Page 1 of 173

(For official use only )

(Govt. of India)
(M inistry of Railways)

dkUW V Ds V icz /a ku ij gMaS cd

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HAND B OOK
ON
WOR KS CONTR ACT
M ANAGEMENT
CAMTECH/GWL/M/Contract Management- 1.0

May - 2011
CAMTECH/GWL/M/Contract Management- 1.0

Draft

June 2011
(Updated as on 31.08.2013)

Maharajpur, Gwalior (MP)

Page 2 of 173

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
09.5.2011

S.C. Singhal
Exe cutive Director

Page 3 of 173

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
Date: 09.5.2011

(K.P. Yadav)
Director/Mech.

Page 4 of 173
CONTENTS
Page No.
Front Page

Forward

Preface

Contents

4-5

PART-I

TENDERS AND CONTRACTS

1.0

Introduction:

2.0

Canons of Financial Property

3.0

Contract and Agreement

3.1

Tender system

3.2

Types of Tenders

3.3

Estimate

3.4

Tender Notice

3.4.1 Minimum Tender Notice Period for contracts of small value

10

3.4.2 Care to be taken while preparing tender notice

10

3.4.3 Advertisement of Tender

11

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/P ost Tender Offers (Rly. Bd. guidelines)

13

4.0

5.0

6.0

7.0

Tender Box

15

5.1

15

Guidelines for Maintaining Tender Box Register

Opening of Tenders and scrutiny

14

6.1

18

Verification of Authenticity of documents of L-1 bidder

Tabulation statement & Briefing Note

19

Page 5 of 173

8.0

9.0

Earnest Money Deposit (EM D)

24

8.1

Forms of Earnest Money

24

8.2

Refund of Earnest Money

24

8.3

Validity of offer

25

Security Deposit (S D)

25

9.1

25

Refunding of Security Deposit (S .D.)

10.0 Performance Guarantee (P G)

26

11.0 Conditions of contract

28-43

12.0 Eligibility Criteria for Finalizing Tenders:

44

12.1 Recommendations of S udhir Chandra Committee

44

12.2 Stipulation of minimum eligibility criteria for open

tenders costing above Rs. 50 lacks
13.0 Tender Committee

44
45

13.1 Constitution of Tender committee is tabulated 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, Para8)

51

16.1 Signing of Agreement & Submission of P G

17.0 Execution of Work:

51
51

17.1 Important points to be observed while executing 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 condition

52

Page 6 of 173
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 (Clause 19.2)

19.0 Labour Laws
19.1 Minimum Wages Act
19.2 Provision of Payments and Wages Act

54
54
56
56

19.3 Provision of Contract labour (Regulation and Abolition)

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 M B (Illustrations)

57

19.7 Certificates on Bill/ M B

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

61

25.0 Vigilance in Contracts

63

25.1 CVC guidelines

26.0 Dos & Donts

63-66
67-68

Page 7 of 173

TENDERS A ND CONTRA CTS

1.0

Introduction:
M ost of the organizations both in private and p ublic sectors are en gagin g other agencies for
doing various work/supp ly of materials and maintainin g assets. In Railways due to increase in
volume of transp ort services it became d ifficu lt to carry out all activities through d ep artmental
resources. Outsourcing the work to other agencies of high er technical qualifications havin g
better resources viz equip ment, machinery etc came in to force.
As such it is absolutely essential for all, to be aware of basic in gredients of contract so that they
do not commit mistake.

2.0

Canons of Financial Propriety

(Finance cod e Vo l. I, Para 116)
The exp enditure should not prime facie be more than the occasion d emands and that every Govt.
Servant should exercise the same vigilan ce in resp ect of exp enditure incurred from p ublic money
as a p erson of ordinary p rudence would exercise in resp ect of the exp enditure of his own money.
No authority should exercise its p owers of sanctioning exp enditure 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 p articular p erson or section of the
community .
The amount of allowan ces such as TA, granted to meet expenditure of a particular typ e, should
be so regu lated that the allowances are not on the whole source of p rofit to the recip ients.

3.0

Contract and Agreement

When two or more persons have a common intension communicated to each other to create
some obligation b etween 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 accep tance
2. Intention to create legal relations
3. Lawful consideration
4. Capacity of p arties
5. Free Consent. Any agreement/contract entered by force is illegal.
6. Lawful object
7. Writing and registration
8. Certainty
9. Possibility of p erformance
10. Not Exp ressly Declared Vo id
An agreement has to be entered into with the contractor ensuring that sp ecification, all relev ant
sp ecial conditions, p eriod of contract and scop es 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 comp etent authority and witnessed by two
resp onsible 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, sp ecial conditions, p eriod of contract, modus operandi, scop e
of work etc., who has to certify the work for billing accord in gly . It will help in curtailing the
arisin g of unwarranted disp utes also.

Page 8 of 173

3.1

Tender system

As p er Para 1210 of Engineerin g code, it is the p rimary duty of the executive to obtain the best
value p ossible for the money sp ent and the tender sy stem should be given a very carefu l and
serious consideration in all cases to secure comp etitive rates.

What is a Tender?
Tender is a sort of bid or offer mad e by a contractor for execution of certain work or supp ly of
materials for sp ecified work under specified conditions with p rescribed time limit.
Generally , when the value of the work exceeds Rs. 2 lakhs, it should be p rocessed through
tender p rocedure. First, estimated cost of work should be worked out. This can be arrived at on
the basis of last accepted rates (LAR) or budgetary quotations. A detailed justification should
be mad e and ad ministrative ap p roval for the work should be accorded by the authority
comp etent to do so after thorough examination of the necessity , utility and financial asp ects.

Objecti ves of Tendering

To get most economic/competitive rates for activities of p rescribed quality standards.
Getting works done through external agen cy within target date.
Procurement of materials/machines/equip ments of sp ecified quality from
manufacturers/traders.
Highest rate for commercial activities bein g outsourced while maintain in g reasonab le
standard of service to customers.
Equity in selection

3.2

Types of Tenders

Open Tender (OT)

Two-p acket Tendering system
Single Tender
Limited Tender (LT)
Special Limited Tender (SLT)
Bulletin Tender
Quotations

1. Open Tender:
It is a sy stem of invitation of tender by p ublic advertisements in most open p ublic manner. The
tender documents in the case of open Tenders, are to be issued to those p rospective tenderers
who dep osit the fee for tender documents irresp ective of whether an eligib ility clause is
p rescribed or not. In case, an eligib ility clause is p rescribed, it is for tender committee to
evaluate whether the tenderer satisfies the prescribed eligibility clauses.

Two-packet system of Tendering:

Two Packet Sy stem of tendering may be adopted in sp ecifically identified situations for
obtaining consultancy services, for high ly technical works where p arameters cannot be precisely
p re-defined or for execution of work, which are technically comp licated and sp ecialized in nature
and/or which are executed very rarely . With a view to access the tenders technically without
bein g influ enced by the bids, Two p acket system of tendering may be adop ted. Hence tender
condition, i.e. eligibility criterion, credentials and modus op erandi has to be drafted carefully.
The Qualifying Criteria in the tender documents should be defined du ly concurred by
FA&CAO & app roved by GM . Care should b e taken while ignorin g the offers durin g TC
p roceedings.

Page 9 of 173
In this sy stem, the tenderer are advised to submit their offers in two sealed envelop s with one
cover containin g 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 adv ised to enclose EM D in the technical bid.

Financial Bid
If the technical bid is found accep table by the competent authority, the second p acket
(Financial bid) is op ened and the tenders p rocessed for accep tance in the normal manner.
However, if on the basis of the information of the first p acket, the tender committee needs
clarifications, regard in g the design and sp ecifications, discussions are held with each individu al
contractor after obtaining the ap p roval 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 ap p roval of GM .
AMCs for the equip ments may be p laced on single tender basis on authorized dealers with
the app roval of GM .
Detailed justification should be sp elt out.
All the cases of single tender shall requ ire p rior finance concurren ce before the
administrative app roval.

Limits of Single Tender:

Up to Rs. 20 Lakhs per case per PHOD subject to annual limit of Rs. 1 Crore (prior
finance concurrence a t the level of FA& C AO).
Up to Rs. 10 Lakhs per case per DRM subject to annual limit of Rs. 50 Lakhs (prior
finance concurrence a t the level of Sr. DFM).
All single tender cases (other than stores) will require GM s p ersonal sanction and FA &
CAOs concurrence.
TC & Accep ting authority should be one step higher.

3. Limite d tender:
Under this system, every railway unit is supp osed to have an approved list of
contractors/supp liers/manufacturers. Tenders are sent to only app roved parties. The contractors
are registered after screening by a committee available. There should be minimu m 10 firms
registered for limited tender.

4. Special limited Tender:

It is invited under certain conditions with the concurren ce of finan ce and the sanction of GM.
Sp ecial
Limited Tenders
may
be
invited from sp ecialized and rep uted
contractors/organizations/agen cies.
Sp ecial limited tender can be invited for important works. These can be other than app roved 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 dep ending up on the merit of the case.
Tenderers from whom Sp ecial Limited Tenders are to be invited should preferably be more than
six but not less than four.

Page 10 of 173

5. Bulletin Tender:
It floated for so many items to be p urchased or work to be executed. These are p rocessed
through Bulletin by Stores dep artment.

6. Dispensing with Tendering:

AUTHO RITY

FINANC IAL LIMIT

ANNUAL C EILING

S r. S cale
JAG
S AG

1,00,000
2,00,000
4,00,000

5.0 lakhs
20.0 lakhs
40.0 lakhs

(Rly Bds letter No. 2007/CEI/13 /PT Dt 05/03/2009)

1.
2.
3.
4.

Normally p owers to disp ense with callin g of tenders should b e excercised sp aringly and
Circumstances should be sp elt out.
Invited from at least 3 well exp erienced genuin e contractors, not necessarily borne on
app roved list.
Register showing the full details to be maintain ed and sent to Associate Finance while
seekin g concurrence.
Reasonability of rates to be gone through objectively and in detail by Accepting Authority
(AA).

Quotations: In gen eral, any works p rop osal Value up to Rs. 2 Lakh and below can be
p rocessed through work order by calling quotations. Work order should be op en to all
contractors and minimu m 3 quotations are required. Attempt should not be made to split the
works to bring the p rop osal under work order limit.
Tenders receive d by P ost:
Tenders received by p ost should be entered in the Tender Register and the time of receip t
should be recorded on the cover of the tender and dep osited before the closing time in the
tender box. (En gineerin g code, 1999 Para 1247)
3.3

Esti mate:

An estimate is a statement p rep ared 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 sign ed 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 availab le.
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)

Page 11 of 173

3.4

Tender Notice:

After sanction of comp etent authority , a brief tender notice has to be p rep ared. 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 maximu m p ublicity while
releasin g the adv ertisement for tenders dep ending up on the imp ortance of work. Care should also
be taken to have a judicious mix of lo cal, n ational and/or fin ancial d ailies in ord er to generate
adequate comp etition. The tender notice and tender documents should also be p osted 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: Bds letter 2007/CE.1/CT/18 Pt.II dt.30.07.10 ( item 4) ]
In Partial modification to para 1238 (Tender notice) of Engineerin g Code, it has been decided
that CAO/C/DRM be emp owered to reduce the minimum tender notice period for small value
tenders from one month to 21 day s, wherever considered necessary without finance
concurrence. This should be resorted to only after the bid document, site survey rep orts, p lans
etc. are ready and that such reduction in Tender Notice p eriod does not restrict the level of
comp etition.
Further reduction of this Tender Notice p eriod from 21 days (but not less than 12 day s in any
case) in rare excep tional circumstances in the case of small valu e works shall be exercised by
CAO/C/DRM with concurrence of the FA&CAO(C)/FA&CAO. Reasons for such excep tional
circumstances should be recorded.
It has also been decided that for the p urp ose of these instructions, works of value upto Rs.50
lakh (rup ees fifty lakhs) shall be deemed as small value works.

3.4.2 Care to be taken while pre paring 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 ap pearing in the p ress are n eedlessly 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 app roves the notices for inviting tenders to ensure that
the tender notices are crisp and clear and that they do not have unnecessary rep etitions and
ambiguity .
The purp ose of p ublishing Tender Notices in newsp ap ers is to draw the attention of the eligib le
contractors to the p rop osed work. Since the comp lete details are availab le in the Tender Notices
p osted on the Railway websit e and also p laced on the Notice Board of the concerned office, there
is no need to giv e exhaustive d etails about the work in the Tender Notices bein g p ublished in the
News Pap ers.
It is sufficient if the Tender Notice furnishes only details such as:
(i) Name of Work with its location
(ii) App roximate Cost of the Work
(iii) Cost of Tender Form
(iv) Address of the office from where the tender form can b e purchased
(v) Earnest M oney to be dep osited
(vi) Completion p eriod of the work
(vii) Date & Time for submission of tender and op ening of tender

Page 12 of 173
(viii) Website p articulars and notice board lo cation where co mplete details of tender can be
seen, etc.
The Railway s need to be cautious while issuing notices and corrigendum/ addendum which
should invariab ly be p ublished in all the concerned newspap ers besides p osting the same in the
Website/Notice Board of the Office, etc. where the original notice was p asted. The web-site
should also specify a date up to which the tenderers may note up dates/ corrigendu m/rev ised date
of op ening.
The Railway s may also arran ge to have all the notices includin g tender notices p ublished on a
fixed day in a week. For this, since the space requirements in newsp apers will be in bulk, the
railway may negotiate for considerable reduction in the advertisement charges with the
newspap ers concerned.
3.4.3 Advertisement of Tender
While p ublishin g tender in news pap er , CPRO/PRO must ensure that NIT has already been
up loaded on the website by taking certificate from Executive.
Any op en tender not having token of confirmation (in the form of internet download record) ,
it will be treated as inadequ ately 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 d etails of works, sp ecifications, scop e of work,
schedule of work, instructions to tenderers, general conditions, sp ecial conditions and contract
agreements. Eligibility criteria and similar n ature of works should be specifically mentioned in
Tender documents for op en tenders above Rs.50 lakhs.
The tender form supplied to tenderers ap art from other thing should contain Amount of Earnest M oney dep osit to accomp any the tender.
With whom or what authority , the acceptance of a tender will rest.

4.1

Important tips on Tender pr ocessing:

Tender should have clear description of work.
A tender must be receiv ed on specific date, time and place and op ened at the sp ecified time
by a Tender Opening committee in presence of all the tenderers or their authorized
representatives.
This information should be av ailable in the Tender Op enin g Register, duly signed by the
Tender Opening Authority and those p resent.
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 accep table form i.e.
demand draft, FDR, Cash railway receip t in favour of associate finance officer
(WAO/Sr.DFM ).
Late and delay ed tenders should be clearly marked.
A comp arative statement and briefing note be prep ared duly vetted by Accounts Officer.
Writing of briefing note should be clear and comments on all accounts queries are duly
furnished.

Page 13 of 173

4.2 Stages of Tender procee dings

S .N o.

Activity

Time Limit
(Approx.)

01

Prep aring office note for ap p roval

--

02

Callin g for bud getary quotation from Firm

--

03

Concurrence to prop osal

--

04

Prep aration of estimate/ Est. cost

--

05

Vetting of estimate

--

06

Sanction to estimate

--

07

Tender booklet prep aration with Terms and Conditions, scop e 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

Prep aration of tender notice for op en tenders

--

11

Loadin g of Tender Notice and tender document on website before

35 day s of op ening of tender & takin g cop y of p roof of loading.

--

12

Issuing of tender booklet before 25 d ays

--

13

Op ening of tender

01 Day

14

Submission of tender cost of down loaded tender form to Sr. DFM

(Same day )

02 Day s

15

Verification of EMD submitted by Tenderer

07 Day s

16

Prep aration of brief note & tender tabulation statement.

01 Day

17

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

05 Day s

18

Nomination of TC members

01 Day

19

TC p rep aration

05 Day s

20

Verification of eligibility criteria

07 Day s

21

TC Finalization

07 Day s

22

Accep tance of TC recommendations

01 Day

23

Issuance of Letter of Accep tance

01 Day

24

Submission of PG by the firm within 30 Day s [5% of contract

value]

30 Day s

25

Verification of PG by law officer

02 Day s

26

Verification of BG by bank

05 Day s

Page 14 of 173
27

Prep aration of Contract Agreement

02 Day s

28

Signin g of Contract A greement

03 Day s

29

Disp atching of cop y of Contract Agreement to concerned depot in

charge.

01 Day

30

Up dation of finalised tender on net for valu e more than 1.0 crores.

04 Day s

31

Releasin g of first on account bill by p rep aring office note

-TOTAL

4.3

85 DAYS

Terms of Contract:

The terms of contract must be p recise and definite and there should be no room for ambigu ity
or misconcep tion and should includ e the followin g:
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 p ay ment is to be made and the method and the basis for makin g it?
The resp onsibility of the contractor in resp ect of adequate supervision, care of government
p rop erty .
Measures to be adopted in the event of breach of the contract by either p arty .
The method of setting disp utes as p er GCC Para 1217 of Engineerin g Code.
(As far as p ossible, legal and finan cial advice should be taken in drafting contract before they
are finally entered into as p er Para 1217 of Engin eerin g Cod e).

4.4

Framing of Tender documents

The tender document should consist of

Up dated general conditions of contract.
Authentic schedule of items works based on app roved drawings and design.
Sp ecial conditions, if any , duly vetted by Accounts.
Well defined techn ical sp ecifications on which schedu le of items of work is based.

4.5

Cost of Tender form:

(Ref: En gin eerin g Code, Re-Print 1999, Para 1240A)

The present cost of tende r form for various value s of works is as under:

4.6

Up to Rs. 5 lakhs
Above Rs. 5 lakhs and up to 20 lakhs
Above Rs. 20 lakhs and up to 50 lakhs
Above Rs. 50 lakhs and up to Rs. 2 cr.
Above Rs. 2 crores to 50 Crores
Above 50 Crores

Rs. 1000/Rs. 2000/Rs. 3000/Rs. 5000/Rs. 10000/Rs.25000/-

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

Para 1251 of the Indian Railway s Code for the Engineerin g Dep artment (Revised Edition
1982) stip ulates that for dealing with Delay ed and Late tenders, sep arate instructions as
issued by the Railway Board from time to time should be followed.
In this regard Railway Boards letter no.71/RS(G)/777 dated 01.08.1981 and 19.04.1984 are
rep roduced below for gu idance.
(Copy of Railway Boards letter no.71/RS(G)/777 dated 01.08.1981)

Page 15 of 173

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

1. Reference M inistry of Railway s letter NO.59/77/RS(G) dated 04.05.60 wherein the General
M anagers were authorized to accep t Late Tenders subject to certain conditions. These p owers
were also delegated to HODs vide Boards 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 decid ed that late tenders/delay ed tenders/p ost
tender offers should be totally rejected.
Extract of Railway Boards 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 delay ed/p ost tender
offers have to be totally rejected.
2. Instances have come to the notice of the Board where on a strict app lication of the above
instructions, even late tenders submitted by Public Sector firms for highly specialized
equip ments have been rejected.
3. The matter has, therefore, been reconsid ered by the Board and it has been decided that
where late tenders from established/reliab le sup p liers and conferring a substantial fin ancial
advantage is to be considered, notwithstanding the general ban, it will be op en to the
railway s to seek the Boards app roval for the consideration of such tenders. Since, this
should be a very excep tional situation, such cases should be recommended for
consideration of the Board with the p ersonal ap p roval of the GM , duly concurred in by the
FA & CAO.
4. The Railway s should not enter into any dialogue with the agency submitting a delay ed
tender without obtaining Boards p rior clearance.
5. These instructions apply uniformly to all tenders irresp ective 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 op ening committee in p resence of all the
tenderers or their authorised rep resentatives.
All envelop s pertaining to a particular tender to be serially numbered like 1/5, 2 /5 .... 5/5 if
5 envelop s are there and initialled by all the tender op enin g officials
They are to be entered in the tender op ening register in the same order 1/5, 2/5 ----- with
name of the firm.
Then op en envelop one after another and record number app earing on the env elop on each
p age of the offer with initials of tender op ening officials
Better to indicate total number of p ages after carefu l countin g with initials so as to
eliminate p age subsequently .
Encircle all rates both figures and words as well conditions having financial implications
with initials without leavin g any sp ace around so as to eliminate p ossibility of any
insertions later on.

