is appearing in current PB/LB/MLB

• DE is valid (< 5 yrs)

• L1 value not exceeding sanction limit

• Funds are available.

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• Credentials have been verified

• Each offer has been gone through

• Tender file contains all referred LARs/letters, published NIT with date

• Tender was posted on Internet

• EMD of correct amount and in valid form.

• FDRs have been discharged.

• Special conditions have been evaluated financially

• No banned LARs taken into account

• Avg of 3-4 current LARs taken for comparison

• ABC analysis of rates (Overall rate reasonability not adequate)

• Delay in tender finalisation to be explained

• Rate analysis to be critically seen and signed by JAG

• Offers from 2-3 firms controlled by same person

• Declaration from L1 before negotiation

• Critical evaluation of NS items

• Segregation of major groups of Tender schedule

Consideration of tender

� In case Tenderer does not quote above/below %, above will be considered.

� If quoted rate in words and figures are not tallying , then tender will be re jected

(CVO (E)/GRC’s letter no GM/V/system improvement/45 dt 29.11.02) 13.4 Role of tender committee members The TC essentially consists of:-

• A technical member, who is normally known as Convenor. • Finance Member – A member from Associate Finance • Third M ember – From any other technical department.

Role of TC member (Convener):

He has normally full knowledge of work to be executed, all special features, site conditions, specifications of the work, credential of the tenderers, time frame, urgency etc. Market survey for rate analysis and implication of special conditions, if any, are also to be evaluated by him. He must fully brief the TC.

Role of TC Member (Finance):

He must ensure that all tenderers have fulfilled the prerequisite conditions, i.e. • Tenders are in properly issued form. • Tenders are signed by authorized persons.

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• All tenders are correctly filled and if there are corrections and overwriting then they have been initialed by tender opening officials.

• Tender have been opened correctly. • Earnest money is requisite and in acceptable form. • All valid tender offers are serially p laced and put up in a comparative statement along with

a briefing note, duly vetted. • All special conditions have been mentioned and those having financial implications are

evaluated. • The arithmetical accuracy of the offer. • A proper rate analysis has been prepared and placed on record by the Convenor. • The funds position and if work is sanctioned or not. • The partnership deed and any legal issue involved is examined. • All special conditions having f inancial repercussions have been examined. • Consistent approach is taken in dealing with tender for all similar cases, as he is a common

member for all tenders. Role of third member He must ensure that – • Rules are followed in general. • Reasonableness of rates has been properly examined. • A uniform and consistent approach has been adopted in dealing with the tender. In cases of difference of opinion between members of TC he gives his defin ite opinion.

Responsibility of TC as a whole:

• It is the collective responsibility of the TC to give a definite recommendation with full facts and reason br inging out all the known facts, background and valid apprehensions, which have formed the basis for its recommendation.

• It must also clearly specify the authority competent to consider recommendations of the TC.

Para 1215 of engineering code (1999) – No work or supply should ordinarily be entrusted for execution to a contractor whose capability and financial status has not been investigator and found satisfactory. Para 617 of Indian Railway finance code, Volume-I (Reprint – 1998) : Provides that “ in the case of open tenders, if the lowest tenderer is not on the approved list of contractors kept by the Railways, but his tender is otherwise satisfactory, he should be asked to produce evidence of his capacity to carry out the proposed work for supply efficiently and of a sound financial capacity. If he is unable to produce this evidence, and it is proposed to pass over his tender and consider the next higher one, the fact of the lowest tenderer having failed to produce necessary evidence of his capacity and sound financial position should invariably be placed on record.” It is once again reiterated that the financial capacity, capability and past performance of the tenderer / contractor should be investigated / examine in details by the tender Committee before recommending him/ her for awarding a contract duly considering the existing work load with the tenderer(s). (Railway board letter no. 94/CE.ICT/4(Part II) dated 19.11.2013 from EDCE(G), Railway Board)

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Role of tender accepting authority:

TAA is finally and ultimately responsible for the acceptance, although the TC is also responsible for its recommendation. Therefore, TAA, while considering the TC proceedings, should examine - • Work is essentially required and is covered by sanction and funds are available. • In case of Open Tender, full opportunity has been given to all the tenderers. This includes

sufficient notice for the tender. • That response has been adequate, i.e. the number of tenders sold vis-à-vis number of offers

received. In case of poor response, this aspect should be specially examined. • Reasonableness of offers has been properly examined by the TC.

13.5 Reasonability of offers:

Reasonableness of rates should be based on -

• A current market survey with a proper rate analysis of at least those items, which constitute above 75-80% of the total cost, i.e. by an ABC analysis.

• The rate analysis is prepared by the Convenor but TAA must examine whether the analysis is based on data / survey from the market.

• Comparison of last accepted rate for items, which are similar and comparable. All such rates may be brought out and not only those which are favorable.

• If a lower offer is being overlooked, sufficient reasons have to be given for doing so. • If some adverse factors are cited for justifying higher rates, they must be explained

adequately to justify the action. • If high rates are justified on the basis of urgency, the fact should be available on record. • Rates reasonableness on the basis of quotations is debatable. 13.6 Considerations of TC recommendations by TAA • The first step is to examine all the basic facts about the tender. • Whether the recommendation of TC is unanimous or otherwise. • Even in case of unanimous recommendation, all the aspects about reasonableness of the

rate must be examined. Any deficiency noticed may be referred to TC. • TAA can not function as a rubber stamp and must apply his/ her mind independently and

such appreciation should be visible. The acceptance or otherwise must be recorded on the body of TC proceeding itself.

• In case of non-unanimous recommendations, if TAA wants to accept either single or majority recommendation, it should record detailed reasons for doing so.

• TC recommendations should normally be accepted, but in case TAA rejects/ modifies the same, grounds should be given for the same.

• It is not correct to obtain additional details from a third person but if such details are considered necessary, TC should be asked to obtain them and put up to TAA after proper examination of the same by TC.

• TAA should take the decision in a reasonable period of time. Unavoidable delays should be explained.

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14.0 Negotiation:

• Negotiation should be an exception rather than rule. • Negotiation is normally conducted is case of –

(i) High rates (ii) Some unacceptable conditions (iii)No benefit likely to accrue if tender is cancelled and re- invited

• According to the latest instructions, negotiation must be held with technically suitable L-1 only.

• Contractor may be asked to furnish rate analysis to assess as to how much could be reduced.

• If L-1 party backs out during negotiations, there should be retendering. L-1 should be defined as the lowest, valid, eligible and technically acceptable tenderer who would have been otherwise considered for award of contract directly, if the rates were not unreasonably high.

• Negotiations with L1 as well as the lowest PSU (offer within 10% of L1) to be conducted and after negotiations, if the difference between the PSU and L1 is more than 10% the offer of PSU need not be considered.

Negotiation with L-1 tenderer

1. There should normally be no negotiations strictly be an exception rather than rule and only where rates received are unjustifiably higher and also in situation of cartel formation with unreasonable rates.

2. Negotiations, wherever held, should only be with the L-1 tenderer as explained in Board’s letter of even no. dated 01.03.2000.

3. There shall be no compromise to transparency, equity or fair treatment in acceptance of tenders. Prescribed time frame of settling tenders is to be strictly adhered to.

(Rly. Bds letter no. 99/RS(G)/779/2 dated 15.10.2007 RBS No. 15/2007)

• The negotiation should be with technically acceptable L1 and to be resorted in following exceptional cases:-

• Where the lowest tender is considered to be unreasonably high, and it is felt that re-tendering would not secure better advantage to the Railway and / or

• Where lowest tender is not acceptable due to any reason and next higher offer is found to be unreasonably high

Tender to be discharged if negotiations fail

(RB Letter no 2008/CEI/CT/1 DATED 12/09/08)

� A tenderer during negotiations is required to give a declaration that in event of failure of negotiation, h is original offer shall remain open for acceptance and not allowed to increase rates of any of items.

� Board has modified existing form of declaration.

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15.0 Counter Offer • Sometimes, counter offer may be given to the contractor on the reduced rate or without

accepting some conditions.

• Contract can be awarded only after contractor’s acceptance of counter offer

(RB Letter NO. 94/CEI/CT/4 DT 17.10.2000)

� In cases where the overall value of L1 is not unreasonably high but rates of certain items or total value for a schedule happen to be higher than those quoted by other tenderers or higher than LARs, method of counter offer may be adopted

It is substitute/in lieu of negotiation

16.0 Letter of Acceptance (LOA) (GCC2010 Part- I, Para 8)

The LOA will be issued to the contractor to undertake the work duly specify ing the date and the amount of Security Deposit to be remitted within the specified time limit as per Para 1256 of Engineering Code. A duly authorized representative at the office shall so appear and execute the contract documents within 7 days after notice that the contract has been awarded to him. Failure to do so shall constitute a breach of the agreement affected by the acceptance of the tender in which case the full value of the earnest money accompanying the tender shall stand forfeited without prejudice to any other rights or remedies. 16.1 Signing of Agreement & Submission of PG

� Tenderer shall have to submit a PG within 30 days from date of issue of LOA. � Extension of time beyond 30 days and up to 60 days from issue of LOA may be given

by CA signing authority with a penal interest of 15% per annum for the delay beyond 30 days after issue of LOA.

� In case of the contractor fails to submit PG even after 60 days, the contract shall be terminated forfeiting EM D.

� The failed contractor shall be debarred from participating in “re–tender for that work”. (Rly. Bd. Letter No. 2007/CE. I/CT/18 Pt. XII Dated 31.12.2010) � Contract agreement be signed within 15 days (old) after LOA. (GCC 2010, Annexure I, Second Sheet , Item No.6(c))

17.0 Execution of Work:

17.1 Important points to be observed while executing the work. • Execution of work starts with handing over of the site to the contractor under clear

signature in the site order book. • Record the observation in case of obstruction, which is not likely to affect the work at the

initial stage. • Hand over the site as per tender condition to avoid preferring of claim for compensation by

the contractor for idling of labour and other resources. 17.2 Communication with the contractor • Communication should be at an appropriate level. • It should only be in writing.

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• Best way to communicate it through the observation in the site order book ( it is very important and useful in case of arbitration).

• Do not delegate to lower official to do any correspondence with the contractor. • Do not leave any of the contractor’s letter unanswered. There should be no ambiguity in

reply. It should be in clear terms.

17.3 Progress of works • Supply all necessary drawings and designs in time. • Give your decision on technical matters only • Draw an agreed programme for the execution of the work in the form of CPM/ PERT chart. • Record your periodical views on the progress of the work. • Give timely notices for the poor progress.

17.4 Supervision of Work

• In most of the cases, field supervisors are site Engineers. • Works are seen suffering from lack of supervision. • Establish a well def ined chain of command for the supervision. • Supervisory team should not be disturbed except in rare circumstances. • At the time of transfer of the supervisor, they should be asked to give a detailed handing

over notes.

17.5 Special conditions • All the special conditions discussed in the TC should be clear ly brought out in the

agreement. • Watch should be kept on the financial implications of various special conditions. Finance

generally keep close scrutiny of all special conditions. • Watch should be kept on variations.

17.6 Test check • Schedules of test checks should be prescribed. • Prescribed test checks are must before the bill is passed. • Test checks means physical verification of dimensions, quantity and quality of work. • Items checked must be specified in the Measurement Book (MB).

17.7 Selectivity in execution • Do not be selective in execution. • While changing the items, please ensure that you are not inadvertently helping the

contractor. • Do not give instant decisions for changing the items, the proposal should be examined

financially. • Changes in the scope of work is not desirable. • In case if it is unavoidable, follow the provision in Para 1265 and 1268 of Engineering

Code. • This must be processed before the physical execution of the such items.

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18.0 Measurements and Bills

• All payments are made on the basis of measurements made in the M . Book (M B). Measurements must be recorded directly in the M Bs by authorized officials.

• Prescribed checks on measurements should be carr ied out by senior off icers in M Bs and in Bills.

• Payment at full rate should not be made until the item has been completed to the required specifications.

• Measurements should be taken from time to time at the discretion of Engineer. • Contractor to witness measurements and sign the records. • Measurements taken in the absence of contractor are binding on him if he fails to attend

after receiv ing communication. • Objections of Contractor on measurements - Any re-measurements taken by Engineer in

the presence of contractor are final and binding and no claim on this will be entertained. 18.1 Maintenance of measurement books

• Pages should be machine numbered • Register to be maintained showing

i) S. No of each book ii) Name & designation of person to whom issued iii) Date-of issue iv) Date of return.

• M easurement books should be preserved for 10 years. • No page should be torn nor should any entry be erased or effaced so as to be illegible. • If a mistake be made, it should be corrected by crossing out the incorrect words or

figures and rewriting the correct words or figures and the corrections should be initialed.

• M easurements must be made directly at site of work. Copying of entries from rough note book is strictly forbidden.( E 1322)

• Entries should be made in ink, if possible. When not possible, it should be recorded with indelible ink or special copying pencil so as to render it diff icult to tamper with or make unauthorized additions or alterations in entries once made. Pencil entries should not be inked over but left untouched.(E 1323)

• Entries should be made continuously. No place should be left blank. Where any measurements are cancelled, the cancellation should be supported by the initials of the officer ordering the cancellation or by reference to his orders. However the reasons for the cancellation should be recorded.(E 1324)

• All quantities should be clearly traceable into the documents on which payments are made and a reference to the voucher should be made in the M .Book.(E1326)

• Power to record measurements are given under para 1315E.

18.2 Bills and Payments • Payments for all work done by contractor should be made on the basis of measurements

recorded in M easurement Books. • There should be no delay in taking measurements and preparation of bills after the

measurements are taken. • Petty bills should be used for making payments to contractors when a single payment is

made for a job or contract on its completion.

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• The running or on account bill form is used in contract works only and where payment is made in installments.

• Final bill form should be used for making f inal payments. • Before forwarding a contactor’s bill to the Accounts Office, the Executive Engineer should

satisfy himself as to the correctness of the quantities billed, the rates and all recoveries. • All particulars / columns in the bill form should be filled up. Quantities since last

certificate, quantities up to-date, units, rate, amount, total value for the bill, total value of work done so far etc. are filled up.

• Technical Check of Bills to be done in the Drawing off ice under the supervision of Executive Engineer.

• Contractor's accounts to be closed without any delay on completion of work. If contractor delays to receive final payment for more than one month, final bill to be passed and kept under deposit.

• Final M easurements to be recorded with in 21 days of completion of work. 18.2.1 Liquidated Damages (Clause 19.2) • The time for the execution of the work or part of the works specified in the contract

documents shall be deemed to be the essence of the contract. • If the contractor fails to complete the works within the time as specified in the contract for

the reasons other than the reasons specified in clause 17 and 17-A of GCC, the Railway may, if satisfied that the works can be completed by the contractor within a reasonable short time thereafter, allow the contractors further extension of time as the Engineer may decide.

• On such extension the Railway will be entitled without prejudice to any other right and remedy available on that behalf, to recover from the contractor as agreed damages and not by way of penalty a sum equivalent to ½ of 1% of the contract value of the works for each week or part of the week.

The total amount of liquidated damages under this condition, shall not exceed the under noted percentage value or of the total value of the item or groups of items of work for which a separate distinct completion period is specified in the contract.

For contract value up to Rs.2 lakhs : 10% of the total value of the contract.

For contracts valued above Rs. 2 lakhs: 10% of the first Rs. 2 lakhs and the 5% of the balance.

19.0 Labour Laws:

Enforcement of Contract Labour (R&A) Act, 1970 & Rules, 1971 framed there under- Engagement of workers through Contractors by the Ministries and Departments of Central Government.

(Railway Board’s Letter No. 2013/E(LL)/80/CNR/8 dated 26.02.2013.)

It has been noticed in the recent past that a large number of workers are being engaged on contract by various central Government Ministries and Departments. Parliament Questions have been received in this regard apart from various complaints relating to non-compliance of various provisions of law. These include wages and social security benefits flowing out of various legislations.

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Similar ly in cases where the workmen employed by the contractor perform the same or similar kind of work as the workmen directly employed by the principal employer of the establishment, the wage rates, holidays, hours of work and other conditions of service of the workmen, of the contractor shall be the same as applicable to the workmen directly employed by the principal employer of the establishment on the same or similar kind of work. You may be aware that Government has enacted the Contract labour (Regulation and Abolition Act- 1970) and central rules made there under which provide regulation of contract labour in the establishments. The Act also provides for prohibition of employment of contract labour where a notification is issued under Section 10. So far, 82 Notifications have been issued. This Act casts obligation on employing departments to register their establishments under the Act before the authority notified by the Central Government, the contractors have also to obtain license before engagement of contract labour in the establishments. The Act & Rules provide for certain facilities to be provided to the contract workers engaged in the establishments and also to maintain registers and records, to issue wages slips and employment cards to the contract workers by the employing department and contractor. The Act also provides for penal action against the defaulters. The relevant Sections are as under: Section 23. Contravention of provisions regarding employment of contract labour.-Whoever contravenes any provision of this Act or of any rules made there under prohibiting, restricting or regulating the employment of contract labour, or contravenes any condition of a license granted under this Act, shall be punishable with imprisonment for a term which may extend to 03 months, or with fine which may extend to Rs. 1000/-, or with both, and in the case of continuing contravention with an additional fine which may extend to Rs. 100/- for every day during which such contravention continues after conviction for the first such contravention. Provide penalty for Contravention of provisions regarding employment of contract labour shall be punishable with imprisonment for a term which may extend to 03 months, or with fine which may extend to Rs. 1000/- or with both and in the case of a continuing contravention with an additional fine which may extend to Rs. 100/- for every day during which such contravention continues after conviction for the first such contravention. Section 24. Other offences.- If any person contravenes any of the provisions of this Act or any rules made there under for which no other penalty is elsewhere provided, he shall be punishable with imprisonment for a term which may extend to 03 months, or with fine which may extend to Rs. 1000/- or with both. Provide penalty for contravention of other offences shall be punishable with imprisonment for a term which may extend to 03 months, or with fine which may extend to Rs. 1000/- or with both. It is also noticed that some establishments are engaging contract workers in the employments which have been prohibited under section 10 of the Contract Labour (Regulation and Abolition) Act 1970. Some principal employers and contractors are violating the provisions of Act & Rules. In view of above; the employing departments are hereby notified to ensure the compliance of the provisions of the Act & Rules in all establishments including PSU's under them.

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19.1 Minimum Wages Act:

The Contractor shall be responsible to ensure compliance with the provision of the M inimum Wages act, 1948 and the Rules made there under in respect of any employee directly or through petty Contractors or sub Contractors employed by him. 19.2 Provisions of payments of Wages Act:

The Contractor shall comply with the provisions of the Payment of Wages Act, 1936 and the rules made there under in respect of all employees directly or through petty contractors or sub-contractors employed by him in the works. (GCC 2010, Labour , Item No 55) 19.3 Provisions of Contract labour (Regulation and Abolition) Act, 1970 - (1)

The Contractor shall comply with the provision of the contract labour (Regulation and Abolition) Act, 1970 and the Contract labour (Regulation and Abolition) Central Rules 1971 as modified from time to time. (GCC 2010, Labour , Item No 55A(1)) � Contract Labour (Regulation and Abolition) Act, 1970. � Provision of Workmen Compensation Act � Child labour: Non-employment of Labours below the age of 15.

19.4 Checking of Records for Payment Amounts passed for payment duly indicating deductions towards Security Deposit, IT, Cess, Sales Tax etc should be made in the bill and should be submitted to Accounts Office with voucher no. and date along with relevant enclosures for arranging payment. Following should be checked. • Whether the bill is in the prescribed format. • Top sheet accompanying the bill is checked. • In case of final bill, whether no claims certificate from the contractor and no dues

certificate from the executive are enclosed. • Whether any accounts or audit paras are pending against the agreement is verified. • That there are no delays in making measurements or in preparing bills after the

measurements are made. • The rates are verified with those given in the agreement. • The currency of the contract. • Validity of Bank Guarantee is verified. • Quantities in the bill are checked with those in the M . Book. • Whether all relevant enclosures have been submitted along with the bill. • Whether payment is arranged as per the payment clause given in the agreement. • Whether recoveries have been correctly made according to the rules on account of

materials issued • Whether quantities executed are according to the sanctioned plans and estimates. • The variation statement and vitiation statements are verified. • That the methods of measurement are correct. • Whether the work has been satisfactorily completed for Which payments are arranged. • Whether technical check has been done by drawing office under the supervision of EE • Whether test check has been done. • Whether the bills are signed by the executive off icer as well as the contractor.

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• Whether the funds availability has been certified and has been allocated to proper heads of accounts.

• Whether all deductions have been made and the bill is arithmetically accurate. • Whether penalties, if any, to be recovered from the bill have been made. • Once the bill is checked, the bill is passed for payment.

19.5 Model Time Table for passing of bills: • On account bills : 7 days after measurement. • Final bill : Within 61 days of completion of work.

19.6 Details to be filled in MB (Illustration)

nth on account bill 1. Name of work : 2. Name of contractor : 3. Situation of work : 4. Contract agreement no. and date : 5. Date of commencement : 6. Date of completion : 7. Total working period : 8. Total value of work : 9. Date of measurement : 10. Period of bill : 11. Last reference : Page no……to …of M B no…..

Measurement of on account bill

A typical example of an on account bill is as under: NS-1 : Provision of ……………………………………….. Qty. executed – 03 nos (person) per month @ Rs…….p.m. Since work done - 02 months ( unit) Total work done - 14 months Prepaid (Ref. M B page no…) – 12 months Now to pay - 02 months @ Rs. 2100/- x 2 - Rs.4200/- Total absents during the month - Nil Total penalties during the month - Nil Gross amount Rs…………………….. Deductions

1. Income tax @ 2% : 2. Surcharge on IT @12% : 3. E.Cess on IT @ 3% : 4. Conservancy cess @ 128/- p.m. ( upto 10 persons) Total deductions ---------- Net payable ----------

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19.7 Certificates on Bill/MB

Certificate of Supervisor

• Certified that the payment made through this bill is actually for the work done by the contractor during the period from……………to……………….

• Certified that the work has been carried out as per items, terms and conditions of the contract agreement.

• Certified that no plants and machinery hired by the contractor. • 100 % measurement check has been exercised by me. • The penalties of Rs. ………/- as calculated on page no. ……….. to ………… of MB no.

…….. has been deducted for the absents during the period from ……….. to…………. Signature of Supervisor

Certificate of Contractor • Certified that the labour engaged by us have been paid minimum wages as per prescribed by

Labour Commissioner and also mandatory commencement in ESI/PF. • Certified that the measurements as recorded at page no. …..to ………..R of the measurement

book no. ………… for the period ………. to …………. are correct and accepted without any protest.

• The bills are correct and accepted without any protest by us and have no claim against any item of C.A. No. ……………………………………. dated …….

Signature of the Contractor

Certificate of Officer In charge • Certified for Gross amount Rs. ……………. (Rupees ……………….. only). • Certified for Net payable amount Rs. …………… (Rupees…………………… only). • Certified that the payment made through this bill is actually for the work done by the

contractor from …………….. to ………………. • Certified that no plants and machinery hired by the contractor. • Certified that the work has been carried out as per items, terms and conditions of the contract

agreement. • Certified that the measurements have been recorded by Shri ……….., JE/SSE on M easurement

Book page no. …………… to …………… R. • Certified that the 20% test check has been carr ied out and found correct. • Certified that there is no any audit/account/vigilance para is pending against the Contract

Agreement. • Funds are available for the year …………….

Gross amount of the Bill Rs. ………… Total deductions Rs. .………… Net Payable amount Rs. …………. (Rupees……………………………… only) Signature of officer in charge

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20.0 Payment of bills

• Payment of bills in time is mandatory in terms of Para 1484 of Engineering Code. • Income Tax at the specified rates of government, Cess and Surcharge on Income Tax at the

rates applicable from time to time will be recovered from the contractor’s bill. • Delay in payment of final bills is one of the root cause for arbitration. • If final bill is not passed in time, the following problems can occur –

(a) M aterial outstanding with the contractor can not be taken back. (b) Provision of the maintenance clause can not be invoked. (c) Over payment can not be detected. (d) Quality can not be ascertained.

Running bill payment • Running bill should be paid promptly. • All the recovery must be made regularly. • No recoveries should be kept pending. • Be careful while making the lump sum payment. Payment made in such ways should

always be less than the work actually done. 20.1 Variation in Quantities of Items of Contracts – Limits & Rates (Ref: Railway Board’s letter no. 2007/ CE-I / CT / 18 dated 28.09.2007)

There is general experience that significant effort & time are involved in negotiating the rates with the contractor where quantities of certain items in the agreement are required to be operated beyond 125% of the tendered quantity. For such items after examining pros and cons of the issue, Railway Board has decided that Para 9( ii) of Board’s letter no. 2007/ CE-I / CT / 18 dated 28.09.2007 be modified as under:

I. In case an increase in quantity of an individual item by more than 25% of the agreement quantity is considered unavoidable, the same shall be got executed by floating a fresh tender. If floating a fresh tender for operating that item is considered not practicable, quantity of that item may be operated in excess of 125% of the agreement quantity subject to the following conditions:

a. Operation of an item by more than 125% of the agreement quantity needs the approval of an officer of the rank not less than S.A. Grade.

i) Quantities operated in excess of 125% but upto 140% of the agreement quantity of the concerned item, shall be paid at 98% of the rate awarded for that item in that particular tender.

ii) Quantities operated in excess of 140% but upto 150% of the agreement quantity of the concerned item, shall be paid at 96% of the rate awarded for that item in that particular tender.

iii) Variation in quantities of individual items beyond 150% will be prohibited and would be permitted only in exceptional unavoidable circumstances with the concurrence of associate finance and shall be paid at 96% of the rate awarded for that item in that particular tender.

b. The Variation in quantities as per the above formula will apply only to the individual items to the contract and not on the overall contract value.

c. Execution of quantities beyond 150% of the overall agreemental value should not be permitted and, if found necessary, should be only through fresh tenders or by negotiating with existing contractor, with prior personal concurrence of FA&CAO/ FA&CAO(C) and approval of General M anager.

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II. In case where decrease is involved during execution of contract:

a. The contract signing authority can decrease the items upto 25% of individual item without finance concurrence.

b. For decrease beyond 25% for individual items or 25% of contract agreement value the approval of an officer not less than rank of S.A. Grade may be taken, after obtaining “ No Claim Certificate” from the contractor and with finance concurrence, giv ing detailed reasons for each such decrease in the quantities.

c. It should be certified that the work proposed to be reduced will not be required in the same work.

III. The aspect of invitation of tender with respect to variation in quantities should be checked and avoided. In case of vitiation of the tender (both for increase as well as decrease of value of contract agreement), sanction of the competent authority as per single tender should be obtained. 20.2 Control on high and low rated items • There should be no positive variations in the abnormally high rated items. • There should be no downward variations in the abnormally low rated items. • Do not fall prey to the tendency of contractors to avoid the loosing items and vice-versa.

21.0 Time extension

It should be given as per tender condition and provision made in the Engineering Code. 22.0 Completion report

After completion of the contract, the depots have to submit completion reports as to –

• Whether the work has been satisfactorily completed by the contractor within the stipulated time frame.

• Certificate that no recoveries are outstanding against the contractor. • Certificate that Railways has suffered no loss due to late completion of work.

Certificate of completion of works. Amendment to clause 48(1) of the General Conditions of contracts: (Ref.: Railway Board Letter No.2010/CE-I/CT/11 dt.11.05.2010) “As soon as in the opinion of the Engineer, the work has been completed and has satisfactorily passed any final test or tests that may be prescribed, the Engineer shall issue a certificate of completion duly indicating the date of completion in respect of the work and the period of maintenance of the work shall commence from the date of completion mentioned in such certificate. The Engineer may also issue such a certificate indicating date of completion with respect to any part of the work (before the completion of the whole of work), which has been both completed to the satisfaction of the Engineer and occupied or used by the Railways. When any such certificate is given in respect of part of a work, such part shall be considered as completed and the period of maintenance of such part shall commence from the date of completion mentioned in the completion certificate issued for that part of the work.”

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23.0 Arbitration and Termination: Following are some of the tips to avoid disputes with contractors leading to arbitration:- • Do not start the work without signing the agreement • Do not leave any written correspondence/ query from the contractor unanswered. It should

be replied within a reasonable time in clear terms. • Do not delay the handing over of the site beyond the stipulated period for undertaking the

work after signing the agreement. • Do not give any oral consent for doing the work which may be beyond the scope of work. • Go through LOA completely before signing. A copy of it is to be kept in your personal file

as some clauses may be altered in convenience of the contractor. It is used effectively by the contractor during arbitration Tribunal.

• Ensure timely passing of running bill and final bill payment.

24.0 Summary of Tender Proceedings at a glance

To sum up the proceedings of work contract, various stages of tender are summarized below:

SN Activity 01 Preparing office note for approval 02 Calling for budgetary quotation from Firm 03 Concurrence to proposal 04 Preparation of estimate/ Est. cost 05 Vetting of estimate 06 Sanction to estimate 07 Tender booklet preparation with Terms and Conditions, Scope of work etc. 08 EMD (2% of the estimated tender value up to 1.0crores), above this, 2 lakhs

+ 0.5% of the excess of estimated cost 09 Ensure Unit of Advertised Tender 10 Preparation of tender notice for open tenders/OEM 11 Loading of Tender Notice on Net before 35 days of opening of tender 12 Issuing of tender booklet before 25 days 13 Opening of tender 14 Submission of tender cost of down loaded tender form to Associated finance

(Same day / next working day) 15 Verif ication of EMD submitted by Tenderer 16 Preparation of brief note & Tender tabulation statement 17 Verif ication of brief note SO (Wks A/cs) . 18 Nomination of TC members 19 TC preparation 20 Verif ication of eligib ility criteria 21 TC Finalization 22 Acceptance of TC recommendations 23 Issuance of Letter of Acceptance ( LOA)

(Vetting of LOA from associated finance before issue of LOA if required.) 24 Submission of PG by the firm within 30 Days [ 5% of contract value ] 25 Verif ication of PG by law officer 26 Verif ication of BG by bank 27 Preparation of Contract Agreement

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28 Signing of Contract Agreement 29 Dispatching of copy of Contract Agreement to concerned depot in charge. 30 Updation of finalised tender on net for value more than 1.0 crores. 31 Releasing of f irst on account bill by preparing office note 32 Completion report from depots. 33 Refund of Performance Guarantee (PG) after physical completion of work

( After completion certificate) 34 Refund of security deposit (SD) to the contractor after expiry of

maintenance period and after passing the final bill. ( After getting No Claim Certificate from tenderer)

35 Arbitration, if any.

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25.0 Vigilance in Contracts:

Every Railway man is a vigilance official. But, at times, greed and self ishness shroud us and the canons of financial propriety are not exercised. Some times, it happens willfully , other times it happens due to the haste, ignorance, the lack of application, or simply the laziness by not doing complete homework or the stipulated test check in the tender processing. Following are the common irregularities which take place during various stages of awarding works by open tenders:

i. Publishing of advertisement in the newspapers at far off p laces rather than the area of demand.

ii. Non finalization of tenders within the validity period. iii. Defective Tender schedule, lacunae in the technical description requiring clarifications

/negotiations after opening of the tenders. iv. Playing with the technical aspects for rejecting inconvenient bids on the grounds of

technical unsuitability . v. Resorting to the negotiations to create opportunities for a firm to be favoured. vi. Incorrect evaluation of the bids, special conditions offered by the tenderers were not

properly assessed. vii. Acceptance of an unsolicited offer from other than the lowest tenderer and awarding of

the contract without giving an equal opportunities to others. viii. Consideration of a tender based on the data materially different from that given in the

general and special conditions of contract without the knowledge of tenderers. ix. Placement of orders at higher rates on flimsy ground, technical or otherwise, shorter

completion period/delivery schedule but the period is extended later and the excuse that the lower tenders do not belong to a developed source.

x. File held up after the acceptance of tender before the order are issued. xi. Waival of the inspection or change in the inspecting authority or relaxation of technically

rigid requirements or relaxation in the commercial terms xii. Splitting of the demands to bring the tender value within the powers of lower level

sanctioning authority. xiii. Inclusion of dummy firms to inflate the number and ultimately consider the favoured

firms in case of the limited tenders. xiv. Acceptance of higher rates on the plea that the accepted offer is lowest without

adequately justify ing the reasonableness.

25.1 CVC guidelines: CVC has also issued guidelines from time to time. For easy understanding the tendering process can be divided into four stages. The guidelines issued and the checklist for each stage is summarized below.

i) Preparation of tender documents:

� Allow adequate and reasonable minimum time (as prescribed) for opening of all tenders to encourage proper response.

� Ensure timely supply of copies of approved plans for tenders where special items rates have to be quoted for the particular details of the approved plans.

� Ensure the comparative statement and brief ing note have been prepared and duly signed by the concerned officials on each page.

� Only consider offers accompanied by requisite earnest money in proper term.

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� Attempt identification of sister concerns to detect cartel formations especially in the case of limited tenders.

The tender after acceptance and signing becomes ‘the contract’ – a legal document. An ambiguous agreement leads to poor contract performance and litigations. It also gives an opportunity to a contractor to make profit out of ambiguous conditions. It has been observed that the tender documents are prepared in a hurr ied manner without checking the conformity among the schedule of items, drawings, specifications, and contract conditions etc. This generally happens due to the reason that different parts of the tender document such as schedule of quantities, specifications, drawings, and general conditions prepared by different people are compiled without correlating them. Sometimes they are copied from old tenders without giving a thought to the applicability of the conditions to the present work.

Checklist :

• Adopt updated standard bidding document • Ensure conformity among nomenclature of items, specifications, drawings,

general and special conditions. • Avoid stipulating such conditions in the contract, which are not feasible to be

operated. • Stipulate performance guarantee clause to eliminate non serious bidders • Conduct pre-bid meeting i) to bring clarity regarding sprit of various provisions &

ii) to bring necessary modifications, if required. M ake minutes of the pre-bid meeting as part of agreement.

• Provide clause to deal with ambiguous provisions (order of precedence) in the tender document and ambiguity in the tender submitted by the contractor.

• Notify objective evaluation criteria in the tender document. • Stipulate condition regarding splitting of quantities, if required, in the tender

document. ii) Inviting & Opening of Tenders The award of Public Contract through open tender is to ensure - transparency in public procurement, to maximize economy and efficiency in public procurement, to promote healthy competition among tenderers, to provide for fair and equal treatment to all the tenderers and to eliminate irregular ities, interference and corrupt practices by authorities concerned. This is also required by the Article 14 of the Constitution of India.

The Commission vide its Circular No. 06-03-02-CTE-34 dt. 20.10.2003 and Circular No. 15/5/06 issued vide letter no. 005/CRD/19 dt. 9th May 2006 has emphasized upon open tendering as the most preferred mode of tendering and insisted on transparency in the preparation of panel in case of limited tenders. During intensive examination of various contracts awarded by many organizations, it is observed that they do not have a clear-cut policy for inviting tenders through various modes as discussed above. Widest possible publicity through well-circulated national and local newspapers is essential for greater transparency in open tenders. In addition to the existing rules and practices regarding publicity through newspapers, trade journals, the Commission vide their circular no. 98/ORD/1dt.18.12.2003 has instructed for up loading the Notice Inviting Tender and also tender documents in a down loadable form on the web site. The web site publicity is to be given even in the case of limited tenders.

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In the various booklets issued by the CTE Organization of the Commission, the need to maintain transparency in receipt and opening of tenders has been emphasized and it has been suggested therein that suitable arrangements for receipt of sealed tenders at the scheduled date and time through conspicuously located tender boxes needs to be ensured. The Commission vide their Circular No. 05-04-1-CTE-8 dt. 8.6.2004 has further instructed that in case of bulky tender documents the provision for submission of bids to designated officials by hand should be made in the tender document itself.

To maintain transparency in the opening of tenders, the Commission in its circular dated 8.6.04 has instructed to open the bids in the presence of bidders. Despite the reiteration from the Commission regarding maintaining transparency in inviting & opening of the tenders, a number of cases indicating lack of transparency, openness and fairness have come to light.

- Checklist : • Prefer open tendering as far as possible • In case limited tenders are resorted to, prepare & update panel of contractors/ vendors in a

transparent way. • Ensure adequate & wide publicity. (Web publicity is necessary even in case of limited

tenders) • Ensure adequate time for submission of offers. • Upload NIT & tender document on web site, even in case of limited tenders (cvc’s circular

dated 11.2.2004). • Notify complete address of p lace of tender submission (cvc’s circular dated 8.6.2004). • Open the bids in presence of bidders. • Attest and account for corrections, omissions, insertions, overwriting • Prepare ‘on the spot summary’ in tender opening register

iii) Pre-qualification

The success of a project largely depends on the capability of the contractor/vendor. Pre-qualification is a process to select competent contractors having technical and financial capability commensurate with the requirements of the particular procurement (Project / supply of goods/ hir ing of services). The pre-requisites of pre-qualification process are-

-Transparency -Fairness -M aintenance of competition

The Commission has issued guidelines vide circular No12-02-1-CTE-6 dated: 12.12.2002 and 07.05.2004 advising the organizations to frame the pre-qualification criteria in such a way that it is neither too stringent nor too lax to achieve the purpose of fair competition.

Checklist:

• Keep the PQ criteria neither too stringent nor too lax. • Prepare the PQ criteria specific to the requirement of the work in clear terms. • Notify the evaluation criteria in the PQ document. • Verify PQ credentials. • Evaluate the bids exactly as per the notified criteria • Retender if relaxation in PQ criteria is necessary.

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iv) Tender Evaluation and Award of Work: This is the most sensitive area susceptible to corruption. Corruption is inversely proportional to transparency and fairness. To ensure that evaluation is done in most transparent and fair & open manner, following points should be taken care of ….

• Evaluation of tenders exactly as per the notified criteria. • Timely decision within validity period. • Complying with commission’s circular regarding negotiation. • Ensuring that conditions / specifications are not relaxed in favour of contractor to

whom the work is being awarded. • Ensuring that L1 is not ignored on flimsy grounds. • Compliance with the purchase preference policy of the govt. • Ensuring that work order / supply order is p laced within justified rates.

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26. Do’s and don’ts for Tenders & Contracts

Do’s:

1. Allow adequate and reasonable minimum time (as prescribed) for opening of all tenders to encourage proper response.

2. Ensure timely supply of copies of approved plans for tenders where special items rates have to be quoted for the particular details of the approved plans.

3. Ensure the comparative statement and briefing note have been prepared and duly signed by the concerned officials on each page.

4. Only consider offers accompanied by requisite earnest money in proper term. 5. Attempt identification of sister concerns to detect cartel formations especially in the case

of limited tenders. 6. Ensure consideration of reasonableness of rates in the tender committee minutes. This

should not be with reference to presumably accepted rates, but also after taking in to accounts market rates and analysis of rates. Reasonableness has to be explain in detail.

7. Obtain views of the Competent Authority to deal with the lowest acceptable offer of contractors with adverse reports.

8. Treat the Tender Committee recommendations with dissenting notes carefully . Dissent should be part of running minutes with views of other members also on it.

9. Negotiation should be an exception and not the rule in acceptance of tenders. These are to be held with lowest valid tenders only.

10. Record relevant reasons for overlooking the lowest offer if it is not acceptable. Speaking decision is a must.

11. Order calling for fresh tenders if items are to be revised or their value is to be enhanced. 12. Ensure that special conditions do not give avoidable scope for acceptance of high rates

(like mentioning steel to be supplied by the tenderers and later including payment for such supply, which has a tendency to boost the percentage rates quoted by the tenderers).

13. Ensure that the tender committee minutes contain the relevant information as the date, venue of the meeting and dated signatures of the members.

14. Record the acceptance or otherwise on the body of the tender committee minutes only & not on the noting side of the file.

15. Ensure that the rating of the offers received is done properly after evaluating the special conditions and vetting by finance.

16. Ensure that the reasonableness of rates is examined cr itically , logically and specifically both in respect of total cost and rates of important individuals items.

17. Beware that the low offers are in facts so in reality and price, differential for similar but different items of schedule is reasonable.

18. Ensure that the tender committee is duly constituted of competent level of officers specified.

19. Ensure prior sanction of competent authority before executing additional quantities (beyond 25%) in such items (overall for earthwork) so that the contracts are not vitiated.

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Don’ts:

1. Do not change the Tender Committee members once constituted without prior approval of competent authority.

2. Do not consider delayed/ late tenders except under specified exceptional circumstances & that too only by following prescribed procedure.

3. Do not treat the Tender Committee’s recommendations with dissenting notes from one or more members of the Tender Committee as unanimous recommendations.

4. Do not order negotiation on the repeated advice of tender committee to invite fresh tenders, particularly where response to the call for negotiations is poor.

5. Do not exercise the power of accepting authority in case you have been a member of the Tender Committee. Let it go to higher authority.

6. Do not hold negotiation with those who had either not tendered originally or whose tender was rejected because of unsatisfactory credentials, inadequacy of capacity or where tenders were unaccompanied with adequate earnest money or any other invalid tenders.

7. Do not accept open quotations from contractors during negotiations. 8. Do not entertain letter/ representations of tenders subsequent to opening / negotiations/

consideration of tenders. 9. Do not accept modified offers, not considered by the Tender Committee. 10. Do not allow subsequent revision of the minutes unless the reconsidered minutes are put

up in addition. 11. Do not advise the tender committee prior to their deliberations on the suitability or

otherwise of any particular offer. 12. Do not allow anomalies in evaluation of special conditions to affect the acceptance of the

offer recommended. 13. Do not operate non-schedule items without sanction of competent authority. In

exceptional cases where it has to be done, maintain necessary site records. 14. Do not operate non-schedule items where it possible to do work as per schedule items or

a combination there of. 15. Do not award works on quotations in a routine manner and strictly follow annual

financials limits laid down.

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CHECK SHEET FOR TENDERS

PRE NOTICE CHECK SHEET

S.N ITEM REMARKS 1 Is the work essential and has, exact description of work been

given?

2 Is sufficient outlay available? 3 Has work-site been defined clearly and inspected/surveyed? 4 Has the signed site plan been annexed with the estimate? 5 Is the work-site available/clear for starting the work, both over

ground and underground? (if not by what time?)

6 Status of works of other deptts., if involved

Department status

a b c 7 Is the DOC reasonable? Has the work plan been made?

8 Kind of role of Railway in execution a Provis ion of material b Provis ion of M&P

c Provis ion of any support service d Transportation

9 Is the drawing/plan approved by user deptt and the competent authority?

10 Is the work or any portion of the work covered by any other estimate? if yes, has it been considered?

11 Is the ultimate user aware and satisfied with the scope of work?

12 Is the estimated cost based on Avg of atleast 3 Railway’s LAR and takes into consideration all deviations/rate analysis ?

13 Has the detailed estimate been sanctioned? 14 Does the estimate incorporate inputs of all deptt.? 15 Is the ‘similar work’ criteria well defined by competent authority

(PHOD)?

16 Are payment terms standard and clearly defined? 17 Is tender document ready?

DATE: NAME, DESIGNGATION AND SIGN

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CHECK SHEET FOR TENDER NOTICE S.N ITEM REMARKS 1 Is tender notice bilingual? 2 Has Tender notice No. and date been put and is it same in

both languages?

3 Has tender been numbered and description of work and location of s ite are as per estimate and clear (no abbreviations ) ?

4 Is advertised cost of work within sanctioned estimate? 5 Is cost of tender document in line with advertised cost of work

and cost of drawing included with taxes if any?

6 Is it mentioned that internet down-loaded tender form will be rejected if cost of tender form is not submitted at the time of opening of tender?

7 Is date of opening in consonance with Minimum gap as prescribed? ( Normally it is 30 days and for deviations proper procedure has to be followed, also tender opening at different places if planned to be mentioned in the notice and opening to be at the same time at all places)

8 Is date/ time/place of keeping Tender box (min. 10 days before closing) is mentioned and date/ time/place of closing mentioned?

9 Is earnest money value/form mentioned correctly and rounded off to the nearest Rs. 10/-

10 Is date/ time/place/duration of sale of Tender document prescribed? (3 weeks before opening, minimum 15 days for small tenders)

11 Is minimum Eligibility criteria including similar work properly defined?

a for technical eligibility b for financial eligibility

12 Is there any special eligibility criteria?

13 Is Price variation applicable and mentioned for high value tenders.

14 Is it mentioned that in case of contradiction between GCC and special Conditions, later will prevail?

15 Is security deposit amount/deposition procedure/instrument given correctly?

16 Is Performance guarantee amount/form given correctly? 17 Does work require site vis it/pre bid conference and if so

whether it has been mentioned?

18 If corrigendum to be issued a Is it Bilingual? b Does it have original notice No, date name of work and date

of publication of NIT

c Has it been published before original date of opening

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d Has sufficient time been given to take care of corrigendum correction?

19 Is the tenders advertised in a Railway offices notice boards b Vernacular/Local newspaper (evidence preserved with date)

c National Newspapers (evidence preserved with date) d International Newspaper (evidence preserved with date) e Internet (Railway and GOI website and evidence preserved

with date)

20 Is copy of tender notice given to the following a Finance & Audit b Vigilance c RPF d District administration e Different notice boards

21 Is tender notice s igned for and on behalf of President of India?

22 Is it mentioned that detailed terms and conditions will be as per tender document?

23 If specifications after invitation undergo a change, issue corrigendum for minor change/re-invite tenders for major change

24 Is it mentioned that in case of date of opening is declared a holiday tender will be opened on next working day ?

DATE: NAME DESIGNGATION AND SIGN

CHECK SHEET FOR TENDER DOCUMENT

S.N ITEM REMARKS 1 Is GCC with latest corrections, Special conditions, SOQ,

SOR, Technical spec, drawings and explanatory notes included?

2 Do special conditions cross checked and require Legal and financial advice, if so has it been taken?

3 Has tender document been approved by competent authority?

4 Have alternatives been struck out? 5 Have all pages been numbered properly and there are no

blank pages in the tender document ?

6 Is master copy stamped and preserved ? 7 Have all pages of tender document signed and no space left

between printed material and signature

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8 Is tender document stamped and numbered before selling and the address of the party mentioned on the tender document sold ?


CHECK SHEET FOR ADVERTISEMENT OF TENDER S.N ITEM REMARKS

1

While publishing tender in News paper, CPRO/PRO has ensured that NIT has already been uploaded on the website by taking certificate from executive.

2

Has the token of confirmation in the form of internet download record for open tender ensured (non confirmation will be treated as in adequately advertized tender (Rly. Bd. Letter NO. 2008/RS(G)/779/2 dated 07.11.2008

CHECK SHEET FOR TENDER SALE

S.N ITEM REMARKS 1 Has Sale of Tender document denied to anyone? 2 Is tender sale register available duly page numbered? 3 Is tender name, no., date of tender notice written on top of the

page? 4 Are tender documents sold serially? 5 Is Name of party with address to whom tender sold

mentioned in register? 6 Is tender document stamped and numbered before selling ? 7 Has acknowledgement of party that tender document

received in sealed condition been taken? 8 Details of payment for tender 9 Is closing time of tender sale mentioned at the last and blank

space scored out and finally countersigned by officer? DATE: NAME DESIGNGATION AND SIGN

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CHECK SHEET FOR TENDER OPENING

S.N ITEM REMARKS 1 Is tender box available at all specified locations duly locked

and sealed with horizontal s lot to drop tender document 2 Is name of work, date, place & time of closing mentioned on

box? 3 Is key of tender box in proper custody of supervisory official? 4 Has tender opening committee formed and informed

regarding tender opening time and location well in advance?

5 Is tender opening register available duly page numbered properly?

6 Does tender opening register have following a S.No. b Date of opening c Name of work d Tender Notice No. & date e Name of the tenderer with address f Details of EMD g Rates quoted (if rates quoted only in words or only in figure it

should be mentioned) h Details of Payment for down loaded tender documents? I No. of Tender documents sold and received j Time of closing of Tender k Time of opening of Tender l Place for certificate that the rates,EMD details, counter offers

if any are all encircled and signed m Place for signature of all members of Tender opening

committee (should include A/C members) n Place for signature of tenderer's representative 7 Has the tenderer's representative shown slip pasted on the

horizontal hole and sealed lock before opening of tender box and empty tender box after opening?

8 Have all tenders been duly numbered (serial no. in numerator and total nos. in the denominator)?

9 Has A/C member used red ink?

10 Has the cover, front cover page and every page on which rates, counter offer, EMD, and tender doc payment details of each tender document initialled with date by executive and accounts member?

11 Have all over-writings, corrections encircled, numbered separately and initialed and total numbers also mentioned?

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12 Is there any ambiguity/descrepancy in rates quoted in words and figures. If so has it been mentioned?

13 Have rates in words and figures been encircled so that no

tampering can be done later on ?. 14 Have names and rates quoted by each tenderer read out to

the representatives present? 15 Have details of late/delayed tender received been mentioned

( late/delayed tenders are not to be opened)? 16 Has Tender opening register filled properly and no item left

blank? DATE: NAME DESIGNGATION AND SIGN

CHECK SHEET FOR TENDER FINALISATION S.N ITEM REMARKS 1 Has the following check sheets filled properly 2 Pre notice check sheet 3 Check-sheet for tender notice 4 Check-sheet for tender document 5 Check-sheet for tender sale 6 Check-sheet for tender opening 7 Are Newspaper cuttings of tender notice available on tender

file ? 8 Is internet uploading evidence available on tender file ? 9 Is MIC (material intensive contract) approval available in file ,

if applicable? 10 Has briefing note been prepared and vetted? 11 Has comparative statement been prepared and vetted and

all LAR references available in file? 12 Is detail estimate been vetted and Valid? 13 In case of partnership firm, has legal vetting obtained for the

partnership deed ?. 14 Have EMD details been prepared and vetted? 15 Have details of special conditions as quoted by parties been

prepared, evaluated and vetted? 16 Has EMD been received in acceptable form? 17 Has EMD been verified by issuing bank? 18 Has No. of tenders received without proper EMD been

mentioned? 19 Summary of all tenders received with proper EMD ordered as

L1, L2 etc 20 Have credentials been verified from the issuing Authority for

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a Technical eligibility b Financial eligibility

21 Has it been checked that no unscrupulous effort been made to meet eligibility criteria by:

a Forming partnership firm after date of tender notice b Claiming to have Assets/M&P's without actually possessing it c Giving incorrect experience certificate

22 Is firm complying with the special conditions which are essential as per tender notice ?.

23 Has fair competition been ensured a By ensuring wide publicity b By adequate notice period c By non-participation of firms having different names but same

management. 24 Has it been examined that firm does'nt have excessive

workload w.r.t. it’s capacity and capable of performing the task within the DOC?

25 Following has been checked for Rate reasonability a Location b Quantum of work c Geographical expanse of work d Availability of resources e Technical requirements for the work f Composition of various items g Inflation upto date of Tender opening h Change of Tax rates I Completion Target (If stiff target is given as reason for

accepting high rates, extension should be only in exceptional cases and that too with penalty if delay is on account of contractor)

j Time of finalisation( pre/post budget, monsoon etc) k Special condition of the contract l LAR is realistic comparable and complete (normally more

than one LAR should be considered) m Rate analysis if done has been on basis of exhaustive market

survey, complete and not tailor made n Unworkably low rates o Are some items to be restricted for very high/low rates

( justification to be given) p Variation to be allowed without vitiation after adopting proper

procedure q Have all out efforts been made for having rate reasonability

before discharging the tender on this account 26 Has rate reasonability of A cat items individually checked? 27 Has tender committee given clear cut recommendation ?

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28 Has the tender been finalised within validity period ?. If not, reasons to be given

29 Does LOA cost exceed work sanctioning limit of concerned Authority (MLW/LW/PB)?


***************************************

Sheets

for

Tenders & Contracts

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TENDER & CONTRACTS

PART-II

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Special Conditions

(Model tender document)

Preventio n and control

of

Pests & Rodents in Trains .

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GOVERNMENT OF INDIA MINISTRY OF RAILWAYS

(RAILWAY BOARD) No.2000/M (C)/141/7/IV New Delhi dated 21.12.10 The Chief Mechanical Engineers, All Indian Railways. Executive Director/Carriage RDSO, Lucknow Executive Director, CAMTECH, Gwalior

Sub: Prevention and control of Pests & Rodents in Trains. Ref: Board's letter of even No. dated 17.02.10

With the prime objective of controlling the menace of pest and rodent in trains, arising out of the experience gained through the trials with the professional agencies, Board (MM ) constituted a Committee to frame' model guidelines for effective pest and rodent control measures including "model conditions of contract" for uniform and effective implementation through open tenders on all the Railways.

2. Broadly based on the Committee's report, a model tender schedule has been drawn up for pest and rodent control in passenger coaches as also for rodent control in the coaching depots yards and premises. The enclosed M odel Tender Document, to be f1oated for a period of three years under a two packet system, details comprehensive guidelines for eligibility criteria, Resource specifications, frequency and methodology of treatment and performance monitoring etc.

3. All reserved coaches (both AC and non-AC) and pantry cars shall be covered under the ambit of pest and rodent control in trains. Based on local conditions and the levels of infestations, Railways may also consider providing the treatment in unreserved coaches.

4. Passengers need to be informed about the measures taken for pest and rodent control. A link may be provided on the website for registering complaints on this account and a suitable mechanism must be put in place to collect consumer response regarding the quality of service in rakes taken up for pest/rodent control.

5. M inor changes in the tender schedule, considered absolutely necessary owing to local conditions, may be made only with the personal approval of the CM E and with the concurrence of the Associate Finance. These issues with the approval of Board (MM & FC) and concurrence of the Finance Directorate of M inistry of Railways. (Arvind Nautiyal)

Director Mech Engg. (Coaching) Railway Board

No.2000/M (C)/141/7/IV New Delhi dated 21.12.10 Copy forwarded for information to FA & CAOs, All Zonal Railways.

for financial commissioner/Railways ----------------(Zone) Railway

Office of the Divisional Railway Manager (Mechanical),Railway address

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TENDER NOTICE NO. DRM.Mech._file no. ___________________dated_________________ Divisional Railway Manager (Mechanical), Railway, address for and on behalf of The President of India, invites open tenders (Two packet system comprising Technical and Financial Bids) in sealed covers from the reputed contractors on prescribed form up to 15.00 hrs on opening day as per details mentioned below:

Name of Work Approximate cost of work

EMD Cost of the Tender form

Date of Validity

Validity Contract Period

Pest & Rodent Control in Railway passenger coaches maintained at ----------- coaching depots of_____ Division, _______ Railway AND Rodent control in coaching depot yards and premises

Approximate total cost for 3 years Rs._____/-

Rs.___/-

Rs.___/- __________ (Date) at ______ hrs.

90 days 3 years

Prescribed tender forms can be obtained from the office of the undersigned on all working days up to 17.00 hrs on cash payment of the cost of tender form (non-refundable). If the tender form is obtained from the office of the undersigned, the cost of the tender form should be paid in cash with Chief Cashier, Railway, (Address) or Divisional Pay M aster, __ Railway, (Address) or with Station Manager I Station M aster of any station of ___ Railway. The tender form shall also be displayed on website at www.tenders.gov.in. If the tender form is downloaded from the website, the payment towards cost of tender form must be made in the form of DEMAND DRAFT issued by any Nationalized Bank in favour of Sr. Divisional Finance Manager/ Railway/ (Division). The Demand draft should be enclosed along with the tender documents submitted by the tenderer(s). The Earnest Money Deposit (EM D) should be in cash or in the form of deposit receipts, pay orders or demand drafts executed by State Bank of India or any of the Nationalized Banks or by the Scheduled bank. Sale of tender forms will be closed at 17.00 hrs. one day before the tender opening date. Tenderer(s), who want to be present at the time of opening of tenders, may do so. (a) Total Contract amount received during the last three years and in the current financial year upto the date of tender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit documents to this effect, in the form of attested certificates from employer client, audited balance sheet duly certified by Chartered Accountant

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(b) The tenderer should have, in the last three years and the current financial year upto the date of tender opening, completed at least one similar single work for a minimum value of 35% of the annual value of this advertised tender. The tenderer should have, in the last three years and the current financial year upto the date of tender opening, received payment of at least 35% of the annual value of this advertised tender against uninterrupted and satisfactory execution of an ongoing similar pest and rodent control contract. Similar work implies' "pest and rodent control work executed in Railway coaches/Station premises, registered housing societies, warehouses, godowns & reputed hotels etc. " (c) Total penalty imposed for unsatisfactory performance in the similar qualify ing contract should not exceed more than 7% of the contract value. Confirmation and documentary evidence must be submitted by the tenderer duly verified by the Agency that had awarded the contract. Tenderer(s) should submit the following documents along with the tender document: (a) List of works of similar nature ongoing/completed in the qualify ing period (Le. current year and three previous financial years) giving description of work, organization for whom executed, approximate value of contract at the time of award, payment received in the qualify ing period, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. In case of ongoing contracts, date of commencement of contract and the date the contract period will be completed should be mentioned with. Supporting documents / certificates from the organizations for which the tenderer(s) have worked should be enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s). Certificates from private individuals for whom such works were executed will not be accepted. (b) As proof of the total contract amount received during the qualify ing period (Le. current year and three previous financial years), tenderer(s) shall submit documents in the form of attested certificates from employer/client or, audited balance sheet duly certified by Chartered Accountant (c) List of works on hand indicating description of work, contract value, approximate value of balance work yet to be done and date of award. (d) List of personnel organization available on hand and proposed to be engaged for the subject work (e) Details of Infrastructure, Plant and Machinery, agreements with reputed pesticide manufacturers to indicate capability of supply ing quality pesticides. Further details are given in tender schedule which can be purchased from the off ice of Sr.DM E __ /Sr.CDO or downloaded from website.