Page 16 of 173
Testify and indicate corrections and total number of corrections on each p age so as to
eliminate p ossibility of further manipulation by corrections.
Indicate ambigu ities 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 supp lied and identify it with initials so as to eliminate
p ossibility of its subsequent rep lacement
Number of conditions quoted on each p age to be counted and indicated on each p age so
as to eliminate p ossibility of later additions.
Name and rates quoted by each tenderer to be read aloud.
No opp ortunity to be given to tenderers to repudiate , amend, exp lain the rate or
conditions
Valu e and form of EMD to be noted
A summary of rate p rep ared
In case of two p acket system p ackets containing technical b id are op ened first.
Care should be taken durin g tender op enings so that followin g p ost op ening
manipulations are avoid ed as these may chan ge the interse p osition 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 kep t in the office duly locked and sealed by the accounts
rep resentative at the nominated date.
Tenderers may be instructed to directly dep osit the sealed tenders in the tender bo x at the
nominated date within the stipulated time.
Tenders received by p ost within the time sp ecified may be received by the Office
Sup erintendent concerned who should immed iately drop the same in the tender box
without op ening the envelop e or breakin g the seal.
In case tenders are received well in adv ance or the size of packet of the tender document
is large so that it cannot b e drop p ed in the tender bo x, sp ecial p rocedure 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 op ening of tender.
b. Sealed tenders should be drop p ed in boxes, before notified date & time.
c. Multip le p laces for dropp ing of tenders may be p ermitted for high value tender, since it is
app licable for h igh valu e tenders.
d. Tenders receiv ed by p ost to be entered in tender register and the time of receip t should be
recorded on the cover of the tender and dep osited 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 emp loyee or any other individual is obstructing or barrin g any tenderer for dropp ing
his offer in the tender box.
f. After tenders are p ut on sale, tender box should be p laced at sp ecified p lace, locked and
sealed with only a top horizontal slot (Large enou gh to drop the tenders) kept op en.

Page 17 of 173
As p er Railway Boards letter No. CE-I/CT/1 dated 13.02.1991, it is desired that boxes
should be p rovided well in advance and in any case at least ten days before the last date of
receip t of the tenders so that tenderers feel free to dep osit the tenders at their convenience.
Tender box on ce sealed to be op ened at sp ecified time and the op enin g should under normal
circumstances not to be p ostp oned.[ CE/CRs L.No. W.187.R.VII OF 31.10.79, Para 10] annex . 56.]
It should be ensured that the sealed tender box not temp ered with and adequate
arran gements for its security are made to avoid comp laints from any of the tenderers.
[ CE/CRs L.No. W.187.R.VII OF 31.10.79, Para 10] annex ure 56. & Bds letter dated 13.02.1991 ]

g. Tender box should ind icate by a slip pasted on the box conspicuously , the name of the work
for which the tenders are to be dep osited therein and date & time up to which tenders can be
dropp ed in the box.
h. The key of this lock should be kep t in the custody of the Sup ervisory official.
i. For high value tenders, arran gements should be made for keep in g tender boxes at 2 to 3
different locations so as to give max. scop e 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 bo x up to 15 minutes p rior
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 sp ecified
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
p asted over it under the signature of the sup ervisory official holding the key of the tender
box and p referably in the p resence 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 nomin ated for tender op ening.

Tender Box Opening:

m. Tenders to be opened at sp ecified time, date and p lace by the officer no minated for this
p urp ose in the p resence of the tenderers.
n. Accounts rep resentative to be p resent during time of op ening for all advertised tenders
valuin g more than Rs. 10,000. [ 1248-E].
o. At the time of openin g of the tender box, members of Op ening Committee and tenderers
rep resentatives present at that time should be shown the p asted slip on the top of the box
coverin g the horizontal slot and also the intact seal on the lock.
p . Seal should then be broken, lo ck op ened and all the tenders taken out, counted and emp ty box
seen by the op ening committee and to other p ersons p resent.
q. All tenders should b e taken out from their envelop s, if any , and should be duly numbered by
indicatin g serial number in the numerator and the total numbers of tenders received for that
p articular work in the denominator.
r. Tender Opening register should reflect: Sr. no., op enin g date, name of work, tender notice no.
& date, name of tenderer, EM D p articulars, rates quoted, nature of tender, nos. of forms
sold, nos. of forms received and op ened, sign ature of tender op ening officials ( EO and
Accounts rep resentative).
Above guid elin es to be followed strictly by concerned staff

Page 18 of 173

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 k ep t in the chamber of .. in safe custody daily at 17.30 hrs. and
will again b e kep t at .. near the table of security sup ervisor at 09.30 hrs. in sealed & locked
condition.
Note: The tender box is made av ailable on ., min.10 day s before the last date of receip t of
the tenders as p er guidelines of Railway Boards letter No. CE-I/CT/1 dated 13.02.1991.
S r. Date of placement of Tender
No.
box at main gate of
CAMT ECH office
01
02
03
04
05
06
07
08
09
10

Time of Tender
Box placement

Time of tender
box taken in safe
custody by SS E

Signature of
key holding
supervisor

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/S r DME

Page 19 of 173

6.0

Opening of Tenders and scrutiny:

Tender should be op ened at the sp ecified time, date and place by the officer nomin ated for the
p urp ose in the p resence of an accounts representative and intending tenderers. The p articulars
of the tenders should be recorded in the register as below:
(a) Serial No.
(b) Date of op ening
(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 op ening
the tender and Finance rep resentative.
Delayed tenders: Tenders received before the time of openin g but after due date and time of
receip t of tenders.
Late tenders: Tender received after the sp ecified time and date of op ening of tenders.
Delayed and late tenders should be dealt as per the latest guidelines of Railway Board
enumerated in p ara 4.6.

6.1 Verification of Authenticity of documents of L-1 bi dder

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

Page 20 of 173

7.0

Tabulation State ment and Briefing Note

(Ref: En gin eerin g Cod e, Re-Print 1999, Para 1253)

Briefing notes for the Tender Committee

Along with the tabulation statement, a briefing note duly authenticated at an app rop riate level
should be submitted clearly .
Preparation and check of Briefing Note & Comparative statements:
(a) Briefin g note on tenders and comp arative statement of the various offers received should be
p rep ared and checked in concern ed section of the executive office and each p age thereof should
be signed by the staff and the officer p reparing and checkin g them. The dep artmental officer,
who associated with the op ening of tenders should also ch eck the comp arative statement and sign
each page of it in token of having done so. The comp arative statement shall also be checked by
the SO(A/Cs) wherever attached to the Executive Office and sign in token of havin g done so.
The comp arative statement in addition to the rates quoted by the various Tenderers should also
indicate the total cost of work covered by each tender, p articulars of earn est money of each
tenderer, p eriod of validity of offers, financial imp lications of sp ecial conditions, relative
p osition of each tenderer starting from lowest etc. The evaluation of technical cond itions should
be p ersonally examined by the technical officer concerned.
Briefing note on tenders should give full details of the offers received, the p revious accep ted
rates, remarks on the sp ecial cond itions, if any quoted by the Tenderers, the credentials of the
Tenderers, the estimated p rovision for the work etc.
Briefing note and the comp arative statement, after being prep ared and checked in the executive
office should than be send invariably in duplicate to the associate accounts office. In the account
office, the briefin g note and the comp arative 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
op ening of tenders, shall also check the comp arative statement and sign each p age thereof in
token of having don e so.
One copy of the comp arative 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
coverin g letter signed by the Account Officer.

Page 21 of 173

(b) S pecific Responsibility:

The primary resp onsibility for correct p reparation and verification of comp arative statement and
briefing note shall be on the staff and the officers who are associated in the p rep aration and
checkin g of the statement and the briefing note in the Executive offices. The Section Officer
(Accounts) in the Executive office and the Section Officer (A/Cs) in account office shall be
resp onsible for factual verification and for arithmetic accuracy . In case, where techn ical
conditions have b een evalu ated in the fin ancial terms, the resp onsibility for each evaluation shall
rest solely on the technical officer who signs the comp arative statement and the briefin g note.
The staff of the account dep artment shall not be resp onsible for technical evalu ations, their
resp onsibility being limited to checkin g the arithmetical accuracy of such evaluations, as
furnished by the technical dep artments. The technical officers who examine the technical
app reciation and p repares and signs the briefing note of the tender committee and briefs, Tender
committee in p erson, whenever called up on to do so, shall also be responsible for briefin g the
Tender committee regard in g the other asp ects, such as rates, conditions, delivery etc. to ensure
that in such cases, an integrated view if taken by the briefin g officer, about the relationship
between the technical cond itions, rates, delivery etc. etc.
Due to comp lexity of the Tenders now being received it is necessary to ensure that the technical
briefing is done at sufficiently higher lev el. It is therefore, decided that the technical briefin g of
tenders for works should be done by an officer / subordinate at one step below the rank of the
officers emp owered to sit in the tender committee. However, in case of tenders costing Rs. 30
lacks and above the technical briefing need to be done on ly by junior administrative officers.

Tender Committee proceedings

Tender committee members should go through the comp arative statement briefin g note and the
tender p ap ers carefully in order to ensure that all the sp ecial conditions, quoted by the Tenderers,
deviations from standard specifications, and p rocedure etc. have been taken into account their
recommendations should bring out clearly all such asp ects, includin g reasons for rejection of
various offers, so as to facilitate the ap p roving authority to take them into consideration, while
accordin g his decision on the tender. The memb ers of the tender committee shall be indiv idually
and severally resp onsible for the contents of the proceedings/ recommendations made by them.
The resp onsibility of the accounts members shall, however be restricted only to the advice
rendered by him in resp ect of finan cial matters. In resp ects of technical matters, such as
sp ecifications, unsuitability of the contractors due to lack of p ractical experien ce, accep tability or

Page 22 of 173
otherwise of samp les, etc. the entire responsibility shall be of the memb ers of the Technical
Dep artment.
The proceeding of the Tender committee should be signed by all the memb ers of Tender
committee on each and ev ery p age.

Acceptance of tender by the Accepting Authority

Under the existing orders, it is op en to the Accepting Authority either to accep t or reject the
recommendation of the Tender committee. Therefore, Accepting Authority shall also be
resp onsible in the cases where he accep ts the Tender committees recommendations. In the cases,
where he disagrees with the recommendations of Tender committee, he alone shall be
resp onsible for his decisions
Scrutiny by the Accounts Dep artment.--The tabulation statement and the briefing notes shall be
sent thereafter for scrutiny together with the origin al tenders to the Accounts Officer
concerned. The tabulation statement should be signed by the Section Officer (Accounts)
nominated for the p urp ose. (Engineerin g Code, R e- Print 1999, Para 1254)
After the tenders have been op ened, a tabulation statement with a briefin g note is p rep ared. The
same should be scrutinized and signed by the Branch Officer
The briefin g note contains the followin g informations/ 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 op ened on :

Tender valid up to :

Valu e of the lowest tenderer:

Sp ecified conditions, if any :

Remarks:

Scrutiny by Finance
Duty of SSO- Vetting by accounts

The original tenders along with the tabulation statement and briefin g note should b e sent to
Associate Finance for scrutiny and vetting.
The tabulation statement should clearly indicate the following as p er Para 1254 of
Engineering Code.
(a) Complete information in regard to contract rates.
(b) Any special cond itions attached to the rates.
(c) Any other relevant information.

Page 23 of 173
FORMAT OF B RIEFING NOTE FOR TENDERs

Part A: Pre Tender information

SN

Description

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/Sp l. Ltd.)

b. Sanctionin g authority with resp ect to nature of Tender

6.

Works / Stores/ Consultancy tender

7.

Two bid (two p acket) or single bid

8.

Whether p re-bid meeting required

9.

Pre-bid minutes available/up loaded

10.

Cost of tender document has been taken durin g p re-bid meeting

11.

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

12.

In Global Tender, exchan ge rate on the date of tender op enin g @ BC

sellin g p rice from SBI (for two p ackets technical b id op ening d ate)

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 comp ared with master
copy

15.

App roval of NIT taken.

16.

Tender Notice No. & date (also sp ecify date of p ublication, if different)

17.

Whether comp lete bid documents p ublished on website or not and date of
p ublication.

18.

1. In case of op en/global tenders, News p ap er cuttings alon gwith the dates

(atleast 03) includin g other document on mode of adv ertisement (such
as display ing on Notice Board, Notifications).
2. In case of Limited Tender-list of ap proved firms.
-Whether short listed firms have been duly ap p roved by CA.

Remarks

Page 24 of 173
- Whether a min imum criterion is fulfilled.
3. In case of Sp l. Ltd. Tender-Basis of short listed firms.
- Whether minimum criteria is fulfilled.
19.

Whether tender notice period has b een shortened.( App roval of competent
authority)

20.

App rox. cost of works as p er tender notice.

21.

Date of tender opening

FORMAT OF B RIEFING 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/Delay ed Tender

4.

Tenders op ened by

5.

Rate Tabulation Chart placed at (single b id)

6.

Validity of offer

7.

level of TC

8.

Accep ting 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.

Comp letion p eriod/Delivery p eriod

12.

Samp les if requ ired 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 availab ility (copy of Fund availability ), available in current

financial y ear.

17.

From the p articip ating firms whether business has been banned with any
firm,

Page 25 of 173

Part B: Post Tender information

18. Tender Document Cost:
S
N

Amt. of
tender
docume
nt
dep osite
d

Mode
of EM
(BGs
are not
valid)

No.
&
Date
of
instru
ments

Issuing
bank &
whether
is a
schedule
d bank.

Exe
mpti
ons,
if
any

Wal
val,
if
any

Validity,
if any
indicatin
g last
date of
validity

Whether
cross
checked
with
issuing
Bank

Remar
ks

8.0 Earnest Money De posit (EMD)

Every tenderer is required to dep osit with the tender an Earnest M oney Dep osit 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 p arties. The earnest
money of unsuccessful tenderers is refunded whereas the earnest money of successful tenderers
is adjusted in the Security Dep osit.
Earnest money to be deposited according to the estimated cost of work as detailed below
(Ref: En gin eerin g Cod e, Re-Print 1999, Para 1242):-

Value of the work

EMD

For works estimated to cost upto Rs. 1 crore

For works estimated to cost more than Rs. 1
crore

2% of the estimated cost of the work

Rs. 2 lakh p lus % (half p ercent) of the excess of
estimated cost of work bey ond Rs.1 crore

The tenders without EM D are liable to be summarily rejected.

8.1

For ms of Ear nest Money:

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

1) Dep osit receip t, Pay orders, Demand drafts. These forms of Earnest M oney should be
either of the State Bank of India or any of the Nationalised B anks. No confirmatory
advise from the Reserve B ank of India will be n ecessary .
2) Dep osit receip t executed by the other scheduled banks app roved by the Reserve Bank of
India for this p urp ose.

8.2

Refund of Earnest Money:

The earnest money of all unsuccessful tenderers should be refunded as expeditiously as

p ossible (Para 1261). In case the tenderers withdraw their offer within the valid ity date of their
offer or fail to undertake the contract after accep tance of their tender, the full earnest money
will be forfeited.
The Earnest Money of the unsuccessful tenderer(s) will, save as h ere-in-b efore p rovided, be
returned to the unsuccessful tender(s) within a reasonable time but the Railway shall not be
resp onsible for any loss or dep reciation that may happ en to the Security for the due

Page 26 of 173
p erformance of the stip ulation to keep the offer op en for the period specified in the tender
documents or to the Earnest M oney while in their p ossession nor be liable to p ay interest
thereon.
(GCC2010 Annexure 1 Second Sheet, Item No. 6d)

8.3 Validity of offer

The validity of offer will generally be 90 day s from the date of opening of tender.

9.0

Security Deposit (SD) GCC- 2010, Part-II (Clause 16, Para 1 to 3)

The security dep osit 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 b e 5% of the
contract value. EMD should be adjusted against security Dep osit and balance shall be recov ered
from the p rogressive bills of the contractors @10% of each bill till it reaches 5% of the contract
value. Security dep osit will be recovered only from the runnin g bills of the contract and no other
mode of collectin g SD such as SD in the forms of instruments like B ank Guarantee, FD etc shall
be accep ted. In case of contracts of value Rs.50 crore and abov e, irrevo cable Bank Guarantee can
also be accep ted as a mode of obtainin g security dep osit. After the work is p hysically comp leted,
security dep osit 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 equ ivalent amount to be submitted by
him.

9.1 Refunding of Security De posit (S.D.)

Based on completion rep orts, the security dep osit remitted by the contractor has to be
refunded with the app roval of the comp etent 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 ev en before the fin alization of the bill.
SD refund should be linked with the performance of the work and the cost incurred by the
dep artment on the rectification should be deducted from it.

Security Deposit shall be returned to the contractor after the exp iry of the maintenance p eriod
in all the cases other than Note (i) mentioned below and after p assing the final bill based on No
Claim C ertificate with the ap p roval of the Competent Authority . The Comp etent Authority
shall normally be the authority who is comp etent to sign the contract. If this Comp etent
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 comp leted in all resp ects and that all the contractual obligations have been fu lfilled by the
contractor and that there is no due from the contractor to Railway s against the contract
concerned. Before releasin g the SD, an uncond itional and unequ ivocal no claim certificate
from the contractor concerned should be obtain ed.
i.
After the work is p hy sically comp leted, security dep osit recovered from the runnin g
bills of the contractor can b e returned to him if he so d esires, in lieu of FDR/
irrevocab le Bank Guarantee for equiv alent 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 obtainin g security dep osit.
(Ref: Railway Boards letter no. 2007/CE-1/CT/18 dated 07.03.2008)

Page 27 of 173

Proforma for Uncondi tional & Une quivocal 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 p ages. to . of MB No.. have b een
accep ted by me and I h ave no claims what so ever for execution of excess/less qu antities 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 sup p lied if any in the work
th
and on any other account, and p ayment of this bill i.e. n and final bill shall be the fin al
settlement of all our claims in resp ect of the work to above mentioned C.A with
dep ot/Rly .
Contractors signature and seal

10.0 Performance Guarantee (P G)

(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)

b)

c)

The successful bidder shall have to submit a Performance Guarantee (PG) within 30
(thirty) day s from the date of issue of Letter Of Accep tance (LOA). Extension of time for
submission of PG beyond 30 (thirty) day s and upto 60 days from the date of issue of LOA
may be given by the Authority who is comp etent to sign the contract agreement.
However, a panel interest of 15% p er annum shall be charged for the delay bey ond
st
30(thirty ) days, i.e. from 31 d ay after the date of issue of LOA. In case the contractor
fails to submit the requisite PG ev en after 60 days from the d ate of issue of LOA, the
contract shall be terminated du ly forfeiting EM D and other dues if any , p ay able against
that contract. The failed contractor shall be debarred from p articip ating in re-tender for
that work.
The successful bidder shall submit the Performan ce Guarantee (PG) in any of the
followin g forms, amountin g to 5% of the contract value:
A dep osit of Cash.
Irrevocable Bank Guarantee.
Government Securities includ in g State Loan Bonds at 5% below the mark et value.
Dep osit 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 Dep osit Receipts tendered by all Scheduled Banks.
A Dep osit in the Post Office Sav in g Bank.
A Dep osit in the National Sav in gs Certificates.
Twelve y ears National Defence Certificates.
Ten y ears Defence Deposits
National Defence Bonds and
Unit Trust Certificates at 5% below market value or at the face valu e whichev er is less.
Also, FDR in favour of FA&CAO (free from any encumbrance) may be accepted.
The p erformance gu arantee shall be submitted by the successful bidder after the letter of
Accep tance (LOA) has been issued, but before signin g of the contract agreement. This P.G.

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shall be initially valid up to the stip ulated date of comp letion p lus 60 day s bey ond that. In
case the time for comp letion of work gets extended, the contractor shall get the validity of
P.G. extended to cover such extended time for comp letion of work p lus 60 day s.
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 origin al contract value, an additional Performan ce
Guarantee amountin g to 5% (five p ercent) for the excess value over the original contract
value shall be deposited by the contractor.
e) The Performance Guarantee (PG) shall be released after p hy sical comp letion of the work
based on Completion Certificate issued by the comp etent authority stating that the
contractor has comp leted the work in all resp ects satisfactorily . The Security Dep osit shall,
however, be released only after exp iry of the maintenance p eriod and after p assing the final
bill based on No Claim Certificate from the contractor
f) Wherever the contract is rescinded, the security dep osit shall be forfeited and the
p erformance guarantee shall be encashed and the balance work shall be got done
indep endently without risk and cost of the failed contractor. The failed contractor shall be
debarred from particip ating in the tender for executin g 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 p articip ating in the tender for the balance work either in his/her individu al
capacity or as a partner of any other JV/p artnership 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
p rejudice to any other p rovisions in the contract agreement) in the event of:
i) Failure by the contractor to extend the validity of the Performance Guarantee as
described h erein abov e, in which event the En gineer may claim the fu ll amount of the
Performance Guarantee.
ii) Failure by the contractor to p ay 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 und er p rovision of the GCC, the
Performance Guarantee shall b e forfeited in fu ll and shall be absolutely at the disp osal of
the President of India

Precautions with Bank Guar antee

Prop er p rocedure for safe custody and monitoring of Bank Guarantees other Instruments
should be laid down. M onitoring should in clude a monthly review of all Bank Guarantees
or other instruments exp iring after three months alon g with a review of the p rogress of
supp ly or work. Extensions of Bank Guarantees or other instruments, where warranted,
should be sought immediately .
(Ref: General Finan cial Rule 2005, Ru le No. 205)

Immediate verification of its genu ineness

Legal v etting

M onitoring the date of exp iry

Encashment or extension of validity well in time to p rotect financial interests of

govt.