Divisional Railway Manager (Mechanical)__________________ DIVIS ION

INDEX

Pages SrNo Contents From to

1 Notice Inviting Tender 2 Index 3 Important notes for intending tenderer(s) 4 Part I System of Tendering 5 Part II: Conditions of Contract 6 Part III: Scope of work 7 Annexure A: Broad methodology of

measuring the level of infestation

8 Annexure B: Acceptance I Deviation schedule

9 Annexure C: Details of coaches 10 Annexure D: Financial Bid 11 Annexure E: Mandate form for EFT I

NEFT

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“S tar of tender document” Important notes for intending tenderer(s) Please ensure that: 1. You have signed the offer page with full name, address and witness filling all the blanks. 2. You have filled in the required column's. 3. You have accepted the validity period of 90 days. 4. You have not quoted special conditions of your own, as they are likely to vitiate your tender and make it prone to rejection. 5. You have signed all pages, correction neatly scored out and initialed wherever required. 6. Please do not leave any blanks, which may lead to declaration of your offer as INVALID. 7. Tenders must be enclosed in a sealed cover super-scribed with the specified Tender number and must be deposited in the special box allotted for the purpose at the office of Sr.DME (division) (Address). Alternatively, the tenders can be sent by registered post to the above addres.s so as to reach not later than the specified time of sealing the tender box on the day of tender opening. 8. The tender box shall be sealed and opened at the specified timings on the day of opening as detailed in the tender notice and corrigendum, if any, thereof. 9. Precaution to be observed for downloading of Tender Document from Internet Website/Additional Special Conditions:

i. These additional special conditions are applicable to tender document and considered as part of it, which is downloaded from Internet I website. ii. Tenderer(s) may note that permitting of downloading of tender document is an added facility for the convenience of Tenderer(s). In case of download failure I delay or, if incomplete tender document is downloaded, whatsoever, Railways shall not be responsible in any way. Railways shall not be responsible for any direct I indirect loss of business I profit resulting from inability to use this facility . iii. Tenderer(s) shall download & print the Tender document solely for the purpose of bidding for the above work and downloaded document shall not be used, copied or reproduced for any other purpose. iv. The end of tender document is indicated by "END OF TENDER DOCUMENT marker. Tenderer(s) should carefully see that above marker appears on the last page of downloaded tender document so as to, ensure that downloaded document is complete. Tenderer(s) are suggested to check the integrity and completeness of document before submission. v. The tender document downloaded from website though does not bear signature of Railway authority, shall have same authority as the tender document directly purchased from the office of Sr.DM E (division). Tenderer(s) while submitting their offer must sign all pages of the tender document. vi. The downloaded and printed tender document along with the various other documents should be submitted as per details mentioned in the tender document. The tenderer(s) should clear ly write on the main tender cover and also on the top of the sealed cover "Tender documents downloaded from website". vii. Tenderer(s) are required to pay non-refundable cost of tender document in the form prescribed in the tender notice white submitting their offer. In case they fail to furnish the requisite cost of tender document in prescribed form, their offer shall be rejected. The cost of EM D shall not be merged with cost of tender form and shall be separately furnished. viii. Tenderer(s) shall maintain the integrity of downloaded tender document and shall not make any change addition/deletion/tampering, whatsoever, in the downloaded documents. The tenderer(s) offer shall be rejected and full earnest money shall be forfeited, in case it is detected after submission of offer, that they have made any modification in the downloaded document. In case such modification is noticed even after award of contract, Railways is liable to

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terminate the contract on contractor's default. In addition Railways reserves the right· to take other action against the contractor as deemed fit, which may include banning of business dealings with the firm and the firm is also liable to be prosecuted as. per the law. After award of work, agreement will be prepared based on the master copy of tender document available in the office of Sr.DME (division). In case, any discrepancy is noted in the tender document submitted by the tenderer(s), the Master document kept with Railways shall prevail and the decision of Railways thereon shall be final and binding on Tenderer/Contractor. ix. Tenderer(s) shall print the tender document on good quality A4 size paper of thickness 75 GSM or above and the printed document shall be clearly legible. The document shall be properly bound and page numbers shall be in serial order as mentioned in the downloaded documents. Tenderer(s) shall not be reimbursed with the cost of stationery, printing and binding, etc. Offer of Tenderer(s) is liable to be rejected by Railways, if the tender document is not printed or bound as per above instructions. Further, Tenderer(s) shall bear expenses of internet connection and telephone charges. if any, for downloading of the tender document. x. All offers in the prescribed form should be submitted in Two-Packet system. One packet shall be called "Technical Bid" and the other packet be called "Financial Bid". These shall be separately sealed in individual envelope distinctly marked as Technical Bid and Financial Bid in Bold letters. The two envelopes shall be put in one common envelope duly sealed and super scribed on top Tender No & Due date. Tenders not complying with these instructions shall be summarily rejected. xi. The tender documents duly completed in all respects shall be submitted in a sealed cover addressed to Senior Div isional M echanical Engineer (Division, Address). The tender shall be dropped in the Tender Box kept for the purpose in said office before the date and time indicated above. xii. All offers shall be submitted before the time and date fixed for the receipt of the offers as.~et forth in the tender papers. Offers received after the stipulated time and date are liable to be rejected. xiii. Tenderer(s) shall keep themselves updated about any modification in the tender notice and tender document, issued by Railways through newspapers, website or email or any other means and shall act accordingly. It is the responsibility of the Tenderer(s) to check if any corrections or modifications are published subsequently on the Website and the same shall be taken into account while submitting the tender. The offer of the Tenderer(s) is liable to be rejected if they do not enclose all the corrections / corrigendum along with the downloaded tender documents. xiv. The "Additional Conditions for Tender Document downloaded from Website" must be signed by the Tenderer(s) and enclosed along with the Tender document failing which the tender is liable to be rejected.

Note: i. Tenderer(s) may carefully note that his/their Contract. Agreement for this work is liable to be terminated at any time later, in case any of the information furnished by them is found to be untrue or any adverse points come to light subsequently. The decision of Railway in this regard shall be final and binding. ii. The tender documents are not transferable and the cost of the tender document is also not refundable. iii. Railway reserves the right to reject conditional tenders summarily without assigning any reasons whatsoever. iv. Non-compliance with any of the conditions set forth herein above is liable to result in the tender being rejected. v. The tender forms not accompanied with proper Earnest Money will be summarily rejected.

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vi. Tender documents duly completed in all respects shall be dropped in the Tender Box kept for the purpose in the office of Senior Divisional M echanical Engineer (Division, Address) before the date and time indicated above. vii. Decision of the Senior Divisional M echanical Engineer (Division, Address) regarding the acceptability of the scheme shall be f inal and binding. However, within the framework of the scheme as submitted by the tenderer & acceptable to Railways, the Railway can effect suitable modifications to details as necessitated by the provision of various codes, manuals, reference etc. viii. Any other information required by the tenderer can be obtained from the office of Senior Div isional M echanical Engineer (Division) during the working hours. ix. Contractors who download tender document from website shall make following declaration: I/We have downloaded the tender document from the website and l!We have not tampered/modified the tender forms in any manner. In case the document is found to be tampered/ modified, I/We understand that my/our tender is liable to be rejected and full earnest money deposit will be forfeited and I/We am/are liable to be banned from doing business with Railways and/or prosecuted.

Signature of tenderer Two packet system of tendering shall be adopted for this work and the renderers shall submit their bids in following two parts: (A) Technical bid & (8) Financial bid

A. Technical Bid: shall consist of i. EM D ii. Documents in support of fulfilment of the laid down ELIGIBILITY CRITERION as under: (a) Total Contract amount received during the last three years and in the current financial year upto the date of tender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit documents to this effect, in the form of attested certificates from employer/client, audited balance sheet duly certified by Chartered Accountant (b) The tenderer should have, in the last three years and the current financial year upto the date of tender opening, completed at least one similar single work for a minimum value of 35% of the annual value of this advertised tender. OR The tenderer should have, in the last three years and the current financial year upto the date of tender opening, received payment of at least 35% of the annual value of this advertised tender against uninterrupted and satisfactory execution of an ongoing similar pest and rodent control contract. Similar work implies "pest and rodent control work executed in Railway coaches/Station premises, registered housing societies, warehouses, godowns & reputed hotels etc." (c) Total penalty imposed for unsatisfactory performance in the similar qualify ing contract should not exceed more than 7% of the contract value. Confirmation and documentary evidence must be submitted by the tenderer duly verified by the Agency that had awarded the contract. iii. As proof of the total contract amount received during the qualify ing period (Le. current year and three previous financial years), tenderer(s) shall submit documents in the form of attested certificates from employer/client, audited balance sheet duly certified by Chartered Accountant, TDS certificates or annual income tax returns filed with Income Tax Department. Tenderer shall submit bills and other verifiable documents from organizations for which they have executed pest and rodent control contracts for establishing that they fulfill the technical eligibility criteria. Railways reserve the right to seek independent confirmation from these organizations or from any other source. iv. List of works completed in the qualify ing period (Le. current year and three previous financial years, Annexure ~ giv ing description of work, organization for whom executed, approximate value of contract at the time

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of award, payme!1t received in the qualify ing period, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. Supporting documents / certificates from the organizations for which the tenderer(s) have worked should be enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s). Certificates from private individuals for whom such works were executed will not be accepted. v. List of works on hand indicating description of work, contract value, and approximate value of balance work yet to be done till date of tender opening. vi. List of personnel and the organization proposed to be engaged for the subject work along with their qualifications. vii. List of various machines / equipment proposed to be supplied and commissioned by the tenderer. Detailed specifications of these machines / equipment, OEM's catalogues, etc. are to be enclosed. viii. List of manpower and site supervisor trained by recognized institutes like CFTRI Mysore, Indian Grain Storage Institute, National Plant Protection Training Institute etc. should be supplied along with the technical b id. The proof of site supervisor being a life science or agriculture graduate should be submitted. ix. The clause by clause acceptance and deviation schedule as per Annexure B. x. The tenderer must establish that he follows all Labour Laws and makes payment to his staff in accordance with relevant Acts through documentary evidence like copy of returns filed for PF, ESI code no. etc. xi. The Contractor should provide satisfactory evidence, acceptable to the Railways, to establish that: a. He is a reputed firm / contractor who regularly undertakes the works similar to the subject tender and has adequate technical knowledge and experience. b. He has an established proper supervisory control organization to ensure that there shall be adequate control at all stages of execution of the contract. xii. The Contractor shall be industry leader possessing complete technical know-how of pest control treatment including but not limited to anti-cockroach treatment, anti bedbugs, anti rodent treatment and other disinfestations/ pest control treatments. Proof to substantiate this shall be enclosed along with tender. Note: This work is for comprehensive pest/rodent control treatment in the coaches homed in various coaching depots and also rodent control in the identified area of the coaching depots. Contractor may therefore visit the coaching depot (s) to familiarise himself with the system of operations and maintenance of coaches, levels of infestation of pest and rodents in coaches/yards etc. and the primary maintenance schedules in the pit lines/lie-over (idling Time) of empty rakes during which the pest/rodent control treatment is to be carried out in the coaches/rakes, and plan the treatments accordingly. The contractor shall ensure that at no stage because of the treatment, any harm is caused to the passengers/ Railway staff. B. Financial bid: shall consist of schedule of rates as per prescribed formats given in Annexure '0'. Contractor shall quote rates against every item. Only those contractors shall qualify to participate in Financial Bid opening, whose Technical Bids have been accepted and have met all conditions prescribed in eligib ility criteria of the tender. PART -II: CONDITIONS OF CONTRACT 1. The SCC and the GCC: These Special conditions of contract (SCC) (along with Specifications of work and other conditions as contained in this Tender Document) shall be read together with the terms and conditions incorporated in this tender document and the General Conditions of Contract (GCC) of Railways. Should there be any conflict between the provisions of the SCC (along with Specifications of work and other conditions as contained in this tender document) hereof and that of the GCC I the import of the former shall prevail over the latter. 2. The coaches can be offered for pest / rodent control at coaching depots / p it lines of Division, Railway. The approximate number of coaches based in different coaching depots is as indicated in Annexure C.

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4, The quantity of coaches as mentioned in the tender is only approximate and can vary (increase / decrease) due to operational and other unforeseen circumstances. 5. The pest control treatment shall include cockroaches, bedbugs, mosquitoes etc. while the rodent control shall include mice & other rodents etc., which cause discomfort to the traveling passengers. S. No. T e of coach 1. AC Coaches & Pant Cars 2. Reserved Non-AC coaches The Pest Control Operators/Contractors shall be required to use only those chemicals / pesticides that have been approved for the household purpose by "Central Insecticides Board and Registration Committee" under the provision of Insecticides Rules 1971 framed under Insecticides Act 1968.They must however undertake changes in the chemicals quarterly so that insects do not acquire immunity for a particular type of chemical. They shall also submit detailed plan and methodology towards this end. (i) The chemicals (also with brand names) proposed for the pest control treatment. (ii) Concentration of the solution (dilution ratio etc.). (iii) Dose (quantity)/coach/treatment for different categories of coaches. Arising out of the experience in this tender, the most effective combination of chemicals/treatment shall only be stipulated for the subsequent tenders. Bidders are accordingly expected to offer the most effective treatment solution. The contractor must also ensure the following and submit documents in support, wherever applicable: (i) The pest control operation should at no time violate the provisions of the Insecticides Act, 1968 and Insecticides Rules 1971 and lor any other relevant Law and Rules as framed by Government of India, State Government or Local Bodies. (ii) The pest control operations shall be done only by agencies, which have been approved by the Plant Protection Officers of the concerned state's agriculture department or Central Insecticides Board and Registration Committee (CIB&RC), Faridabad. The PPOs are available at the district/division level (iii)The pest control operators/agencies should provide an attested copy of their license in the prescribed form with clear endorsement for permission to carry out commercial and domestic pest control. The license should not be only for selling, exhibiting and stocking insecticides. Their license should be valid for the entire duration of their contract with Railways. S. No. T e of coach 1. AC Coaches & Pant Cars 2. Reserved Non-AC coaches i) For the rodent control treatment as per the above-noted frequency, food based attractant Glue Boards of reputed make shall be provided in the coaches during their primary maintenance schedule as under: Coach Type I AC Coach No. of Glue Boards to be laced One in each cabin, coupe, attendant cubicle and electrical control Panel 4 Nos. in passenger compartment and 1 in Electrical control Panel 6 Nos. 4 Nos. in assen Pant Cars Reserved non-AC coaches ii) The Glue Boards shall be taken off from the coaches at the end of primary maintenance schedule and it shall be ensured that rats/rodents trapped in the Glue Boards are removed before the departure of the train. The disposal of such dead/llive rats/rodents must not cause any health /environmental hazard. iii) Two Nos. of glue boards shall continue to remain in each of the I AC/AC-2Tier coach and pantry car for the entire leg of the onward /return journey for requirements enroute/ at the other end terminals.

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iv) The contractor shall also provide 2 Glue Boards per train rake to the escorting staff/Executive Housekeeper of the agency providing on Board housekeeping/ coach attendant to attend to specific requirements/complaints enroute. The glue Boards must be replaced whenever they become unusable/ineffective for trapping rodents. Other devices/implements as deemed fit by the contractor, such as rat traps, guards on cables going from underneath of coach floor ing to inside of the coach, ultrasonic devices etc. may also be used in addition in order to eliminate rodents/rats from the coaches. i) The identified area of the coaching depot(s) for rodent control Le., p it lines, stabling lines and adjoining yard etc. is indicated in Annexure C-1. The rodent control programme in the identified area of the coaching depot yard, p it lines and premises will require integrating several control methods to be implemented in a planned manner by highly trained and experienced technical personnel. The treatment should commence with strategic placement of baits to bring the infestation under control. A constant vigil on population of rodents would be necessary. ii) The following methodology and guidelines should generally be followed for rodent control in pit lines/ coaching depot yard: a) On commencement of the contract, on the 1st day, representative of the contractor and Railway shall jointly survey the entire area to locate pockets of high, medium and low density burrows and the Contractor shall simultaneously plug all the burrows with soil and stone. The objective of this exercise is to identify and distinguish active burrows from the dormant ones so as to prevent the use of chemicals in excess. Special monitoring and treatment should be carr ied out for the high density areas/zones. b) On next day the burrows which are found open by rodents shall be termed as active bul'IDJ\lSand these burrows shall be treated with aluminum phosphide (or equivalent) fumigant tablets and laced food attractant baits. c) During the 1st month, burrow fumigation treatment should be done on weekly basis and baiting shall be done on daily basis. d) From 2nd month onwards, baiting should be done on fortnightly basis or as and when required. Burrow fumigation treatment should also be done on monthly basis or as & when required. e) All dead rats / rodents found shall be disposed off suitably on the same day by the contractor. The disposal of such dead/live rats/rodents must not cause any health /environmental hazard. 7. (a) A maximum tolerance of + 7 days shall be provided in the frequency of pest/rodent control treatment in coaches to take care of operational exigencies and disturbance of coaches in the rake links etc. In case, for some reasons the coach does not return to the primary coaching depot by the designated due time for treatment including the tolerance (including booking of the coach to the Workshops for maintenance schedules etc.), no penalty shall be imposed on the contractor. However, the coach shall be treated immediately on arrival, before being permitted in the train services from the primary depot/station. (b)The contractor must adhere to the specified frequency of treatment for rodent control in coaching depot yards/pit lines and no tolerance shall be provided for the same. (c) Rates shall be quoted by the Tenderer on a per treatment basis for each of the category of the coaches as in Annexure-D, and the payments shall be made accordingly through monthly bills for the total No. of treatments in each of the category of coaches. For the rodent control in coaching depot premises identified for the purpose, the rates shall be quoted by the tenderer on a per month basis as in the format in Annexure'D'. For every attention done by contractor, the same shall be certified by Railway Supervisor nominated/ deputed for this purpose by Sr.DM E/ Sr.CDD of the division. The Measurement book for this purpose shall be maintained in every depot on the basis of which payments shall be made to the contractor. (d) The frequency of treatments laid down as above is the minimum requirement. The contractor may be required to increase the frequency, for a better and effective pest/rodent control and in order to achieve the desired end results as in Annexure 'A'.

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Payments shall however be made only for the No. of treatments carried out per month in coaches in accordance with the minimum frequency specified in the tender and on a monthly basis for rodent control in the coaching depot premises. (e) Contractor shall ensure that only those personnel who are trained in the field of pest/rodent control by certified training institutes are deployed for this treatment. The contractor shall give details of such personnel along with bid documents. The technical bid should clearly bring out the yardstick for deployment of manpower for effective execution of the contract. (f) The strategy to eliminate pests/rodents while including all the measures stipulated in this tender schedule should not be limited/restricted by these. The contractor is expected to take all measures, whether mentioned in tender schedule or not, required for complete elimination of pests/rodents etc. 9. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. levied by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor. 10. Any overwriting / correction have to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity. a. All offers shall be written/typed neatly without correction and over writings. b. Any individual(s) signing the tender or other documents connected therewith shall specify whether he is signing. i. As sole proprietor of the concern. ii. As a partner or partners of the firm. iii. As a Director, M anager or Secretary of a Limited company duly authorized by a resolution passed by the board of Director or in pursuance of the authority c. All prices and other information like document sets having a bearing on the price shall be written both in figures and words in the prescribed offer form and duly signed and stamped. d. Offer in the prescribed form should be addressed to Senior Divisional Mechanical Engineer (Coaching), (Address). The tender should be submitted in a sealed cover super scribed with the name of work. e. Tenderers shall submit their offers made as per the General Conditions of Contract in force as amended from time to time as well as these Special conditions of contract and Specifications of the work as mentioned in this tender. f. In case of any deviation from the requirements of tender specifications, instructions to tenderer(s) or General & Special Conditions of Contract, the same should be brought out by the tenderer in Annexure B. g. All pages of the tender document duly serialized and enclosed should be duly filled in by the tenderer wherever applicable and submitted along with the tender duly signed and stamped on each page. h. The tenderer should avoid ambiguity in his offer e.g. his offer is to his standard sizes/lengths/dimensions. He should specifically state them in details without any ambiguity. Brief descriptions such as "Standard lengths" etc. should be avoided in the offer. 11. The contractor shall ensure that his staff while carry ing out the said work, are in uniform and carry an identity card on their person, at all times. They shall behave in a disciplined courteous manner, and in no way, indulge in activities in Railway premises, which could cause loss to property or reputation of Railways. 12. Issue of Identity cards by Contractor: Contractor should issue Identity badges (as per approved format) to all his labour being engaged to carry out the Work, including the Supervisor. These identity badges should be so carried that Railway Security can identify them. The Identity cards should be worn by the contractors' labour on left side on the chest every time, during their presence on Railway Premises. a. Security Deposit for each work should be 5% of the contract value. b. The rate of recovery should be at the rate of 10% of the bill amount till the full security deposit is recovered.

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c. Security Deposit will be recovered only from the running bills of the contract and no other mode of collecting SO such as BG, FD etc. shall be accepted. In case of contracts of value RS.50 Crores and above, irrevocable bank guarantee can also be accepted as a mode of obtaining security deposit. d. After the work is physically completed, security deposit recovered from the running bills of a contractor can be returned to him if he so desires, in lieu of FOR/irrevocable Bank Guarantee for equivalent amount to be submitted by him. e. No interest will be paid on the said security in terms of Clause 16 (3) of General Conditions of Contract. a. The successful bidder shall submit a Performance Guarantee (PG) in the form of an irrevocable bank guarantee amounting to 5% of the contract value. b. A Performance Guarantee shall be submitted by the successful bidder after the letter of acceptance has been issued, but before signing of the agreement. The agreement should normally be signed within 07 days after the issue of LOA and the Performance Guarantee shall also be submitted within this time limit. This guarantee shall be initially valid upto the stipulated date of completion plus 60 days beyond that. In case the time for completion of work gets extended, the contractor shall get the validity of Performance Guarantee extended to cover such extended time for completion of work plus 60 days. c. The Performance Guarantee (PG) shall be released after the physical completion of the work based on the 'Completion Certificate' issued by the competent authority stating that the contractor has completed the work in all respects satisfactorily . The security deposit, however, shall be released only after the expiry of the maintenance period and after passing the final bill based on "No Claim Certificate". d. Wherever the contract is rescinded, the security deposit shall be forfeited and the Performance Guarantee shall be encashed and the balance work shall be got done independently without risk and cost of the failed contractor. The failed contractor shall be debarred from participating in the tender for executing the balance work. If the failed contractor is a JV or a partnership firm, then every member/partner of such a firm shall be debarred from participating in the tender for the balance work either in his/her individual capacity or as a partner of any other JV/partnership firm. e. The Engineer shall not make a claim under the Performance Guarantee except for amounts to which the President of India is entitled under the contractor (not withstanding and/or without prejudice to any other provisions in the contract agreement) in the event of: i) Failure by the contractor to extend the validity of the Performance Guarantee as described herein above, in which event the Engineer may claim the full amount of the Performance Guarantee. ii) Failure by the contractor to pay President of India any amount due, either as agreed by the contractor or determined under any of the Clause/Conditions of the agreement, within 30 days of the service of notice to this effect by Engineer. iii) The contract being determined or rescinded under provision of the GCC the Performance Guarantee shall be forfeited in full and shall be absolutely at the disposal of the President of India. f. The successful bidder shall submit a Performance Guarantee (PG) in any of the following forms amounting to 5% of the contract value. i. A deposit of cash ii. Irrevocable Bank Guarantee iii. Government Securities including State Loan Bonds at 5% below market value iv. Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of Performance Guarantee could be either of the State Bank of India or of any of the Nationalized Banks v. Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled Banks vi. A deposit in the Post Office Saving Bank vii. A deposit in the National Saving Certificates viii. Twelve years National Defence Certificates ix. Ten years Defence deposits x. National Defence Bonds xi. Unit Trust Certificate at 5% below market value or at the face value whichever is less.

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xii. Also FOR in favour of FA&CAO (free from any encumbrance) may be accepted 15. The coaches can be offered for pest / rodent control at coaching depots / maintenance sidings of Division, Railway or at any other location as decided by Sr.DME (Cog) / Sr.CDO. The approximate number of coaches based at the above coaching depots is as indicated in Annexure C. 16. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. levied by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor. 17.Any overwriting / correction have to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity. 18.The above work will be subject to the General conditions of contract in force on Railway in addition to the Special terms and conditions as laid down below. I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted by (i) Comprehensive control of cockroaches, rodents, bedbugs, mosquitoes, etc. in all coaches maintained at coaching depots of Division, Railway. Note: a. It must be ensured that treatment/disinfestation is carried out in thoroughly cleaned coaches. Proper I.iaison must be made by the contractor with the Coaching Depot officials in this regard. b Whenever a coach is detached from the rakes for IOH/POH in the sick lines/workshops, fumigation/misting treatment shall be carried out in the coach using reputed brands of fogging tin (CANNON or equivalent) to cover all corners/crevices, including inaccessible areas such as underneath seats and berths, including toilets and dustbins etc. The tin shall be lighted and once it starts producing smoke the coaches shall be sealed. The fumigated coach must be kept in the sealed condition for about 6 hours. The contactor shall quote the rate/coach for this activity separately (As in Annexure 0) and monthly payments shall be made accordingly for the No. of coaches where such fumigation has been carried out. c. Pest/rodent control treatment should invariably be carried out in the coach before putting it back in service after IOH/POH in the workshops. The work shall be carr ied out at coaching depots of Division, Railway. In case of any change in location, same needs to be jointly agreed to by authorized representative of contractor and Sr.DME/CDO. a. In order to get maximum time for the chemicals to act, the contractor may, if so desired, start the pest control treatment immediately on arrival of the terminating train on the platform after detraining of the passengers. The coaches shall be opened as soon as the rake is taken up for maintenance in pit line. Contractor shall have no claim to the effect that less than adequate time was available" for the chemicals to act. The contractor supervisor shall maintain close liaison with authorized representative of respective coaching depots towards an overall effective objective of pest/rodent control. b. In order to prevent cross infestation, the contractor may make efforts to treat all the AC coaches & all the Non-AC coaches of a particular rake together. c. Besides maintaining written records, the date of the treatment and next due date shall also be indicated by the contractor through appropriate stickers inside the coach in the doorway/toilet area. No additional payment shall be made for said activity. d. Spare coaches ly ing in yards, etc. shall also be required to be treated for pest/rodent control as per the laid down frequency. e. Railways shall make efforts to detach pantry cars from rakes once a month (within reasonable tolerance) to facilitate complete vacation & intensive cleaning for thorough pest / rodent control treatment & give adequate time for the chemicals to act. However, due to exigencies of train operations, the same may not always be possible & the pantry cars may have to run for a period of more than one month before detachment. The contractor shall not have any claim in this regard. f. The contractor shall carry out surprise inspections with regard to the work carried out by their staff & submit report of the said inspection whenever called for the perusal of competent Railway authority.

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g. The desired end result in reduction / elimination of the infestation in coaches and broad methodology for measuring the level of infestation and the expected reduction at various stages of the contract agreement is as at Annexure A. Contactor must aim to achieve the prescribed results. The measurement of infestation levels at various stages shall be jointly recorded by contractor/his representative and the Railway staff nominated by the COO. h. Storage Space: Railways shall provide storage space free of cost for stocking of chemicals, maintaining of records, etc. The space may not necessarily be a separate room; some space may be earmarked within existing room. About one month's inventory of the chemicals shall be maintained in the storage space. The security of chemicals / records will be the responsibility of the contractor and the allotted space shall under no circumstances be used for any other purpose. Contractor shall maintain records of consumption of various chemicals consumed by him and shall make the same available to inspecting Railway officials Le. Sr OME/Sr COO or the supervisors nominated by them for this purpose. L The pest control operator shall give an undertaking of following all safe working practices. The pest control. operations should not result in any discomfort to the passengers (including children) / Railway staff in vicinity at the time of operations or during normal service and maintenance of the coaches. The processes utilized for rodent I pest control should be safe for the traveling public. j. Railways reserve the right to randomly draw samples of the insecticides utilized by the contactor for pest control, for tests in any Government approved laboratory, in case of doubts or complaints. The cost of such tests will however be borne by the contractor. 4. Penalty: Railway administration may at its sole discretion, impose the following penalties for unsatisfactory performance: i. Penalty of Rs. 500/- (Rs. Five hundred only) per coach (besides immediate free attention to the coach) when the contractor does not adhere to the specified frequency of treatment. ii. Penalty of Rs. 1,000/- (Rs. One thousand only) per complaint (besides immediate free attention to the coach) for written passenger complaints regarding presence of cockroaches, rodents, bedbugs, mosquitoes etc. in coaches covered under the contract. The coaching depot incharges shall maintain a proper log of all such complaints and ensure that the bills are paid only after accounting for all the complaints. However, the depot incharges may consider the exemption of penalty on account of rodents in case it is established that 9utside yard (secondary examination/terminal attention/stabling premises) nominated for the rake are infested to extraordinary dimensions. To exercise this discretion, depot incharges should get an acknowledgement from Divisional authority that the concerned outstation yard/premises is infested for which corrective measures are programmed by the Division concerned. iii. Penalty of RS.1000/- (Rs. One thousand only) whenever it is found by Rly Officer/Authorized Supervisor that the number of personnel deployed for the contract execution or their qualifications are not as per the yardsticks of the bid. iv. Penalty of RS.1500/- (Rs. One thousand and Five hundred only) whenever it is noticed that contractor is using chemicals/implements not permitted under this contract. Besides, no payment shall be made for such Pest/Rodent Control treatments carried out by the contractor. v. A lump sum penalty @ RS.100/coach holding covered under the contract whenever the contractor does not achieve reduction in infestation levels of cockroaches as prescribed in annexure -A. vi. A lump sum penalty @ RS.50/coach holding covered under the contract whenever the contractor does not achieve reduction in infestation levels of rodents as prescribed in annexure -A. vii. Penalty of RS.10000 for not achieving desired level of infestation of rodents in the coaching depot premises during the monthly checks as prescribed in Annexure-A. Bills for work done under this contract shall be prepared in duplicate by the Contractor on or before ih day of each month in respect of the work done during the preceding month. Such bills shall be submitted to the Divisional Railway

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M anager (Mechanical) (Division) and when passed for payment by the Sr. Divisional Finance M anager, payment of amount due will be made through EFT / NEFT. M andate form of EFT / NEFT is enclosed as Annexure E. Payment shall be made for total number of treatments given to coaches during the month based on the specified frequency of treatment. No payment shall be made for any treatment which is to be carried out in addition to what has been specified by the tender schedule for any reason whatsoever. The contract will be valid for a period of 3 years with a provision of a clause for price var iation. Price Variation Clause (PVC) shall however be applicable only for tenders of value more than Rupees fifty lakhs. The amount payable on account of Price var iation shall be settled every quarter as per the following method:- (i) The amount paid during a quarter shall constitute of the following elements: - • X % - Labour • Y % - M aterial (Consumables i.e. chemicals/pesticides, rodents traps etc.) • Z % - Fixed Component (this implies the cost of machines, implements, fixed installations and other overheads) (X, Y and Z are to be quoted by the contractor in the Price Bid in "Annexure-D") (iii) For calculation of PV on account of Labour, the Consumer Price Index Numbers for industrial workers (Base 1982 = 100) published as Sh.36 in RBI Bulletins shall be used. The base shall be taken as the index no. (All India Average) ,as on date of opening of tender. For a particular quarter, the average index for that quarter shall be worked out and variation with reference to the base index no. shall be taken into account for calculation purpose. (iv) For material portion, Statement 40 of RBI Bulletin (All India Average) shall be used. The calculation of Price Variation payable illustrated as under. Price Index for material as on date of opening (M o) = 160 Avg. Price index for Labour during 1st quarter (L1) = (452 + 456 + 455) /3 = 454.3, where 452, 456 and 455 are the indices for the three months in the quarter under consideration. Avg. Price index for material during 1st quarter (M1) = (165 + 164 + 168) /3 = 165.7, where 165,164 and 168 are the indices for the three months in the quarter under consideration. Assuming the bifurcation of the amount of Rs. 10,00,000/- as under: - Labour 01'1) Rs. 5, 50,000/- M aterial (M ) Rs. 3, 00,000/- Fixed Rs. 1, 50,000/- PV for material = (M1 - M o) x M /Mo = (165.7 - 160) x 3, 00,000/160 = Rs 10,687/- No Price Variation will be payable on Rs. 1, 50,000/- (i.e. the fixed component) 7. Variation in Quantity: The variation in quantity shall be governed by the General Conditions of Contract. 8. Cancellations or Suspension of Contract: The Railway Administration shall be at liberty at any time without giv ing any reason to suspend temporarily or terminate permanently this contract on giv ing 7 days notice in writing to the contractor and the contractor shall not be entitled to any claim or compensation by reason thereof. l/We hereby agree to carry out the work at the rate quoted by me/us in financial bid submitted separately in a sealed envelope, duly accepted by Railway & abide by the terms & conditions laid down here in above. 1. Broad methodology of measuring the level of infestation of cockroaches and ratsl rodents in coaches and expected reduction in infestation with time Within these broad guidelines, before commencement of the contract, Sr OM E/ Sr COO or his authorized representative and contractor shall lay down a specific methodology for measurement of the levels of infestation in sample coaches at various stages of the contract. Pantry cars & AC coaches- 10% of the holding of the Depot Non AC coaches (Sleeper Class) - 5% of the holding of the depot Sample coaches chosen should be representative and include trains ply ing in different directions/destinations. The measurement of levels of infestation as prescribed above should be carr ied

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out in the sample coaches, subject to these having been treated for pest control at least 5 days prior to this exercise. (a) Cockroaches in coaches: Flushing agents (ROACHEX™/SOLFAC 050EW/OEVIKOL Solution in water in the ratio 100ml insecticide: 4.5 litres of water) will be sprayed in cracks and crevices and other vulnerable locations like linen storage area; berth folds; toilets etc., in the following doses to force cockroaches to come out in open: Pantry cars AC coaches Non AC coaches 13.8 liters of solution/coach 9.2 liters of solution/coach 4.6 liters of solution/coach After the above noted doses are sprayed, each sample pantry car and AC coach shall also be subjected to intensive fogging using 125 gm CANON/equivalent reputed make fogging tin. The tin shall be lighted and once it starts producing smoke the coaches shall be sealed for about an hour. Food based attractant traps (5 Nos.) shall also be placed in each pantry car/AC coach before sealing. Thereafter, the number of cockroaches trapped and their life stage (nymph / adult) will be recorded and used as a benchmark for measuring the levels of infestation in the beginning as also at various stages of the contract. Reduction to be achieved over the period of time shall be: • At the end of one month of commencement of work - 50% • At the end of six months of commencement of work - 90% (80% for pantry cars) • The levels to be achieved after six months should be sustained and checked/monitored every six months thereafter. No penalty shall, however, be imposed if number of cockroaches (Dead or alive) detected during these checks is less than 2/coach. Quarterly monitoring of levels of infestation of rodents shall be done in the sample coaches. 6 Nos. of Glue boards shall be placed in each sample coach at predetermined locations and rat/rodent catch, if any, will be recorded. Acceptable levels during such checks shall not be more than one catch (dead or alive) per five coaches or a part thereof. Note: Cost towards such performance monitoring checks for control of cockroaches and rodents shall be borne by the contractor and no extra payment shall be made by the Railways. Pit line /yard area proposed to be covered under the contract for rodent treatment is given in Annexure C-1. The Contractor will be responsible for disinfestations of the earmarked area and shall ensure to make passive the boroughs, holes which provide shelter to rat / mongoose / bandicoots etc. by the end of one month of commencement of the contract and none of these are further permitted to come up during the currency of the contract. The monthly joint evaluation of the earmarked area will be conducted by contractor and Sr. DM E or his authorized representative, and a penalty shall be imposed for not achieving the desired results. Contractor will bring out in his schedule as to how he proposes to show the effect of Rodent control treatment in Pit lines/yard of the coaching depots, subject to approval of the scheme by Sr. DM E. If the contractor fails to submit any acceptable methodology in this regard, the decision of Sr.DME will be final. Clause # Accepted (Yes/No) If No list Deviation(s) Special terms and Conditions of contract: Specifications of work: Sr. Depot Non AC Coaches AC No. Reserved Unreserved Coaches Pantry Cars 1 2 3 4

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5 Total no of coaches SKETCH/LAYOUT INDICATING THE AREAS OF THE COACHING DEPOT(S) IDENTIFIED FOR RODENT CONTROL TREATM ENT, ALSO DENOTING THE TOTAL AREA IN SQUARE M ETERS. Type of coach No. of coaches Frequency Total number of Rate per Total cost for (holding) of treatments during treatment THREE years treatment the contract for 3 years AC Fortnightly Pantry Cars Fortnightly Non-AC (Reserved) Fortnightly in first three months & thereafter monthly Non-AC Bi-monthly (unreserved) TOTAL COST (I) Type of coach Rate per treatment (Rs. Labour Component Material component Fixed component AC Pantry Cars Non -AC (reserved) Non -AC (Unreserved) Anticipated No. of coaches to be Rate/treatment/coach Total cost for the contract booked for IOH/POH during the (3years) contract period Total Cost (II) ------------- Type of coach No. of Frequency of Total number of Rate per Total cost for coaches treatment treatments treatment THREE years (holding) during the contract for 3 years AC During every Primary M aintenance Pantry Cars During every Primary M aintenance Non-AC (Reserved) Weekly . TOTAL COST (III) ---------- Type of coach Rate per treatment (Rs. Labour Component Material component Fixed component AC Pantry Cars Non-AC (reserved) N.S . Contractors shall note that above rates are inclusive of all the special treatments which are proposed to be given at various stages of work and no payments other than the above· shall be made.

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1. PARTICULARS OF THE PARTY i) NAME: _ ii) ADDRESS: _ iii) PHONE NO: M OBILE FAX NO. _ iv) INCOM E TAX PAN NO. EMAIL 10. _ 2. PARTICULARS OF BANK ACCOUNT i) CITY: _ ii) BANK NAM E: _ iii) BRANCH: _ iv) BANKADDRESS: _ v) BANK TEL NO. FAX NO. _ vi) BANK MICR CODE (9 DIGIT): _ vii) BANK IFS code: _ viii)BANK ACCOUNT NO: _ (Please enclose a cancelled blank cheque) ix) ACCOUNT TYPE: (SAVUBGS/CURRENT/CASH CREDIT): _ 3. Certified that the particulars furnished with reference to Bank Account are correct and the bank guarantees to honor all EFT/NEFT advices/reports as per RBI Regulations. i) I hereby declare that the particulars given in this mandate form are correct and complete. If the transaction is delayed or not effected at all for reasons of incomplete or incorrect information, the User institution Le., FA & CAO/ Railway, (Division) will not be held responsible.

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CONTRACT

FOR

RAKE MECHANIZED

CLEANING & WATERING

OF COACHES

IN COACHING DEPOTS

INCLUDING CLEANING

OF DEPOT PREMISE

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SPECIAL TERMS & CONDITIONS OF CONTRACT FOR RAKE MEC HANIZED CLEANING & WATERING OF COACHES IN COACHING DEPOTS

INCLUDING CLEANING OF DEPOT PREMISE The work pert ains to round the clock 24 x 7 days Intensive Mechanized Cleaning of coaches on the pits

situated in depot. The rakes will be Attended at as per t he “Pit Occupation Chart” as given in “ANNEXURE-

A3”.

1. The Contractor will util ize compact and portable Cleaning machines covering all the safety precautions as

specified in the Annexure A-6.

2. For every pit line there shall be a set of machines as listed out in Machine specifications a set of standby

machine shall be provided at site for any breakdown.

3. The details and composition of the likely rakes and the time and days on which they will be maintained in depot on different washing lines are placed as Annexure A3. This may however change depending on t he

decision of the depot officer due to occasional late arrival of train or as a planned measure. 4. The Contractor will nominate a representative/supervisor-in-charge who will maintain liaison wit h the

Sr.Section Engineer (C&W) / CDO or his nominated represent ative regarding carrying out cleaning

activities of rakes, liaison with Railways etc. 5. The Rakes on terminating station will be handed over t o the Contractor after due inspection & it will be t he

Contractor’s responsibility to lock all t he coaches before t aking it to the washing/ pit line. After the

completion of cleaning activities & inspection by Railway authorities, t he coaches shal l be duly locked

again and handed over to the Railway’s nominated authority.

6. Nominated represent atives of Railway shal l inspect the coaches after cleaning activities have been performed. The quality & quantity of work wil l be inspected daily for each rake. An objective and clear-cut

system of checking quality of cleanliness for each item of work with a score card shall be filled whi le inspecting and assessment of daily total score for each rake is defined and placed at “Annexure A2”.

7. The Contractor should take utmost care to ensure that no damage to the rake/coaches/Railway property

takes place due to any act of workmen, while carrying out the work under this Contract. 8. The contract is for round the clock maintenance. The Contract or will have to employ his resources

according to the Pit Occupation Chart & offer services on multiple shifts bas is if required. In case of late

running of trains the contractor in liaison with t he CDO wil l reschedule and arrange his resources to ensure

the coaches are attended even if trains arriving late at Puri.

9. The work will be carried out without affecting the Railway working and in consultation wit h CDO / Sr.Section

Engineer (C&W) or his authorized representative. 10. The Contractor shal l furnish complet e details of the personnel to be deployed with supervisor(s) giving t he

working timings. The name/list of all t he employees along with supervisor should be submitted to

Sr.DME/CDO or his authorized representative bef ore starting the actual work.

11. The Contractor should issue Identity badges to all his Labour engaged to carry out t he work, including t he

supervisor. These identity badges should be so carried that they can be identified by Rai lway Security/Carriage & Wagon Staff and Supervisors. The Identity badge should be worn by contractor Labour

on left on the chest at the place of work.

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12. The Contractor shal l instruct the Labourers engaged to close the coach toi let taps & Hydrant taps during

non-use and after use to avoid wastage of water.

13. The Contractor should ensure that the dirt, litter and other fi lth collect ed after the cleaning shall not be off loaded to nearby Pit/Washing lines and will be dumped only at nominated place as advised by Sr.Section

Engineer(C&W)/CDO. The entire Pit/washing Line shal l be cleaned after the rake has been cleaned.

14. The Contractor shall make necessary Electrical Plug & Socket with Cabling arrangement along the catwalk/pit line t o draw electric ity as per Annexure A-8. Railways wil l supply required load & Electricity free of cost. However, the Contractor will have to give total load det ails / consumption /day. The electrical

installation is by the side of washing line and may come in contact with water. Contractor will be

responsible for providing necessary training to its men for proper upkeepment of installation as per specifications detailed in Annexure-A6 and all safety gadgets and materials to protect its men/Machines from electric shock/short circuit/ accident. Rai lway shall not be responsible for any such mishap.

15. All the mechanized systems & implements /accessories as required in this project shal l have to be to be

owned by contractor. The Contractor shall be responsible f or round t he clock availabil ity, serviceabi lity and maint enance of t hese mechanized systems. These Mechanized systems should be dedicated to this

contract and cannot be taken out for any ot her job.

16. Railways shal l provide adequate free of cost water supply through hydrant taps on the pit lines f or washing of coaches.

17. The Railways shall prov ide free office accommodation and a storage space (Machine Room) with

independent lock & key for keeping the machines within the depot premises. Contractor shal l be responsible for the safe cust ody of the machine and stores.

18. The Contract will be awarded the work on “turn key basis” for dai ly cleaning of rakes from ins ide/outside

during its primary or secondary maintenance in depot as per schedule of work given in “Annexure-A1”.

However, Contractor shall be geared to take any additional no. in seasons.

19. All direct or indirect costs and obl igations pertaining to employment of special ized manpower will be borne

by contract or under the turnkey scope of work. 20. The resources shall be mobilized and made functional within a period of 45 days from t he date of intimation

of the acceptance of tender which the contract shall be terminated & EMD/SD forfeited.

21. The Contract or and Railway administration shall independently at their own costs arrange for passenger opinion survey (Annexure-A7) regularly regarding cleanliness of t he coaches. The Railways will give required permission to conduct such survey at station.

22. The Contractor is expected to maint ain entire dat abase of coaches/rakes attended by him for analytical

purpose at the end of every month & at the end of each year. The Contractor is also expected to make available this database to Railway whenever desired.

23. The Mechanized Cleaning Contract is on turnkey basis. The turnkey serv ice contract will cover the following: a. All fixed installations, b. Mechanized systems as per given specifications

c. Hand implements, tools & tackles,

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d. Consumables of machines including cleaning and disinfecting agents, e. Operat ors/Labour & Supervisors. f. Set of Uniform with distinguished logo and identification to machine operators.

g. Complete maintenance of the Machines employed for cleaning the rakes.

24. On completion of work as specified in Annexure-A1(-Schedule of Work), all t he window glass shutters shall

be closed and the doors locked from inside except one door which shall be locked from out side. The rakes will be attended at as per the “Pit occupation chart” as given in Annexure-A as amended from time to time.

25. Some pit lines will have catwalks on both sides; some pit lines on one side only and some pit lines do not

have catwalks. The contractor should be prepared t o clean the coach on all t he pit lines irrespective of

whether catwalk is avai lable or not. The coaches are to be cleaned on rake during the pit occupation.

However the coaches available in the yard, sick l ine and IOH may also be taken up f or cleaning based on the necessity of the Railway Administration.

26. The contractor has to attend the intensive cleaning of coaches and the rake has to be completed in 3 hours

maximum or as per the occupied time of rake in the washing line.

27. The contractor should utilize trained manpower and supervisory personnel from House keeping field. The

contractor should show documentary evidence in support of this. Trained personnel in House keeping field will be pref erred.

28. Payment will be made on monthly basis for no. of coaches attended by the contractor by in the previous

month. The Paying authority will be the Sr. DFM- of the Division. The contractor shal l submit his bills to t he

Sr.DME- of the Division every month for certification duly support ed by the daily score card duly verified

and s igned by CDO / Sr. Section Engineer in charge of the depot .Sr DME will forward the same to SrDFM for payment.

29. WORK EVALUATION :

The effectiveness of cleaning will be evaluated on a scale of 10 as per the following grading and scores will be assigned for each item in the score card:

Surface condition Rating

Clean, no dirt or no stains 10

Clean, very slight stains with visible cleaning effort 9

Very light dirt or stains visible 8

Minor dirt/stains visible 6

Fair dirt and stains visible 4

Severe dirt and stains visible 2

Extremely dirt/stained 0

• The quality of surf ace cleanliness should be reassessed after drying.

• No visible residues should be left on the int erior surface, nor should any oily deposit be left.

• The Contractor should strictly adhere to ratings of 9 & 10. The grading given for each item on Score Card shall be summed up to a maximum of 100% .

• The overal l rating for the rake will be arrived & scores more than 90% only shall be acceptable.

• A specimen copy of Score sheet is enclosed in Annexure – A2 for the daily maintenance of records. The

Score Sheet shall be filled for each rake & maintained separately.

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30. Penalty clause The contractor should ensure that the overall scores should be equal to or more than 90% . If the rating is found to

be less than 90% , then a penalty as specified below shall be imposed and recovered from the bills. No penalty shall

be appl icable for old permanent stains on stainless steel pan & washbasin, porcelain commode in western lavatory,

glass mirrors, wall panel, mirror frames, external panel, and door & floor area. However contractor should make

necessary efforts to remove old st ains also at his cost to have an aesthetic appearance of coaches cleaned by his

labour/workmen.

Sl.No. OVERALL RATING PENALTY IF ANY

80- 90% 10% of the accepted rate/coach will be recovered

from the bi lls for no. of coaches in that rake.

(i) 70-80% 20% of the accepted rate/coach will be recovered

from the bi lls for no. of coaches in that rake.

(ii) Less than 70% No payment will be allowed for the no. of coaches in

that rake.

• The Railway Administration will terminate the contract……..for 10days in more than 10% of the coaches

offered during the period. If the work executed by the contractor is consist ently unsatisfactory (below 6

rating) for 10 days, at the risk and cost of the contractor.

• The Labour engaged by the contract or should always be in prescribed unif orm and identity badges & if they

are found without these, Railway’s may impose penalty not more than Rs. 100/- per case. • Railway Officials of different ranks wil l be inspecting the quality of cleanliness of coaches from time to time.

Adverse remarks of any inspecting official or public complaints received on cleanliness of coaches, t he

contractor wil l be liable for a penalty of Rs.500/-(Rupees F ive hundred only) or the compensation awarded to complainant in any court of law and in consumer or both.

31. Inventory of Materi als & Inspection:

The contractor shal l make arrangements to present to the Senior Section Engineer/CDO, Coach Maintenance Depot at the commencement of the work every day t he stock of various cleaning materials/ agents/ compounds to record the adequacy of mat erials to be used for the day. The Senior Section Engineer shall exercise supervision to

ensure that the cleaning materials are actually used as per the scales for which the contractor shall co-operate. The scal e (quantity)/brand/Specification and use of the chemicals/ cleaning solvents shall be specified along

with the tender document for the above purpose as a separate annexure on per coach basis for coach cleaning chemicals and for depot premise cleaning every day..

32. Quality of the works carried out should be jointly certified by Senior Section Engineer/CDO or his nominated representative, Coach Maintenance depot along with representative of contractors and record to this effect has to be maint ained by the contractor to prefer the bi ll for the completed mont h.

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33. WORK DIARY

The depot will open a Work Diary for the above contract for which the Contractor w ill indicate the details of the

works carried out daily and it should be jointly certified by bot h SSE or his nominated representative and contractor’s representative daily. The extracts of this Workbook will form part of t he monthly bill f or verification. Additional records/registers if any should also be maintained and the details recorded as per the directions of CDO.

34. GUARANTEE IN CLEANLINESS

Coaches should be free from dust, grime, muck and stain and there should not be room for any complaint from t he

traveling passengers.

(a) The qual ity of cleaning should not affect the glossiness of the parent material or the paint whichever applicable.

No stains, spots, marks, pasted labels and any other substance should be left inside the coach.

(b) During the execution of work, it is the responsibility of the contractor to see that chemical cleaning solution

should not affect the glossiness of surf ace on the exterior of coach. Whatever chemicals f all on the exterior of coach should be wiped thoroughly.

(c) The quality of cleaning for the LP Sheet panels, varnished areas/ painted areas including partition frames, pillars and seats’/berths’ support brackets wherever provided should be to the standard i.e., when any area inside the coach is wiped with white clot h should not show traces of any slightest change in the color of the

cloth. The windowsill areas also should satisfy the above condition.

(d) The Rexene surfaces should be free from stains, spots, marks, and accumulation of dirt and change of its original colour t o dark. There should not be any difference of colour in the same seats/berths. Wiping with

white clot h, it should not show traces of any slight est change in the colour of the clot h. No drying marks should

be visible on any glass surf ace.

(e) The glass shutters inside/outside of the coach and mirrors should be crystal clear i.e., when any area on the

surface of the glasses/mirrors wiped with white cloth should not show traces of any slightest change in t he colour of the clot h. In case of AC coaches naphthalene balls should be provided between the glasses where

ever provision ex ists.

(f) The flooring surf aces should be free from stains, spots, marks, and accumulation of dirt and there should not be any difference of colour in the same piece of PVC sheets including toilets.

(g) The inside roof portion of the coach also should be free from dust, dirt, cobwebs etc. When wiped with white

cloth, it should not show traces of any slightest change in the colour of the cloth.

(h) The Aluminum checkered plat es should be free from all types of muck and other substances.

(i) The sliding doors and louver shutters should be thoroughly cleaned.

(j) The sole bar at the entrance of t he doorway, handrails, window bars and steps should also be free from dirt, muck and any sticky substances.

(k) The pantry cars, storeroom racks, wal ls, kitchen room, partition meshes, gril ls, gas room etc should be thoroughly cleaned.

35. INSPECTION CLAUSE

The Sr.DME/DME/AME/CDO/SSE, Coach Maintenance depot or his representatives on his behalf w ill conduct

inspection of the coaches after completion of work.

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Annexure-A1

Schedule of Work:

Coaches of different types viz, Pantry cars, IIIAC, II AC, AC first class, Chair cars, passenger carrying coaches, Second s leeper coaches, saloons and other second class SLR/Power car coaches as indicat ed in Annexure A3 shall be cleaned intensively bot h internally & externally & underneath trolley with exposed fittings during t he

maintenance daily in the coaching depot for a period of 5 years, using Trained Manpower, Machines, Cleaning

Solvents, Materials & Hand tools, accessories. The set of coaches could be in the form of rake composition or spare coaches available at Sick line, IOH or stabling lines as per the requirement of Railways. The con

1. COLLECTION & DISPOSAL OF LITTERED GARBAGE FROM COACHES:

All the coaches shall be swept with the help of suit able broom & garbage including plastic bottles shall be

collected in a Disposable Bag & disposed off to nominated bin at Depot yard.

2. INTERIORS OF COACH:

Cleaning of dirt and muck from the following locations, disinfec tion and dry ing

2.1 All ceiling panels should be wiped with a duster and all permanent stains/head grease, dirty spots of all

interior paneling/rexine/upholstry, met al beading, wall protectors, lavatory pans, wash basins, shutters,

seats/bert hs, racks etc, should be cleaned with a duster dipped in soap solution, wiped clean and dry.

2.2 Aluminum chequered plate in doorway; corridors between lavatories and vestibule area should be cleaned

detergent with scrubbing machine, disinfected and dried.

2.3 All grease should be removed and all windows, windowsil ls, shutters, etc, should be cleaned with wet

duster. Muck and dirt, which gets collected in the corners should also be scrapped and cleaned. The window

glasses should be cleaned with detergent solution and wiped dry with a Squeegee in such a manner that the

glass should be clear and transparent after cleaning.

2.4 To remove dirt, stains due to coffee/tea, betel spittoon etc and clean the ceiling and floor of the coach.

2.5 In the kitchen area of pantry cars, all dirt, grease and oi l stains on floor, window shutters near stove,

storage racks etc are to be removed and cleaned with suit able cleaning solvent and scrubbing mechanism,

disinfect ed and dried.

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3. TOILETS: Cleaning of dirt and muck from the following locations, disinfec tion and dry ing.

With a suitable HP Jet action & Detergents & manually following shall be cleaned:

3.1 Dirt and cobweb formed on the ceiling

3.2 Dirt formed on both sides of the lavatory main door.

3.3 Dirt formed on the side panel on which the lavatory door overlaps.

3.4 Muck accumulat ed behind the wall prot ectors.

3.5 Muck accumulat ed on the sides of footrest of the squatting pan. 3.6 Muck accumulat ed in the washbasin inside the toilet

3.7 Muck accumulat ed on the space below the washbasin.

3.8 Dirt and muck accumulated on the frosted glasses and frame.

3.9 Muck formed on the mirror stand, soap tray and plumbing’s. 3.10 Door and side walls above waist level should not be hosed with wat er, but should

be t horoughly cleaned with cloth dipped in detergent solution taking care that no water goes int o the mirrors. The

sidewalls below waist level and the banjo shutters should be thoroughly cleaned with soft soap / cleaning solution and cleaned with water by hand or portable sprayer. All dirty spots should be removed with the use of detergent. The ceil ing and sidewalls should thereafter be wiped dry. There should be minimum usage of water.