Computer based monitoring with in- built warnin g sy stem

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Profor ma for Completion Certificate

The contractor has comp leted the above work in all resp ects satisfactorily on.. and final
bill has been p assed and p aid to the contractor. The M aintenance p eriod is also over
on..and the work has been satisfactorily completed and maintained in all resp ects for
the p eriod sp ecified in the special condition of contract and p rovision under clause 51 ( i) to (iii)
of GCC has been fu lfilled and no defect has been noticed and no du es/recov eries are outstanding
on the contractor against this work.
[ RLy Bds letter No. 2010/CE-I/CT/11 dated 11.05.2010 & GCC 48 (I) & RLy Bds letter No.
2007/CE-I/CT/18 p t.XII dated 31.12.2010 & GCC 16 (iv) ]
Signature of Railway Supervisor

11.0 Conditions of Contract: (Ref: Engineerin g Code, Re-Print 1999, Para 1220)
These are the gu idelines clearly definin g the roles, obligation and rights of both the parties i.e.
client & the contractor. These detailed statements reduce the area of clash or disp ute. These are
closely linked to the rates and sp ecifications for an item of the work. Factually drafted conditions
go a lon g way in the successful p erformance of the contract as the contract is between the two
p arties whose objectives are not fully concurrent.

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

General Conditi ons of Contract: These are the basic conditions of the contract. These are
app licable to all the contracts and provided in the p rinted booklet form. These are revised and
up dated p eriodically by the exp erts. Necessary amendments issued by Railway board from time
to time may please be referred in future.
There are 64 clauses p rovided in GCC. Some of these clauses hav e been rev ised and circulated
by board vide their letter No 2007/CE-I/CT/18 pt.XII dated 31.12.2010.

Special Conditions of Contract: These cond itions are p eculiar to the p articular items of the
work of the contract, hence called the sp ecial cond ition of the contract. These cond itions
stip ulate date of comp letions, maintenance p eriod, guarantee, warranty , p rice variation clause,
the variation in quantity or method of measurement etc. The SCCs are framed by the experien ced
engineers, who know the detailed p rocedures of the various construction activities etc.
The GCC consists of 64 clauses, and deals with various issues, such as:
DEFINIT IONS AND INTERPRET AT ION
Clause1. (1) Definition:- In these General Conditions of Contract, the following terms shall h ave the
meanin g assigned here und er excep t where the context otherwise requires :(a) "Railway" shall mean the President of the Rep ublic of Ind ia or the Administrative Officers of the
Railway or of the Su ccessor Railway authorised to deal with any matters which these p resents are
concerned on his behalf.
(b)"General Manager" shall mean the Officer in-charge of the General Sup erintendence 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 Dep artment of Railway successors of
the Successor Railway.
(d) "Divisional Railway Manager" shall mean the Officer in-ch arge of a Division of the Railway
and shall mean and includ e the Divisional R ailway Manager of the Su ccessor Railway .

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(e) "Engineer" shall mean the Divisional En gineer or the Executive En gineer, in executive charge of
the works.
(f) "Engineer's Representative" shall mean the Assistant Engineer, in d irect charge of the works
and shall in clude any Sr. Sec./Sec./Jr.En g.
(h) "Contractor" shall mean and include the Agreement of Work Order, the accep ted schedule of rates
of the Schedule or Rates of Railway .
(i) "Works" shall mean the works to be executed in accord ance with the contract "Sp ecifications"
shall mean the Standard specifications for materials and works of ---------------- Railway as
sp ecified .
(k) "Schedule of Rates of Railway shall mean the schedule of Rates issued under the authority time
to time.
(I) "Drawing" shall mean the map s, drawings, p lans and tracings or p rints there of annexed to the
contract .
(m) "Constructional Plant" shall mean all ap p liances or things of whatsoever nature required for the
execution, of the works
(n) "Temporary Works" shall mean all temp orary works of every kind of works.
(o) "Site" shall mean the lands and other p laces on, under, in or throu gh which the works are to be
carried out.
(p ) "Period of Maintenance" shall mean the sp ecified p eriod of maintenance from the d ate of
comp letion of the works as certified by the Engin eer.
(2) Sin gular and Plural:- Words imp orting the singular number shall also includ e the p lural and vice
versa where the context requires.
(3) Headings & margin al headings:- The headings and marginal headin gs in these gen eral cond ition
are solely for the p urpose of facilitating referen ce 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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GEN ERAL OB LIGAT IONS
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 bindin g on the Contractor.
(3) If for admin istrative or other reasons the contract is transferred to the Successor Railway the contract
shall not withstanding any things contained h erein contrary there to, be binding on the Contractor.
Clause 3: (1) Law go verning the contract:- The contract shall be govern ed by the law for the time
bein g in force in the Rep ublic of India.
(2) Compliance to regulations and bye-laws:- The Contractor shall conform to the provision of any
statute relating to the works and regu lations and by e-laws of any local authority and of any water and
lighting companies or undertakin gs.
Clause 4: Communications to be in writing:- All notices, communications, reference and comp laints
made by the Railway or the En gin eer or the En gin eer's R epresentative or the Contractor interse
concernin g 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, co mmunications and
references shall be d eemed to have been duly given to the Contractor.
Clause 6: Occupation and use of land:- No land belon gin g to or in the p ossession of the Railway shall
be occup ied by the Contractor without the permission of the Railway . Whenever non-railway
bodies/p ersons are p ermitted to use railway p remises with comp etent authority s app roval, conservancy
charges as ap plicable 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 p art thereof or allow any p erson to become interested therein any manner whatsoever without the
sp ecial p ermission 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 (includ in g 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 sp ecified in the Tender.
Clause 9. Railway Passes:- No free Railway p asses shall be issued by the Rly . to the Contractor or any
of his emp loyee/worker.
Clause 10.Carriage of materials:- No forwarding orders shall be issued by the Railway for the
conveyance of Contractor's materials, tools and p lant by Rail which may be required for use in the works
and the contractor shall p ay 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 p resent on the
site of the works place and keep a responsible agent at the works during workin g hours. Before
absenting h imself, the Contractor shall furnish the n ame and address of his agent for the p urp ose of this
clause and failure on the p art of the Contractor to comp ly with this p rovision 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 descrip tion and all
p recious stones, coins, treasures relics antiquities and other similar things which shall be found in or
up on the site shall be the p rop erty of the Railway .
Clause 14. Excavated material:- The Contractor shall not sell or otherwise dispose of or remove except
for the p urp ose of this contract.

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Clause 15. Indemnity by Contractors: - The Contractor shall ind emnify and save h armless the
Railway from and against all actions, suit p roceedin gs losses, costs, damages, charges, claims and
demands of every nature and description brought or recovered against the Railway s by reason of any act
or omission of the Contractor
Clause 16. (1) Security Deposit: - The Earnest Money dep osited by the Contractor with his tender will
be retained by the Railway s as p art of security for the due and faithful fulfillment of the contract by the
contractor.
(2) Unless otherwise sp ecified in the sp ecial cond itions, if any , the Security Dep osit/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 dep osit
is recovered,
(c) Security Deposits will be recovered only from the running b ills of the contract.
(3) No interest will be p ay able up on the Earnest Money and Security Deposit or amounts p ay able 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 amountin g to 5% of the contract value in
any of the following forms:(i) A dep osit of Cash. (ii) Irrevocab le Bank Guarantee. (iii) Government Securities including
State Loan Bonds at 5 percent below the market value, (iv) Dep osit Receip ts, Pay Orders, Demand
Drafts and Guarantee Bonds. These forms of Performance Guarantee could be either of the State
Bank of Ind ia or of any of the Nationalized Banks; (v)
Guarantee Bonds executed or Dep osits
Receip ts tendered by all Scheduled Banks; (vi) A Dep osit in the Post Office Saving Bank; (vii) A
Dep osit in the National Savin gs Certificates; (viii) Twelve y ears National Defence Certificates; (ix)
Ten y ears Defence Dep osits; (x) National Defen ce Bonds; and (xi) Unit Trust Certificates at 5 p er
cent below market value or at the face value whichev er is less. Also FDR in favour of FA&CAO/C,
(free from any encumbrance) may be accep ted.
Clause 17. Force Majeure Clause:- If at any time, durin g the continuance of this contract, the
p erformance in whole or in p art by either party of any obligation under this contract shall be prevented
or delay ed by reason of any war, hostility , acts of public enemy , civil co mmotion, sabotage, serious loss
or damage by fire, exp losions, epidemics, strikes, lockouts or acts of God (hereinafter, referred to
events) p rovided, 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 adv antage given, p romised or
offered by or on behalf to the Contractor or his p artner, agent or serv ant or, any one on his behalf, to any
officer or employ ee of the Railway, or to any p erson 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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EXECUT ION 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 commen ce the works within 15 day s after the
receipt by him of an order in writing to this effect from the Engineer and shall p roceed with the same
with due exp edition and without delay .
(3) Accepted programme of wo rk:- The Contractor who has been awarded the work shall p rovide
p rogramme as soon as p ossible but not later than 30 day s after the date of receip t of the accep tance letter
in respect of contracts with initial comp letion p eriod of two y ears or less or not later than 90 day s for
other contracts.
(4) Setting out of works: - The Contractor shall be resp onsible for the correct setting out of all works in
relation to original p oints.
Clause 20.(1) Compliance to Engineers Instructions:- The Engineer shall d irect the order in which the
several p arts of the works shall be executed and the Contractor shall execute without delay all orders
giv en by the En gineer fro m time to time but the Contractor shall not be reliev ed thereby from
resp onsibility for the due p erformance of the works in all resp ects.
(2) Alterations to be authorised:- No alterations in or additions to or omissions or abandon ment of any
p art of the works shall be deemed authorised.
(3) Extra works:- Should works over and above those in cluded in the contract requ ire 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) S eparate contracts in connection with works:- The Railway shall have the right to let other
contracts in connection wit h the works. The Contractor shall afford other contractors reasonable
opp ortunity for the storage of their materials and the execution of their works.
Clause 21. Instruction of Engineer's Representative:- Any instructions or ap p roval given by the
Engineer's rep resentative to Contractor in connection with the works shall bind the Contractor as
through it had been giv en by the Engineer provided alway s as follows:(a) Failure of the Engineer's rep resentative to disapp rove any work or materials shall not p rejudice .the
power of the Engineer thereafter to disapp rove such work or material and to order the removal or
breakin g up thereof.
(b) If the Contractor shall be dissatisfied by reason of any decision of the Engineer's rep resentative, he
shall be entitled to refer the matter to the Engineer who shall there up on confirm or vary such
decision.
Clause 22 (1) Adherence to specifications and drawings:- The whole of the works shall be executed
in p erfect conformity with the sp ecifications and drawin gs of the contract.
(2) Drawings and specifications of the works:- The Contractor shall keep one copy of Drawings and
Sp ecifications at the site, in good order.
(3) Ownership of dra wings and specifications:- All Drawings and Specifications and cop ies thereof
furnished by the Railway to the Contractor are deemed to be the p roperty of the Railway .
(4) Compliance with Contractor's request for details:- The Engineer shall furnish with reasonable
promp tness, after receipt by him of the Contractor's request.
(5) Meaning and intent of specification and dra wings:- If any ambiguity arises as to the meanin g and
intent of any p ortion of the Sp ecifications 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 p revious permission of the Engineer.
Clause 24. Damage to Railway property or private life and property:-The contractor shall be
resp onsible for all risk to the work and for tresp ass and shall made good at his own expense all loss or
damage whether to the works themselves or to any other prop erty of the Railway or the lives, p ersons
or p rop erty 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 up on to make good any costs,
loss or damages, or to p ay any comp ensation, includin g that p ay able under the provisions of the
Workmens Comp ensation Act or any statutory amendments.
Clause 25. Sheds, Stores houses and Yards:- The Contractor shall at his own exp ense p rovide 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
sp ecified and p rovided in the contract.
(2) Removal of Imp rop er work and materials:- The Engin eer or the En gineer's Representative shall
be entitled to order from time to time.
Clause 28. Facilities for Inspection:- The Contractor shall afford the En gineer and the Engineer's
Rep resentative every facility for entering in and up on every p ortion of the work at all hours for the
p urp ose of insp ection .
Clause 29.Examination of work before covering up:- The Contractor shall give 7 day s notice to the
Engineer or the En gineer's Rep resentative whenever any work or materials are intended to be covered.
Clause 30. Temporary Works:- All temporary works necessary for the p rop er execution of the works
shall be p rovided and maintain ed by the Contractor and subject to the consent of the Engineer shall be
removed by him at his exp enses.
Clause 31. (1) Contractor to supply water for works:- Unless otherwise p rovided in the Contract, the
Contractor shall be resp onsible for the arrangements to obtain supply of water.
(2) Water supply from Railway System:- The Railway may supp ly to the Contractor p art 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 ev ent of the Railway arran ging supp ly 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 ch arges that may be levied, shall be p aid by the
Contractor.
(4)(a) Contractor to arrange supply of Electric power for works - Unless otherwise p rovided in the
contract, the Contractor shall be responsible for arran gements to obtain supp ly of Electric Power for the
works.
(b) Electric supply from the Railway system:- The Railway may supp ly to the Contractor p art or
whole of the electric p ower wherever availab le and p ossible, required for execution of works from the
Railway 's existin g electric sup p ly systems.
Clause 32. Property in materials and plant:- The materials and p lant brought by the Contractor up on
the site or on the land o ccupied by the Contractor in conn ection with the works and intended to b e used
for the execution thereof shall immediately , they are brought up on the site of the said land, be deemed to
be the p rop erty 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 p rop erty whether of a like descrip tion or not
belon gin g to the Railway and committed to his charge for the p urp ose of the works and shall be
resp onsible 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,
comp ressors and p ortable en gin es for use durin g execution of the works on such terms as may be
sp ecified in the sp ecial 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
sp ecified, the Contractor shall at his own cost p rovide the materials for and execute all shorin g,
timberin g and strutting works .
(2) Roa ds and Water courses:- Existing roads or water courses shall not be b locked 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 p rovision for the p assage of traffic, for securin g safe access to all
p remises.
(4) S afety of Public:- The Contractor shall b e responsible to take all p recautions to ensure the safety of
the p ublic.
Clause 35. Use of Explosives:- Exp losives shall not be used on the works or on the site by the
Contractor without the p ermission 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
sp ecial magazine to be p rovided by and at the cost of the Contractor in accordance with the Exp losive
Rules.
Clause 36. Suspension of works:The Contractor shall on the order of the Engineer susp end the p rogress of the works or any p art thereof
for such time or times and in such manner as the Engin eer may consider necessary , if such susp ension
is:
Provided for in the contract, or
Necessary for the p rop er execution of the works.
Necessary for the safety of the work.
Clause 37. Rates for items of works:- The rates, entered in the accep ted Schedule of Rates of the
Contract are intended to p rovide for works duly and p rop erly comp leted in accordance with the general
and special (if any ) conditions of the contract.
Clause 38. Demurrage and wharfage dues:- Demurrage ch arges calculated in accord ance with the
scale in force for the time bein g 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 rep resentative which is not included in the accep ted schedules of rates
shall be executed at the rates agreed up on 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 comp lete in all resp ects to the satisfaction of the Engineer.
(2) Clearance of site on completion:- On comp letion of the works, the Contractor shall clear away and
remove from the site all constructional p lant, surplus materials, rubbish and temp orary works of every
kind and leave the whole of the site.
VARIAT IONS IN EXT ENT OF CONTRACT
Clause 41. Modification to contract to be in writing:- In the event of any of the provisions of the
contract requirin g to be modified after the contract docu ments have b een sign ed, the mod ifications shall
be made in writing and sign ed by the Railway and the Contractor and no work shall p roceed und er such
modifications until this has been done.

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Clause 42. (1) Powers of modification to contract:- The Engineer on beh alf of the Railway shall be
entitled by order in writing to enlarge or extend, diminish or redu ce the works.
(2) (i) Unless otherwise sp ecified in the sp ecial conditions of the contract, the accep ted 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 app ly 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 app ly and the work shall be carried out
by the contractor on agreed rates irresp ective 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 p repare and furnish to the
Engineer on ce in every month an account givin g 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 accep ted
schedule of rates with items of works quantified are the estimated qu antities 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 insp ected and rep lacements made therein along
with measurements shall be recorded in a sep arate measurement book.
The Contractor will provide all the facilities to the Insp ecting Officer..
(a) It shall be op en to the Contractor to take specific objection to any recorded measurements or
Classification on any ground within seven d ay s of the date of such measurements. Any re
measurement taken by the Engineer or the En gineer's rep resentative 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 exp enses incurred in measurements.
PAYMENT TERMS
Clause 46. (1) "On-Account " Payments:- The Contractor shall be entitled to be p aid from time, to
time by way of "On-Account" p ayment only for such works as in the op inion of the En gin eer h e has
executed in terms of the contract.
(2) Rounding off amounts:- The total amount due on each certificate shall be round ed off to the nearest
rup ee i.e. sum less than 50 paise shall be omitted and sums of 50 p aise and more up to Re.1 /- will be
reckoned as Re. 1 /(3) On Account Payments not prejudicial to final settlement:- "On-Account" p ay ments made to the
'Contractor shall be without p rejudice to the final makin g up of the accounts (except where
measurements are specifically noted in the Measurement Book as "Final Measurements".
(4) Manner of payment:- Unless otherwise sp ecified pay ments to the Contractor will be mad e 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 p rogress and
continuance of the works and also for the period of maintenance sp ecified in the Tender Form after the
date of p assing of the certificate of comp letion by the Engineer .

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Clause 48. (1) Certificate of completion of works:- As soon as in the op inion of the Engineer, the
work has been comp leted satisfactorily , comp letion certificate shall be p rovided.
(2) Contractor not absolved by com pletion Certificate:- The Certificate of comp letion in resp ect of
the works referred to in sub-clause (1) of this clause shall not absolve the Contractor.
Clause 49. Appro val only by Maintenance Certificate:- No certificate other than maintenance
certificate referred to in Clause 50 of the cond itions shall be deemed to constitute app roval of any work.
Clause 50. (1) Maintenance Certificate:- The Contract shall not be consid ered as comp leted until a
M aintenance Certificate shall hav e been signed by the Engineer stating that the works have been
comp leted and maintain ed to his satisfaction.
(2) Cessation of Railways Liability: The Railway shall not be liable to the Contractor for any matter
arisin g 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 p rovision of the contract.
Clause 51.(1) Final Payment:- On the Engin eer's certificate of co mpletion in resp ect of the works
adjustment shall be made and the balance of account based on the En gineer or the Engineer's
rep resentative'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 p ost-p ay ment 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 requ ired, produce or cause to be p roduced for examination.
Clause 52. Withholding and lien in respect of sums claimed:- Whenever any claim or claims for
p ay ment 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 pay able to
the contractor (includin g the security dep osit returnable to him) under the contract.
Clause 53. Signature on Receipts for Amounts:- Every receip t for money which may become p ay able
or for any security which may become transferable to the Contractors under these p resents.
LABOUR
Clause 54. Wages to Labour: - The Contractor shall be resp onsible to ensure comp liance with the
p rovision of the M inimum Wages Act, 1948 (hereinafter referred to as the "said Act" and the Rules
made there under in resp ect of any emp loy ees directly or through p etty contractors or subcontractors
emp loy ed by him on road construction or in building op erations or in stone breaking or stone crushing
for the p urp ose of carry ing out this contract.
Clause 54-A Apprentices Act: - The Contractor shall be resp onsible to ensure compliance with the
p rovisions of the Apprentices Act, 1961 and the Rules and Orders issued there under from time to time
in respect of app rentices directly or through p etty contractors or sub-contractors emp loy ed by him for
the p urp ose of carry ing out the Contract.
Clause 55. Provisions of payments of Wages Act: - The Contractor shall comp ly with the provisions
of the Pay ment of Wages Act, 1936 and the rules made there under in resp ect of all emp loy ees directly
or through p etty contractors or sub-contractors employ ed 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 p rovision 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 p ay to the labour emp loy ed by him directly or through subcontractors the wages
as p er p rovision of the aforesaid Act and the Rules wherever ap p licable.
(4) In resp ect of all labour directly or indirectly employ ed in the work for p erformance of the
contractor's part of, the contract.
(5) In every case in which, by virtue of the p rovisions of the aforesaid Act or the Rules, the Railway is
obliged to p ay any amount of wages to a workman emp loyed by the Contractor.

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Clause 56. Reporting of Accidents to Labour:- The Contractor shall be resp onsible for the safety of
all emp loy ees directly or through p etty contractors or sub-contractor employ ed by him on the works and
shall rep ort serious accidents to any of them.
Clause 57. Provision of Workmens Compensation Act:- In every case in which by virtue of the
p rovisions of Section 12 Sub-section (1) of the Work men's Compensation Act 1923, Railway is obliged
to p ay comp ensation to a workman directly or through petty contractor or subcontractor employ ed by
the Contractor in executin g the work.
Clause 58. Railway not to pro vide quarters for Contractors: - No quarters shall normally be
p rovided 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 exp ense make adequate arrangements
for the housing.
(2) Compliance to rules for employment of labour: - The Contractor(s) shall conform to all laws, by elaws 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) S anitary arrangements: The Contractor shall obey all 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: T he 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 p rovide 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, encampmentsor 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 soldiers barracks, should be avoided as far aspossible.