3.11 The mirror should be wiped with a dry duster and if necessary, cleaned with detergent solution and again

wiped dry. There should be no scratch mark on the mirror. Porcelain wash basins should be cleaned with det ergent powder and wiped dry wit h duster and stainless steel wash basins should be cleaned with detergent. The porcelain

and stainless steel wash basins and lavatory pans should be sparkling clean.

3.12 The lavatory floor should be first scrubbed with hand brush & detergent and then jet washed with HP Jet machine and vacuum dried.

3.13 The European style commode should also be washed with suitable detergent & brushed. The plastic

commode lid & seat and covers should be washed wit h detergent & hand brush and wiped dry.

3.14 The commode chutes should be cleaned with a HP Jet or with circular brush throughout its length.

4. DOOR WAYS: Cleaning of dirt and muck from the following locations, disinfection and dry ing

4.1 Dirt on ceil ing above main door. 4.2 Dirt on inspection cover.

4.3 Muck formed on the backside and front side of the main door. 4.4 Dirt formed on the main door glass shutters and windowsills. 4.5 Dirt and muck formed near the hall basin panel

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4.6 Muck formed below the Wash Bas in. 4.7 Dirt formed on the mirror frame. 4.8 Muck formed on the floor around the basin outlet pipe.

4.9 Muck formed on the catering box.

4.10 Muck formed on the floor near the main door. 4.11 Dirt formed inside the water container and basin.

4.12 Garbage collection & cleaning of Waste Bin.

5. INSIDE THE COMPARTMENT Cleaning of dirt and muck from the following locations, disinfec tion and dry ing

5.1 Muck and dust accumulated on the ceiling above top berth corner.

5.2 Muck accumulated on the top berth panels.

5.3 Dirt formed on the backside panels of the middle berth. 5.4 Muck & Head Marks formed on the berth Rexene and panel. 5.5 Muck accumulated on the vertical pi llars, at bottom of the pillars and seat support brackets. 5.6 Muck and dust accumulated on the windowsil ls and window bars.

5.7 Dirt formed around the switch.

5.8 Muck and stain accumulated on the side body skirting and portion below the single seat. 5.9 Stains and dirt accumulated on the entire flooring and below the seats and lower berths.

5.10 Stains and dust accumulated on both sides of the window glass and Venetian shutters. 5.11 Fan & Fan Blades.

5.12 Stain and muck on side tables

6. UPPER CLASS AND AIR CONDITIONED COACHES

C leaning of dirt and muck from the following locations, disinfec tion and dry ing

6.1 The magazine pocket should also be checked and cleaned of rubbish and paper l itter, if any, in the dust bin. Sidewall fittings including tumbler holders and small luggage racks should be cleaned.

6.2 All ceiling panels should be wiped with a duster. Oil and head stains or dirty spots, if any, should be cleaned with a dust er dipped in soap solution and wiped dry.

6.3 All varnish finished, painted or polish finished panels or laminated plastic panels should be dusted and dry-cleaned. Oil stains or head stains, if any, should be cleaned either with mild soap solution or cleaning fluid taking care not to affect the surface being cleaned. Electroplated fittings should also be dusted and if required cleaned wit h detergent solution and wiped dry.

6.4 Cushions should be cleaned with a dust er. Oil or head stains and dirty spots, if any, should be cleaned with mild soap solution and wiped dry.

6.5 All windowsills should be cleaned with wet dust er. Muck and dirt, which gets col lected in the corners, should

also be scrapped and cleaned. The window glasses should be cleaned by det ergent solution and then

wiped dry with a dry duster.

6.6 The sliding and other doors should be wiped dry, the dust from the corners, ends and sliding door runway

cleaned and removed and oil/head stains, if any, cleaned with a duster dipped in soap solution and wiped dry.

6.7 The mirrors in the compartments should be cleaned with a duster and stains if any, should be removed with

detergent solution.

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6.8 The tabletops in the compartment should be cleaned with cloth dipped in soap solution and wiped dry.

6.9 The floor and the corridor should be swept dry w ith brush banister and sweepings collected in a dust bin.

Under no circumstances should the sweepings be thrown on the washing line and pit line. All stains should be removed in a mechanized manner

6.10 In case of AC coaches, Almirahs, hangers, stools, side tables, loose cushioned armrest, footrest etc.,

should be cleaned with a duster. The woolen carpets / rubber mats should be removed from t he coach and the removed carpets should be shampooed using suitable shampooing liquid and brushed. It should be ensured that no damages / discolorization of carpets take place during t he process of c leaning. Before t hey

are replaced, the floor should be swept and thoroughly cleaned. The washbasins in the compartments

should be cleaned with effective detergent and wiped dry and metal polish should be applied so as to have a fine finish. It should be ensured that the drain hole and the drainpipe are clear and water drains out speedily and smoothly.

6.11 All brass and electroplat ed fittings should be cleaned.

6.12 Wash basins in AC First class coaches shal l be cleaned and pol ished.

7. PARCEL LUGGAGE AND BRAKE VANS

Cleaning of dirt and muck from the following locations, disinfec tion and dry ing The entire interior portion i.e., sidewalls, luggage racks, floors, etc, should be washed with wat er, dog box, swept &

scrubbed clean and all drain holes opened up. Dog boxes should be thoroughly washed and cleaned with

disinfect ant daily. Sliding door run way should be cleaned for easy closing of door without any obstruction. Foul smell from luggage van portion of SLR/VP should be removed with application of disinfectant. 8. ON THE WINDOW SHUTTERS

Cleaning of dirt and muck from the following locations, disinfec tion.

8.1 Dust and muck accumulat ed on the surface of the windowsil ls.

8.2 Dust and muck accumulat ed at the window corners. 8.3 Muck accumulated ins ide guide groove where the window shutter slides.

8.4 Formation of yellow tint on the glass surface. The glasses should be clear and transparent after cleaning.

Glasses should not have any scratch marks due to rubbing by hard and rough material.

8.5 Accumulation of dust muck and stains on top of the glass shutters behind the louver shutters.

8.6 Dust and muck accumulat ed on the louvers and window frame of louver shutters are to be cleaned.

9. PANTRY CARS

Cleaning of dirt and muck from the following locations, disinfec tion and dry ing

9.1 The int erior metal portions such as store room racks, staff room walls, kitchen room, partition mesh, grills,

gas room etc should be sc rapped and cleaned thoroughly with appropriate cleaning solution to remove soot, stains due to grease, oil fumes etc. The floor shall be scrubbed with cleaning solvent in mechanized manner

daily.

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9.2 The windowsills, louver shutters, glass shutters should be scrapped and cleaned to remove all muck and stains. The glass should be clear and transparent after cleaning.

9.3 The Aluminum chequered plates on the floor should be attended f or removal of muck, stickiness and oil

accumulation etc. The other flooring areas should also be cleaned.

9.4 The hot cases, stoves, washbasins, Rexene surf aces should be thoroughly cleaned. 9.5 The roof ventilator should be dusted and cleaned.

9.6 The drain holes on the floor to be cleaned.

10. GENERAL

Cleaning of dirt and muck from the following locations

10.1 Sole bar at the entrance of the doorway should be cleaned with HP jet and brushed to make them clean

and tidy. Handrails, window bars and steps should then be washed and wiped clean free from dust and dirt. Care should be taken to wash body panels under t he handrails. Turn Under on the External Wall Panel shall be cleaned t horoughly. End Panels on t he

Coach Coupling side at bot h the ends shall be cleaned with HP Jet machines.

10.2 Too much use of soap and water in washing and cleaning operation is bad as soap reacts with paint and water causes corrosion. Theref ore minimum quantity of water and soap should be used for interior cleaning

of coaches. Hosing of water for interior cleaning is totally prohibited in any coach.

10.3 All the stainless steel and porcelain washbasins in coaches should be applied with met al polish. The

contractor should ensure that after applying met al paste, these stainless steel surfaces should have a fine finish.

10.4 All vestibules and fall plate area need to be cleaned and washed with water followed by spraying of phenyl.

10.5 All extruded fittings of trol ley, trolley frame, and wheel disc shall be cleaned with HP jet m/c & muck &

grease shall be removed.

10.6 Disposal of collected waste from al l the coaches & underneat h the Wash Basin from AC coaches shall be

disposed to nominat ed bin at yard.

11. Filling of wat er in all coaches to full capacity through side filling spouts.

12. Providing toiletries to following scale in the AC coaches cleaned everyday to cover to and fro journey:

i) Liquid soap (Lifebuoy or equivalent brand)-200ml per toilets and 800 ml to be prov ided with AC attendant for ret urn trip.

ii) 100 meters Tissue Paper Rol l in the Western Type Toilet.

iii) 30 gram Odonil or equivalent in each Toilet once every 10 days. iv) Spraying of Room Freshener in AC coaches for before the

Occupation of passenger – approx. 75ml in a coach.

13. Scope of work for Depot premise cleaning

i) Collection and disposal of garbage, scrap ot her unwanted/rejected materials left in t he work place to nominated locations. Mechanized sweeping of the area.

ii) Mechanized cleaning and disinfection of office building & sick line every day etc.

iii) Degreasing and disinf ection of Pit and apron once a month. iv) Desilting of drains and sewerage lines in the coaching complex v) Collection and disposal of garbage from yard ,removal of vegetation growth, vi) pit line, washing lines .Cleaning/Picking of garbage from yard and should be done once in a week.

The contractor should take adequate care to prevent littering of garbage in the yard.

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Annexure- A2/1

SCORE CARD ( TO BE FILLED BY THE DEPOT HOUSE KEEPI NG INSPECTOR)

Agreement No----------- ------ ----- ------ ---- dated----------- ----- ------ ----- -- Name of Contractor -------------- ----- ----- ------ ----- ------ ----- ------ ----- ------ -- Date of Inspection: ------------- ------ ----- -------Name of Depot-------------- ------ --

Name of Supervisor-------- ----- ------ ----- ------ ----- ----- ------ ----- ------ -Train No. ----------- ----- ------ ----- ------ ----- ----- ------ ----- ------ ----- --- Time Work Started----------- ----- ----T ime Work Completed-------------- ----- ------ ----- -- No. Of Caches In the rake-------------- ----- ------ ----- ------ ----- ------ ----- ----- ----No. of Coaches attended ----------- ----- ----- ------ ----- ------ ----- ------ ----- ------ --

SNo. Coach Srl No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Itemized of work Description

Coach Type ->

1. Garbage Collection & Sweeping of

Internal Coach

Rating

->

L1 L2

L3

2. Toilet Cleaning –All Toilet Fittings, Walls & F loor area and ceilling

L4

3. Gang way &Vestibule Area 4. Doors & Door Ways

5. All F loor Area in Coach

6. Berths / Seats/ Racks in Coaches

7. All Interior Wall Panels inc luding ceiling

8. Fans & Light Fittings

9. Window Shutters, Window Glass, window seal

10. Wash Basin & Mirrors on Door way

11. Dust Bins

12. Trolley Frame frontage

12. Trolley Frame frontage

16. Vis ible portion of Coach Roof Top 16 Watering of coaches

Note: Pls. refer Rating / Grading details overleaf (Instruction-Items not applicable for a any coach shall be marked as NA and shall not be taken in assessment of Rating)

Name of Contractor East Coast Railway, Puri “INTENSIVE RAKE CLEANING”“INTENSIVE RAKE CLEANING”“INTENSIVE RAKE CLEANING”“INTENSIVE RAKE CLEANING” Logo

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A Total Rating secured = C Rating % =(Tatal Rating Secured*100)/Maximum Rating= B Maximum rating= Signature of Contractor’s Supervisor Signature of Auth. Rep. of Sr.DME/CDO

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Annex A2/2 On the Back side of Score Sheet:

Surface condition Rating Clean, no dirt or stains 10 Clean, very slight stains with visible cleaning effort 9 Very light dirt or stains visible 8 Minor dirt/stains visible 6 Fair dirt and stains visible 4 Severe dirt and stains visible 2 Extremely dirt/stained 0

Sl.No. OVERALL RATING PENALTY IF ANY

80- 90% 10% of the accepted rate/coach wil l be recovered from the bil ls for no. of coaches in that rake.

(i) 70-80% 20% of the accepted rate/coach wil l be recovered from the bil ls for no. of coaches in that rake.

(i i) Less than 70% No payment wil l be allowed for the that rake for the day.

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Annexure-3

Pit occupation chart

Repair line 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

Route-12A Weekly Berthing

Route-12B 2KP 4KP Route-14 Contd. 2815/8475 8477 2802 8439,8449,8401,8403,8405(Weekly)

(I/PIT)

Route-16 214 5639/5640 (Sat) 8410 8452 210 (PIT) Washing Line

Route-18 210 5639/40 8008 8410 214

Route-19 2002+212 2KP 8452 4KP 202+212 Contd. Washing and cleaning activities are done in Route no 18,19,14 &16(Total 4 nos lines)

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Annexure-A4 Dear Passenger, As valued passenger your views & feedback on “Cleanliness and Passenger Amenities” , are very important to us. East Coast Railway endeavor s to provide you the best cleaning and hygienic services . Your valuable feedback would help us further improve the cleanliness standards. Kindly spare your few minutes in Rating the areas as given in table below:

5= Excellent, 4 = Very Good, 3=Good, 2=Average & 1=Poor

Areas of Cleaning/Services 5 4 3 2 1

Please mark ( Tick ) in space

Toilet Washing & Cleaning Toilet Drying Toilet Mirror Cleaning Wash Basin Cleaning Cleaning of Coach Floor Area Cleaning of Door Area Cleaning of Vestibule Area Cleaning of Window Glasse s Cleaning of Dust Bins Cleaning of Berths/Seats/Side Panels/Roofs Cleaning Fittings & fixtures & Fans & Electrical Cleaning of coach exterior Availabili ty of water

Passenger Name: Signature of Passenger Berth/ Seat # : Rake # Date of Journey:

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Annexure A5

Score Card for Depot Cleaning

Items of cleaning Score on First Check

Score on 2nd Check

Average Score

Cleaning of off ice premises Cleaning of Repair Sheds/Sick lines Cleaning of Catwalks and Aprons Cleaning of Pits Cleaning of Yards Cleaning of Drains inside the depots Cleaning of Pathways Disposal of Scraps to nominated places Disposal of garbage at nominated places

Score: 10 (Excellent), 8(Very good), 6(Good), 4(Average), 0(Bad) A scoring of about 90-100 should be aimed at. Scoring below 70% is not acceptable. No payment below 70% score.

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Annexure A-6

Specifications for “Project Resources”.

Manpower : (Operators) “ Intensive Rake Cleaning” project requires sufficient no. of skil led /semiskilled manpower

to be deployed by the Contractor / Agency. The manpower will be al located on rake @ 0.60/coach. Total manpower will be a combination of Machine operators & Supervisors.

S.No. Item(s) Specification(s)

1 Type of Operator required Semi-Skilled/Unskilled 2 Age Group 18 - 35

Manpower: (Superv isors)

S.No. Item(s) Specification(s) 1 Qualification of Supervisors Graduate 2 Qualification of Project Supervisor

cum Service Engineer Diploma in Electrical/

Mechanical + 3 to 4 years of experience

3 Age Group 25 - 35 Machines: (Fixed Installations) Power Cable & Wiring:

A schematic diagram is attached as “Annexure-A8” for cabling to be done by the Contractor underneath/nearby Catwalk for drawing Electrical Power from various plug & socket arrangements. The contractor shall ensure all the protective measures in laying the cable alongside track.

Probable Bill of Material with specifications for 2 lines:

Particulars Approximate Qty.

Make

LT panel Board ( 800 X 600 X 400 mm) consisting of 1 X 100 A,416 Volt,4 pole MCCB,200A copper bus bar and 63A,416V,4 Pole MCCB 3 Nos

1 BCH,L&T or any reputed brand

50 sq.mm. x 3.5 core PVC,Aluminum un-Armoured cable

1700 Meters for 2 PF Fort Gloster/CCI/Finolex/any other reputed make

Cable termination with Gland and lugs 80 Nos Any reputed make

MCB in each Distribution Box

40 Nos. MDS/L&T/Siemens/DATAR or any other reputed make

Power outlet boxes with 2 Nos.20 Amp. Metal clad plug socket with 20 Amp. SP MCB

40 Nos. Metal clad Plug and Socket: MDS /BCH or any other reputed make

GI Earth 40 x 6.3 mm GI Plate for 600 to 700 meters cable

GI Pipe 80 mm dia “B” Class

1500 Meters

Prakash/Surya/ Jindal or any reputed make

MS Angle Support 25 x 5 mm

40 nos. any reputed make

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Machines: (Equipments)

The Contractor/ Agency is advised to uti lize following types & no. of cleaning machines of state of the art technology using least possible of Water & Electricity to control expenditure to exchequer. The types of machines to be used are:

1. Portable Type High Pressure Jet Machine. 2. Portable Type Single Disc Mini Scrubber & scrubber drier 3. Portable Type Wet & Dry Vacuum Cleaner.

Some of the important specifications/ features required in the machines are as follows:

1. Portable Type High Pressure Jet Machine.

The High pressure machine shall have following in-built features: 1. High Pressure Nozzle having Frequency of Rotation of turbine 100 cycles per sec. The machine shall have motor mounted vertically on reciprocating type pump having Ceramic pistons. The pump shall be made of brass cyl inder head. The machine shall be user friendly, lightweight having separate Detergent Injector, Power Saving 4 min. Automatic Start - Stop , Rubber tire Wheel Mounted Trolley, Manometer ,Double Lance,4 Stage filters. 2. The high-pressure machine shall be supplied with necessary attachment, which can clean drains. 3. The machine shall be made of anti-corrosive body preferably ABS plastic, Galvanized Stainless Steel, Rust & Corrosion Free Body Frame. The machine shall have all the protection devices such as Overloading Protection, Overheating Protection etc. 4. The mechanized system shall have a facili ty of detergent or chemical injector buil t in for effective cleaning. 5. The mechanized system shall also have 0 to 180 bar Continuously Variable Pressure Regulator. 6. The machine shall have a maximum Water discharge rate of 10 to 15 l itres/minute. 7. The mechanized systems for washing tracks shall not draw load of more than 3 KW i.e. 13 to 15 amps. 8. The machine shall have a faci li ty of self-priming of 1.5 to 3 meters head. 9. The machine shall work on a maximum inlet water temperature of 60 deg C. 10. The weight of the machine shall not be more than 50 to 60 kgs. 2. Portable Type Single Disc Mini Scrubber and Scrubber Drier Single Disc scrubber cum sprayer shall be miniature in size so as to reach underneath the berths coaches. The machine shall be equipped with all the safety devices & fi ttings so as to able to clean the floor area intensively.

The technical specifications of this machine shall be as follows:- Pad speed …….. ………minimum of 180 rpm Working width …….. ………not more than 330 mm, 13” weight …….. ………not more than 20 to 25 kg Motor …….. ………approximately 500 watts Productivity: …………. 600-800 sq meter/Hr The scrubber drier shall be of similar Productivity with drier to immediately dry the floor.. 3. Portable Type Wet & Dry Vacuum Cleaner.

It should be a rugged and reliable wet, dry & carpet extractor single phase vacuum cleaner having accessories for effective cleaning in wet, dry & Carpet extractor conditions. This machine should be supplied with accessories such T – nozzle, Flexible intake tube, Carpet/Floor brush,

of 173 Crevice tool, Large transparent ‘wash-dry’ attachment, Small transparent ‘wash-dry’ attachment, Insert for hard floors, Round dusting brush, Rigid extension tubes, Detergent bottle.

The machine shall have following in-buil t features & specifications: • The suction cleaner shall be multi purpose industrial type, durable having steel tank for anti-corrosion, portable, rugged in design with durable steel reinforced rubber hose. • It should have the faci lity to li ft the motor separately for maintenance purposes. • The suction cleaner shall have an Air flow of 30 –40 ltrs. /sec. with hose • The suction cleaner shall have a Vacuum of 2000-2500 mm-wg. • The suction cleaner shall have a Container Volume 10-12 ltrs for dry and 5-7 for wet. • The suction cleaner shall not be more than 30-40 kg in weight. • The suction cleaner shall have a minimum of 8-10 mtrs cable length. • The suction cleaner shall be equipped with lightweight plastic extension tubes for overhead cleaning. NB: While signing the agreement the contractor must submit inspection/test certificates/MTC in support of the specification o f machines and equipments as has been indicated in his offer. Machines: (Accessories/Tools): (i) High grade Insulation Power Cable: All the machines used for cleaning job shall have sufficient length of Power Cable so that it can take care of the coach length while tapping electrical power from DG power supply generation & distribution system. The Power cable shall be of class-I insulation material and shall be duly protected mechanically so that wear & tear while daily handling shall not cause any leakage of current resulting into fatal consequences. It shall be double insulated for extra protection. (i i) Floor Mopper: Specially fabricated for Railway coaches to meet the width of Coach Aisle area (approximately 24 inches). The mop rubber shall be made of special type of sponge material (PVA) so as to absorb & retain at least 1 l itre of water. The length of the handle shall be at least 1 meter & made of mild steel or aluminum. (i ii ) Window glass squeegee: It shall be made of Stainless Steel handle of preferably 10 inches length with highly durable rubber blade of size 45 cms having a locking arrangement for easier & faster removal for cleaning or replacement. (iv) Special Cotton duster for glass cleaning: It shall be made of Khadi cotton with a size at least 48 cms x 48 cms. (v) Jute Cotton Duster for wash basin cleaning: It shall be made of 100% cotton jute with a size at least 45 cms x 45 cms. (vi) Disposable bag for waste: Disposable bag is required for collection of waste & l itter from Coaches & Dustbin of AC coaches & after col lecting the same the bag shall be disposed off to nominated municipal bin. This bag shall be made of Milky white colour Polyethylene of a size 20” x 30” minimum & minimu m 80 micron gauge. Anything less than this micron size will not be acceptable for environmental reasons. The polythene bag shall be printed with the name of scheme “Clean Rake Station”, name of the contractor & the name of station necessarily.

of 173 1. Materials: (Cleaning Agents) All the cleaning agents used for the project shall be bio-degradable environment friendly so that i t does not cause any harm to workers, passengers & the objects for which it is used. It shall follow all the mandatory International & National standards of chemicals. Some of the brand for different cleaning surfaces is suggested below: Essential Ecological Requirements for All the Clean ing Agents: • Shall have excellent biodegradabili ty.

• Should be Phosphate free. • Should not be a combustible liquid according to the regulations governing combustible liquids.

• The cleaning agents should preferably have near neutral PH value in used dilution. • Should have soothing fragrance & smell. i) PVC Floor Cleaning Agent: Preferred brands:Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab

ii) Ceramic Toilet fittings Cleaning agent: Preferred Brand: Taski R1/Taski R 6 (Johnson Diversey) or Sigla Neutral of Eco Lab iii) Glass Cleaning agent: Preferred Brands Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin IV) Laminated Plastic Sheet & Berth Rexene cleaner: Preferred Brands Taski R7 (Johnson Diversey) or OC Neutral cleaner of Eco Lab or Coll in V)Painted Surface cleaner: Preferred Brands Spiral (Johnson Diversey) or Absorbit of Eco Lab or Collin VI)Stainless Steel Polisher: Preferred Brands Suma Inox (Johnson Diversey) or Chromol of Eco Lab or Collin VII)Disinfectant Preferred Brands Stride (Johnson Diversey) or Antiback of Eco Lab or Collin VII) Air Freshner Preferred Brands Preferably water based Taski R5 or equivalent Ecolab or any water based reputed brand 2. Materials: (Workers Uniforms): • Overall: A full-bodied apron covering both the upper & lower half in l ight green /blue colour of any standard tricot cloth shall be provided to the worker minimu m 2 pairs a year.The uniform should be neat,clean and tidy. • Cap: Bright Yellow Coloured Cap 2 nos a year

• Hand Gloves: Workers shall wear good durable quali ty rubber gloves all the time while working on Coaches. It shall be orange Coloured upto palm size i.e. 18” long.

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• Gumboot (Shoes): Good durable quality gumboot shall be given to all workers @ 2 pairs per worker per annum. They shall be knee length & comfortable wearing so that no obstacles are caused to workers while operating on workstations.

• Goggle for Protection of Eyes:

For the protection of eyes, each worker shall be given at least 1 goggle to avoid back splash of jet machines. It shall have plain colorless glass or plastic only for the protection for eyes.

• Mask for Mouth covering:

Each worker shall be given a green Coloured surgical type mask for avoiding any direct infection from the toilets.

• Badge for Name:

Each worker shall wear a badge on the left hand side of chest on the coverall made of white Coloured ebonite plate of size 6 1/2” x 1” using black coloured fonts for name of worker. 3. Materials: (Work Supervisor Uniform)

S.No. Item(s) Qty. Type & Colour 1 Trouser 2set

s Light brown coloured trouser.

2 Shirt 2sets

White Coloured, Terri cot.

4 Cap 2 Yellow coloured same as Workers 5 Shoes 2 GumBoot 6 Torch 1 Handy Torch of any reputed make

for

1. Methods: (Work System);

All the operational methods used in the project shall aim to maximize output in terms of quali ty & quantity. The total output from the resources employed shall be to ensure cleaning of the coaches. Each cleaning operation shall be sequential and broken down in small tasks. The no. of manpower & machines employed in the project shall be distributed along the rake in adequate workstations so as to complete the work in the time limit.

2. Methods: ( Manpower Training ):

S.No. Area(s) No. of

Days 1 Behaviour:

� With Railway Staff � With Coworker � With Supervisors

1

2 Productivity: 2a Quality:

� Quality of Washing � Quality of Drying � Quality of Waste Collection � Quality of Waste Disposal

2

2b Quantity: � Sequence of Operations � Handling of Machines

2

3 Safety: � Electrical Safety

1

4 Team Work: � Coordination with Co-workers

1

5 Supervisor’s Training 1

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3. Methods: (Operating Instructions): a) Code of Conduct :

• Dress code:

• Every personnel working for “Intensive Rake Cleaning in Depot should always be specified uniform

at all times.

• Dress should be clean and worn properly..

• Timings;

• All personnel to report to work on the assigned time and be present till the assigned

time for leaving.

• Behav iors;

• All personnel need to be courteous to Railway Staff.

• Operators should follow supervisor’s instructions on behavior.

• Arguments with Railway staffs and RO (Railway officials) should be avoided at all

costs.

• All work related issues or objections should be directed handled by the Site

Supervisors.

• Language:

• While communicating with Railway Staff al l the Contractor’s men will use language

understood by them. The language used shall be preferably local language.

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Annexure-A7 Passenger Feedback:

The “Intensive Rake Cleaning in Depot” Scheme has been devised for the passenger & passenger only. Passenger is the essence & central character of the project.

All efforts are to enhance the overall passenger satisfaction by providing intensive cleaning of coaches under this scheme. It is therefore very essential to know their continuous feedback that the services are rendered in efficient & effective manner. Their feedback shall also be basis for continuous improvement in the Services.

The contractor is required to carry out monthly feedback of a sample size 1000 to 1500 minimum in the format at Annexure-A4. The feedback shall be carried out in consultation with CDO or nominated supervisor. Any fabricating of such form shall be liable to immediate termination of contract. The monthly feedback received for the sample size shall be analyzed rake wise, i tem wise etc. & the report shall then be duly submitted to the Sr. DME/CDO for further action.

The contractor at his own cost & convenience shall carry out the passenger feedback for those rakes only which are covered in the contract.

Departmental Monthly Reports:

The contractor to shall submit the Sr.DME of the respective division following monthly reports:

I. Cumulative Rake Wise Performance Scores. II. Passenger Feedback Analysis.

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Annexure-A8

Electrical Power Distribution Drawing

“Intensive Rake Cleaning in Depot”

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123

Annexure-II

Acceptance/deviation Schedule

(Tenderer may add more sheets if space is not adequate)

Clause # Accepted(yes/No) If No list Deviation(s) General Conditions: Special Conditions:

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ANNEXURE “B”

PACKET – “I” (TECHNICAL BID)

01. Name/s of Tender/s _________________________________________ 02. Whether Individual/firm/ _________________________________________

Company/Co-operativ e _________________________________________ Society (duly registered) _________________________________________ 03. Permanent (i) Business address: _________________________________________ _________________________________________ _________________________________________

(ii) Residential Address: _________________________________________ _________________________________________

_________________________________________ 04. If a firm:-

(a) Whether registered or unregistered, Partnership or Proprietorship:

__________________________________________________________________

(b) Date and No. of Registration under Indian partnership

Act:____________________________________________________________________ ___________________________________

NOTE: TRUE COPOY, DULY ATTESTED OR registered Partnership Deed is to be enclosed in case of partnership firm and copy of Certificate of Registration, under Indian Par tnership Act, should also be

enclosed.

05 .If a Company: -

(a) Whether incorporated in India: _______________________________________________

(b) Names and addresses of Directors:____________________________________________

__________________________________________________________________ ______________________________

NOTE:- A certified copy of the (i) Certi ficate o f Incorpora tion (ii) Memorandum and Articles of Association, and (iii) last audited Balance Sheet and Profit & loss Accounts is to be enclosed.

06. If a Registered co-operativ e society of actual w orkers:-

(a) Name of the Society _______________________________________

(b) Name of the President (c) Address___________________________________________________________________________

_________________________________________________________________________________________________

(d) Date and No. of Registration of the Society _______________________________________________________________________________________________________________________

NOTE:- A certified copy of 1) Certificate of Registration, 2) Memorandum of Articles of the Society, 3) Last audited Balance Sheet and Profit and Loss Accounts should be enclosed w ith this tender.

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1 Whether Rev enue/Bankers solv ency certificate of requisite v alue as detailed in Clause Annex ure -I, Para 7 b-iii has been attached?

2 Whether the suppor ting document/certificate o f as a proo f of turnov er as detailed in Clause Annexure -I, Para 7b –ii has been

attached ?

3 Whether supporting document/ certificate as detailed in Clause Annex ure -I, Para 7b -i has been attached?

4 Whether de tails of prev ious ex perience as detailed in Clause Annex ure -I, Para 7 a V-a has been attached?

5 Whether the de tails of other cleaning contracts held at present as

detailed in Clause Annex ure -I, Para 7 a V-b are enclosed

6 Whether the de tails of personnel organization as detailed in Clause Annexure -I, Para 7 a V-c are enclosed

7 Whether de tails of plant and machineries as detailed in Clause Annex ure -I, Para 7 a V-d has been attached?

8 Whether the contractor has valid ISO 9000 ( i.e. ISO 9001:2000) certification as a mechanized cleaning serv ice prov ider .Whether copy of ISO certificate is attached as de tailed in Clause

Annex ure -I, Para 7 a V-e has been attached.

9 Whether the mechanized cleaning system machines required for

execution of the w ork, as per technical specification as detailed in Annex ure A6 shall be supplied as detailed in Annex ure –I, Para 7 a VII ?

10 Whether the contractor has enclosed proof of possessing technical know how of Mechanized cleaning as detailed in Annex ure -I, Para 7 a VI ?

10 Whether clause-by-clause acceptance /deviation schedule as detailed in annex ure –II has been attached?

12 Whether the chemicals, cleaning solvents their specification

proposed to be used and the quantity per coach and for depot cleaning per day has been enclosed as a separate list as detailed in Annex -A Item no 31?

08. Original Money Receipt/Demand Draft/Deposit Receipt/Pay Order NO. ____________

________dt.__________________ issued by the Chief Station manager/ Bhubanesw ar_______________or

HQ’s Cashier/ Bhubanesw ar or _____________________________ (scheduled/Nationalized Bank) is enclosed

herewith.________________________________________________

TENDERER’S SEAL Signature/s of________________________

The tenderer/s________________________

Place:________________________

Dated:______________________

Chief Mechanical Engineer, Railw ay,

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Quarterly and Annual Maintenance and testing of 5 Kg

capacity DCP type Fire Extinguishers of

Division

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SPECIAL TERMS & CONDITIONS

1. SCOPE OF WORK: The Contract is for Quarterly and Annual Maintenance and testing of 5 Kg

capacity DCP type Fire Extinguishers of ______________ Division.

2. Total Fire Extinguishers - Nos.

3. QUARTERLY MAINTENANCE :

a. Clean the exterior of the extinguisher, polish the painted portion with wax polish, the

brass/gun metal parts with metal polish, chromium plated parts with silver polish and plastic components to be thoroughly washed with soap solution and sun dried.

b. Check the nozzle outlet and vent holes as well as the threaded portion of the cap for clogging and check that plunger is clean and moving freely.

c. Ensure that the cap washer is intact and also grease the threads of the cap, plunger,

etc and wipe clean.

d. Make sure that the extinguisher is in proper condition and is not accidentally discharged. In case of stored pressure extinguisher pressure gauge is to be checked for

correct pressure.

e. Check all the components of the extinguisher as per the maintenance check list given below:

The dry power extinguishers should be opened in a dry room and for a minimum possible time to avoid effect to atmospheric moisture on power.

1. Dry power extinguisher, where discharge control is fitted on the nozzles, should be operated before opening the extinguisher to ensure that there is no pressure in the

extinguisher. 2. Weigh the extinguisher to check the correct mass of power filled in it which should be

marked on the body of extinguisher and record book when it was first put into service.

3. Open the extinguisher and remove gas cartridge and see that sealing disc is intact.

Weigh and compare its mass with full mass of cartridge marked on it. In case, loss is more than 10 percent, it should be replaced by new cartridge.

4. Check the operating mechanism, dis-charge controls for free movement and closing.

Examine nozzles, hose, and vent holes, piercing mechanism of cap cartridge holder, grease and wipe clean.

5. Remove the inner shell (if any) and clean portholes.

6. Empty the dry powder in a dry container and examine for caking, lumps and foreign matter, in which case replace it with new dry powder charge.

7. Examine the extinguisher using dry air. 8. Return the original charge to the extinguisher and fi the cartridge and other fittings.

4. Annual m aintenance schedule

Over and above the monthly inspection, all the extinguishers shall be subjected to a more

through inspection at least once in a year as per the provisions of IS 2190: 1992(2002) Clause 11.6. Advantage should be taken of this annual inspection to train personnel in the operation of extinguishers. The annual inspection should consist of the following procedure.

1 In the first instance, by rotation if the extinguisher is due for discharge test, after

ensuring that the cap and components are fully tightened nozzles and vent holes are free of any dust or dirt, operate the extinguisher for testing the performance.

2 In case the extinguisher is not falling due for discharge test as per the schedule of

records, empty the contents of the extinguishers in clean buckets and remove all the

components. In case it is failing in discharge test, procedure given in this standard is to be followed.

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3 Examine the inside surface of the cylinder as well as the surface of the containers for

the condition of plating, for any rust formation, etc. 4 If there are visible rust marks, wash the cylinder thoroughly with clean water, sun dry

it and fill it with water for 24 h and observe the surface again. If there are still signs of

rust formation and plating thickness is not adequate, the plating thickness is not freshly plated or phosphated as the case may be.

5 Examine the external surface of the fire extinguishers in respect of painting and if there is damage to the painting, the surface should be re- painted with one coat of primer and

at least one coat of fire red paints as per the requirements of Indian Standard specification.

6 Check up the condition of the label and if it is not in order ensure to replace with correct

label.

7 Examine the cylinder and its components in detail apart from functional point of view for any physical damage, cracks, dents, etc. In case of any doubt, such components if

those are pressure parts should be subjected to hydraulic pressure test. If the damage

by a repair, the part should be replaced by a correct component. 8 The annual inspection should be combined with the testing requirements for operational

test and hydraulic pressure test.

9 The extinguishers after inspection should be refilled immediately and the date of inspection and refilling should be indelibly marked on the extinguishers and recorded in

the register of fire extinguishers. 10 Painting with two coats of Red paint and re-labeling of the fire extinguishers has to be

carried out as mentioned below:

• SSE/C&W/AQ/No.……………………

• Date of Quarterly m aintenance………..

• Date of Annual maintenance…………

• Date of Hydraulic testing:

• Next Date due: ………….

• Maintained by: …………………

5. Hydraulic Pressure Test

Hydraulic Pressure Test of the cylinder (at an interval of three years) & CO2 cartridge

(after each re-filling) is to be carried out as per the provisions of IS 2190: 1992(2002)

Clause 12.2. If any of the extinguisher fails in the hydraulic pressure test to meet the

requirements given in Annex. E of IS 2190: 1992 then, after repairs, the extinguisher

should be subjected to pressure testing. If it passé the test as per the requirements

mentioned above, the extinguisher shall be retained and, if it fails, the extinguisher

should be rejected and condemned after recording the same in the register of fire

extinguishers.

6. REFILLING AND OPERATIONAL TEST

Refilling and operational test of DCP type fire extinguishers (once in five years) and

CO2 cartridge (whenever the weight loss is more than 10% of the original weight) as

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per provisions of IS 2190: 1992(2002) Annex D (Clauses 4.6.1 and 12.3 & 12.4). The

re-filling of extinguishers should be carried out as per IS 2171-1985. Refilling /

renewal of Gas cartridge should be as per IS 4947-1985. The dry chemical powder

should conform to IS 4308-1985.

7. REJECTED EXTINGUISHERS: -

Ref: (14 of IS 2190: 1992)

The rejected fire extinguishers should be cut centrally across the body and made unusable before disposal so as to prohibit their subsequent use. These rejected fire extinguishers, duly cut, to be handed over to Railways for further disposal. The date of rejection and the mode

disposal should be recorded in the register of Fire extinguishers (Annex F of IS 2190: 1992).

8. MAINTENANCE OF RECORDS

Maintenance of records should be as per IS 2190: 1992 Clause 13. The records of

maintenance, inspection and testing of all fire extinguishers including their

operational history shall be m aintained in a register as per the form at given in Annex

F of IS 2190: 1992.

9. CERTIFICATE: -

All other relevant parameters of IS 2190:1992 pertaining to m aintenance of DCP type

fire extinguishers have to be followed and contractor shall have to furnish a

certificate to this effect in duplicate for every fire extinguisher after each

maintenance and testing schedule and Refilling.

10. Special conditions: -

1. The maintenance of the fire extinguishers to be carried out by the Contractor at Carriage and Wagon Depot / Ajni. The work carried out and the equipment /

components requiring replacem ent shall be jointly certified by Contractor’s

representative and Sr Section Engineer (C&W) or his authorized representative. Payment for the equipment / components replaced shall be as per the tares quoted by the Contractor in the financial bid. The hydraulic testing of the fire

extinguishers and CO2 Gas Cartridge is to be carried out at the Contractor’s premises and the duly tested Fire Extinguishers / Gas Cartridge are to be returned

within a period of two days (excluding the day of collection of the same and Sundays / Holidays). Delay Charges at the rate of Rs. 10/- per fire extinguisher or CO2 gas cartridge per day shall be imposed in case the Contractor is not able to

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adhere to this deadline. Transportation of the Fire Extinguishers / Gas Cartridge

between Carriage and Wagon Depot / Ajni and Contractor’s prem ises shall have to be borne by the Contractor. The fire extinguishers shall norm ally be offered to the Contractor for maintenance at Carriage and Wagon Depot / Ajni on each Monday or

subsequent working day (in case Monday happens to be a Holiday). Contractor shall be required to maintain these fire extinguishers within two working days (including the day these extinguishers are offered for maintenance, failing which a penalty at

the rate of Rs. 5/- per fire extinguisher per day shall be levied for each extra day of

part thereof taken for the maintenance. The work shall be carried out during normal working hours i.e. 900 to 1700 hours. Contractor shall be given intimation by Railways in case adequate num ber of fire extinguishers cannot be offered for

maintenance on Monday or subsequent working day (in case Monday happens to be

a Holiday), and shall be advised of the date when he is supposed to attend to the fire extinguishers. Contractor is supposed to adhere to this date, otherwise penalty

at the rate of Rs. 250/- per day shall be levied. Railways shall make efforts to offer

at least 50 nos. of fire extinguishers for m aintenance on each occasion.

2. Extinguishers after m aintenance shall be subjected to random inspection (at least

5% of the total no. of Fire Extinguishers m aintained by the contractor) by Railway

representatives and officers for proper operation. The re-filling of these empty Fire extinguishers shall have to be carried out by the Contractors, free of cost. Further

in case any fire extinguisher does not operate during such random inspection, the

Contractor shall be required to attend to the same immediately, free of cost, and an additional penalty of Rs, 100/- per fire extinguisher shall be levied.

3. In case of dam age to the fire extinguisher due to negligence of the contractor, the Contractor shall be required to attend to the sam e free of cost, Further, in case the

fire extinguisher is rendered un-serviceable due to such damage, the cost of the same shall be recovered from the Contractor. Railway’s assessm ent of the cost of

the fire extinguisher shall be taken as final.

11. Guarantee period: -

The guarantee period for the fire extinguishers is same as the duration between two

consecutive maintenance schedules plus 15 days. If any leakage/defect is noticed

within this period, contractor has to m ake good the leakage/defects, free of cost

and an additional penalty of Rs. 100/- per fire extinguisher shall be imposed.

12. Payment: -

Lump sum paym ent on m onthly basis shall be m ade to contractor on the basis of

work attended and as certified by Railway’s representative. Service tax / VAT shall

be payable by the Contractor as per extant rules.

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13. Following documents & credentials should be submitted along with this offer.

A. Requisite Earnest Money Deposit Receipt. B. Permanent SSI registration certificate. C. Declaration by tenderers of having infrastructural facilities, tools and plant,

etc, for carrying out various testing and m aintenance schedules of DCP type of fire extinguishers.

D. Contractor should have testing approval from Explosive departm ent for

Hydraulic pressure testing of fire extinguishers.

E. Latest professional tax and sales tax clearance certificates. F. List of technical persons to be engaged for the work. G. All risk insurance policy for m an & m aterial.

H. Own facility of re-filling of CO2 gas cartridge along with documentary

evidence. I. Railways will have full rights to inspect the infrastructure to verify the

documents given by contractor.

J. Past experience of similar works. K. The tenderers will subm it with the tender a list of required m achines/ plant

and tools for carrying out various testing and m aintenance schedules of DCP

type of fire extinguishers along with necessary documents to establish the ownership / hiring.

14. OTHER CONDITIONS:

a) A ‘No claim’ Certificate shall be furnished by the contractor with regards to any demand by

the worker for regular absorption in the Railways at any point of time.

b) The contractor shall ensure that his staff while carrying out the said work is in uniform and carry an identity card on their person at all times. They shall be disciplined and courteous,

and in no way indulge in activities on Railway premises that could cause loss to property or

reputation of Railways. c) The contract shall be responsible for provision of adult labour and payment to labour as per

Minimum Wages Act. He shall also be responsible for safety of the contract labour and shall

provide to tools/equipments necessary for their safety. Railway shall in no way be responsible for injury of any kind.

d) Tender received after the due date time of submission will not be accepted. Railway does not

take any responsibility for any postal delay or receipt of tender.

15. Cancellation or Suspension of Contract : The Railway Administration shall be at liberty

at any tie without giving any reasons to suspend temporarily or terminate permanently this contract on giving 7 days notice in writing to the contractor and the contractor shall not

entitled to any date or compensation by reason thereof.

16. The rates quoted shall include all taxes, royalties, over head charges etc. & no separate

charges shall be payable.

17. The Railway reserves of the rights of not to invite tenders for any Right of Railway work or

works or to invite open or limited tenders and when tenders to deal with tender are called to

accept a tender in whole or in part of reject any tender or all tenders without assigning reasons for any such action.

18. It shall not be obligatory on the said authority to accept the lowest tender and no tenderer /

tenderers shall demand any explanation for the cause or rejection of his /their tender.

19. The authority for the acceptance of the tender will rest with the Central Railway, which does

not bind itself to accept the lowest or any other tender, nor does it undertakes to assign

reasons for declining to consider any particular tender or tenders.

20. The successful tenderer shall be required to submit the lincence for executing this work from

Maharshatra Labour Commissioner or Central Labour Commissioner within seven days from

the receipt of Acceptance Letter.

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21. The successful Contractor shall have only execute the work after submission of license within

stipulated time failing which Acceptance Letter shall be revoked without any notice. 22. The above work will be subject to the general conditions of the contract up to correction slip in

force on Central Railway in addition to these special terms & conditions as laid down here in

above

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ANNEXURE – VI

CENTRAL RAILWAY PROFORMA - 1 MECHANICAL DEPARTMENT

STRUCTURE OF ORGANIZATION

1 Name of the Company

Address Telephone No. Telex No./Mobile No./ Fax No.

2 Description of the major field of activities of the company

3 Number of years of experience in the field of execution of works of similar Nature

4 Name and address of partners of associated companies, if any proposed to be involved in the project.

5 Name and address of the collaborators / consultants, if any, who will be involved in the project

6 Name and address of Bankers

7 Attach an organization Chart showing the structure of the company including names and position of Directors and key personnel

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CENTRAL RAILWAY PROFORMA – II MECHNICAL DEPARTMENT O R G A N I S A T I O N

1. ENGINEERING ORGANIZATION OF THE COMPANY

Description Category No. of

personnel Name Qualification

a) On permanent roll

b) Temporary

c) Likely to be made available on works

2. Reputed Consultants, if any with their acceptance to provide service:

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CENTRAL RAILWAY

PROFORMA – III MCHANICAL DEPARTMENT

DETAILS OF PLANTS & MACHINERY OWNED BY TENDERER Sr.No

Particulars of equipments

No./ Unit

Kind / M ake

Capacity Age and Condition

Details of work where machinery is in use at present

Details of machinery is hypothecated to any bank or institution

Remarks

DETAILS OF PLANTS & MACHINERY PROPOSED TO BE HIRED FOR WORK Sr.No Particulars of equipments No.

/Unit Kind / Make Capacity R e m a r k s

Note: Supporting documents should be attached.

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PROFORMA - IV

CENTRAL RAILWAY MECHANICAL DEPARTMENT

FINANCIAL STATUS

1 Name of the Organization 2

Address

Telephone No. M obile No. Telex No. Fax No. GRAM S

3 Form of Business Proprietary Partnership Company

4 Whether the business partnership is registered 5 Whether registered with RAILWAYS or other GOVT or

PUBLIC Sector undertakings (provide latest copies of registration, validity)

6 Date and commencement of Business 7

Authorized and paid up capital (a copy of the articles

of association to be enclosed)

8 Financial Position 8.1 Cash 8.2 Current Assets 8.3 Council Liabilities 8.4 Working Capital 8.5 Net Worth 9

Total Turnover (in lakhs) Enclosed audited balance sheet for each year (Financial year is APR-MARCH) 2002-2003 2003-2004 2004-2005

10 Financial Arrangements 10.1 Own resources 10.2 Bank Credit (enclosed supporting letter from Bank) 10.3

Other (specify)

11 Banker’s solvency certificate together with their address

12 Approximate value of works on hand

13 Value of anticipated orders for next financial year

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CENTRAL RAILWAY PROFORMA - V MECHANICAL DEPARTM ENT

EXPERIENCE AND QUALIFICATION

Performance for relevant works completed by the Tenderers from different organizations Sr. No.

Name of the Govt. Deptt/ Client with

address

Description of work

Total value

of work

Date of Award of work

Stipulated completion

date

Date of Actual

completion

Remarks

Performance for relevant works in progress by the Tenderers from different organizations Sr. No.

Name of the Govt.

Deptt/Client with address

Description of work

Total value

of work

Date of Award of work

Stipulated completion

date

%age progress on date

Remarks

*End of the Tender Document*

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Work of setting up of a mechanized laundry (of capacity of 1 ton of linen per shift, as per detailed specifications at Clause

V of tender document) at Wadibunder, Mumbai Division

on turn key basis

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NOTICE INVITING TENDER CENTRAL RAILWAY

Office of the Divisional Railway Manager (Mechanical), Central Railway, Chhatrapati Shivaji Terminus, Mumbai

OPEN TENDER NOTICE NO. DRM.Mech.BB.2008.03 dated 08.05.2009

Divisional Railway M anager (M ech), Central Railway, M umbai, for on behalf of The President of India, invites sealed open tenders from the reputed contractors on prescribed form on the dates shown against each upto 15.00 Hrs. on opening day as per details mentioned below:

Sr. No Name of Work

Approximate

Cost of the Work

EMD Cost of Tender

form

Date of Opening Validity

Completion

Period

1

Work of setting up of a mechanized laundry (of capacity of 1 ton of linen per shift, as per detailed specifications at Clause V of tender document) at Wadibunder, M umbai Division on turn key basis

Rs. 96,94,800/-

Rs. 1,93,900/-

Rs. 5,000/-

15.06.09 at 15:30

hrs 180 days

Six months, besides Warranty support as per Clause no. VIII of the tender document

Prescribed tender forms can be obtained from the office of the undersigned on all working days up to 17.00 hrs. on cash payment of the cost of tender form (non-refundable). If the tender form is obtained from the office of the undersigned, the cost of the tender form should be paid in cash with Chief Cashier, Central Railway, Chhatrapati Shivaji Terminus M umbai (CSTM ) or Divisional Pay M aster, Central Railway, CSTM or with Station M anager / Station M aster of any station of Central Railway. The tender form shall also be displayed on website at www.tenders.gov.in If the tender form is downloaded from the website, the payment towards cost of tender form must be made in the form of DEMAND DRAFT issued by any Nationalized Bank in favour of Sr. Divisional Finance M anager/Central Railway/M umbai CST. The Demand draft should be enclosed along with the tender documents submitted by the tenderer (s). Railway Administration shall not be responsible for any delay / d ifficulties / inaccessibility of the down loading facility for any reason whatsoever. In case of any discrepancy between the tender documents down loaded from Internet and the master copy available in Sr. DM E (Coaching) BB’s office, the latter shall prevail and will be binding on the tenderer (s). No claim on this account shall be entertained. Sale of tender forms will be closed at 17.00 hrs. one day before the tender opening date. Tenderer (s), who want to be present at the time of opening of tenders, may do so. The EARNEST MONEY should be deposited in any of the following forms, in the name of Sr. Divisional Finance M anager, Central Railway, M umbai CST: (i) Deposit Receipts, Pay Orders, Demand Drafts issued by The State Bank of India or any of the Nationalized Banks (ii) Deposit

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Receipt executed by the Scheduled Banks (other than the State Bank of India and the Nationalized Banks) approved by the Reserve Bank of India for this purpose.

Special terms and conditions of contract for the work of setting up of a mechanized laundry (of

capacity of 1 ton of linen per shift, as per detailed specifications at Clause V of tender document) at Wadibunder, Mumbai Division on turn key basis

I. Scope of Work:

The scope of work involves setting up of a mechanized laundry on turn key basis suitable for tackling a designed workload of 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs). The location of the mechanized laundry shall be at Wadi Bunder depot of M umbai division of Central Railway. The mechanized laundry should be capable of washing and ironing (calendaring) of 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs) as per para V below. II. Place of work: The work shall be carr ied out at Wadi Bunder depot of Mumbai Division. The tenderer is advised to visit the proposed site of mechanized laundry at Wadi Bunder depot and also Linen Room near platform 14 of CSTM station prior to making their offer. Tenderers can contact Sr. DME (Cog.) BB or Senior Section Engineer (C&W) Wadi Bunder in order to see the proposed site of the laundry. III. Eligibility conditions: For bidders to participate in the above turnkey contract, following M inimum Eligibility Criteria are to be fulfilled by them i. Total Contract amount received during the last three years and in the current financial year

should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit documents to this effect, in the form of attested certificates from employer/client, or audited balance sheet duly certified by Chartered Accountant

ii. As proof of technical experience/competence, the tenderer(s) themselves or the OEM ’s of the machines / equipment to be supplied and installed by them, should have in their individual capacities completed at least one similar work for minimum value of 35% of the advertised tender value of work in the qualify ing period i.e. current year and three previous financial years (even though the work might have commenced before the qualify ing period). Total value of similar nature of work completed during qualify ing period and not the payment received within the qualifying period alone shall be considered for the purpose. Similar work implies, “manufacture, supply & commissioning of major laundry equipment of significant capacity in five star hotels, major hospitals or industries of national / international repute, in India, by the tenderer(s) or OEM’s of the machines / equipment, in their individual capacities.” Railways interpretation as to whether the tenderer(s) fulfill the cr iteria for having done similar work of adequate value shall be final.

iii. The tenderer should be OEM or an authorized agent / authorized dealer of OEM whose equipment / machine he is proposing to supply. Said authorization should be valid at least up to a period of three years after expiry of the warranty period as per Clause VIII. The scope of said authorization should include provision of after sales services, warranty support, AM C, supply and fitment of spare parts / machine consumables, etc. Moreover, the tenderer’s shall have to submit attested certificates from OEM’s that in the event of withdrawal of their authorization by them during the warranty period for any reason whatsoever, the OEM ’s shall themselves be liable for ensuring warranty maintenance of their machines / equipments as per the same terms and conditions of contract. However, the Security deposit of the

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tenderer shall be liable for forfeiture in case of said withdrawal of their authorization by the OEM.

iv. The tenderer shall be permitted to get the actual execution of work done through his authorized agent / authorized dealer, provided that legal documents to this effect are enforceable in Indian Courts (in the jur isdiction of the site of the mechanized laundry) and copy of the same is submitted along with the technical bid.

IV. Other conditions:

1.Two packet system of tendering shall be adopted for this work and the Tenderer(s) shall submit their bids in the following two parts: (i) Technical – cum – Commercial Bid called Part-I (ii) Price (Financial) Bid called Part-II. The Bids so submitted shall comprise following:

a. Technical Bid (Annexure B): Technical Bid shall consist of i. EM D ii. As proof of the total contract amount received during the qualify ing period ( i.e.

current year and three previous financial years), tenderer(s) shall submit documents in the form of attested certificates from employer/client or, audited balance sheet duly certified by Chartered Accountant

iii. List of works completed in the qualify ing period (i.e. current year and three previous financial years, Annexure B1) giving description of work, organization for whom executed, approximate value of contract at the time of award, payment received in the qualify ing period, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. Supporting documents / certificates from the organizations for whom the tenderer(s) have worked should be enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s). Certificates from private individuals for whom such works were executed will not be accepted.

iv. Authorizations as required vide minimum eligibility criteria no. iii & iv, as applicable.

v. The clause by clause acceptance and deviation schedule as per Annexure C. vi. List of works on hand (Annexure B2) indicating description of work, contract

value, approximate value of balance work yet to be done and date of award. vii. List of personnel organization available on hand and proposed to be engaged for

the subject work (Annexure B3) viii. Details of requirement of manpower, electricity, steam, chemicals and other raw

materials for operation of the turnkey laundry as per Annexure B5 of the tender document. This breakup of deployment of labour and other inputs for operation of the mechanized laundry is required for guidance of Railways while evaluating the various bids received. The same needs to be supported with documentary evidence. However, the scope of this contract is only the supply and installation of the various machines / equipments and commissioning of the mechanized laundry on a turnkey basis besides providing warranty support, guidance in operation, training to Railway / non-Railway staff, etc. as detailed below.

ix. List of various machines / equipment proposed to be supplied and commissioned by the tenderer for commissioning of the mechanized laundry on turn key basis (Annexure B4). Detailed specifications of these machines / equipment, OEM ’s catalogues, etc. are to be enclosed. Tenderers may peruse Clause V (Specifications of work) and Clause VII (Railway’s scope of supply) of Special Terms and Conditions

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x. Proof of satisfactory performance of the mechanized laundry equipment supplied and commissioned by the tenderer for other clients / establishments in the form of certificates to this effect from these clients / establishments. The tenderer shall also be required to indicate the places / establishments where these works have been carr ied out by him so that the same can be visited by authorized representatives of Railways for establishing the satisfactory performance of these mechanized laundry equipment

xi. The tenderer must establish that he follows all labour laws and makes payment to his staff in accordance with relevant Acts through documentary evidence like copy of returns filed for PF, ESI code no. etc.

xii. The Contractor should provide satisfactory evidence acceptable to the Railway to show that: a. He is a reputed firm / contractor who regularly undertakes the works similar to

the subject tender and has adequate technical knowledge and experience. b. He has an established proper supervisory control organization to ensure that

there shall be adequate control at all stages of execution of the contract. xiii. The Contractor shall have complete technical know-how of supply, installation

and operation of mechanized laundry equipment, their operating procedures and work methods to get the required job done with minimum possible resources, sourcing of spare parts for maintenance of machines, sourcing of chemicals and other raw materials required for operation of the mechanized laundry, etc. Proof to substantiate this shall be enclosed along with tender.

xiv. In the absence of above documentary proof / certificates the tender may not be considered and rejected summarily.

xv. Any other documents to establish the technical competence of the tenderer for carry ing out this work.

b. Price Bid (Annexure E): Price (Financial) bid shall consists of schedule of rates i.e.

total cost offered by the tenderer for setting up the mechanized laundry on turn key basis, breakup of cost of individual machines, terms of AM C and cost of spare parts / machine consumables. Railways reserve the right to award AMC to the tenderer, for all or any of the machines supplied and commissioned by him as part of the turn key contract, after expiry of the warranty period, as per the terms quoted by him and acceptable to Railways. Railways further reserve the right to procure any of the the spare parts / consumables normally required for maintenance of the machines from the tenderer as per rates quoted by him and acceptable by Railways. However, said AMC or procurement of spare parts / consumables shall be outside the scope of this contract which shall be awarded only for the supply and installation of the mechanized laundry equipment and commissioning of the mechanized laundry on turn key basis, besides provision of warranty support, training, etc.