(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 emp loy
children below the age of 15 as labourers directly or through p etty contractors or subcontractors for the
execution of work.
(2) Medical Certificate of fitness for labour:- It is agreed that the contractor shall not emp loy a p erson
above 15 and b elow 19 y ears of age for the p urp ose of execution of work under the contract unless a
medical certificate p roduced.
(3) Period of validity of medical fitness certificate: - A certificate of fitness granted or renewed for the
above said p urp oses shall be valid only for a p eriod of one y ear.
(4) Medical re-examination of labourer:
DET ERMINATION 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 op inion, the cessation of work
becomes necessary owing to p aucity of funds or from any other clause whatever, in which case the value
of ap proved material at site and of work done to date by the Contractor will be paid for in fu ll at the rate
sp ecified in the contract.
(2) Payment on determination of contract: - Railway s shall admit and consider such claims as are
deemed reasonable and are supp orted by vouchers to the satisfaction of the Engineer.
(3) The Contractor shall have no claim to any p ay ment of compensation or otherwise, howsoever on
account of any p rofit or advantage which he might have derived from the execution of the work in full
but which he did not derive in consequ ence of d etermination of contract.
Clause 62, Determination of contract owing to default of contractor: - If the Contractor should:Becomes bankrup t or insolvent, or

Page 39 of 173
Bein g a company or corp oration, go into liquidation (other than a voluntary liquidation for the
p urp ose of amalgamation or reconstruction), or
Assigns the contract or any p art 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 p rogramme of work by a margin of 10 percent of the stip ulated
p eriod, or
Fails to remove materials from the site or to p ull down and rep lace work after receivin g 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 step s to emp loy competent or additional staff and Labour as required under clause
26 of GCC of the conditions, or
Fails to afford the En gin eer or En gin eers rep resentative p rop er facilities for insp ecting of the
works or any p art 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
p artner, agent or servant to any officer or emp loy ee of the Railway or to any p erson on his or on
their behalf in relation to the execution of this or any other contract with the Railway .
S ETTLEMENT OF DIS PUTES INDIAN RAILWAY ARBITRATION RULES
Clause 63. Matters finally determined by the Railway All disp utes and differences of any kind
whatsoever arisin g out of or in connection with the contract, whether durin g the p rogress 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 day s after receip t of the contractors rep resentation
make and notify decisions on all matters referred to by the contractor in writing provided that matters for
which p rovision 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 cond itions
of the contract shall be deemed as excepted matters (matters not arbitrable) and decisions of the
Railway authority , thereon shall be final and b indin g on the contractor; p rovided further that excep ted
matters shall stand sp ecifically excluded from the purview of the arbitration clause.
Clause 64 (1) (i) - Demand for Arbitration-In the event of any disp ute or differen ce between the p arties
hereto as to the construction or op eration of this contract, or the resp ective rights and liabilities of the
p arties on any matter in question, disp ute 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 day s, then and in any such case, but excep t in any of the excep ted matters
referred to in C lause 63 of these conditions, the contractor, after 120 d ay s but within 180 days of his
p resenting his final claim on disp uted matters shall demand in writin g that the disp ute or difference be
referred to arbitration.
64 (1) (ii) - The demand for arbitration shall sp ecify the matters which are in question, or subject of the
disp ute.
64 (1) (ii) - (a) The Arbitration proceedings shall be assumed to have co mmen ced 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 supp orting the claims alon g with all the relev ant
documents and the relief or remedy sought against each claim within a p eriod of 30 day s.
(c) The Railway shall submit its defence statement and counter claim(s), if any, within a p eriod of 60
day s.
(d) The p lace of arbitration would be within the geo graphical limits of the Division of the Railway
where the cause of action arose or the Headqu arters.

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64 (1) (iii) - No new claim shall be added durin g p roceedin gs by either p arty . However, a party may
amend or supp lement the original claim.
64 (1) (iv) - If the contractor(s) does/do not p refer his/their sp ecific and final claims in writing, within a
p eriod of 90 day s of receiving the intimation from the Railway s that the final bill is ready for p ay ment.
64 (2) - Obligation Durin g Pendancy of Arbitration - Work under the contract shall, unless otherwise
directed by the Engineer, continue durin g the arb itration p roceedings.
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/offices or is/are unab le or unwillin g to
p erform his functions as arbitrator for any reason whatsoever or dies or in the op inion of the General
M anager fails to act without undue delay , the General M anager shall ap p oint new arbitrator/arbitrators.
64 (3) (a) (iv) - The arbitral Tribunal shall have p ower to call for such evidence by way of affidavits or
otherwise as the Arbitral Tribunal shall think p roper, and it shall be the duty of the p arties 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 ap p ointing 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) exp ressed 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 up on which it is based. The
analy sis and reasons shall be detailed enou gh so that the award could be inferred there from.
64 (3) (b) (ii) - A party may app ly for corrections of any computational errors, any typ ographical or
clerical errors or any other error of similar n ature occurring in the award of a tribunal and interp retation
of a specific point of award to tribunal within 60 day s of receip t of the award.
64 (3) (b) (iii) - A p arty may app ly to tribunal within 60 day s of receip t of award to mak e an add itional
award as to claims p resented in the arbitral proceedin gs but omitted from the arbitral award.
64 (4) In case of the Tribunal, co mp rising of three M embers, any rulin g on award shall be mad e by a
majority of Members of Tribunal. In the absence of such a majority, the views of the Presiding
Arbitrator shall p revail.
64 (5) where the arbitral award is for the pay ment of money , no interest shall be p ay able on whole or
any p art of the money for any p eriod till the date on which the award is made.
64 (6) The cost of arbitration shall be borne by the resp ective p arties. The cost shall inter-alia include fee
of the arbitrator(s), as p er the rates fixed by the Railway Board from time to time and the fee shall be
borne equally by both the p arties.
64 (7): Sub ject to the p rovisions of the aforesaid Arbitration and Conciliation Act 1996 and the rules
there under and any statutory modifications thereof shall app ly to the arbitration p roceedin gs 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 Delh i, dated 07.09.2011}
Clause 65. Participation Of Joint Venture (JV) Firms In Works TenderThis Clause shall be ap p licable for works tenders of value as approved and communicated by Railway
Board from time to time.
65.1 Sep arate 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
dep artment (say Civil or S&T or electrical or M echanical) and shall not be more than five, if the work
involves more than one d ep artment.
65.3 A member of JV Firm shall not be permitted to p articip ate either in individual cap acity or as a
member of another JV Firm in the same tender.
65.4 The tender form shall be p urchased 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 b e submitted only in the name of the JV Firm and not in the name of
constituent member. However, in excep tional cases EM D in the name of Lead Member can b e accep ted
subject to submission of sp ecific requ est letter from Lead Member stating the reasons for not submitting
EM D in the name of JV Firm and givin g 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 comp leted in the last three
p revious financial y ears and the current financial y ear up to the date of op ening of the tender, one
similar sin gle work for a minimum value of 35% of advertised tender valu e. 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 cop y of M emorandum of Understanding (MOU) executed by the JV members shall be submitted
by the JV Firm alon gwith the tender. The comp lete details of the members of the JV Firm, their share
and resp onsibility in the JV Firm etc. p articularly with reference to financial, technical and other
obligations shall be furnished in the M OU. (The MOU format for this p urp ose shall be finalized by the
Railway in consultation with their Law Branch and shall b e 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/comp ly with this stipulation, the full Earnest
M oney Dep osit (EM D) shall be liable to be forfeited.
65.9 App roval for change of constitution of JV Firm shall be at the sole discretion of the Emp loy er
(Railway s). The constitution of the JV Firm shall not be allowed to be modified after submission of the
tender bid by the JV Firm, excep t when modification b ecomes 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 durin g the currency of contract excep t when modification become inevitable due to succession
laws etc. and in any case the min imum eligib ility criteria should not get vitiated. Failure to observe this
stip ulation shall be deemed to be breach of contract with all consequential p enal action as p er contract
conditions.
65.11 On award of contract to a JV Firm, a single Performance Guarantee shall be submitted by the JV
Firm as p er tender conditions. All the Guarantees lik e Performan ce Guarantee, Bank Guarantee for
M obilization Advance, M achinery Advance etc. shall be accep ted only in the name of the JV Firm and
no sp litting of gu arantees amon gst the members of the JV Firm shall b e permitted.
65.12 On issue of LOA (Letter Of Acceptance), an agreement amon g 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 Comp anies Act or before the Registrar/Sub-Registrar under the Registration Act,
1908. This JV A greement shall be submitted by the JV Firm to the Railway s before signin g the contract

Page 42 of 173
agreement for the work. In case the tenderer fails to observe/comp ly with this stipulation, the full
Earnest M oney Deposit (EMD) shall be forfeited and other p enal actions due shall be taken against
p artners of the JV and the JV. This Joint Venture Agreement shall hav e, inter-alia, followin g 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 Emp loy er (Railway s) for execution of the p roject in accordance with
General and Sp ecial Conditions of Contract. The JV members shall also be liable jo intly and severally
for the loss, damages caused to the Railway s during the course of execution of the contract or due to
non-execution of the contract or p art thereof.
65.12.2 Duration of the Joint Venture A greement - It shall be valid durin g the entire currency of the
contract includin g the p eriod of extension, if any and the maintenance p eriod after the work is
comp leted.
65.12.3 Governin g Laws- The Joint Venture Agreement shall in all resp ect be gov erned by and
interpreted in accordance with Indian Laws.
65.13 Authorized M ember - Joint Venture memb ers shall authorize one of the memb er son behalf of the
Joint Venture Firm to deal with the tender, sign the agreement or enter into contract in resp ect of the said
tender, to receiv e p ayment, to witness joint measurement of work don e, to sign measurement books and
similar such action in resp ect of the said tender/contract. All notices/corresp ondences with resp ect 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 hav e 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 emp loy er
(Railway s) in resp ect of the said tender/contract.
65.15 Documents to be enclosed by the JV Firm alon gwith 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 cop y of the Partnership Deed,
(b) Consent of all the partners to enter into the Joint Venture Agreement on a stamp p ap er of
app ropriate value (in original).
(c) Power of Attorney (duly registered as p er prevailing law) in favour of one of the p artners of the
p artnership firm to sign the JV Agreement on behalf of the p artner ship firm and create liab ility
against the firm.
65.15.2 In case one or more members is/are Prop rietary Firm or HUF, the followin g do cuments shall be
enclosed:
Affidavit on Stamp Pap er of app ropriate value declarin g that his/her Concern is a Proprietary Concern
and he/she is sole p rop rietor of the Concern OR he/she is in p osition of "KARTA" of Hindu Undivided
Family (HUF) and he/she has the authority, p ower and consent given by other partners to act on behalf
of HUF.
65.15.3 In case one or more members is/are limited comp anies, the following documents shall be
submitted:
(a) Notary certified copy of resolutions of the Directors of the Comp any , p ermitting the comp any to
enter into a JV agreement, authorizing M D or one of the Directors or M anagers of the Comp any to sign
JV A greement, such other do cuments required to be signed on beh alf of the Comp any and enter into
liability against the comp any and/or do any other act on behalf of the comp any .
(b) Copy of Memorandum and Articles of Association of the Comp any .
(c) Power of Attorney (duly registered as per p revailin g law) by the Comp any authorizing the person to
do/act mentioned in the p ara (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/Dep artment of the Govt. of India/State Govt. from p articipation in tenders/contract on the
date of op ening of bids either in their individu al cap acity as members of the JV or the JV Firm in which
they were/are members.
65.16 Credentials & Qualifyin g Criteria : Techn ical and finan cial eligibility of the JV Firm shall be
adjud ged 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 y ears and the current financial y ear up to the date of opening of the tender, one
similar sin gle work for a minimu m of 35'10of advertised value of the tender.
OR
(b) (i) In case of comp osite works (e.g. works involvin g more than one distinct comp onent, such as Civil
Engineerin g works, S&T works, Electrical works, OHE works etc. and in the case of major brid ges substructure, sup erstructure etc.). for each component, at least 35'10of the value of any of such
comp onents 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 y ears and the current
financial y ear up to the date of op ening of tender. The member satisfy ing technical eligibility criteria for
the largest comp onent of the work shall be the Lead M ember and that Member shall h ave a majority (at
least 51'10) share of interest in the JV Firm.
(ii) In such cases, what constitutes a comp onent in a comp osite work shall be clearly p re-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 sep arate component, only when cost of the comp onent is more than
Rs.2 crore each.
(iii) However, as lon g as the JV Firm or any member of the JV Firm meets with the requirements, in
one or more co mp onents of the work, and has comp leted a min imum of 35'10 of the advertised valu e of
the tender for the same value of the comp onent, and resultantly , all the members of the JV collectively,
then meet the p rescribed technical eligib ility criteria, the JV shall stand technically qualified.
Note: Value of a co mp leted work done by a M ember in an earlier JV Firm shall b e reckoned only to the
extent of the concerned member's share in that JV Firm for the p urp ose of satisfying his/her comp lian ce
to the above mentioned technical eligibility criteria in the tender under consideration.
65.16.2 Financial Eligibility Criteria: The contractual p ay ments received by the JV Firm or the
arithmetic sum of contractual p ay ments received by all the memb ers of JV Firm in the p revious three
financial y ears and the current financial y ear 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 p ay ment 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 purp ose of satisfy ing comp liance of the
above mentioned financial eligibility criteria in tender under consideration.

Price Variation Clause:

49.

Price Variation Clause:

The amount payable on account of Price variatio n shall be settled every quarter as per the following method:(i)
The amount paid during a quarter shall be divided as under: X % Labour
- T o be fixed by Railways
Y % Material
- DOZ % Fixed Component (this implies the cost of machines and fixed installations) DO(ii) No price variation shall be payable on the fixed component of the cost, if any.

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(iii) For calculation of PV on account of Labour, the Consumer Price Index Numbers for industrial workers
(Base 2001 = 100) published as Sh.35 in RBI Bulletins shall be used. T he 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 39 o f RBI Bulletin (All India Average) sh all be used. T he calcul ation 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

st

Avg. Price index for Labour during I 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.
st

Avg. Price index for material during I 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 =
PV for material = (M1 Mo) x M / Mo
i.e (165.7 - 160) x 3,00,000 /160

Rs 5,255/-

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 p eriod of 3 years with a p rovision for annual p rice variation as exp lained
in Price Variation clause.

Page 45 of 173

12.0 Eligibility Criteria for Finalizing Tenders

(Ref.: Railway Boards L.no.2007/CE.I/CT/18 Pt.XII dt.31.12.10)

As p er extent instructions of Railway Board, issued vide letter no. 2008/ C E-I/ CT/ Con / 7
(PCE/GM ) dated 15.12.08, the eligibility criteria p rescribed by Sudhir Chandra Committee
would app ly only to tender of tenders of value more than Rs. 20 lakh. Since the limit was fixed
in the y ear 2008 and considerin g the need to increase this limit, Board have now decid ed 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 Chandr a 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 for 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):
2. Total contract amount received during the last three
years as per current IT CC:

At least one similar single work , for a minimum

value of 35% of Advertised T ender Value of Work.
Should be a minimum of 150% of Advertised
T ender Value of Work.

Note: (A) However, the above eligibility criteria may be modified on case to case basis in resp ect of
urgent Project/Works and sp ecialised nature of work with concurrence of FA&CAO and
p ersonal approval of General M anager.
Note- The single similar work completed will be considered as under,
(1) Total value of similar nature of works comp leted durin g the qualify in g p eriod, and not the p ay ment
receiv ed within qualifyin g p eriod alone will be considered.
In case fin al b ill of similar n ature of work has not been p assed, paid amount includ in g statutory
deductions is to be considered if fin al measurements have not been recorded OR if fin al
measurements have been recorded and work has been comp leted with negative variation.
However, if final measurements have been record ed and work has b een comp leted with p ositive
variation but variation has not been sanctioned, origin al contractual valu e of work will be
considered for jud gin g eligibility .
(2)

In the case of comp osite works involving combin ation of different works, even separate PORTION
OF SIMILAR WORK comp leted works of required value i. e 35% of total tender v alue will be
considered while evaluatin g the eligibility criteria.

(B) The following documents should be specified for submission along with tender.
o
List of Personnel, Organisation av ailable on hand and p rop osed to be engaged for the subject
work.
o
List of Plant and M achinery available on hand (own) and p rop osed to be inducted (own and
hired to be given sep arately ) for the subject work.
o
List of Works comp leted in the last three financial y ears givin g descrip tion of work,
organ ization for whom executed, ap p roximate value of contract at the time of award, date of
award and date of scheduled co mp letion of work. Date of actual start, actual comp letion and

Page 46 of 173
final value of contract should also be given.
o
List of works on hand indicating d escrip tion of work, contract value, ap p roximate value of
balance work y et to be done and date of award.
Note: 1. In case of items (c) and (d) abov e, supp ortive documents/ certificates from the
organ izations with whom they worked/are workin g should be en closed.
2. Certificates fro m p rivate indiv iduals for whom such works are executed/ b ein g executed
should not be accep ted.

13.0 Tender Committee (Ref: En gineerin g Code, Re-Print 1999, Para 1255)
Tender Committee is to be formed for ev aluatin g the offers. The level of TC and numb er of
members in it, dep end 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 p ractice of three memb er Tender Committee will continue to be
app licable for tenders of v alue more than Rs. 20 lakh each. Tender Committee should evaluate
the documents/credentials submitted by the tenderer and assess the eligibility . Tender
Committee/Tender Callin g authority should not enter into corresp ondence with the tenderer
after the tender is op ened. However, origin als of certificates, documents, testimonials etc.,
already submitted by the tenderer alon g with his/her tender may be called for and their
genu ineness verified by checkin g the originals or by verification from the concerned
dep artments, if needed. Any p ap er submitted by the tenderer after op ening of the tender, should
not be given any cognizance.
The TC will record the minutes and their recommendations. Recommendations will normally be
accep ted by the Tender Accepting Authority (TAA). After accep tance, letter of accep tance
(LOA) is issued to the contractor.
13.1 Constitution of Tender Committee is tabulated as under
Value

Constitution of tender committee

Accepting
Authority

Executive

Accounts

Other
deptt.

Upto Rs. 10 lakhs

Sr.Scale

Jr.Scale

-----

JAG/SG

Above Rs.10 lakhs and up to 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 up to 5 Crore

JAG/SG

JAG/SG

JAG/SG

SAG/ADRM

Above Rs. 5 Crore and up to 8 Crores

JAG/SG
JAG/SG
SG
SAG/DRM
Note: Level of TC committee shall be followed as per SOPGEN, circulated by Zonal
Railways.

13.2 Acceptance of Tender

Tender is accep ted for and on behalf of the Presid ent of India by an Authority comp etent to
do so. This is stipulated in the schedule of p owers.
Tender Accep ting Authority accep ts the tender on the basis of p roceedings on the TC.
The level of TAA should be at the least one rank above the memb ers of TC.
In case of sin gle tender, committee will be one stage high er as mentioned above.

Page 47 of 173

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 me mbers are collectively responsible for given recommendations.
Eligibility criteria of tenderers have to be exa mined in detail.
The Tender committee minutes should be self contained and self e xplanatory .
Rate reasonability of individual ite m to be exa mined.
TCM to be finalised within validity of tender.
No TC me mber 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

Simila r 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

Dont sign TCM in haste

Get the TDs downloaded from INT ERNET 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 fro m 2-3 firms controlled by same person
Declaration from L1 before negotiation
Critical evaluation of NS ite ms
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)/ GRCs 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 memb er from Associate Finance
Third M ember From any other technical dep artment.

Role of TC member (Convener):

He has normally full knowled ge of work to be executed, all sp ecial features, site conditions,
sp ecifications of the work, credential of the tenderers, time frame, urgency etc. Market survey
for rate analysis and imp lication of sp ecial conditions, if any , are also to be evaluated by him.
He must fully brief the TC.

Role of TC Me mber (Finance):

He must ensure that all tenderers have fulfilled the p rerequisite conditions, i.e.
Tenders are in p rop erly issued form.
Tenders are sign ed by authorized p ersons.

Page 49 of 173

All tenders are correctly filled and if there are corrections and overwriting then they have
been initialed by tender op ening officials.
Tender have been op ened correctly .
Earnest money is requisite and in accep table form.
All valid tender offers are serially p laced and put up in a comparative statement along with
a briefin g note, duly vetted.
All sp ecial conditions have b een mentioned and those having fin ancial imp lications are
evaluated.
The arithmetical accuracy of the offer.
A p rop er rate analy sis has been prep ared and p laced on record by the Convenor.
The funds p osition and if work is sanctioned or not.
The p artnership deed and any legal issue involved is examined.
All sp ecial conditions havin g financial rep ercussions have been examin ed.
Consistent app roach is taken in dealin g with tender for all similar cases, as he is a common
member for all tenders.

Role of thir d member

He must ensure that
Rules are followed in general.
Reasonablen ess of rates has been p rop erly examin ed.
A uniform and consistent app roach has been adop ted in dealing with the tender.
In cases of differen ce of op inion between members of TC he gives his defin ite opinion.

Responsibility of TC as a whole:

It is the collective resp onsibility of the TC to give a definite reco mmend ation with full facts
and reason brin gin g out all the known facts, back ground and v alid ap p rehensions, which
have formed the basis for its recommendation.
It must also clearly sp ecify the authority comp etent to consider recommend ations 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 Rail way finance code , Volume-I (Re print 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)

Page 50 of 173

Role of tender accepting authority:

TAA is finally and ultimately resp onsible for the accep tance, although the TC is also
resp onsible for its recommendation. Therefore, TAA, while consid erin g the TC p roceedin gs,
should examine Work is essentially required and is covered by sanction and funds are av ailable.
In case of Op en Tender, full opportunity has been given to all the tenderers. This includes
sufficient notice for the tender.
That resp onse has been adequ ate, i.e. the number of tenders sold vis--v is number of offers
receiv ed. In case of p oor resp onse, this asp ect should be sp ecially examined.
Reasonablen ess of offers has been p roperly examined by the TC.

13.5 Reasonability of offers:

Reasonableness of rates should be based on

A current market survey with a prop er rate analy sis of at least those items, which constitute
above 75-80% of the total cost, i.e. by an ABC analysis.
The rate analy sis is p repared by the Convenor but TAA must examine whether the analy sis
is based on data / survey from the market.
Comp arison of last accepted rate for it ems, which are similar and comp arable. All such
rates may be brought out and not only those which are favorable.
If a lower offer is bein g overlooked, sufficient reasons have to be given for doin g so.
If some adv erse factors are cited for justifying high er 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 asp ects 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 app ly his/ her mind indep endently and
such app reciation should be visible. The acceptance or otherwise must be recorded on the
body of TC p roceedin g itself.
In case of non-unanimous recommendations, if TAA wants to accept either single or
majority recommend ation, it should record detailed reasons for doin g so.
TC recommendations should normally be accep ted, 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 p ut up to TAA after p rop er
examin ation of the same by TC.
TAA should take the decision in a reasonab le period of time. Unavo idable delay s should be
explain ed.

Page 51 of 173

14.0 Negotiation:

Negotiation should be an excep tion rather than rule.

Negotiation is normally conducted is case of
(i) High rates
(ii) Some un acceptable conditions
(iii)No benefit likely to accrue if tender is cancelled and re-invited
Accordin g to the latest instructions, negotiation must be held with technically suitable L-1
only .
Contractor may be asked to furnish rate analy sis to assess as to how much could be
reduced.
If L-1 p arty backs out during negotiations, there should be retenderin g. L-1 should be
defined as the lowest, valid, eligible and technically accep table tenderer who would h ave
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 differen ce 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 high er and also in situation of cartel formation with
unreasonable rates.

2.

Negotiations, wherever held, should on ly be with the

Boards letter of even no. dated 01.03.2000.

3.

There shall b e no compromise to transp arency , equity or fair treatment in accep tance of
tenders. Prescribed time frame of settling tenders is to be strictly adhered to.

L-1 tenderer as exp lained in

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

The negotiation should be with technically accep table L1 and to be resorted in following
excep tional cases: Where the lowest tender is consid ered to be unreasonably high, and it is felt that retendering would not secure better advantage to the Railway and / or
Where lowest tender is not accep table 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 D AT ED 12/09/08)
A tenderer during negotiations is required to giv e a declaration that in event of failure of
negotiation, h is original offer shall remain op en for accep tance and not allowed to increase
rates of any of items.
Board has modified existin g 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
accep ting some conditions.

Contract can be awarded only after contractors acceptance of counter offer

(RB Letter NO. 94/CEI/CT/4 DT 17.10.2000)
In cases where the overall valu e of L1 is not unreasonably high but rates of certain items or
total value for a schedule happ en to be higher than those quoted by other tenderers or
high er than LARs, method of counter offer may be adop ted
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 Dep osit to be remitted within the sp ecified time limit as p er Para 1256
of Engineering Code.
A duly authorized rep resentative at the office shall so app ear and execute the contract
documents within 7 day s 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 accomp any ing the tender shall stand forfeited without
p rejudice to any other rights or remedies.
16.1 Signing of Agreement & S ubmission of PG
Tenderer shall hav e to submit a PG within 30 day s from date of issue of LOA.
Extension of time bey ond 30 day s and up to 60 days from issue of LOA may be given
by CA signing authority with a p enal interest of 15% p er annum for the delay bey ond
30 days after issue of LOA.
In case of the contractor fails to submit PG even after 60 day s, the contract shall be
terminated forfeitin g EM D.
The failed contractor shall b e debarred from p articip ating in retender 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 S heet , Item No.6(c))

17.0 Execution of Work:

17.1 Impo rtant 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 p er tender condition to avoid p referrin g of claim for co mp ensation by
the contractor for idling of labour and other resources.

17.2 Communication with the contractor

Communication should be at an ap p ropriate level.

It should only be in writing.

Page 53 of 173

Best way to communicate it through the observation in the site order book (it is very
imp ortant and useful in case of arbitration).
Do not delegate to lower official to do any corresp ondence with the contractor.
Do not leave any of the contractors letter unanswered. There should be no amb iguity in
reply . It should be in clear terms.

17.3 Progress of works

Sup p ly all necessary drawings and designs in time.

Give y our decision on technical matters only
Draw an agreed programme for the execution of the work in the form of CPM/ PERT chart.
Record y our p eriodical views on the p rogress of the work.
Give timely notices for the p oor p rogress.

17.4 Supervision of W ork

In most of the cases, field sup ervisors are site Engineers.

Works are seen sufferin g fro m lack of sup ervision.
Establish a well defined ch ain of co mmand for the supervision.
Sup ervisory team should not be disturbed except in rare circumstances.
At the time of transfer of the sup ervisor, they should be asked to give a d etailed handin g
over notes.

17.5 Special conditions

All the sp ecial conditions discussed in the TC should b e clearly brought out in the
agreement.
Watch should be kep t on the financial imp lications of various sp ecial cond itions. Finance
generally keep close scrutiny of all sp ecial conditions.
Watch should be kep t on variations.

17.6 Test check

Schedu les of test checks should be p rescribed.

Prescribed test checks are must before the bill is p assed.
Test checks means p hy sical verification of dimensions, quantity and quality of work.
Items checked must be specified in the Measurement Book (MB).

17.7 Selectivity in e xecution

Do not be selective in execution.

While chan gin g the items, p lease ensure that y ou are not inadvertently help ing the
contractor.
Do not give instant decisions for changin g the items, the prop osal should be examined
financially.
Changes in the scop e of work is not desirable.
In case if it is unavoidable, follow the p rovision in Para 1265 and 1268 of Engineerin g
Code.
This must be p rocessed before the p hysical execution of the such items.

Page 54 of 173

18.0 Measurements and Bills

All p ay ments are made on the b asis of measurements made in the M . Book (M B).
Measurements must be recorded directly in the M Bs by authorized officials.
Prescribed ch ecks on measurements should be carried out by senior officers in M Bs and in
Bills.
Pay ment at full rate should not be made until the item has been comp leted 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 bindin g on him if h e fails to attend
after receiv in g communication.
Objections of Contractor on measurements - Any re-measurements taken by Engineer in
the p resence of contractor are final and bindin g and no claim on this will be entertained.

18.1 Maintenance of measurement books

18.2

Pages should be mach ine numb ered

Register to be maintained showin g
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 p reserved for 10 y ears.
No p age should be torn nor should any entry be erased or effaced so as to be illegib le.
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. Cop y ing of entries fro m rou gh
note book is strictly forbidden.( E 1322)
Entries should be made in ink, if possible. Wh en not p ossible, it should be recorded
with indelible ink or sp ecial cop y ing p encil so as to rend er it difficult to tamp er 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 mad e continuously . No p lace should b e left blank. Where any
measurements are cancelled, the cancellation should be supp orted by the initials of the
officer ord ering 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 p ay ments are
made and a reference to the voucher should be made in the M .Book.(E1326)
Power to record measurements are giv en under p ara 1315E.

Bills and P ayments

Pay ments for all work done by contractor should b e made on the basis of measurements
recorded in M easurement Books.
There should be no d elay in takin g measurements and prep aration of bills after the
measurements are taken.
Petty bills should be used for makin g p ay ments to contractors when a sin gle p ay ment is
made for a job or contract on its comp letion.

Page 55 of 173

The running or on account bill form is used in contract works only and where p ayment is
made in installments.
Final bill form should be used for making final p ay ments.
Before forwarding a contactors bill to the Accounts Office, the Executive Engin eer should
satisfy himself as to the correctness of the quantities billed, the rates and all recov eries.
All p articulars / 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 Ch eck of B ills to be done in the Drawing office und er the sup ervision of
Executive En gineer.
Contractor's accounts to be closed without any delay on completion of work. If contractor
delay s to receive final pay ment for more than one month, final bill to be p assed and kep t
under deposit.
Final M easurements to be recorded with in 21 day s of comp letion of work.

18.2.1 Liquidated Damages (Clause 19.2)

The time for the execution of the work or part of the works sp ecified in the contract
documents shall be deemed to be the essence of the contract.
If the contractor fails to comp lete the works within the time as sp ecified in the contract for
the reasons other than the reasons sp ecified 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 En gineer may
decide.
On such extension the Railway will be entitled without p rejudice to any other right and
remedy availab le on that behalf, to recover from the contractor as agreed damages and not
by way of p enalty a sum equivalent to 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 p ercentage value or of the total value of the item or groups of items of work for
which a sep arate distinct comp letion p eriod is sp ecified in the contract.
For contract value up to Rs.2 lakhs

: 10% of the total value of the contract.

For contracts valued abo ve 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 underEngagement of workers through Contractors by the Ministries and Departments of
Central Government.
(Railway Boards Letter No. 2013/E(LL)/80/CNR/8 d ated 26.02.2013.)
It has been noticed in the recent p ast that a large numb er of workers are bein g en gaged on
contract by various central Government Ministries and Dep artments. Parliament Questions
have been receiv ed in this regard ap art from various comp laints relating to non-compliance of
various p rovisions of law. These includ e wages and social security benefits flowing out of
various legislations.

Page 56 of 173
Similarly in cases where the workmen emp loy ed by the contractor p erform the same or similar
kind of work as the workmen directly employ ed by the princip al emp loyer of the establishment,
the wage rates, holiday s, hours of work and other conditions of service of the workmen, of the
contractor shall be the same as app licable to the workmen directly emp loy ed by the p rincipal
emp loy er of the establishment on the same or similar kind of work.
You may be aware that Government has enacted the Contract labour (Regu lation and Abolition
Act- 1970) and central rules made there under which p rovide regulation of contract labour in
the establishments. The Act also p rovides for prohibition of emp loy ment of contract labour
where a notification is issued und er Section 10. So far, 82 Notifications have been issued. This
Act casts obligation on emp loy ing dep artments to register their establishments under the Act
before the authority notified by the Central Government, the contractors have also to obtain
license b efore en gagement of contract labour in the establishments. The Act & Rules p rovide
for certain facilities to be provided to the contract workers engaged in the establishments and
also to maintain registers and records, to issue wages slip s and emp loy ment cards to the
contract workers by the emp loy ing dep artment and contractor.
The Act also p rovides for penal action against the d efaulters. The relevant Sections a re as
under:
Section 23. Contravention of pro visions regarding employment of contract labour.Whoever contravenes any p rovision of this Act or of any rules made there under p rohibiting,
restricting or regulating the emp loy ment of contract labour, or contravenes any condition of a
license granted under this Act, shall b e punishable with imp risonment 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 p enalty for Contravention of p rovisions regardin g emp loyment of
contract labour shall be punishable with imp risonment 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 p erson contravenes any of the p rovisions of this Act or any
rules made there under for which no other p enalty is elsewhere provided, he shall be p unishable
with imp risonment for a term which may extend to 03 months, or with fine which may extend
to Rs. 1000/- or with both. Provide p enalty for contravention of other offences shall be
p unishable with imp risonment 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 engagin g contract workers in the employ ments
which have been p rohibited under section 10 of the Contract Labour (Regulation and Abolition)
Act 1970. Some p rincip al emp loyers and contractors are violatin g the p rovisions of Act &
Rules.
In view of above; the employ ing dep artments are hereby notified to ensure the compliance of
the provisions of the Act & Rules in all establishments includ in g PSU's under them.

Page 57 of 173

19.1 Minimum Wages Act:

The Contractor shall be responsible to ensure comp liance with the p rovision of the M inimum
Wages act, 1948 and the Rules made there under in resp ect of any emp loyee directly or
through p etty Contractors or sub Contractors emp loy ed by him.

19.2 Provisions of payments of Wages Act:

The Contractor shall comp ly with the p rovisions of the Pay ment of Wages Act, 1936 and the
rules made there under in resp ect of all employ ees directly or through p etty contractors or subcontractors emp loy ed 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 fro m time to time.
(GCC 2010, Labour , Item No 55A(1))

Contract Labour (Regu lation and Abolition) Act, 1970.

Provision of Workmen Comp ensation Act
Child labour: Non-emp loy ment of Labours below the age of 15.

19.4 Checking of Recor ds for P ayment

Amounts p assed for p ay ment 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 d ate alon g with relev ant enclosures for arran ging p ay ment. Followin g should
be check ed.
Whether the bill is in the p rescribed format.
Top sheet accompany ing 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 p ending against the agreement is verified.
That there are no delay s in making measurements or in p reparing bills after the
measurements are made.
The rates are verified with those giv en in the agreement.
The currency of the contract.
Validity of Bank Guarantee is verified.
Quantities in the bill are ch ecked with those in the M . Book.
Whether all relevant enclosures have b een submitted alon g with the bill.
Whether pay ment is arranged as p er the p ay ment clause giv en in the agreement.
Whether recoveries have been correctly made accordin g to the rules on account of
materials issued
Whether quantities executed are accord in g 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 p ay ments are arran ged.
Whether technical check has been don e by drawing office under the sup ervision of EE
Whether test check has been done.
Whether the bills are signed by the executive officer as well as the contractor.

Page 58 of 173

Whether the funds av ailability has been certified and has been allocated to prop er heads of
accounts.
Whether all d eductions have been mad e and the bill is arithmetically accurate.
Whether penalties, if any, to be recovered from the bill have b een made.
Once the bill is checked, the bill is p assed for pay ment.

19.5 Model Time Table for passing of bills:

On account bills : 7 day s after measurement.
Final bill
: Within 61 day s of comp letion of work.
19.6 Details to be filled in MB (Illustration)
th

n 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 comp letion
:
7. Total working p eriod
:
8. Total value of work
:
9. Date of measurement
:
10. Period of bill
:
11. Last reference
: Page noto of M B no..
Measurement of on account bill
A typ ical examp le of an on account bill is as under:
NS-1 : Provision of ..
Qty . executed 03 nos (p erson) p er month @ Rs.p .m.
Since work done
- 02 months ( unit)
Total work done
- 14 months
Prep aid (Ref. M B page no)
12 months
Now to p ay
- 02 months
@ Rs. 2100/- x 2
- Rs.4200/Total absents during the month
- Nil
Total p enalties during the month
- Nil
Gross amount Rs..
Deductions
1.
2.
3.
4.

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

Page 59 of 173

19.7 Certificates on Bill/MB

Certificate of Supervisor

Certified that the p ay ment made through this bill is actually for the work done by the
contractor during the period fromto.
Certified that the work has been carried out as p er items, terms and conditions of the
contract agreement.
Certified that no p lants and machinery hired by the contractor.
100 % measurement check has been exercised by me.
The p enalties of Rs. /- as calculated on p age 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 p aid minimu m wages as p er p rescribed by
Labour Commissioner and also mandatory commencement in ESI/PF.
Certified that the measurements as recorded at p age no. ..to ..R of the measurement
book no. for the period . to . are correct and accep ted without any
p rotest.
The bills are correct and accep ted without any p rotest 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. . (Rup ees .. only ).
Certified for Net p ayable amount Rs. (Rup ees only ).
Certified that the pay ment made through this bill is actually for the work done by the
contractor from .. to .
Certified that no p lants and machinery hired by the contractor.
Certified that the work has been carried out as p er items, terms and conditions of the contract
agreement.
Certified that the measurements have b een recorded by Shri .., JE/SSE on M easurement
Book p age no. to R.
Certified that the 20% test check has been carried out and found correct.
Certified that there is no any audit/account/vigilance p ara is pending against the Contract
Agreement.
Funds are available for the year .
Gross amount of the Bill
Rs.
Total deductions
Rs. .
Net Pay able amount
Rs. .
(Rup ees only)
Signature of officer in charge

Page 60 of 173

20.0 Payment of bills

Pay ment of bills in time is mandatory in terms of Para 1484 of Engineerin g Code.
Income Tax at the sp ecified rates of government, Cess and Surch arge on In come Tax at the
rates app licable from time to time will be recovered from the contractors bill.
Delay in pay ment of final bills is one of the root cause for arb itration.
If final bill is not p assed 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 pay ment can not be detected.
(d) Quality can not be ascertained.

Running bill payment

Running bill should b e paid p romptly .

All the recovery must be made regularly.
No recoveries should be kep t p ending.
Be careful while making the lump sum p ay ment. Pay ment made in such ways should
alway s be less than the work actually done.

20.1 Variation in Quantities of Items of Contracts Limits & Rates

(Ref: Rail way Boards letter no. 2007/ CE-I / CT / 18 dated 28.09.2007)
There is general experience that sign ificant effort & time are involv ed in negotiatin g the rates
with the contractor where quantities of certain items in the agreement are required to be op erated
bey ond 125% of the tendered quantity . For such items after examin ing p ros and cons of the
issue, Railway Board h as decided that Para 9(ii) of Boards letter no. 2007/ CE-I / CT / 18 dated
28.09.2007 be modified as under:
I. In case an increase in qu antity 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 flo ating a
fresh tender for op erating that item is considered not p racticable, quantity of that item may be
op erated in excess of 125% of the agreement quantity subject to the following conditions:
a. Op eration of an item by more than 125% of the agreement quantity needs the app roval 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 p aid at 98% of the rate awarded for that item in that p articular tender.
ii) Quantities operated in excess of 140% but upto 150% of the agreement quantity of the concerned
item, shall be p aid at 96% of the rate awarded for that item in that p articular tender.
iii) Variation in quantities of ind ividual items b ey ond 150% will be p rohibited and would be
p ermitted only in excep tional unavoid able circumstances with the concurrence of associate
finance and shall b e paid at 96% of the rate awarded for that item in that particular tender.
b. The Variation in quantities as p er the above formula will app ly only to the individual items to the
contract and not on the overall contract value.
c. Execution of quantities bey ond 150% of the overall agreemental v alue should not be permitted
and, if found necessary , should be only through fresh tenders or by negotiating with existing
contractor, with p rior p ersonal concurrence of FA&CAO/ FA&CAO(C) and ap proval of General
M anager.

Page 61 of 173
II.

III.

In case where decrease is involved during execution of contract:

a. The contract signin g authority can decrease the items upto 25% of individual item without
finance concurren ce.
b. For decrease bey ond 25% for individual items or 25% of contract agreement value the app roval
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 concurren ce, giv in g detailed reasons for each
such decrease in the quantities.
c. It should be certified that the work prop osed to be reduced will not be required in the same work.
The asp ect of invitation of tender with respect to variation in quantities should be check ed and
avoided. In case of vitiation of the tender (both for increase as well as decrease of value of
contract agreement), sanction of the comp etent authority as p er single tender should be obtained.

20.2 Control on high and low r ate d items

There should be no p ositive variations in the abnormally high rated items.

There should be no downward variations in the abnormally low rated items.
Do not fall p rey to the tendency of contractors to avoid the loosing items and v ice-v ersa.

21.0 Time extension

It should be given as p er tender condition and p rovision made in the En gineerin g Cod e.

22.0 Completion report

After comp letion of the contract, the dep ots have to submit comp letion rep orts 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 Railway s 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 comp leted and has satisfactorily
p assed any final test or tests that may be p rescribed, the En gineer shall issue a certificate of
comp letion duly indicating the date of comp letion in resp ect of the work and the p eriod of
maintenance of the work shall commence from the date of comp letion mentioned in such
certificate. The En gineer may also issue such a certificate indicating d ate of comp letion with
resp ect to any p art of the work (before the comp letion of the whole of work), which has been
both comp leted to the satisfaction of the Engin eer and occup ied or used by the Railway s. When
any such certificate is given in resp ect of p art of a work, such p art shall be considered as
comp leted and the period of maintenance of such p art shall commence fro m the date of
comp letion mentioned in the comp letion certificate issued for that p art of the work.