2. Only those contractors shall qualify for Price (Financial) Bid opening, whose Technical Bids have been accepted and have met all eligibility criteria of the tender

3. All offers shall be submitted before the time and date f ixed for the receipt of the offers as set forth in the tender papers. Offers received after the stipulated time and date are liable to be rejected.

4. In case of joint bidding, the tenderer must submit “Affidavit” that they will be executing the contract jointly throughout the period of contract. The guidelines for participation of joint venture firms in works tender are enclosed at Annexure D.

5. All offers in the prescribed form should be submitted in Two-Packet system. One packet shall called “Technical Bid” and the other packet be called “Price (Financial) Bid”. These shall be separately sealed in individual envelope distinctly marked as

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Technical Bid and Price (Financial) Bid in Bold letters. The two envelopes shall be put in one common envelope duly sealed and super scribed on top Tender No & Due date. Tenders not complying these instructions shall be summarily rejected.

6. The tender documents duly completed in all respects shall be submitted in a sealed cover addressed to Divisional Railway Manager (M echanical), Divisional Railway M anager’s Office, Annexe Building, 2nd Floor, Above Passenger Reservation Office, Central Railway, Chhatrapati Shivaji Terminus, M umbai – 400 001. The tender shall be dropped in the Tender Box kept for the purpose in said office before the date and time indicated above.

Note:

i. Tenderer(s) may carefully note that their Contract Agreement for this work is liable to be terminated at any time later, in case any of the information furnished by them is found to be untrue or any adverse points come to light subsequently. The decision of Railway in this regard shall be final and binding.

ii. The tender documents are not transferable and the cost of the tender document is also not refundable.

iii. Conditional tenders are liable to be rejected straight away Railway reserves the right to reject such tenders summarily without assigning any reasons whatsoever.

iv. Non-compliance with any of the conditions set forth herein above is liable to result in the tender being rejected.

v. The tender forms not accompanied with Earnest Money will be summarily rejected. vi. Any other information required by the tenderer can be obtained from the office of Sr. DM E

(Coaching), Central Railway, M umbai during working hours. vii. Pre bid meeting shall be held on 28/05/2009 at 15/30 hrs in the office of Sr. DM E (Cog),

DRM’s office, Central Railway, Chattrapati Shivaji Terminus, Mumbai. viii. This tender is being invited for setting up of the mechanized laundry of 1 T per shift capacity

as a pilot project.

V. Specifications of work for setting up of mechanized laundry at Wadi Bunder, Mumbai Division on turn key basis

i. The mechanized laundry should be able to handle a designed load of at least 1 ton of linen per shift of 8 hours (actual working time of 7 hrs).

ii. The mechanized laundry is to be commissioned on turn key basis within a period of six months from the date of Letter of Acceptance.

iii. The major portion of work would be washing of bed sheets, hand towels and pillow covers. The current specifications and approximate break-up of these items in terms of quantity to be washed per shift is as mentioned below:

Sr No

Specification Approx. Quantity to be washed per shift

1 i. Bed sheets (Poly vastra, size 140 X 229 cms) for Ist AC ii. Handloom cotton Bed sheets, bleached, size 140 X 229 cms

for IInd / III rd AC.

1800

2 Hand towel Turkish, cotton, superior quality, size 40 X 60 cms. 900 3 i. Pillow cover (Poly vastra, size 48 X 69 cms) for Ist AC

ii. White pillow cover handloom, size 32X62 cms with 3 cm wide border on all sides for IInd / III rd AC

900

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Besides the above items which account for major requirement of linen, other items such as Bath towels Turkish (size 81.3 X 152 cms) for First AC passengers, Curtains for AC coaches, etc may also require to be washed in the mechanized laundry. Any other details as required by the tenderer can be obtained from the office of Sr. DME (Cog.) BB. The above specifications are the current specifications of items of linen supplied to passengers by Railways and are subject to change at any time with respect to dimensions and other properties. The mechanized laundry set up by the tenderer should be capable of washing linen as per revised specifications, if any.

iv. The equipment / machines supplied by the tenderer should be technologically superior, maintenance and operation friendly, state of the art, of robust design and comparable to best available world wide. The machines should operate on normal voltage and type of electric supply available at Wadibunder depot.

v. For the guidance of the tenderer(s), the basic specifications of the machines / equipments are as indicated in Annexure A. The tenderer(s) are required to supply and install machines of proven technology having these or even superior specifications capable of tackling the designed workload up to the desired quality.

vi. The equipment / machines should have minimum requirement of labour, water, power and other raw materials for operational eff iciency

vii. The equipment / machine should incorporate all required safety features viii. The laundry equipment / machines shall be of suitable matching capacity for tackling the

designed workload of 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs). ix. The mechanized laundry is being set up as a pilot project and provision of separate

plants/equipment for water softening, water recycling, etc are not envisaged as part of the mechanized laundry equipment to be supplied and commissioned by the tenderer. However, there could be machines available in the market where there are in-built additional features to take of these and other requirements. While these add-on features are desirable, the same are not mandatory. The tenderer is advised to clearly mention these additional features as are available in the machines / equipment offered by him in his technical b id.

x. The contractor shall furnish detailed specifications of the various machines / equipment which he is proposing to supply and install as part of the turn key contract. Also, the requirement of power / compressed air / steam / chemicals / labour / other raw materials for the mechanized laundry while deliver ing the deigned out put up to the desired quality is to be furnished as per Annexure B5 to be enclosed along with the technical bid. These details shall be used by Railways for guidance while evaluating the various bids received. Wherever applicable said requirement of raw material is to be supported by certificates from OEM ’s, reputed supplier of chemicals, or other documentary proof, etc. The tenderer shall be required to furnish clarification, as required by Railways at any stage, as to how he has arrived at the requirement of raw materials as per Annexure B5 of the technical b id.

xi. Railways will make effort to supply municipal water for operation of the plant. The tenderer may mention the quality of input water required for operation of the mechanized laundry in his technical b id.

xii. The tenderer, along with the technical bid, shall be required to submit comprehensive project report including detailed specification of various machines, their operating procedures, requirement of labour, electricity, steam, compressed air and other raw materials, detailed layout plan of the mechanized laundry, foundation drawings, drawing of power supply arrangement, steam lines, compressed air p ip ing, etc. The authorized service engineer of the tenderer shall have to physically present at the time of execution of work which are in Railways scope as per Clause VII.

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xiii. As Railways may plan for augmentation of the mechanized laundry at a later stage, the machines and equipments proposed to be supplied and commissioned by the tenderer as part of this work for the 1 ton per shift laundry should not be rendered redundant during said augmentation.

xiv. Inspection and certification of the mechanized equipment : Payment for supply and commissioning of the machine as per Clause (IX) (i) shall be released only after confirmation by the authorized Railway representative that these mechanized equipment are exactly as per specifications and incorporate all features as were quoted by the tenderer and accepted by Railways. In case of imported machines, the tenderer shall have to certify the country of origin with documentary proof acceptable to Railways.

xv. The design / specifications of the mechanized laundry equipment to be supplied and installed by the tenderer(s) should be such that it is consistently possible to achieve a minimum level of whiteness of 85% (after 20 wash cycles) of bed sheets and similar quality for hand towels and pillow covers. There should not be any wrinkles or wetness after calendaring. Hand towels should retain their soft feel and water absorbing capacity. No loss or damage to linen should occur due to inadequate design / specification of the various mechanized equipments. The linen washed in mechanized laundry should be stain free and odourless. Broadly the deployment of labour, chemicals and other raw materials as suggested by the tenderer (as per Annexure B5) shall be adopted for establishing the adequateness of the design / specifications of the mechanized laundry equipment. Railways decision with regard to the methodology to be adopted for establishing said adequateness of the mechanized laundry for delivering the designed output at the desired quality shall be final and binding on the contractor.

xvi. The various machines / equipments supplied and commissioned by the tenderer should render reasonably trouble free service with no major breakdown during the warranty period as per Clause VIII. In the event of any major break down in any of the machines / equipments supplied by the tenderer which is attributable to inadequate machine / equipment design / specifications for tackling the work load up to the desired capacity / quality, the tenderer shall be required to immediately replace the same with machine / equipment of suitable design and specifications at his own cost within a maximum period of 4 weeks. The contract agreement shall be liable for termination in the event of contractors failure to do so. Railways decision in this regard shall be f inal and binding on the contractor.

xvii. There should not be any significant difference in the requirement of labour and other raw materials as indicated by the tenderer in Annexure B5 and what is actually obtained. In the event of any such significant difference, contract agreement shall be liable for the termination and security deposit forfeited on account of submission of false and misleading information by the tenderer. M oreover other action as deemed fit by Railways shall be taken.

xviii. As part of turn key scope of work, the tenderer shall be responsible for ensuring satisfactory operation of the mechanized laundry for a period of one year or the warranty period prescribed by the OEM’s for individual machines / equipment whichever may be later.

xix. The tenderer in their Financial bid (Annexure E) shall submit terms for both Comprehensive and Non-comprehensive AMC for the 1st, 2nd, 3rd years after expiry of the warranty period for the various machines / equipment. Comprehensive AM C implies regular visits of the Service Engineer for preventive and break down maintenance including cost of spares and machine consumables (various lubrication oil, f ilters, belts, etc.). Non-comprehensive AMC implies regular v isits of Service Engineer for preventive and break down maintenance, not including cost of spares and machine consumables. The

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tenderer in their Financial bid (Annexure E) shall also mention the specifications / OEM ’s part no., cost valid up to the first year after expiry of warranty period (inclusive of all taxes and duties), etc. of the spare parts / consumables which may be normally required for maintenance of the var ious machines after the expiry of the warranty period. Railways may at their discretion go in for comprehensive or non-comprehensive AM C or for no AM C at all after the expiry of the warranty period. Railways reserve the right to award AM C to the tenderer, for all or any of the machines supplied and commissioned by him as part of the turn key contract, after expiry of the warranty period, as per the terms quoted by him and acceptable to Railways. Railways further reserve the right to procure any of the spare parts / consumables normally required for maintenance of the machines from the tenderer as per rates quoted by him and acceptable by Railways. However, said AM C or procurement of spare parts / consumables shall be outside the scope of this contract which shall be awarded only for the supply and installation of the mechanized laundry equipment and commissioning of the mechanized laundry on turn key basis, besides provision of warranty support, training, etc.

xx. Though, Railways may decide to award a separate a labour contract for operation of the mechanized laundry (or do so departmentally), complete technical support with regards to operation of various machines / equipments shall have to be provided by the contractor for a minimum period of 1 year or up to the warranty period of individual machines / equipment, whichever is later.

xxi. Steam boiler and compressor shall be within Railway’s scope. The specifications of the steam boiler and compressor are enclosed as Annexures F & G respectively. The tenderer may contact Sr. DM E (Cog.) BB or his authorized representative in order to know of the other details of the steam boiler, compressor or any other item as is required by them prior to making their offer. The laundry machines / equipments should be compatible with steam boiler and compressor to be provided by Railways. Though only one steam boiler shall be provided, additional compressors (of capacity and specifications broadly similar to the one as per Annexure G) can be made available in order to generate adequate quantity of compressed air (which should be clearly mentioned by the tenderer in Annexure B5).

xxii. The tenderer should be able to import the equipment / machines, if so required, and deliver the same at Wadibunder depot. Railways shall have no liability in this regard.

xxiii. The evaluation of the various bids shall be carried out in a manner that the turn key contract is awarded to the bidder whose bid is most beneficial to Railways. Railways reserve the right to obtain opinion of a consultant or any other knowledgeable person while evaluating the various offers received. The contract may not necessarily be awarded to the tenderer quoting the least cost (as per Tender schedule at Annexure E) since other factors such as operating cost, labour requirement, terms of AMC or maintenance, or other relevant factors may also be taken into consideration while evaluating the offers. Railways reserve the right to reject the any of the offers without assigning any reason.

xxiv. Pre bid meeting shall be held on 28/05/2009 at 15/30 hrs in the off ice of Sr. DM E (Cog), DRM ’s office, Central Railway, Chattrapati Shivaji Terminus, M umbai. The prospective bidders can attend said meeting for seeking clarif ication of their doubts and discussion on other aspects of the tender. The specifications of the tender may be fine tuned after the pre bid meeting.

xxv. Preference shall be given to tenderers quoting for machines requiring less labour, power, water, steam, compressed air, etc. so that operating cost of the plant is minimized

xxvi. The contractor shall have to adhere to all Railway specifications which are in force from time to time.

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xxvii. The tenderer shall furnish complete guidelines with respect to operating procedures of the individual machines / equipment and of the mechanized laundry a whole, list of chemicals required along with suggested manufacturers, and any other relevant details. The tenderer shall be required to furnish clar ification, as required by Railways at any stage, as to these and related issues.

xxviii. The list of chemicals and suggested manufacturers as furnished by the tenderer shall not be binding on Railways and the chemicals could be sourced from any other supplier / manufacturer. This shall however not be taken as an excuse for non working of the mechanized laundry up to the desired capacity / quality, etc.

xxix. The tenderer shall depute one service engineer at Wadibunder continuously for the first month of operation of the plant. Subsequently, during the warranty period, the service engineer shall be expected to be available at the earliest for attending to any problem being encountered in operation of the mechanized laundry or for any other reason what so ever. In any case, within the warranty period, the service engineer shall visit the mechanized laundry at least once a month, or earlier, as required for carry ing out preventive maintenance schedules and for ensuring that the machines are functioning properly.

xxx. Within the framework of the scheme as submitted by the tenderer & acceptable to Railways, Railways shall have the right to effect suitable minor modifications to details as necessitated by the provision of various codes, manuals, references, or any other requirements. The location of the mechanized laundry within Wadi Bunder depot can be altered, if so required at the time of actual execution of work, however availability of ample space shall be ensured by Railways

VI. Training / Technical Literature:

i. The tenderer shall have to give training to at least 15 Railway or non Railway staff in operation / maintenance of the var ious machines / equipment for a minimum duration of 6 hours per day for a minimum period of 15 working days as per the training program / schedule mutually decided well in advance by the tenderer and authorized Railway representative. The training could comprise of on the job training, v isit to premises of reputed mechanized laundries / manufacturers of laundry equipment, class room training, power point presentations, etc. The tenderer may also provide virtual training module, CD’s, etc. Class room, LCD projector, etc can be arranged at Basic Training Center, Wadibunder by Railways free of cost. After completion of training, the nominated staff should become conversant with operating procedures of the individual machines and the mechanized laundry. They should be in a position to understand the machine details and be able to operate the same and also carry out minor maintenance related works, failing which the duration of the training may be extended, as per requirement, solely at the discretion of Railways.

ii. No additional cost shall be payable by Railways for said training iii. At least 5 hard and 5 soft copies of the complete specifications, and maintenance / operating

manuals of each machine / equipment shall be supplied by the tenderer

VII. Railway’s Scope of Supply i. Land / shed at the location of the plant, water supply, civil engineering works related to

installation of the machines. The tenderer(s) are advised to visit Wadibunder depot prior to submitting their offers. The location of the mechanized laundry within Wadibunder depot, if so required can be altered, if so required, at the time of actual execution of work, however availability of ample space shall be ensured by Railways

ii. Power supply up to mains of each equipment / machine.

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iii. Supply of Steam and Compressed air for operation of the mechanized laundry equipment, including the piping up to the individual machines. The specification of the boiler and compressor are enclosed as Annexure F & G respectively. Though only one steam boiler shall be provided, additional compressors (of capacity and specifications broadly similar to the one as per Annexure G) can be made available in order to generate adequate quantity of compressed air (which should be clear ly mentioned by the tenderer in Annexure B5).

iv. Storage space for storage of machines / equipment prior to their installation v. Electric supply and other such requirements of minor nature for commissioning of the

laundry equipment vi. The tenderer shall have to be present himself or through his technical expert to ensure that

progress of works both in his and in Railways scope is as per plan / design. The tenderer shall have to submit the detailed layout plan of the mechanized laundry, foundation drawings, power supply arrangement, steam lines, compressed air lines and other relevant details, etc.

VIII. Warranty:

Warranty and maintenance of each of the mechanized equipment supplied and commissioned by the contractor for a period of one year from the date of commissioning of the laundry or as per the warranty period of individual machines / equipment specified by their OEM’s, whichever is later shall be within the scope of the contract. The machine consumables (such as var ious lubrication oils, filters, belts, etc. which are part of the machine) required for preventive maintenance are included in the scope of work and no additional payment shall be made by Railways for the same. The security deposit of the firm shall be released after expiry of warranty period as per Railway’s codal provisions.

IX. Payment: The payment shall be made to the contractor on the following terms:

i. 75% of the total contract value on receipt of all the mechanized equipment at Wadi Bunder depot after their inspection and acceptance of the same by the authorized Railway representative

ii. 15% of the total contract value after commissioning of the mechanized laundry and successful operation for a period of at least one month.

iii. 10% after satisfactory performance of the mechanized laundry for a period of at least four months from the date of commissioning.

iv. Security deposit shall be released after completion of the warranty period as per Railway’s codal provisions.

X. Penalty

Railway administration may at its discretion impose the following penalties on the Contractor: i. The mechanized laundry is to be commissioned on turn key basis within a period of six

months from the date of Letter of Acceptance, failing which a penalty of Rs. 1000/- (Rupees one thousand only) shall be imposed on the tenderer for each additional day, in case delay in commissioning of the plant is on their account. The decision of the Railway Administration as to whether such delay is on account of tenderer shall be final and binding and the contractor would have no claim in this regard.

ii. Rs.500/- (Rupees Five hundred only) per day or part thereof for each day (after two calendar days, excluding the day on which the complaint is communicated to the contractor) that any of the mechanized equipment supplied and installed by the tenderer are not functioning at their full efficiency resulting in sub optimal output from the mechanized laundry. Service engineer shall be expected to be available at the earliest for attending to any problem being encountered in operation of the mechanized laundry or for any other reason what so ever.

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iii. Rs.500/- (Rupees Five hundred only) per day when the Service engineer does not report at Wadi Bunder depot or any other nominated place for a minimum duration of 6 hours every day for a minimum period of 15 working days for imparting training to Railway or non-Railway staff as per the training program / schedule mutually decided well in advance by the tenderer and authorized Railway representative.

iv. Rs 500/- (Rupees Five hundred only) per day or part thereof for each day that the contractor does not visit Wadi Bunder depot for carry ing out the necessary preventive maintenance schedules and checks as specified by OEM ’s during the warranty period as per the dates decided mutually well in advance by the tenderer and authorized Railway representative. The normal machine consumables required for preventive maintenance are included in the scope of work and no additional payment shall be made by Railways for the same.

v. The contract agreement shall be liable for termination in case the requirement of labour and other raw materials actually obtained are significantly different from those mentioned by the tenderer as per Annexure B5.

Railway would have the sole and final discretion with regard to imposition of above penalties on the contractor which shall be binding on the Contractor.

XI. Bills: Bills for work done under this contract shall be prepared in duplicate by the Contractor

or his authorized agent / authorized dealer after completion of each stage of payment as per Clause (IX) above. Such bills shall be submitted to the Divisional Railway Manager (M echanical), M umbai and when passed for payment by the Senior Divisional Finance M anager, payment of amount due will be made by cheque or through the Chief Cashier at the direction of the Railway Administration.

XII. Cancellations or Suspension of Contract: The Railway Administration shall be at liberty at

any time without giving any reason to suspend temporarily or terminate permanently this contract on giving 7 days notice in writing to the contractor and the contractor shall not entitled to any claim or compensation by reason thereof. The Arbitration clauses presently applicable are enclosed as Annexure H.

XIII. Conditions of Contract: In addition to these Special terms & conditions as laid down

above, the above work will be subject to the General conditions of the contract up to latest correction slip in force on Central Railway. Tenderer(s) can obtain a copy of the General Conditions of Contract from the office of Sr. DME (Cog.) BB on payment of a nominal fees of Rs. 100/- (Rupees One hundred only).

I/We here by agree to carry out the work at the rate quoted by me/us duly accepted by Railway & abide by the terms & conditions laid down here in above.

__________________________ Signature & Seal of Tenderer.

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Annexure A

BASIC SPECIFICATIONS OF THE MACHINES / EQUIPMENTS T O BE SUPPLIED AND INSTALLED BY THE TENDERER(S)

Industrial Washer-cum-extractor(s) (for bed sheets, hand towels and pillow covers) : The machine(s) should incorporate the following features :

1. The machine should be of soft mounted type. The suspension system should be robust in design and result in minimal vibrations.

2. The machine shall have a G-force extraction of above 350 for maximum removal of moisture after washing so that energy saving can be achieved in the drying/calendaring processes.

3. All parts of the machine in contact with water and chemicals must be constructed of Stainless steel (Grade 304) or of equivalent or better material

4. The machine should have adequate height of loading and unloading door for ease of operation, the loading / unloading door should be large enough to quickly load / unload the linen

5. For each kg of dry linen, the drum volume must be a minimum of 10 liters. 6. The machine shall have state of the art programmable control system with factory fitted wash

formulas with facility to key in more wash formulas 7. The machine shall facilitate automatic supply of chemicals 8. The control / display panel of machine shall be user friendly and shall preferably be able to

display various faults and requirements of maintenance 9. The machine should be designed so as to ensure long life of bearings and shafts 10. The machine shall have all required safety features

Industrial Tumbler drier(s) (for towels): The drier(s) should incorporate the following features:

1. The drier must be able to do quick drying of linen 2. The loading / unloading door should be large enough to quickly load / unload the linen 3. The drier shall have state of the art programmable control system 4. All parts in contact with water must be constructed of Stainless steel (Grade 304) or of

equivalent or better material 5. The inner cylinder must be duly polished to avoid linen abrasion 6. The drier shall have all required safety features (such as motor overload protection, etc.). The

drier should be fitted with Fire Suppression system for automatic detection and extinguishing of fire hazard due to overheating of linen or any other reason.

Flat Work ironer (for calendaring of bed sheets and pillow covers): The ironer should incorporate the following features :

1. The ironer shall be of robust Chest type construction 2. The chest and roller(s) shall have a high gloss polished surface with roughness value of not

more than 10 microns 3. The roller/s must be perforated along the entire length to enable highest possible suction 4. The ironer shall have micro-processor-based variable speed adjustment, in order to adjust

ironing speed to the amount of moisture remaining in the bed sheets / pillow covers, thereby resulting in lower energy consumption.

5. The machine must be equipped with state of the art control panel 6. The ironer shall have all required safety features (such as finger guard at feeding side,

emergency stop switches, etc.)

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Annexure B PACKET – I (TECHNICAL BID) (Tenderers may peruse Clause IV of Special Terms and Conditions prior to filling up of their Technical bids)

01. Name/s of Tender/s _________________________________________ _________________________________________ 02. Whether Individual/firm/ _________________________________________ Company/Co-operative _________________________________________ Society (duly registered) __________________________________________ 03. Permanent (i) Business address: _____________________________________ _____________________________________ ______________________________________ (ii) Residential Address:_______________________________ ______________________________ ______________________________ 04. If a Firm :- (c) Whether registered or unregistered, Partnership or Proprietorship: _____

__________________________________________________________________

(d) Date and No. of Registration under Indian partnership Act:_____________________________ NOTE: True copy, duly attested OR registered Partnership Deed is to be enclosed in case of partnership firm and copy o f Certifi cate o f Registration, under Indian Partnership Act, should also be enclosed. 05 If a Company: (a) Whether incorporated in India: _______________________________________________

(c) Names and addresses of Directors:____________________________________________

__________________________________________________________________ ______________________________

NOTE:- A certi fied copy o f the (i) Certificate o f Incorporation (ii) Memorandum and Articles o f Association, and (iii) last audited Balance Sheet and Profit & loss Accounts is to be enclosed. 06. If a Registered Co-operative society of actual workers:-

(e) Name of the Society_______________________________________ (f) Name of the President (g) Address____________________________________________________________________________

________________________________________________________________________________________________

(h) Date and No. of Registration of the Society _______________________________________________________________________________________________________________________

NOTE:- A certi fied copy o f 1 ) Certi fi cate o f Registration, 2) Memorandum of Articl es o f the Society, 3) Last audited Balance Sheet and Pro fit and Loss Accounts should be enclosed with this tender. Original Money Receipt/Demand Draft/Deposit Receipt/Pay Order NO. ___________________dt. __________________ issued by the Station Manager/CSTM_______________or Chief Cashier/Central Railway CSTM or________________________ (scheduled/Nationalized Bank) is enclosed herewith.:__________________________________________ TENDERER’S SEAL

Signature/s of________________________ the Tenderer/s________________________

Place:________________________ Dated:______________________

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Annexure B4

LIST OF MACHINES / EQUIPM ENT TO BE SUPPLIED & INSTALLED BY THE TENDERER FOR COMMISSIONING OF THE M ECHANIZED LAUNDRY OF 1 T PER SHIFT CAPACITY ON TURN KEY BASIS

1 2 3 4 5 6 7 = (5 ÷ 6)

8 = (7 X 7 hours)

9 10

Sr. No.

Machine /equipment

Manufacturer / Model

Warranty period

(as speci fied

by OEM)

Capacity in terms of kg of

linen

Cycle time in hrs

(including setting up

time, loading,

unloading, etc)

Output per

hour (in kg

of linen)

Output per shift

of 8 hours (actual

working time of 7

hours)

Type of linen dealt with (i.e. bed

sheets / hand

towels / pillow covers)

Remarks

NOTE : 1. Details of each individual machine / equipment to be filled in separate row 2. Detailed specifications of these machines / equipment, OEM’s catalogues, etc. are to be

enclosed 3. Tenderer(s) may peruse Clause V (Specifications of work) and Clause VII (Railway’s scope

of supply) of Special Terms and Conditions

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Annexure B5

Requirement of labour and other raw materials for operation of the mechanized laundry.

No. of staff required (per tonne of linen per

shift)

Requirement of water Requirement of steam Requirement of compressed air Requirement of Chemicals

Sr No

Laundry Operatio

n

Machine / Equipment required

Un

skill

ed

Sem

iski

lled

/ S

kill

ed

Sup

ervi

sors

To

tal

Requirement of

Electricity (no. of units per tonne of

linen)

Quantity (kl per

tonne of linen)

Quality / Hardness

, etc

Quantity (per

tonne of linen)

Dis

char

ge

rate

Pre

ssu

re

Quality / maximum permitted moisture content / any other

requirement

Quantity (per

tonne of linen)

Dis

char

ge

rate

Pre

ssu

re

Quality / maximum permissible moisture

content / any other

requirement)

Ch

emic

al

Suggested manufacturers/Brand

s

Quantity per

tonne of linen

For individual laundry operations

1

2

3

4

5

6

7

For the entire laundry while washing one tonne of linen per shift

8

Note: 1. Wherever break up o f individual inputs is not possible, the same may be given for the entire mechanized laundry while washing one tonne of linen per shift o f 8 hours (actual

working time 7 hours) 2. Whereveer applicable above information should be supported by certificates from OEM's, reputed suppliers of chemicals, etc 3. Tenderers are advised to contact Sr. DME (Cog.) BB or visit Linen room near Plat form No. 14 of CSTM in order to see the general condition of linen and extent o f soiling

before submitting their offer 4. The above requirement o f labour and other raw materi al should be calculated fo r achieving the desired quality as per Clause V (xvii) of Speci fication o f work. 5. The tenderer may be required to furnish methodology adopted for above calculation, at any stage.