Page 62 of 173

23.0 Arbitr ation and Ter minati on:

Following are some of the tips to avoid disputes with contractors leading to arbitration:

Do not start the work without signin g the agreement

Do not leave any written correspondence/ query from the contractor unanswered. It should
be rep lied within a reasonab le time in clear terms.
Do not delay the handing over of the site bey ond the stip ulated p eriod for undertaking the
work after signin g the agreement.
Do not give any oral consent for doin g the work which may be bey ond the scop e of work.
Go through LOA comp letely before signin g. A cop y of it is to be kept in y our p ersonal file
as some clauses may be altered in convenien ce of the contractor. It is used effectively by
the contractor during arbitration Tribunal.
Ensure timely p assing of running b ill and final bill p ayment.

24.0 Summary of Tender Procee dings at a glance

To sum up the p roceedings of work contract, va rious stages of tender are summarized below:
SN
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27

Activity
Prep aring office note for ap p roval
Callin g for bud getary quotation from Firm
Concurrence to prop osal
Prep aration of estimate/ Est. cost
Vetting of estimate
Sanction to estimate
Tender booklet prep aration with Terms and Conditions, Scop e of work etc.
EMD (2% of the estimated tender value up to 1.0crores), above this, 2 lakhs
+ 0.5% of the excess of estimated cost
Ensure Unit of Advertised Tender
Prep aration of tender notice for op en tenders/OEM
Loadin g of Tender Notice on Net before 35 days of opening of tender
Issuing of tender booklet before 25 d ay s
Opening of tender
Submission of tender cost of down loaded tender form to Associated finance
(Same day / next working day )
Verification of EMD submitted by Tenderer
Prep aration of brief note & Tender tabulation statement
Verification of brief note SO (Wks A/cs) .
Nomination of TC members
TC p rep aration
Verification of eligib ility criteria
TC Finalization
Accep tance of TC recommendations
Issuance of Letter of Accep tance ( LOA)
(Vetting of LOA from associated finance before issue of LOA if required.)
Submission of PG by the firm within 30 Day s [ 5% of contract value ]
Verification of PG by law officer
Verification of BG by bank
Prep aration of Contract Agreement

Page 63 of 173
28
29
30
31
32
33
34

35

Signin g of Contract Agreement

Disp atching of cop y of Contract Agreement to concerned dep ot in charge.
Updation of finalised tender on net for valu e more than 1.0 crores.
Releasin g of first on account bill by p reparing office note
Comp letion rep ort from dep ots.
Refund of Performance Guarantee (PG) after phy sical comp letion of work
( After comp letion certificate)
Refund of security dep osit (SD) to the contractor after expiry of
maintenance p eriod and after p assing the fin al bill. ( After getting No C laim
Certificate from tenderer)
Arbitration, if any.

Page 64 of 173

25.0 Vigilance in Contracts:

Every Railway man is a vigilance official. But, at times, greed and selfishness shroud us
and the canons of fin ancial p ropriety are not exercised. Some times, it happ ens willfully ,
other times it happ ens due to the haste, ignorance, the lack of ap p lication, or simply the
laziness by not doing co mp lete homework or the stip ulated test check in the tender
p rocessing.
Following are the co mmon irregularities which take p lace during various stages of
awardin g works by op en tenders:
i.

Publishing of advertisement in the newsp ap ers at far off p laces rather than the area of
demand.
Non finalization of tenders within the validity p eriod.
Defective Tender schedule, lacunae in the technical descrip tion requirin g clarifications
/negotiations after op ening of the tenders.
Play ing with the technical asp ects for rejecting inconvenient bids on the grounds of
technical unsuitability .
Resorting to the negotiations to create opp ortunities for a firm to be favoured.
Incorrect evalu ation of the bids, sp ecial conditions offered by the tenderers were not
prop erly assessed.
Accep tance of an unsolicited offer from other than the lowest tenderer and awarding of
the contract without givin g an equ al opp ortunities to others.
Consideration of a tender based on the data materially different from that giv en in the
gen eral and sp ecial cond itions of contract without the knowledge of tenderers.
Placement of orders at higher rates on flimsy ground, technical or otherwise, shorter
comp letion p eriod/delivery schedule but the period is extended later and the excuse that
the lower tenders do not belong to a develop ed source.
File held up after the accep tance of tender before the order are issued.
Waival of the insp ection or change in the inspecting authority or relaxation of technically
rigid requirements or relaxation in the commercial terms
Sp litting of the demands to bring the tender value within the p owers of lower level
sanctioning authority .
Inclusion of dummy firms to inflate the number and ultimately consider the favoured
firms in case of the limited tenders.
Accep tance of high er rates on the p lea that the accep ted offer is lowest without
adequately justify ing the reasonableness.

ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.

x.
xi.
xii.
xiii.
xiv.
25.1

CVC guidelines:

CVC has also issued gu idelines from time to time. For easy understanding the tendering
p rocess can be divided into four stages. The guid elin es issued and the checklist for each
stage is summarized below.
i)
Preparation of tender documents:
Allow adequate and reasonable minimum time (as p rescribed) for op enin g of all tenders
to encourage p roper response.
Ensure timely supp ly of cop ies of app roved p lans for tenders where sp ecial items rates
have to be quoted for the p articular details of the ap p roved p lans.
Ensure the comp arative statement and briefin g note hav e b een p rep ared and du ly sign ed
by the concerned officials on each p age.
Only consider offers accomp anied by requisite earnest money in p roper term.

Page 65 of 173
Attempt identification of sister concerns to detect cartel formations esp ecially in the case
of limited tenders.
The tender after acceptance and signin g beco mes the contract a legal docu ment. An
ambiguous agreement leads to p oor contract p erformance and litigations. It also giv es an
opp ortunity to a contractor to make p rofit out of ambiguous conditions. It has been
observed that the tender documents are p repared in a hurried manner without check in g the
conformity among the schedule of items, drawin gs, sp ecifications, and contract conditions
etc. This generally hap p ens due to the reason that different p arts of the tender document
such as schedule of quantities, sp ecifications, drawin gs, and general conditions p rep ared
by different peop le are compiled without correlatin g them. So metimes they are cop ied
from old tenders without givin g a thought to the app licability of the conditions to the
p resent work.

Checklist :

Adopt up dated standard bidding do cument

Ensure conformity among no menclature of items, specifications, drawings,
gen eral and sp ecial cond itions.
Avoid stip ulating such conditions in the contract, which are not feasible to be
op erated.
Stip ulate p erformance gu arantee clause to eliminate non serious bidd ers
Conduct p re-bid meeting i) to brin g clarity regarding sp rit of various p rovisions &
ii) to brin g necessary modifications, if requ ired. M ake minutes of the p re-bid
meeting as p art of agreement.
Provide clause to deal with amb iguous p rovisions (order of p recedence) in the
tender document and ambiguity in the tender submitted by the contractor.
Notify objective evaluation criteria in the tender document.
Stip ulate condition regard ing sp litting of quantities, if required, in the tender
document.

ii) Inviting & Opening of Tenders

The award of Public Contract through op en tender is to ensure - transparency in p ublic
p rocurement, to maximize economy and efficiency in public procurement, to p romote
healthy comp etition amon g tenderers, to provide for fair and equ al treatment to all the
tenderers and to eliminate irregularities, interference and corrup t p ractices by authorities
concerned. This is also requ ired 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 M ay 2006 has emp hasized up on open
tendering as the most p referred mode of tendering and insisted on transp arency in the
p rep aration of p anel in case of limited tenders. During intensive examination of v arious
contracts awarded by many organ izations, it is observed that they do not have a clear-cut
p olicy for inviting tenders through various modes as discussed above.
Widest p ossible p ublicity through well-circulated national and local newsp ap ers is essential
for greater transp arency in op en tenders. In addition to the existing rules and p ractices
regardin g p ublicity through newsp apers, trade journals, the Commission vide their circu lar
no. 98/ORD/1dt.18.12.2003 has instructed for up loading the Notice Invitin g Tender and also
tender documents in a down load able form on the web site. The web site p ublicity is to be
giv en even in the case of limited tenders.

Page 66 of 173
In the various book lets issued by the CTE Organization of the Commission, the need to
maintain transp arency in receip t and op ening of tenders has been emp hasized and it has been
suggested therein that suitable arran gements for receip t of sealed tenders at the scheduled date
and time through consp icuously located tender boxes n eeds 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 bu lky
tender documents the p rovision for submission of bids to designated officials by hand should
be made in the tender document itself.
To maintain transp arency in the op ening of tenders, the Commission in its circular dated 8.6.04
has instructed to op en the bids in the p resence of bidders. Despite the reiteration from the
Commission regarding maintainin g transparency in inv iting & op ening of the tenders, a
number of cases ind icatin g lack of transp arency , openness and fairness have come to light.

- Checklist :
Prefer op en tendering as far as p ossible
In case limited tenders are resorted to, p rep are & up date p anel of contractors/ vendors in a
transp arent way .
Ensure adequate & wide p ublicity . (Web p ublicity is necessary even in case of limited
tenders)
Ensure adequ ate time for submission of offers.
Up load NIT & tender document on web site, even in case of limited tenders (cvcs circular
dated 11.2.2004).
Notify complete address of p lace of tender submission (cvcs circular dated 8.6.2004).
Op en the bids in p resence of bidders.
Attest and account for corrections, omissions, insertions, overwriting
Prepare on the sp ot summary in tender op ening register

iii) Pre-qualification
The success of a p roject largely dep ends on the cap ability of the contractor/vendor. Prequalification is a p rocess to select competent contractors having techn ical and finan cial
cap ability commensurate with the requirements of the p articular procurement (Project / supp ly
of goods/ hiring of services).
The pre-requisites of p re-qualification p rocess are-Transp arency
-Fairness
-M aintenance of comp etition
The Commission has issued gu idelines vid e circular No12-02-1-CTE-6 dated: 12.12.2002 and
07.05.2004 advisin g the organizations to frame the p re-qualification criteria in such a way that
it is neither too stringent nor too lax to ach ieve the purp ose of fair comp etition.

Checklist:
Keep the PQ criteria neither too stringent nor too lax.
Prepare the PQ criteria sp ecific 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 p er the notified criteria
Retender if relaxation in PQ criteria is necessary .

Page 67 of 173

iv) Tender Evaluation and Awar d of Work:

This is the most sensitive area susceptible to corruption. Corruption is inversely p rop ortional
to transp arency and fairness. To ensure that evaluation is done in most transp arent and fair &
op en manner, followin g p oints should be taken care of .
Evaluation of tenders exactly as p er the notified criteria.
Timely decision within validity p eriod.
Comp ly ing with commissions circu lar regard in g negotiation.
Ensuring that conditions / sp ecifications are not relaxed in favour of contractor to
whom the work is being award ed.
Ensurin g that L1 is not ignored on flimsy grounds.
Comp liance with the p urchase p reference p olicy of the govt.
Ensurin g that work order / supp ly order is p laced within justified rates.

Page 68 of 173

26. Dos and donts for Tenders & Contracts

Dos:
1.
2.
3.
4.
5.
6.

7.
8.
9.
10.
11.
12.

13.
14.
15.
16.
17.
18.
19.

Allow adequate and reasonable minimum time (as prescribed) for op ening of all tenders
to encourage p rop er resp onse.
Ensure timely supp ly of cop ies of app roved p lans for tenders where sp ecial items rates
have to be quoted for the p articular details of the ap proved plans.
Ensure the comp arative statement and briefing note have been p repared and duly signed
by the concerned officials on each p age.
Only consider offers accomp anied by requisite earnest money in p rop er term.
Attempt identification of sister concerns to detect cartel formations esp ecially in the case
of limited tenders.
Ensure consideration of reasonableness of rates in the tender committee minutes. This
should not be with reference to p resumably accep ted rates, but also after taking in to
accounts market rates and analy sis of rates. Reasonableness has to be exp lain in detail.
Obtain views of the Comp etent Authority to deal with the lowest acceptable offer of
contractors with adverse rep orts.
Treat the Tender Committee recommendations with dissenting notes carefully . Dissent
should be p art of running minutes with views of other members also on it.
Negotiation should be an exception and not the rule in acceptance of tenders. These are to
be held with lowest valid tenders only.
Record relevant reasons for overlooking the lowest offer if it is not accep table. Speaking
decision is a must.
Order callin g for fresh tenders if items are to be rev ised or their value is to be enhanced.
Ensure that sp ecial conditions do not give avo idable scop e for accep tance of high rates
(like mentioning steel to be supp lied by the tenderers and later includin g p ay ment for
such supp ly , which has a tendency to boost the p ercentage rates quoted by the tenderers).
Ensure that the tender committee minutes contain the relevant information as the date,
venue of the meetin g and d ated sign atures of the members.
Record the accep tance or otherwise on the body of the tender committee minutes only &
not on the noting side of the file.
Ensure that the rating of the offers received is done p rop erly after evaluating the sp ecial
conditions and vetting by finance.
Ensure that the reasonableness of rates is examin ed critically , logically and sp ecifically
both in resp ect of total cost and rates of imp ortant individuals items.
Beware that the low offers are in facts so in reality and p rice, differential for similar but
different items of schedule is reasonable.
Ensure that the tender committee is duly constituted of comp etent level of officers
sp ecified.
Ensure p rior sanction of comp etent authority before executin g additional quantities
(bey ond 25%) in such items (overall for earthwork) so that the contracts are not vitiated.

Page 69 of 173

Donts:
1.
2.
3.
4.
5.
6.

7.
8.
9.
10.
11.
12.
13.
14.
15.

Do not change the Tender Committee members once constituted without p rior app roval
of competent authority.
Do not consider delay ed/ late tenders excep t under specified excep tional circumstances &
that too only by following p rescribed procedure.
Do not treat the Tender Committees recommendations with dissenting notes from on e or
more members of the Tender Committee as unanimous recommendations.
Do not order negotiation on the repeated advice of tender committee to invite fresh
tenders, p articularly where response to the call for negotiations is p oor.
Do not exercise the p ower of accep ting authority in case y ou have been a member of the
Tender Committee. Let it go to higher authority .
Do not hold negotiation with those who had either not tendered originally or whose
tender was rejected because of unsatisfactory credentials, inadequ acy of cap acity or
where tenders were unaccompanied with adequate earn est money or any other invalid
tenders.
Do not accep t op en quotations from contractors during negotiations.
Do not entertain letter/ rep resentations of tenders subsequent to opening / negotiations/
consideration of tenders.
Do not accep t modified offers, not considered by the Tender Committee.
Do not allow subsequent revision of the minutes unless the reconsidered minutes are p ut
up in addition.
Do not advise the tender committee p rior to their deliberations on the suitability or
otherwise of any p articular offer.
Do not allow anomalies in ev aluation of sp ecial conditions to affect the accep tance of the
offer recommended.
Do not op erate non-schedule items without sanction of co mp etent authority . In
excep tional cases where it has to be done, maintain necessary site records.
Do not op erate non-schedule items where it possible to do work as p er schedu le items or
a combination there of.
Do not award works on quotations in a routine mann er and strictly follow annual
financials limits laid down.

Page 70 of 173

CHECK SHEET FOR TENDERS

PRE NOTICE CHECK SHEET
S.N
ITEM
1 Is the work ess ential and has , exact des cription of work been
given?
2 Is s ufficient outlay available?
3 Has work-s ite been defined clearly and ins pected/surveyed?
4 Has the signed s ite plan been annexed with the es tim ate?
5 Is the work-s ite availa ble/clear for s tarting the work, both over
ground and underground? (if not by what tim e?)
6 Status of works of other deptts ., if involved

Department

REMARKS

status

a
b
c
7 Is the DOC reas onable? Has the work plan been m ade?
8
a
b
c
d

Kind of role of Railway in execution

Provis ion of material
Provis ion of M&P
Provis ion of any s upport s ervice
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
es timate? if yes , has it been cons idered?
11 Is the ultim ate user aware and s atis fied with the s cope of
work?
12 Is the es tim ated cos t based on Avg of atleas t 3 Railways LAR
and takes into cons ideration all deviations/rate analys is ?
13 Has the detailed es timate been sanctioned?
14 Does the es timate incorporate inputs of all deptt.?
15 Is the sim ilar work criteria well defined by com petent authority
(PHOD)?
16 Are paym ent terms standard and clearly defined?
17 Is tender docum ent ready?
DATE:

NAME, DESIGNGATION AND SIGN

Page 71 of 173

CHECK SHEET FOR TENDER NO TICE

S.N
ITEM
1 Is tender notice bilingual?
2 Has Tender notice No. and date been put and is it s ame in
both languages ?
3 Has tender been num bered and des cription of work and
location of s ite are as per es tim ate and clear
(no abbreviations ) ?
4 Is advertis ed cos t of work within sanctioned estim ate?
5 Is cos t of tender document in line with advertis ed cos t of work
and cos t 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 tim e of
opening of tender?
7 Is date of opening in consonance with Minim um gap as
pres cribed? ( Normally it is 30 days and for deviations proper
procedure has to be followed, als o tender opening at different
places if planned to be mentioned in the notice and opening
to be at the sam e time at all places )
8

Is date/ time/place of keeping Tender box (m in. 10 days

before closing) is mentioned and date/ tim e/place of clos ing
m entioned?
9 Is earnes t m oney value/form mentioned correctly and
rounded off to the neares t Rs . 10/10 Is date/ time/place/duration of sale of Tender document
pres cribed? (3 weeks before opening, minim um 15 days for
sm all tenders)
11 Is minimum Eligibility criteria including sim ilar work properly
defined?
a for technical eligibili ty
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 cas e of contradiction between GCC
and s pecial Conditions , later will prevail?
15 Is security depos it am ount/depos ition procedure/ins trum ent
given correctly?
16 Is Perform ance guarantee amount/form given correctly?
17 Does work require site vis it/pre bid conference and if so
whether it has been m entioned?
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 publis hed before original date of opening

REMARKS

Page 72 of 173
d
19
a
b
c
d
e
20
a
b
c
d
e
21
22
23

Has sufficient tim e been given to take care of corrigendum

correction?
Is the tenders advertis ed in
Railway offices notice boards
Vernacular/Local news paper (evidence pres erved with date)
National News papers (evidence pres erved with date)
International News paper (evidence preserved with date)
Internet (Railw ay and GOI webs ite and evidence preserved
with date)
Is copy of tender notice given to the following
Finance & Audit
Vigilance
RPF
Dis trict adm inis tration
Different notice boards
Is tender notice s igned for and on behalf of Pres ident of
India?
Is it mentioned that detailed terms and conditions will be as
per tender docum ent?
If s pecifications after invitation undergo a change, iss ue
corrigendum for m inor change/re-invite tenders for m ajor
change

24 Is it mentioned that in cas e 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 DOCUM ENT

S.N
ITEM
1 Is GCC with lates t corrections , Special conditions , SOQ,
SOR, Technical s pec, 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 docum ent been approved by com petent
authority?
4 Have alternatives been s truck out?
5 Have all pages been num bered properly and there are no
blank pages in the tender docum ent ?
6 Is master copy s tamped and preserved ?
7 Have all pages of tender document signed and no space left
between printed material and s ignature

REMARKS

Page 73 of 173
8

Is tender docum ent s tam ped and num bered before selling
and the address of the party m entioned on the tender
document s old ?

DATE:

NAME DESIGNGATION AND SIGN

CHECK SHEET FOR ADVERTISEM ENT OF TENDER

S.N

ITEM
While publishing tender in News paper, CPRO/PRO has
ens ured that NIT has already been uploaded on the website
by taking certificate from executive.
Has the token of confirm ation in the form of internet download
record for open tender ensured (non confirm ation will be
treated as in adequately advertized tender (Rly. Bd. Letter
NO. 2008/RS(G)/779/2 dated 07.11.2008

REMARKS

CHECK SHEET FOR TENDER SALE

S.N
ITEM
1 Has Sale of Tender document denied to anyone?
2 Is tender s ale regis ter available duly page numbered?
3 Is tender name, no., date of tender notice written on top of the
page?
4 Are tender docum ents s old serially?
5 Is Name of party with address to whom tender s old
m entioned in regis ter?
6 Is tender docum ent s tam ped and num bered before selling ?
7 Has acknowledgement of party that tender docum ent
received in s ealed condition been taken?
8 Details of payment for tender
9 Is closing time of tender s ale m entioned at the las t and blank
s pace s cored out and finally counters igned by officer?
DATE:

REMARKS

NAME DESIGNGATION AND SIGN

Page 74 of 173

CHECK SHEET FOR TENDER OPENING

S.N
ITEM
1 Is tender box available at all s pecified locations duly locked
and s ealed with horizontal s lot to drop tender docum ent
2 Is name of work, date, place & time of clos ing mentioned on
box?
3 Is key of tender box in proper custody of s upervis ory official?
4 Has tender opening committee formed and inform ed
regarding tender opening tim e and location well in advance?
5

Is tender opening regis ter available duly page num bered

properly?
6 Does tender opening register have following
a S.No.
b Date of opening
c Nam e of work
d Tender Notice No. & date
e Nam e of the tenderer with address
f Details of EMD
g Rates quoted (if rates quoted only in words or only in figure it
s hould be m entioned)
h Details of Paym ent for down loaded tender docum ents?
I No. of Tender documents sold and received
j Tim e of closing of Tender
k Tim e 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 m embers)
n Place for signature of tenderer's repres entative
7 Has the tenderer's repres entative s hown s lip pas ted on the
horizontal hole and sealed lock before opening of tender box
and empty tender box after opening?
8
9

Have all tenders been duly num bered (serial no. in

num erator and total nos . in the denominator)?
Has A/C m ember used red ink?

10 Has the cover, front co ver page and every page on which
rates , counter offer, EMD, and tender doc payment details of
each tender document initia lled with date by executi ve and
accounts m ember?
11 Have all over-writings , corrections encircled, num bered
s eparately and initialed and total numbers also mentioned?

REMARKS

Page 75 of 173
12 Is there any ambiguity/des crepancy in rates quoted in words
and figures . If s o has it been m entioned?

13 Have rates in words and figures been encircled s o that no

tam pering can be done later on ?.
14 Have names and rates quoted by each tenderer read out to
the repres entatives present?
15 Have details of late/delayed tender received been m entioned
( late/delayed tenders are not to be opened)?
16 Has Tender opening regis ter filled properly and no item left
blank?
DATE:

NAME DESIGNGATION AND SIGN

CHECK SHEET FOR TENDER FINALISATION

S.N
1
2
3
4
5
6
7

ITEM
Has the following check s heets fill ed properly
Pre notice check s heet
Check-s heet for tender notice
Check-s heet for tender docum ent
Check-s heet for tender s ale
Check-s heet for tender opening
Are News paper cuttings of tender notice available on tender
file ?
8 Is internet uploading evidence available on tender file ?
9 Is MIC (m aterial intens ive contract) approval available in file ,
if applicable?
10 Has briefing note been prepared and vetted?
11 Has com parative s tatem ent been prepared and vetted and
all LAR references available in file?
12 Is detail es timate been vetted and Valid?
13
14
15
16
17
18
19
20

In case of partnership firm, has legal vetting obtained for the

partners hip deed ?.
Have EMD details been prepared and vetted?
Have details of special conditions as quoted by parties been
prepared, evaluated and vetted?
Has EMD been received in acceptable form ?
Has EMD been verified by iss uing bank?
Has No. of tenders received without proper EMD been
m entioned?
Summary of all tenders received with proper EMD ordered as
L1, L2 etc
Have credentials been verified from the issuing Authority for

REMARKS

Page 76 of 173
a Technical eligibility
b Financial eligibility
21 Has it been checked that no uns crupulous effort been made
to m eet eligibility criteria by:
a Form ing partners hip firm after date of tender notice
b Claiming to have Assets /M&P's without actually poss ess ing it
c Giving incorrect experience certificate
22 Is firm complying with the special conditions which are
essential as per tender notice ?.
23 Has fair com petition been ensured
a By ensuring wide publicity
b By adequate notice period
c By non-participation of firms having different names but sam e
m anagem ent.
24 Has it been exam ined that firm does 'nt have excess ive
workload w.r.t. its capacity and capable of perform ing the
tas k within the DOC?
25
a
b
c
d
e
f
g
h
I

j
k
l

Following has been checked for Rate reas onability

Location
Quantum of work
Geographical expans e of work
Availability of res ources
Technical requirem ents for the work
Com position of various items
Inflation upto date of Tender opening
Change of Tax rates
Com pletion Target (If s tiff target is given as reason for
accepting high rates, extens ion should be only in exceptional
cases and that too with penalty if delay is on account of
contractor)

Tim e of finalisation( pre/pos t budget, m onsoon etc)

Special condition of the contract
LAR is realis tic comparable and complete (normally more
than one LAR should be cons idered)
m Rate analys is if done has been on bas is of exhaus tive market
s urvey, com plete and not tailor made
n Unworkably low rates
o Are s ome items to be res tricted for very high/low rates
( jus tification to be given)
p Variation to be allowed without vitiation after adopting proper
procedure
q Have all out efforts been made for having rate reas onability
before dis charging the tender on this account
26 Has rate reasonability of A cat items individually checked?
27 Has tender committee given clear cut recommendation ?

Page 77 of 173
28 Has the tender been finalised within validity period ?. If not,
reas ons to be given
29 Does LOA cos t exceed work sanctioning lim it of concerned
Authority (MLW/LW/PB)?

DATE:

NAME DESIGNGATION AND SIGN

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

Sheets
for

Tenders & Contracts

Page 78 of 173

TENDER & CONTRACTS

PART-II

Page 79 of 173

Special Conditions
(Model tender document)

Prevention and control

of
Pests & Rodents in Trains.

Page 80 of 173
GOVERNMENT OF INDIA
MINIS TRY 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 p rime objective of controllin g the menace of pest and rodent in trains, arising out of the
exp erien ce gain ed through the trials with the professional agen cies, Board (MM ) constituted a
Committee to frame' model guid elin es for effective p est and rodent control measures includin g
"model conditions of contract" for uniform and effective imp lementation through open tenders on
all the Railway s.
2. Broadly based on the Committee's rep ort, a model tender schedule has been drawn up for p est and
rodent control in p assenger coaches as also for rodent control in the coaching depots y ards and
p remises. The enclosed M odel Tender Document, to be f1oated for a p eriod of three y ears under a two
p acket sy stem, details comp rehensive guidelines for eligibility criteria, Resource sp ecifications,
frequency and methodolo gy of treatment and p erformance mon itoring etc.
3. All reserved coaches (both AC and non-AC) and p antry cars shall be covered under the ambit of
p est and rodent control in trains. Based on local cond itions and the levels of infestations, Railway s
may also consider p roviding the treatment in unreserved coach es.
4. Passengers need to be informed about the measures taken for p est and rodent control. A link may be
p rovided on the website for registerin g comp laints on this account and a suitable mechan ism must be
p ut in p lace to collect consumer resp onse regardin g the quality of service in rakes taken up for
p est/rodent control.
5. M inor changes in the tender schedule, consid ered absolutely necessary owing to local conditions,
may be made only with the p ersonal app roval of the CM E and with the concurrence of the Associate
Finance.
These issues with the app roval of Board (MM & FC) and concurrence of the Finan ce Directorate of
M inistry of Railway s.
(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 Railway s.
for financial commissioner/Railways
----------------(Zone) Railway
Office of the Divisional Railway Manager (Mechanical),Railway
address

Page 81 of 173
TENDER NOTICE NO. DRM.Mech._file no. ___________________dated_________________
Divisional Railway Manager (Mechanical), Railway, address for and on behalf of The President of
India, inv ites op en tenders (Two packet system comp risin g Technical and Financial Bids) in sealed
covers from the rep uted contractors on p rescribed form up to 15.00 hrs on op ening day as p er details
mentioned below:
Name of W ork

Approximat
e cost of
work

EMD

Cost of the
Te nde r
form

Date
Validity

of

Validity

Contract
Period

Pest & Rodent

Control in
Railway
p assenger
coaches
maintained at ---------- coachin g
dep ots of_____
Division,
_______ Railway

App roximat
e total cost
for 3 years
Rs._____/-

Rs.__
_/-

Rs.___/-

__________
(Date)
at
______ hrs.

90 day s

3 y ears

AND
Rodent control in
coaching d ep ot
y ards and
p remises

Prescribed tender forms can be obtained from the office of the undersigned on all working days up to
17.00 hrs on cash p ay ment of the cost of tender form (non-refundable). If the tender form is obtained
from the office of the undersign ed, the cost of the tender form should be p aid 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 b e d isplay ed on website at www.tenders.gov.in. If the tender form is
downloaded from the website, the pay ment 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 alon g with the tender documents submitted
by the tenderer(s).
The Earnest Money Dep osit (EM D) should be in cash or in the form of dep osit receip ts, p ay 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 op ening date.
Tenderer(s), who want to be p resent at the time of op ening of tenders, may do so.
(a) Total Contract amount received durin g the last three y ears and in the current financial y ear up to the
date of tender op ening, should be min imum 150% of the advertised tender value of work. Tenderer(s)
shall submit docu ments to this effect, in the form of attested certificates from emp loy er client, audited
balance sheet duly certified by Chartered Accountant

Page 82 of 173
(b) The tenderer should have, in the last three y ears and the current financial y ear upto the date of
tender op ening, completed at least one similar sin gle work for a minimum v alue of 35% of the annu al
value of this advertised tender.
The tenderer should have, in the last three y ears and the current financial y ear upto the date of tender
op ening, received pay ment of at least 35% of the annual value of this advertised tender against
uninterrupted and satisfactory execution of an on goin g similar p est and rodent control contract.
Similar work implies' "pest and roden t control work executed in Ra ilway coa ches/Station premises,
registered housing societies, warehouses, godowns & reputed ho tels etc. "
(c) Total p enalty imposed for unsatisfactory p erformance 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 ongo in g/co mp leted in the qualify in g p eriod (Le. current year and three
p revious financial y ears) givin g descrip tion of work, organization for whom executed, app roximate
value of contract at the time of award, p ayment received in the qualify in g p eriod, date of award and
date of scheduled comp letion of work. Date of actual start, actual comp letion and final value of
contract should also be giv en. In case of ongo in g contracts, date of commencement of contract and the
date the contract p eriod will be comp leted should be mentioned with. Supp orting do cuments /
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 p rivate individuals for whom such works were executed will not be accep ted. (b) As
p roof of the total contract amount receiv ed durin g the qualify ing p eriod (Le. current year and three
p revious financial y ears), tenderer(s) shall submit documents in the form of attested certificates from
emp loy er/client or, audited balance sheet duly certified by Chartered Accountant (c) List of works on
hand indicating descrip tion of work, contract value, ap p roximate value of balance work y et to be done
and date of award. (d) List of p ersonnel organ ization available on h and and p rop osed to be engaged
for the subject work (e) Details of Infrastructure, Plant and Machinery , agreements with rep uted
p esticide manufacturers to indicate cap ability of supp ly ing quality p esticides.
Further details are given in tender schedu le which can be p urchased from the office of Sr.DM E __
/Sr.CDO or downloaded from website.
Divisional Railway Manager (Mechanical)__________________ DIVIS ION
INDEX
S rNo

Contents

1
2
3
4
5
6
7

Notice Inviting Tender

Index
Imp ortant notes for intending tenderer(s)
Part I Sy stem of Tendering
Part II: Conditions of Contract
Part III: Scop e of work
Annexure A: Broad methodolo gy of
measuring the level of infestation
Annexure B : Accep tance I Deviation
schedule
Annexure C : Details of coaches
Annexure D: Financial Bid
Annexure E: Mandate form for EFT I
NEFT

Pages
From

8
9
10
11

to

Page 83 of 173
S tar of tender document
Impo rtant notes for intending tenderer(s)
Please ensure that:
1. You have sign ed the offer p age with full name, address and witness fillin g all the blanks.
2. You have filled in the required colu mn's.
3. You have accep ted the validity p eriod of 90 days.
4. You have not quoted sp ecial conditions of y our own, as they are likely to vitiate y our
tender and make it p rone to rejection.
5. You have sign ed all p ages, correction neatly scored out and initialed wherever requ ired.
6. Please do not leave any blanks, which may lead to declaration of y our offer as INVALID.
7. Tenders must be enclosed in a sealed cover sup er-scribed with the sp ecified Tender number and
must be dep osited in the sp ecial bo x allotted for the p urp ose at the office of
Sr.DME (division) (Address). Alternatively, the tenders can be sent by registered p ost to the above
addres.s so as to reach not later than the specified time of sealin g the tender box on the day of tender
op ening.
8. The tender box shall be sealed and op ened at the sp ecified timings on the day of op ening 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
Sp ecial Cond itions:
i. These additional special cond itions are app licable to tender document and considered as p art
of it, which is downloaded from Internet I website.
ii. Tenderer(s) may note that p ermitting of downloadin g of tender document is an added facility
for the convenien ce of Tenderer(s). In case of download failure I delay or, if incomp lete tender
document is downlo aded, whatsoever, R ailway s shall not be responsible in any way . Railway s
shall not be resp onsible for any direct I indirect loss of business I p rofit resulting from inability
to use this facility .
iii. Tenderer(s) shall download & print the Tender document solely for the p urpose of bidding
for the above work and downloaded document shall not be used, cop ied or rep roduced for any
other purp ose.
iv. The end of tender document is indicated by "END OF TENDER DOCUMENT marker.
Tenderer(s) should carefully see that above marker ap p ears on the last p age of downloaded
tender document so as to, ensure that downloaded document is complete. Tenderer(s) are
suggested to check the integrity and comp leteness 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 p urchased from the office
of Sr.DM E (division). Tenderer(s) while submitting their offer must sign all p ages of the tender
document.
vi. The downloaded and p rinted tender document along with the various other documents
should be submitted as p er details mentioned in the tender document. The tenderer(s) should
clearly 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
p rescribed in the tender notice white submitting their offer. In case they fail to furnish the
requisite cost of tender document in p rescribed 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 chan ge addition/d eletion/tamp ering, whatsoever, in the downloaded docu ments. 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

Page 84 of 173
terminate the contract on contractor's default. In addition Railway s 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 p rosecuted as. p er the law. After award
of work, agreement will be prep ared based on the master cop y of tender document av ailable in
the office of Sr.DME (division). In case, any discrep ancy is noted in the tender document
submitted by the tenderer(s), the Master document kept with Railway s shall prevail and the
decision of Railway s thereon shall be final and bindin g on Tenderer/Contractor.
ix. Tenderer(s) shall p rint the tender document on good quality A4 size p ap er of thickness 75
GSM or above and the p rinted document shall be clearly legible. The document shall be
p rop erly bound and p age numbers shall be in serial order as mentioned in the downloaded
documents. Tenderer(s) shall not be reimbursed with the cost of stationery, p rinting and
binding, etc. Offer of Tenderer(s) is liab le to be rejected by Railway s, if the tender document is
not p rinted or bound as p er above instructions. Further, Tenderer(s) shall bear exp enses of
internet connection and telephone charges. if any , for downloading of the tender docu ment.
x. All offers in the prescribed form should be submitted in Two-Packet sy stem. One p acket
shall be called "Technical Bid" and the other p acket be called "Financial Bid". These shall be
sep arately sealed in individual envelop e distinctly marked as Technical Bid and Financial Bid
in Bold letters. The two envelop es shall be p ut in one common envelop e duly sealed and sup er
scribed on top Tender No & Due date. Tenders not comply ing with these instructions shall be
summarily rejected.
xi. The tender do cuments duly comp leted in all resp ects shall be submitted in a sealed cover
addressed to Senior Div isional M echanical En gin eer (Division, Address). The tender shall be
dropped in the Tender Box kep t for the p urp ose 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 p apers. Offers received after the stip ulated time and date are liable to
be rejected.
xiii. Tenderer(s) shall k eep themselves up dated about any modification in the tender notice and
tender document, issued by Railways through newsp ap ers, website or email or any other means
and shall act accordingly . It is the resp onsibility of the Tenderer(s) to check if any corrections
or modifications are p ublished 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 alon g with the downloaded tender documents.
xiv. The "Additional Conditions for Tender Document downloaded from Website" must be
signed by the Tenderer(s) and enclosed alon g with the Tender document failin g which the
tender is liable to be rejected.
Note:
i. Tenderer(s) may carefu lly 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 p oints come to light subsequently . The decision of Railway in this regard
shall be fin al and b indin g.
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 liab le to result in the
tender bein g rejected.
v. The tender forms not accomp anied with prop er Earnest Money will be summarily rejected.

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vi. Tender documents duly comp leted in all resp ects shall be dropp ed in the Tender Box kep t
for the p urp ose in the office of Sen ior Divisional M echanical En gineer (Division, Address)
before the date and time ind icated abov e.
vii. Decision of the Senior Divisional M echanical En gin eer (Division, Address) regardin g the
accep tability of the scheme shall be final and b indin g. However, within the framework of the
scheme as submitted by the tenderer & accep table to Railway s, the Railway can effect suitable
modifications to details as necessitated by the p rovision of various codes, manuals, referen ce
etc. viii. Any other information required by the tenderer can be obtained from the office of
Senior Div isional M echanical En gineer (Division) durin g the working hours.
ix. Contractors who download tender document from website shall mak e following d eclaration:
I/We hav e downloaded the tender docu ment from the website and l!We have not
tamp ered/modified the tender forms in any manner. In case the document is found to be
tamp ered/ modified, I/We understand that my /our tender is liable to be rejected and fu ll earnest
money dep osit will be forfeited and I/We am/are liab le to be banned from doin g business with
Railway s and/or p rosecuted.
Signature of tenderer

Two packet system of tendering shall be adop ted for this work and the renderers shall submit
their bids in following two parts: (A) Technical bid & (8) Fin ancial bid
A. Technical Bid: shall consist of
i. EM D
ii. Documents in support of fulfilment of the laid down ELIGIBILIT Y CRIT ERION as under:
(a) Total Contract amount received durin g the last three y ears and in the current financial y ear up to the
date of tender op ening, should be min imum 150% of the advertised tender value of work. Tenderer(s)
shall submit docu ments to this effect, in the form of attested certificates from emp loy er/client, audited
balance sheet duly certified by Chartered Accountant
(b) The tenderer should have, in the last three y ears and the current financial y ear upto the date of
tender op ening, completed at least one similar sin gle work for a minimum v alue of 35% of the annu al
value of this advertised tender.
OR
The tenderer should have, in the last three y ears and the current financial y ear upto the date of tender
op ening, received p ay ment of at least 35% of the annual value of this advertised tender against
uninterrupted and satisfactory execution of an on goin g similar p est and rodent control contract.
Similar work implies "pest and rodent control work executed in Railway coach es/Station premises,
registered housing societies, warehouses, godowns & reputed ho tels etc."
(c) Total p enalty imposed for unsatisfactory p erformance 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 p roof of the total contract amount received durin g the qualify in g p eriod (Le. current y ear and
three previous financial y ears), tenderer(s) shall submit documents in the form of attested certificates
from emp loy er/client, audited balance sheet duly certified by Chartered Accountant, TDS certificates
or annual income tax returns filed with Income Tax Dep artment. Tenderer shall submit bills and other
verifiab le documents from organizations for which they have executed p est and rodent control
contracts for establishing that they fulfill the technical eligibility criteria. Railway s reserve the right to
seek indep endent confirmation from these organizations or from any other source. iv. List of works
comp leted in the qualify ing p eriod (Le. current y ear and three previous fin ancial y ears, Annexure ~
giv in g description of work, organization for whom executed, ap p roximate valu e of contract at the time

Page 86 of 173
of award, p ayme!1t received in the qualify ing p eriod, date of award and date of scheduled co mp letion
of work. Date of actual start, actual completion and final value of contract should also be given.
Sup p orting documents / certificates from the organizations for which the tenderer(s) hav e worked
should be enclosed. The authorized signatory of the organization should sign the certificates submitted
by the tenderer(s). Certificates from p rivate individuals for whom such works were executed will not
be accep ted.
v. List of works on hand indicating d escrip tion of work, contract value, and ap p roximate value of
balance work y et to be done till date of tender op ening.
vi. List of p ersonnel and the organization p rop osed to be engaged for the subject work alon g with their
qualifications.
vii. List of various machines / equipment prop osed to be supp lied and commissioned by the tenderer.
Detailed sp ecifications of these machines / equ ip ment, OEM's catalogues, etc. are to be en closed.
viii. List of manp ower and site sup ervisor trained by recognized institutes like CFTRI My sore, Indian
Grain Storage Institute, National Plant Protection Training Institute etc. should be supp lied along with
the technical b id. The p roof of site sup ervisor being a life science or agriculture graduate should be
submitted. ix. The clause by clause accep tance and deviation schedu le as per Annexure B.
x. The tenderer must establish that he follows all Labour Laws and makes p ay ment to his staff in
accordan ce with relevant Acts through do cumentary eviden ce like cop y of returns filed for PF, ESI
code no. etc.
xi. The Contractor should p rovide satisfactory evidence, accep table to the Railway s, 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 exp erience.
b. He has an established p rop er supervisory control organ ization to ensure that there shall be adequate
control at all stages of execution of the contract.
xii. The Contractor shall be industry leader p ossessing comp lete technical know-how of p est control
treatment including but not limited to anti-cockroach treatment, anti bedbugs, anti rodent treatment
and other disinfestations/ p est control treatments. Proof to substantiate this shall be enclosed alon g
with tender.
Note:
This work is for comp rehensive pest/rodent control treatment in the coaches homed in various
coachin g dep ots and also rodent control in the identified area of the coachin g dep ots. Contractor may
therefore visit the co achin g dep ot (s) to familiarise himself with the sy stem of op erations and
maintenance of coaches, levels of infestation of p est and rodents in coaches/y ards etc. and the primary
maintenance schedules in the p it lines/lie-over (id lin g Time) of emp ty rakes during which the
p est/rodent control treatment is to be carried out in the coach es/rakes, and p lan the treatments
accordin gly . The contractor shall ensure that at no stage because of the treatment, any harm is caused
to the p assengers/ Railway staff. B. Financial bid : shall consist of schedule of rates as p er p rescribed
formats given in Annexure '0'. Contractor shall quote rates against every item. Only those contractors
shall qualify to p articip ate in Financial Bid op ening, whose Techn ical Bids h ave b een accep ted and
have met all conditions p rescribed in eligib ility criteria of the tender.
PART -II: CONDITIONS OF CONTRACT
1. The SCC and the GCC: These Sp ecial cond itions of contract (SCC) (alon g with Specifications of
work and other conditions as contained in this Tender Document) shall b e read together with the terms
and conditions in corporated in this tender document and the General Conditions of Contract (GCC) of
Railway s. Should there be any conflict between the p rovisions of the SCC (along with Sp ecifications
of work and other conditions as contained in this tender document) hereof and that of the GCC I the
imp ort of the former shall p revail over the latter.
2. The coaches can be offered for p est / rodent control at coaching dep ots / p it lines of Division,
Railway . The app roximate number of coach es based in different coachin g depots is as indicated in
Annexure C.