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Annexure C

ACCEPTANCE/DEVIATION SCHEDULE

(Tenderer may add more sheets if space is not adequate)

Clause # Accepted (Yes/No) If No list Deviation(s)

Special Conditions of contract: Specifications of work:

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Annexure D

GUIDELINES FOR PARTICIPATION OF JOINT VENTURE FIRMS IN

WORKS TENDER 1. Separate identity/name shall be given to the Joint Venture firm. 2. Number of members in a JV f irm shall not be more than three 3. A member of JV firm shall not be permitted to participate either in indiv idual capacity or

as a member of another JV firm in the same tender. 4. The tender form shall be purchased and submitted only in the name of JV firm and not in

the name of any constituent member. 5. Normally EM D shall be submitted only in the name of the JV and not in the name of

constituent member. However, in exceptional cases EMD in the name of lead partner can be accepted subject to submission of specific request letter from lead partner stating the reasons for not submitting the EMD in the name of JV and giving written confirmation from the JV partners to the effect that the EM D submitted by the lead partner may be deemed as EM D submitted by JV firm.

6. One of the members of the JV firm shall be the lead member of the JV firm who shall

have a majority (at least 51%) share of interest in the JV firm. The other members shall have a share of not less than 20% In case of JV firm with foreign member (s), the lead member has to be an Indian firm with a minimum share of 51%.

7. A copy of Memorandum of Understanding (M OU) executed by the JV members shall be

submitted by the JV firm along with the tender. The complete details of the members of the JV firm, their share and responsibility in the JV firm etc., particularly with reference to financial technical and other obligations shall be furnished in the M OU.

8. Once the tender is submitted, the M OU shall not be modified/altered / terminated during

the validity of the tender. In case the tenderer fails to observe / comply with this stipulation, the full Earnest M oney Deposit (EM D) shall be forfeited. In case of successful tenderer, the validity of this MOU shall be extended till the currency of the contract expires.

9. Approval for change of constitution of JV firm shall be at the sole discretion of the

Railways. The constitution of the JV firm shall not be allowed to be modified after submission of the tender bid by the JV firm except when modification becomes inevitable due to succession laws etc. and in any case the minimum eligib ility criteria should not get vitiated. In any case the Lead M ember should continue to be the Lead Member of the JV firm. Failure to observe this requirement would render the offer invalid.

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10. Similar ly, after the contract is awarded, the constitution of JV firm shall not be allowed to be altered during the currency of contract except when modification become inevitable due to succession laws etc. and in any case the minimum eligib ility criteria should not get vitiated. Failure to observe this stipulation shall be deemed to be breach of contract with all consequential penal action as per contract conditions.

11. On award of contract to a JV firm, a single Performance Guarantee shall be required to be

submitted by the JV firm as per tender conditions. Performance Guarantee, etc. shall be accepted only in the name of the JV firm and no splitting of guarantees amongst the members of the JV firm shall be permitted.

12. On issue of LOA, an agreement among the members of the JV firm (to whom the work

has been awarded) has to be executed and got registered before the Registrar of the Companies under Companies Act or before the Registrar/Sub-Registrar under the Registration Act, 1908. This agreement shall be submitted by the JV firm to the Railways before signing the contract agreement for the work. In case the tenderer fails to observe/comply with this stipulation, the full Earnest Money Deposit (EM D) shall be forfeited and other penal actions due shall be taken against partners of the JV and the JV. This joint venture agreement shall have, inter-alia, following clauses:

12.1 Joint and several liability – The members of the JV firm to which the contract is

awarded, shall be jointly and severally liable to the Railways for execution of the project in accordance with General and Special conditions of the contract. The JV members shall also be liable jo intly and severally for the loss, damages caused to the Railways during the course of execution of the contract or due to non-execution of the contract or part thereof.

12.2 Duration of the joint Venture Agreement- It shall be valid during the entire currency of

the contract including the period of extension if any and the maintenance period after the work is completed.

12.3 Governing Laws- The joint Venture Agreement shall in all respect be governed by and

interpreted in accordance with Indian laws. 13. Authorized Member- Joint venture members shall authorize one of the members on

behalf of the Joint Venture firm to deal with the tender, sign the agreement or enter into contract in respect of the said tender, to receive payment, to witness joint measurement of work done, to sign measurement books and similar such action in respect of the said tender/contract. All notices/correspondences with respect to the contract would be sent only to this authorized member of the JV firm.

14. No member of the Joint Venture firm shall have the right to assign to transfer the interest

right or liability in the contract without the written consent of the other members and that of the Railways in respect of the said tender/contract.

15. Documents to be enclosed by the JV firm along with the tender:

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15.1 In case one or more of the members of the JV firm is/are partnership firm(s), following

documents shall be submitted:

(a) Notary certified copy of the Partnership Deed. (b) Consent of all the partners to enter into the Joint Venture Agreement on a stamp

paper of appropriate value (in original) (c) Power of Attorney (duly registered as per prevailing law) in favour of one of the

partners to sign the MOU and JV Agreement on behalf of the partners and create liability against the firm.

15.2 In case one or more members is/are Proprietary Firm or HUF, the following documents

shall be enclosed: Affidavit on Stamp Paper of appropriate value declaring that his Concern is a Proprietary

Concern and he is sole proprietor of the Concern OR he is in position of ‘KARTA” or Hindu Undivided Family and he has the authority, power and consent given by other partners to act on behalf of HUF.

15.3 In case one or more members is/are limited companies, the fo llowing documents shall be

submitted:

(a) Notary certified copy of resolution of the Directors of the Company, permitting the company to enter into a JV agreement, authorizing MD or one of the Directors or M anagers of the Company to sign M OU, JV Agreement, such other documents required to be signed on behalf of the Company and enter into liability against the company and/or do any other act on behalf of the company.

(b) Copy of M emorandum and articles of Association of the Company. (c) Power of Attorney (duly registered as per prevailing law) by the Company

authorizing the person to do/act mentioned in the para (a) above. 15.4 All the members of the JV shall certify that they have not been black listed or debarred

by Railways or any other M inistry/Department of the Govt. of India/State Govt. from participation in tenders/contract in the past either in their individual capacity or the JV firm or partnership firm in which they were members/partners.

16. Credentials & Qualifying criteria :

Technical and financial eligibility of the JV firm shall be adjudged based on satisfactory fulfillment of the following criteria:

16.1 Technical eligibility criteria :

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Either the JV firm or any one of the members of the JV firm must have satisfactorily completed in the last three previous financial years and the current financial year up to the date of opening of the tender, one similar single work for a minimum value of 35% of advertised tender value. N O T E: Value of a completed work done by a Member in an earlier partnership firm or a JV firm shall be reckoned only to the extent of the concerned member’s share in that partnership firm/JV firm for the purpose of satisfying his compliance of the above mentioned technical eligibility criteria in the tender under consideration.

16.2 Financial eligibility criteria :

The contractual payments received by the JV firm or the arithmetic sum of the contractual payments received by all the members of the JV firm in the previous three financial years and the current financial year up to the date of opening of tender shall be at least 150% of the estimated value of the work as mentioned in the tender.

N O T E: Contractual payment received by a Member in an earlier JV firm shall be reckoned only to the extent of the concerned member’s share in that JV firm for the purpose of satisfying compliance of the above mentioned financial eligibility criteria in tender under consideration.

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Annexure E

CENTRAL RAILWAY MECHANICAL BRANCH

MUMBAI CST

TENDER SCHEDULE

Sr. no.

Item Total cost (in Rs.)

A


Total cost of the work (in words): Rupees B. Break up of cost and other details of individual machines

Note : 1. Details of each indiv idual machine / equipment to be filled in separate row

2. Tenderers may peruse Clause V (Specifications of work) and Clause VII (Railway’s scope of supply) of Special Terms and Conditions

1 2 3 4 5 6 7 (= 5 ÷ 6)

8 (7 X 7 hours)

9 10 11 12

Sr.

no

.

Mac

hin

e /

Eq

uip

men

t

Man

ufa

ctu

rer /

Mo

del

War

ran

ty p

erio

d (

as

spec

ified

by

OE

M)

Cap

acit

y in

ter

ms

of

kg

of l

inen

Cyc

le ti

me

in h

rs

(in

clu

din

g s

ettin

g u

p

tim

e, lo

adin

g,

un

load

ing

et

c)

Ou

tpu

t per

ho

ur

(in k

g o

f lin

en)

Ou

tput

per

sh

ift o

f 8

h

ou

rs (a

ctu

al w

orki

ng

ti

me

of 7

ho

urs)

Typ

e o

f lin

en d

ealt

wit

h (

i.e.

Bed

sh

eets

/ H

and

to

wel

s / P

illo

w c

ove

rs)

Co

st o

f mac

hin

e in

Rs.

(i

ncl

ud

ing

co

st o

f in

stal

lati

on

an

d

com

mis

sio

nin

g)

Ter

ms

of

Non

-co

mp

rehe

nsi

ve

AM

C f

or

1st/2

nd/3

rd y

ear a

fter

the

ex

pir

y o

f war

ran

ty p

eri

od

(m

enti

on

valid

ity

per

iod

)

Ter

ms

of c

om

pre

hen

sive

A

MC

for 1

st/2

nd/3

rd y

ear

af

ter t

he

exp

iry

of

war

ran

ty p

eri

od

(men

tio

n

valid

ity

per

iod

)

1 2 3 4 5 6

7 8 9

10 Total for all machines / equipment

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C. List of spare parts / consumables normally required after warranty period (Tenderer may add more sheets if space is not adequate)

Sr No

Machine / Equipment fo r which

spare part / consumable

required

Name o f the Spare Part / consumable normally

required for maintenance

Speci fication / drawing

etc.

OEM's part no.

No. of years o f operation o f the

machine/equipment (working in two shifts every day) after which Spare part / consumable

required (to be fu rnished only in case the life o f the

spare part / consumable is approximately predictable)

Cost of the spare part / consumable (inclusive of all taxes duties, etc.)

valid for the first

year aft er expiry of warranty period

Source o f supply of


Remarks if any

1 2 3

4 5 6 7

8 9 10 11

12 13 14

Tenderer(s) Seal Signature of the Tenderer(s) Note:

i. The above rates as quoted by the tenderer(s) shall be inclusive of all taxes and other duties leviable by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor.

ii. Railways may at their discretion go in for comprehensive or non-comprehensive AM C or for no AM C at all after the expiry of the warranty period. Railways reserve the right to award AM C to the tenderer, for all or any of the machines supplied and commissioned by him as part of the turn key contract, after expiry of the warranty period, as per the terms quoted by him and acceptable to Railways. Railways further reserve the right to procure any of the spare parts / consumables normally required for maintenance of the machines from the tenderer as per rates quoted by him and acceptable by Railways. However, said AMC or procurement of spare parts / consumables shall be outside the scope of this contract which shall be awarded only for the supply and installation of the mechanized

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laundry equipment and commissioning of the mechanized laundry on turn key basis, besides provision of warranty support, training, etc.

iii. Any overwriting / correction has to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity.

iv. The above work will be subject to the General conditions of contract in force on Central Railway in addition to the Special terms and conditions as laid down below.

I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted by Railway and abide by the special terms and conditions as laid down here in above.

Contractor’s Signature and Stamp.

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162

Annexure F Technical Specification of Boiler 1. Boiler General details

Type of Boiler: Horizontal three pass wet back M ake: M /s Energy Pack Boilers Pvt. Ltd., Gujarat M odel: EBPL – VIII – 400 Construction: Smoke Tube No. of passes: Three pass of flue gases

2. Steam Generation from and at 1000 C: 4000 kgs / hr 3. Steam condition

M aximum total solids: 1 – 2 ppm Silica: Less than 0.1 ppm Dryness fraction: 99.5%

4. Steam Pressure Safety valve set pres: 10.1 & 10.2 kgs / sq. cm Burner cut off switch: 10 kg / sq. cm M odulating pressure control range: 7 to 10 kg / sq. cm

5. Boiler Dimension Overall Dimension in mtrs: 5.85 X 2.930 X 4.00 L W H

6. Mechanical details of the boiler Heating surface area: 102 sq. mtrs Smoke tubes: 50.8 mm OD X 3.25 thk No. of Smoke Tubes: 74 II-Pass 58 III-Pass M .O.C of Shell: ASTMA-516/515 Gr.70 Size: 2.95 mtrs dia Length: 4.5 mtrs Designed code: ISO-R-831/IBR Water content when full: 10.5868 m3 Steam space: 2.4071 m3 Water content at NWL: 8.1797 m3 The above are the design specifications of the boiler which may not be necessarily functioning at its full efficiency. Tenderer(s) are advised to Sr. DM E (Cog.) BB or his authorized representative or visit Parel Workshop / Wadi bunder depot and see the boiler themselves prior to making their offer.

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Annexure G Technical Specification of Air Compressor Description: Air cooled screw compressor, M ake Khosla Technical Data: Free Air delivery: 200 CFM Working pressure: 7.0 kg / cm2

M otor: 50 hp, 415 V, 50hz, 3 Phase Starter: Star Delta Air receiver: 2000 ltrs Tenderer(s) are advised to visit Wadibunder depot and see the compressor themselves prior to making their offer. Additional compressors (of capacity and specifications broadly similar to those mentioned above) can be made available in order to generate adequate quantity of compressed air (which should be clear ly mentioned by the tenderer in Annexure B5).

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First Corrigendum to Open Tender Notice No DRM.Mech.BB.2009.03 dt. 08.05.2009 for the work of setting up of a mechanized laundry (of capacity of 1 ton of linen per shift, as per detailed specifications at Clause V of tender document) at Wadibunder, Mumbai Division on turn key basis Tenderer(s) may read / note changes made to Clause no. 3 of Important Notes for Intending Tenderer(s) (at page 1 of tender document), Open Tender Notice no. mentioned in the Notice Inviting Tender (at page 4 of tender document), Clause no. I (at page 9 of tender document), Clause no. VIII (at page 19 of tender document), Clause no. V (xix) (at page 16 of tender document) of the Special Terms and Conditions of Contract, and Financial Bid (Annexure E, page 33 to 35 of tender document). These changes in the tender document are indicated in bold, italics and underlined for easy identification. These changes have been annexed to the tender document as displayed on www.tenders.gov.in and can be downloaded by the tenderer(s) from this website. Alternatively, the tenderer(s) can obtain copy of the above corrigendum from the office of Sr. DME (Coaching) BB on all working days up to 17.00 hrs up to one day prior to date of tender opening. All other Terms and Conditions remain unchanged.

DRM (Mech) BB

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First Corrigendum to Open Tender Notice No DRM.Mech.BB.2009.03 dt. 08.05.2009 for the work of setting up of a mechanized laundry (of capacity of 1 ton of linen per shift, as per detailed specifications at Clause V of tender document) at Wadibunder, Mumbai Division on turn key basis Tenderer(s) may read / note the following changes in the tender document as indicated in bold, italics and underlined for easy identification: 1. Clause 3 of Important Notes for Intending Tenderer(s) (page 1 of tender document)

may be read as: You have accepted the validity period of 180 days 2. Open Tender Notice no. mentioned in the Notice Inviting Tender (page 4 of tender

document) may be read as: DRM.M ech.BB.2009.03 dated 08.05.2009 3. Clause no. I mentioned in the Special Terms and Conditions of contract (page 9 of

tender document) may be read as: The scope of work involves setting up of a mechanized laundry on turn key basis suitable for tackling a designed workload of 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs). The location of the mechanized laundry shall be at Wadi Bunder depot of Mumbai division of Central Railway. The mechanized laundry should be capable of washing, drying and ironing (calendaring) of at least 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs) as per para V below. 4. Clause no. VIII mentioned in the Special Terms and Conditions of contract (page 19

of tender document) may be read as: Warranty and maintenance of each of the mechanized equipment supplied and commissioned by the contractor for a period of one year from the date of commissioning of the laundry or as per the warranty period of individual machines / equipment specified by their OEM’s, whichever is later shall be within the scope of the contract. The warranty support / repairs shall have to be provided / carried out by the tenderer on site of the mechanized laundry i.e. Wadi Bunder, Mumbai Division. The machine consumables (such as various lubrication oils, filters, belts, etc. which are part of the machine) required for preventive maintenance are included in the scope of work and no additional payment shall be made by Railways for the same. The security deposit of the firm shall be released after expiry of warranty period as per Railway’s codal provisions. 5. Clause no. V (xix) mentioned in the Special Terms and Conditions of contract (page

16 of tender document) may be read as: The tenderer in their Financial b id (Annexure E) shall submit terms for both Comprehensive and Non-comprehensive AM C for the 1st, 2nd, 3rd years after expiry of the warranty period for the various machines / equipment. Comprehensive AM C implies regular visits of the Service

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Engineer for preventive and break down maintenance including cost of spares and machine consumables (various lubrication oil, filters, belts, etc.). Non-comprehensive AMC implies regular visits of Service Engineer for preventive and break down maintenance, not including cost of spares and machine consumables. The tenderer in their Financial bid (Annexure E) shall also mention the specifications / OEM’s part no., cost valid up to five years after expiry of warranty period (inclusive of all taxes and duties), etc. of the spare parts / consumables which may be normally required for maintenance of the var ious machines after the expiry of the warranty period. Railways may at their discretion go in for comprehensive or non-comprehensive AM C or for no AM C at all after the expiry of the warranty period. Railways reserve the right to award AMC to the tenderer, for all or any of the machines supplied and commissioned by him as part of the turn key contract, after expiry of the warranty period, as per the terms quoted by him and acceptable to Railways. Railways further reserve the right to procure any of the spare parts / consumables normally required for maintenance of the machines from the tenderer as per rates quoted by him and acceptable to Railways for up to five years after expiry of the warranty period. Tenderer(s) shall be bound to supply such spare parts / consumables as per the year wise rates quoted by them in the tender schedule (Annexure E). However, said AM C or procurement of spare parts / consumables shall be outside the scope of this contract which shall be awarded only for the supply and installation of the mechanized laundry equipment and commissioning of the mechanized laundry on turn key basis, besides provision of warranty support, training, etc. Tenderer(s) shall indicate the complete address of the nearest service centre where maintenance support and other help can be obtained as required by Railways after expiry of the warranty period. 6. Financial bid (Annexure E), (Page 33 to 35) of the tender document may be read as:

CENTRAL RAILWAY MECHANICAL BRANCH

MUMBAI CST

TENDER SCHEDULE Sr. no.

Item Total cost (in Rs.)

A


Total cost of the work (in words): Rupees

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167

B. Break up of cost and other details of individual machines

Note : 1. Details of each individual machine / equipment to be filled in separate row

1 2 3 4 5 6 7 (= 5 ÷ 6)

8 (7 X 7 hours) 9 10 11 12

Sr.

no

.

Mac

hin

e /

Eq

uip

men

t

Man

ufac

ture

r / M

od

el

War

ran

ty p

erio

d (

as

spec

ified

by

OE

M)

Cap

acity

in t

erm

s o

f kg

o

f lin

en

Cyc

le ti

me

in h

rs

(in

clud

ing

set

ting

up

ti

me,

load

ing

, u

nlo

adin

g

etc)

Ou

tpu

t per

ho

ur (

in k

g o

f lin

en)

Ou

tpu

t per

sh

ift o

f 8

h

ou

rs (a

ctu

al w

ork

ing

ti

me

of 7

hou

rs)

Typ

e o

f lin

en d

ealt

wit

h (

i.e.

Bed

sh

eets

/ H

and

to

wel

s / P

illo

w c

ove

rs)

Co

st o

f mac

hin

e in

Rs.

(i

ncl

ud

ing

cos

t of

inst

alla

tio

n a

nd

co

mm

issi

oni

ng

)

Ter

ms

of

No

n-

com

pre

hen

siv

e A

MC

fo

r 1st

/2nd

/3rd y

ear a

fter

the

ex

pir

y of

war

ran

ty p

eri

od

(m

enti

on v

alid

ity

per

iod

)

Ter

ms

of c

om

pre

hen

sive

A

MC

for 1

st/2

nd/3

rd y

ear

af

ter t

he

exp

iry o

f w

arra

nty

pe

rio

d (m

enti

on

va

lidit

y p

erio

d)

1

2

3

4

5

6

7

8

9

10

Total for all machines / equipment

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2. Tenderers may peruse Clause V (Specifications of work) and Clause VII (Railway’s scope of supply) of Special Terms and Conditions. The mechanized laundry should be capable of washing, drying and ironing (calendaring) of at least 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs).

C. List of spare parts / consumables normally required after warranty period (Tenderer may add more sheets if space is not adequate)

Sr No

Machine / Equipment fo r which


required

Name of the Spare Part / consumable normally

required for maintenance

Speci fication / drawing etc.

OEM's part no.

No. of years o f operation o f the

machine/equipment (working in two shifts every day) after which Spare part / consumable

required (to be fu rnished only in case the life o f the

spare part / consumable is approximately predictable)

Rate of the spare part / consumable (inclusive of

all taxes duties, etc.) valid for 1st / 2nd / 3rd / 4th /

5th years after expiry of warranty

period

Source o f supply of


Remarks if any

1

2

3

4

5

6

7

8

9

10

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169

D. Complete address of the nearest service centre where maintenance support and other help can be obtained as required by Railways after expiry of the warranty period: ____________________________________________________ __________________________________________________________________

Tenderer(s) Seal Signature of the Tenderer(s) Note:

i. The above rates as quoted by the tenderer(s) shall be inclusive of all taxes and other duties leviable by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor.

ii. Railways may at their discretion go in for comprehensive or non-comprehensive AM C or for no AM C at all after the expiry of the warranty period. Railways reserve the right to award AM C to the tenderer, for all or any of the machines supplied and commissioned by him as part of the turn key contract, after expiry of the warranty period, as per the terms quoted by him and acceptable to Railways. Railways further reserve the right to procure any of the spare parts / consumables normally required for maintenance of the machines from the tenderer as per rates quoted by him and acceptable to Railways for up to five years after expiry of the warranty period. Tenderer(s) shall be bound to supply such spare parts / consumables as per the year wise rates quoted by them in the tender schedule above. However, said AM C or procurement of spare parts / consumables shall be outside the scope of this contract which shall be awarded only for the supply and installation of the mechanized laundry equipment and commissioning of the mechanized laundry on turn key basis, besides provision of warranty support, training, etc.

iii. Tenderer(s) may attach additional sheet for making their offer in case necessary. However the format for offering the rates against item nos. A, B & C of the tender schedule shall be as mentioned above. Any overwriting / correction has to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity.

iv. The above work will be subject to the General conditions of contract in force on Central Railway in addition to the Special terms and conditions as laid down below.

I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted by Railway and abide by the special terms and conditions as laid down here in above.

Contractor’s Signature and Stamp.

“End of Tender Document”

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On Board House Keeping Services (OBHS) : On Board cleaning of trains should be done as per extant instructions of Railway Board for

‘On Board House Keeping Services’ (OBHS) issued vide letter no.2006/M (C)/165/9 dt. 01.10.07 and 19.07.10.

Board have decided that comprehensive mechanized cleaning contracts for coaching rakes & depot premises at the primary coaching depot should include the service module for “On Board cleaning and hygiene attention” in M ail/Express trains of that depot. For depots where the mechanized cleaning contracts are already in place, alternative arrangements as feasible under prevailing local conditions may be adopted for the ‘On Board’ attention. Ultimately, these two modules need to be integrated into a single contract.

Following guidelines may be adopted for Tenders for On Board Housekeeping Services (OBHS) to be floated under two Packet System of tendering. The contract for OBHS must be floated for a minimum period of 3 years unless it specifically needs to be of a shorter duration in order to dovetail it with the contract for mechanized cleaning of rakes/depot premises.

(i) The total onward/return journey of the Mail/Express train identified under the scheme must not be less than 16 hours (including a mandatory day time journey from 0500 hrs to 0900 hrs.)

(ii) Only reserved class coaches with vestibules shall be covered under the scheme. (iii) Arrangements for on Board cleaning must be made by the primary maintenance

depot for the round trip of identified train rakes. (iv) Notwithstanding ( i) above, all Rajdhani and Shatabdi trains must be included for On

Board House Keeping Services in light of their premier status. (v) While on Board cleaning attention should be provided wherever desired/demanded

for by the passengers, the toilets, doorways, gangways and vestibules must necessarily be cleaned frequently from 0500 hrs. to 0900 hrs. and from 1600 hrs to 2000 hrs., wherever applicable. The passenger compartments and the aisle must also be cleaned and mopped 2 times in a day at suitable intervals. In case any deviations are needed due to local conditions the same may be permitted with the personal approval of CM E.

(vi) CDO concerned will issue a certificate to identified personnel authorizing them to travel on primary Trains of his coaching depot for providing On Board Housekeeping Services. No reserved accommodation will however be provided to these personnel.

vii) It has further been decided that OBHS shall be mandated in all the Duronto Express trains as in the case of Rajdhani/Shatabdi trains.

viii) Compliance of Board’s guidelines for test check protocol for OBHS and other coach cleaning contracts issued vide letter no. 95/M (C)141/1 Vol. II dt.21.05.2010 must be ensured.

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7.3.1 Resource Specifications issued by Railway Board

(A) Manpower (Janitors): ‘OBHS’ scheme requires sufficient no. of skilled janitors who are exposed to housekeeping industry. Combination of three coaches will form a work station and each work station or a part thereof shall be manned by one skilled janitor who should be in the age group of 18-35 years.

(B) Manpower (Executive Housekeeper): One Executive Housekeeper in the age group of 25-45 years shall also escort the train during its round trip. The EHK must be a graduate preferably having experience in the housekeeping industry.

(C) Equipment & Tools:

(i) High Pressure Nozzle with Lance & Gun: For jet washing of toilet commodes, wall protectors and other fittings, a specially designed HP hose pipe of approx. 3 meters having a lance and trigger type gun with nozzle for delivering high pressure of about 10 bar for effective impingement of water shall be used.

(ii) Quick Coupling arrangement for Toilet Tap: The water required for cleaning shall be sourced from Toilet Tap with the help of especially designed Quick Coupling arrangement. The coupling shall be so designed that it can take care of all designs of tap provided in Indian Railways Coaches. It shall be leak proof, light weight and shall not take more than 15 seconds to fix.

(iii) Super absorbent floor Mopper: For coach floor cleaning of passenger compartments and aisle area, a M opper with 100 to 150 cms long aluminum handle and a cloth based swivel head mop system for quick maneuvering shall be used @ 1 per work station. It shall also have flexibility and maneuverability to reach under the births and corners.

(iv) Squeegee Brush: For toilet floor scrubbing and drying, as squeeze having approx. 140 to 150cms long aluminum and stiff polypropylene bristles for and form rubber blade for two in one scrubbing and drying action, shall be used @ 1 per work station and the rubber blade shall be replaced once in 15 days.

(v) Bottle with spray gun for storing and dispensing cleaning chemicals: A good quality p lastic bottle of at least 500 ml capacity having lockable spray gun shall be provided @ 1 per work station and its spray gun shall be replaced as and when required.

(vi) Toilet Commode Brush: For cleaning of toilet commode, pan and chute area, a suitable commode brush with polypropylene bristles shall be provided @ 1 per work station and shall be replaced as and when the bristles are worn out preferably once in 15 days.

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(vii) Carpet Brush: For cleaning of carpet in 1st AC coaches, especially designed polypropylene bristled brush shall be provided @ 1 per train and shall be replaced as and when the bristles are worn out.

(viii) Upholstery cleaning brush: The carpet brush should not be allowed to be used for seat/ berth upholstery cleaning, for which a separate polypropylene bristled brush shall be used.

(ix) Bucket: A smart looking, easy to carry, low height, approx. 6 gallons capacity bucket made of heavy duty polypropylene for washing of mops etc. shall be used. It shall preferably have castor wheels for ergonomic handling. This shall be provided @ 1 per work station.

(x) Window Glass Squeezee: Stainless Steel handle of preferably 10 inches length with durable rubber blade of size 45cms having a locking arrangement for faster and effective cleaning of window glasses shall be provided @ at least 1 per 3 AC coaches and rubber blades shall be replaced once in 15 days.

(xi) Micro Fiber cloth for mirror cleaning (xii) Sponge Duster for wash basin cleaning

(xiii) Disposable bags for garbage collection: Green coloured Disposable bags shall be required for collection of waste & litter from all coaches & also from dustbins of AC coaches.

(xiv) Tool Kit : A light weight tool kit made of FRP containing all types of tools for minor plumbing / carpentry related repairs shall be available with Executive Housekeeper.

(xv) Foot mats: At every toilet entrance, a foot mat made of rubber having bristles to soak water shall be provided and shall be replaced as & when required to be.

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