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4, The quantity of coaches as mentioned in the tender is only app roximate and can v ary (increase /
decrease) du e to op erational and other unforeseen circumstances.
5. The p est control treatment shall include cockroaches, bedbu gs, 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 / p esticides that
have been app roved for the household purp ose by "Central Insecticides Board and R egistration
Committee" under the p rovision of Insecticides Rules 1971 framed under Insecticides Act 1968.They
must however undertake chan ges in the chemicals quarterly so that insects do not acquire immun ity
for a particular typ e of chemical. They shall also submit detailed p lan and methodolo gy towards this
end.
(i) The chemicals (also with brand names) prop osed for the p est 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 comb ination of chemicals/treatment shall on ly be stipulated for the
subsequent tenders. Bidders are accordin gly exp ected to offer the most effective treatment solution.
The contractor must also ensure the following and submit documents in supp ort,
wherever ap plicable:
(i) The p est control op eration should at no time violate the p rovisions 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 Bod ies.
(ii) The p est control op erations shall be done only by agencies, which h ave been ap p roved by the Plant
Protection Officers of the concerned state's agriculture dep artment or Central Insecticides Board and
Registration Committee (CIB&RC), Faridabad. The PPOs are available at the district/division level
(iii)The p est control op erators/agencies should p rovide an attested copy of their license in the
p rescribed form with clear endorsement for p ermission to carry out commercial and domestic p est
control. The license should not be only for sellin g, exhibitin g and stockin g insecticid es. Their license
should be valid for the entire duration of their contract with Railway s.
S. No. T e of coach
1. AC Coaches & Pant Cars
2. Reserved Non-AC coaches
i) For the rodent control treatment as p er the above-noted frequency, food based attractant Glue
Boards of reputed make shall be p rovided in the coach es durin g their p rimary maintenance schedu le as
under:
Coach Typ e
I AC Coach
No. of Glue Boards to be laced
One in each cabin, coup e, attendant cubicle and electrical control Panel
4 Nos. in p assenger co mp artment and 1 in Electrical control Panel
6 Nos.
4 Nos. in assen
Pant Cars
Reserved non-AC coach es
ii) The Glue Boards shall be taken off fro m the coaches at the end of primary maintenance schedu le
and it shall be ensured that rats/rodents trapp ed in the Glue Boards are removed before the dep arture of
the train. The disp osal 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 p antry
car for the entire leg of the onward /return journey for requirements enroute/ at the other end terminals.

Page 88 of 173
iv) The contractor shall also p rovide 2 Glue Boards p er train rake to the escorting staff/Executive
Housekeep er of the agency p roviding on Board housekeep ing/ co ach attendant to attend to sp ecific
requirements/comp laints enroute.
The glu e Boards must be rep laced whenever they become unusab le/ineffective for trap p ing rodents.
Other devices/imp lements as deemed fit by the contractor, such as rat trap s, guards on cables goin g
from underneath of coach floorin g 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 coachin g depot(s) for rodent control Le., p it lines, stabling lines and
adjoinin g y ard etc. is indicated in Annexure C-1. The rodent control p rogramme in the identified area
of the coaching dep ot y ard, p it lines and premises will require integrating several control methods to
be implemented in a p lanned manner by high ly trained and exp erienced technical personnel. The
treatment should commence with strategic p lacement of baits to bring the infestation under control. A
constant vigil on p opulation of rodents would be necessary.
ii) The followin g methodology and gu idelines should generally be followed for rodent control in p it
lines/ co aching d ep ot y ard:
a) On commencement of the contract, on the 1st day , rep resentative of the contractor and Railway
shall jointly survey the entire area to lo cate p ockets of high, medium and low density burrows and the
Contractor shall simultaneously p lug 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 p revent the use of
chemicals in excess. Sp ecial monitorin g and treatment should be carried out for the high density
areas/zones.
b) On next day the burrows which are found op en by rodents shall be termed as active bul'IDJ\lSand
these burrows shall be treated with aluminum p hosp hide (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 d aily 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 disp osed off suitably on the same day by the contractor. The
disp osal of such dead/live rats/rodents must not cause any health /environmental hazard.
7. (a) A maximum tolerance of + 7 days shall be p rovided in the frequency of p est/rodent control
treatment in coaches to take care of op erational exigencies and disturbance of coaches in the rake links
etc. In case, for some reasons the coach does not return to the p rimary coachin g dep ot by the
designated due time for treatment includin g the tolerance (in cludin g bookin g of the co ach to the
Workshop s for maintenance schedules etc.), no p enalty shall be imp osed on the contractor.
However, the coach shall be treated immed iately on arrival, before bein g permitted in the train
services from the p rimary dep ot/station.
(b)The contractor must adhere to the sp ecified frequ ency of treatment for rodent control in coachin g
dep ot y ards/pit lines and no tolerance shall be p rovided 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 p ay ments shall be made accordin gly through monthly bills for the
total No. of treatments in each of the category of coach es.
For the rodent control in coachin g dep ot p remises identified for the p urpose, 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 Sup ervisor nominated/
dep uted for this p urpose by Sr.DM E/ Sr.CDD of the division.
The Measurement book for this p urp ose shall be maintained in every dep ot on the basis of which
p ay ments 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 p est/rodent control and in order to
achieve the desired end results as in Annexure 'A'.

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Pay ments shall however be made only for the No. of treatments carried out p er month in coaches in
accordan ce with the minimum frequency sp ecified in the tender and on a monthly basis for rodent
control in the coaching d ep ot p remises.
(e) Contractor shall ensure that only those personnel who are trained in the field of p est/rodent control
by certified trainin g institutes are dep loy ed for this treatment. The contractor shall giv e details of such
p ersonnel alon g with bid documents. The technical b id should clearly brin g out the y ardstick for
dep loyment of manp ower for effective execution of the contract.
(f) The strategy to eliminate p ests/rodents while including all the measures stip ulated in this tender
schedule should not be limited/restricted by these. The contractor is exp ected to take all measures,
whether mentioned in tender schedule or not, required for co mp lete elimination of p ests/rodents etc.
9. Tenderer(s) should quote the rate inclusive of all ap plicable taxes and levies, etc. levied by the
Government or Local bodies. Railway s shall not be liable for any increase in the taxes or duties lev ied
by the Government or Local bodies which shall h ave 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 fin al rate in case of ambiguity .
a. All offers shall b e written/typ ed neatly without correction and over writings.
b. Any individual(s) signin g the tender or other documents connected therewith shall specify whether
he is sign in g.
i. As sole p roprietor of the concern.
ii. As a p artner or p artners of the firm.
iii. As a Director, M anager or Secretary of a Limited company duly authorized by a resolution p assed
by the board of Director or in p ursuance of the authority
c. All p rices and other information like docu ment sets having a bearin g on the p rice shall be written
both in figures and words in the p rescribed offer form and duly signed and stamped.
d. Offer in the p rescribed form should be addressed to Sen ior Division al Mechanical Engin eer
(Coachin g), (Address). The tender should be submitted in a sealed cover sup er 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 Sp ecial conditions of contract and Sp ecifications of the
work as mentioned in this tender.
f. In case of any deviation from the requirements of tender sp ecifications, instructions to tenderer(s) or
General & Sp ecial Conditions of Contract, the same should be brought out by the tenderer in
Annexure B.
g. All p ages of the tender document duly serialized and enclosed should be du ly filled in by the
tenderer wherever app licable and submitted alon g with the tender du ly signed and stamp ed on each
p age.
h. The tenderer should avoid ambiguity in his offer e.g. his offer is to his standard
sizes/lengths/dimensions. He should sp ecifically 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 in g out the said work, are in uniform and carry
an identity card on their p erson, at all times. They shall beh ave in a d isciplined courteous manner, and
in no way , indulge in activities in Railway p remises, which could cause loss to p rop erty or reputation
of Railway s.
12. Issue of Identity cards by Contractor: Contractor should issue Identity badges (as p er app roved
format) to all his labour being en gaged to carry out the Work, includin g the Sup ervisor. 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 p resence on Railway
Premises.
a. Security Dep osit 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.

Page 90 of 173
c. Security Dep osit will be recov ered on ly from the running b ills of the contract and no other mod e of
collecting SO such as BG, FD etc. shall be accep ted. In case of contracts of value RS.50 Crores and
above, irrevo cable bank guarantee can also be accepted as a mode of obtainin g security dep osit.
d. After the work is p hy sically comp leted, security deposit recovered from the runnin g b ills of a
contractor can be returned to him if he so desires, in lieu of FOR/irrevo cable Bank Guarantee for
equivalent amount to be submitted by him.
e. No interest will be p aid 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 gu arantee amounting to 5% of the contract value.
b. A Performance Guarantee shall be submitted by the successful bidder after the letter of accep tance
has been issued, but before sign in g 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 up to the stip ulated date of comp letion p lus 60 day s bey ond
that. In case the time for comp letion of work gets extended, the contractor shall get the validity of
Performance Guarantee extended to cover such extended time for comp letion of work p lus 60 days.
c. The Performance Guarantee (PG) shall be released after the p hysical comp letion of the work based
on the 'Completion Certificate' issued by the comp etent authority stating that the contractor has
comp leted the work in all resp ects satisfactorily . The security deposit, however, shall b e released only
after the expiry of the maintenance p eriod and after passing the final bill based on "No Claim
Certificate".
d. Wherever the contract is rescinded, the security dep osit shall be forfeited and the Performan ce
Guarantee shall b e encashed and the balance work shall be got done indep endently without risk and
cost of the failed contractor. The failed contractor shall be debarred from p articipating in the tender for
executin g the b alan ce work. If the failed contractor is a J V or a partnership firm, then every
member/p artner of such a firm shall be debarred from p articip ating in the tender for the balance work
either in his/her individu al cap acity or as a partner of any other JV/p artnership firm.
e. The En gineer shall not make a claim under the Performance Guarantee excep t 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 describ ed herein
above, in which event the Engineer may claim the full amount of the Performance Guarantee.
ii) Failure by the contractor to p ay 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 day s of the
service of notice to this effect by Engineer.
iii) The contract bein g determined or rescinded under p rovision of the GCC the Performance
Guarantee shall be forfeited in full and shall be absolutely at the disp osal 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 dep osit of cash
ii. Irrevocable B ank Guarantee
iii. Government Securities includ in g State Loan Bonds at 5% below market value
iv. Dep osit Receip ts, 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 Receip ts tendered by all Scheduled Banks
vi. A dep osit in the Post Office Savin g B ank
vii. A dep osit in the National Sav in g Certificates
viii. Twelve years National Defence Certificates
ix. Ten y ears Defence d ep osits
x. National Defence Bonds
xi. Unit Trust Certificate at 5% below market value or at the face value whichever is less.

Page 91 of 173
xii. Also FOR in favour of FA&CAO (free from any encumbrance) may be accepted
15. The coaches can b e offered for p est / rodent control at coachin g depots / maintenance sidin gs of
Division, Railway or at any other location as decided by Sr.DME (Cog) / Sr.CDO. The app roximate
number of coaches based at the above co achin g d epots is as indicated in Annexure C.
16. Tenderer(s) should quote the rate inclusive of all ap plicable taxes and levies, etc. levied by the
Government or Local bodies. Railway s shall not be liable for any increase in the taxes or duties lev ied
by the Government or Local bodies which shall h ave 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 amb iguity .
18.The above work will be subject to the General conditions of contract in force on Railway in
addition to the Sp ecial terms and conditions as laid down below.
I / We hereby agree to carry out the work at the rates quoted by me/us duly accep ted by (i)
Comprehensive control of cockroaches, rodents, bedbugs, mosquitoes, etc. in all co aches maintained at
coachin g d ep ots of Division, Railway .
Note:
a. It must be ensured that treatment/disinfestation is carried out in thoroughly cleaned coaches. Prop er
I.iaison must be made by the contractor with the Coachin g Dep ot officials in this regard.
b Whenever a coach is detached from the rakes for IOH/POH in the sick lines/workshop s,
fumigation/misting treatment shall be carried out in the coach usin g rep uted brands of foggin g tin
(CANNON or equivalent) to cover all corners/crevices, includ in g inaccessible areas such as
underneath seats and berths, including toilets and dustbins etc. The tin shall be lighted and once it
starts p roducing smok e the coach es shall be sealed. The fumigated co ach must be kept in the sealed
condition for about 6 hours.
The contactor shall quote the rate/coa ch for this activity separately (As in Annexure 0) and monthly
payments shall be made according ly 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 p utting it back in
service after IOH/POH in the workshop s.
The work shall be carried out at coach ing dep ots of Division, Railway . In case of any chan ge in
location, same needs to be jointly agreed to by authorized rep resentative 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
p est control treatment immediately on arrival of the terminating train on the p latform after detraining
of the p assengers. The coaches shall be opened as soon as the rake is taken up for maintenance in p it
line. Contractor shall have no claim to the effect that less than adequate time was availab le" for the
chemicals to act. The contractor supervisor shall maintain close liaison with authorized rep resentative
of respective coaching dep ots towards an overall effective objective of p est/rodent control.
b. In order to p revent cross infestation, the contractor may make efforts to treat all the AC coaches &
all the Non-AC coaches of a p articular rake together.
c. Besides maintain in g written records, the d ate of the treatment and next due d ate shall also be
indicated by the contractor through ap p rop riate stickers inside the coach in the doorway /toilet area. No
additional p ayment shall be made for said activity .
d. Sp are coaches ly ing in y ards, etc. shall also be required to be treated for p est/rodent control as p er
the laid down frequency .
e. Railway s shall make efforts to detach p antry cars from rakes once a month (within reasonab le
tolerance) to facilitate complete vacation & intensive clean in g for thorough p est / rodent control
treatment & give adequ ate time for the ch emicals to act. However, due to exigen cies of train
op erations, the same may not always be possible & the pantry cars may have to run for a p eriod of
more than one month before detach ment. The contractor shall not have any claim in this regard.
f. The contractor shall carry out surp rise insp ections with regard to the work carried out by their staff
& submit rep ort of the said insp ection whenever called for the p erusal of comp etent Railway authority .

Page 92 of 173
g. The desired end result in redu ction / elimination of the infestation in co aches and broad
methodology for measurin g the lev el of infestation and the exp ected 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 b e jointly recorded by contractor/his
rep resentative and the Railway staff nominated by the COO.
h. S torage Sp ace: Railways shall p rovide storage sp ace free of cost for stocking of ch emicals,
maintainin g of records, etc. The space may not necessarily be a sep arate room; some sp ace may be
earmark ed within existing roo m. About one month's inventory of the chemicals shall b e maintained in
the storage space. The security of chemicals / records will be the resp onsibility of the contractor and
the allotted sp ace shall under no circumstances be used for any other p urpose. Contractor shall
maintain records of consump tion of various chemicals consumed by him and shall make the same
available to insp ecting Railway officials Le. Sr OME/Sr COO or the supervisors nominated by them
for this p urp ose.
L The p est control operator shall give an undertaking of followin g all safe workin g p ractices. The p est
control. op erations should not result in any discomfort to the p assengers (including ch ildren) / Railway
staff in vicinity at the time of op erations or during normal service and maintenance of the coach es. The
p rocesses utilized for rodent I p est control should be safe for the traveling p ublic.
j. Railway s reserve the right to randomly draw samp les of the insecticid es utilized by the contactor for
p est control, for tests in any Government app roved laboratory , in case of doubts or comp laints. The
cost of such tests will however be borne by the contractor.
4. Penalty:
Railway administration may at its sole discretion, imp ose the following p enalties for unsatisfactory
p erformance:
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 sp ecified frequ ency of treatment.
ii. Penalty of Rs. 1,000/- (Rs. One thousand only ) p er comp laint (besides immediate free attention to
the coach) for written p assenger comp laints regard in g presence of cockro aches, rod ents, bedbugs,
mosquitoes etc. in coaches cov ered under the contract.
The coachin g d ep ot incharges shall maintain a p rop er log of all such comp laints and ensure that the
bills are p aid on ly after accountin g for all the complaints. However, the dep ot incharges may consider
the exemp tion of p enalty on account of rodents in case it is established that 9utside yard (secondary
examination/terminal attention/stabling
p remises) nominated for the rake are infested to extraordinary dimensions. To exercise this discretion,
dep ot incharges should get an acknowled gement from Div isional authority that the concerned
outstation y ard/p remises 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
Sup ervisor that the number of p ersonnel deploy ed for the contract execution or their qualifications are
not as p er the y ardsticks of the bid.
iv. Penalty of RS.1500/- (Rs. One thousand and Five hundred only ) whenever it is noticed that
contractor is using chemicals/imp lements not p ermitted under this contract. Besides, no p ay ment shall
be made for such Pest/Rodent Control treatments carried out by the contractor.
v. A lump sum p enalty @ RS.100/coach holdin g covered under the contract whenever the contractor
does not achieve reduction in infestation levels of cockroaches as prescribed in ann exure -A.
vi. A lump sum p enalty @ RS.50/coach holdin g cov ered under the contract whenever the contractor
does not achieve reduction in infestation levels of rodents as p rescribed in annexure -A.
vii. Penalty of RS.10000 for not achiev in g desired level of infestation of rodents in the coachin g d ep ot
p remises during the monthly checks as p rescribed in Annexure-A. Bills for work done under this
contract shall be p repared in dup licate by the Contractor on or before ih day of each month in resp ect
of the work done durin g the p reced in g month. Such bills shall be submitted to the Divisional Railway

Page 93 of 173
M anager (Mechanical) (Division) and when p assed for p ay ment by the Sr. Divisional Finance
M anager, p ayment of amount due will be made through EFT / NEFT. M andate form of EFT / NEFT is
enclosed as Annexure E.
Pay ment shall be made for total number of treatments given to coach es durin g the month based on the
sp ecified frequency of treatment. No p ay ment shall be made for any treatment which is to be carried
out in addition to what has been sp ecified by the tender schedule for any reason whatsoever.
The contract will be valid for a p eriod of 3 years with a p rovision of a clause for price variation.
Price Variation Clause (PVC) shall howev er be ap plicable only for tenders of v alue more than Rup ees
fifty lakhs.
The amount pay able on account of Price variation shall be settled every quarter as p er the following
method:(i) The amount p aid during a qu arter shall constitute of the following elements: X % - Labour
Y % - M aterial (Consumables i.e. chemicals/p esticides, rodents trap s etc.)
Z % - Fixed Comp onent (this implies the cost of mach ines, 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 b e taken
as the index no. (All India Average) ,as on date of op ening 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 purp ose.
(iv) For material p ortion, Statement 40 of RBI Bulletin (All India Average) shall be used. The
calcu lation of Price Variation p ay able illustrated as under. Price Index for material as on date of
op ening (M o) = 160 Avg. Price index for Labour durin g 1st quarter (L1) = (452 + 456 + 455) /3 =
454.3, where 452, 456 and 455 are the ind ices for the three months in the quarter under consideration.
Avg. Price index for material durin g 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 b e p ay able on Rs. 1, 50,000/- (i.e. the fixed co mponent)
7. Variation in Quantity: The variation in quantity shall be governed by the General Cond itions of
Contract.
8. Cancellations or S uspension of Contract: The Railway Administration shall be at lib erty at any
time without giv in g any reason to susp end temporarily or terminate permanently this contract on
giv in g 7 day s notice in writing to the contractor and the contractor shall not be entitled to any claim or
comp ensation by reason thereof.
l/We hereby agree to carry out the work at the rate quoted by me/us in financial bid submitted
sep arately in a sealed envelop e, duly accepted by Railway & abide by the terms & conditions laid
down here in above.
1. Broad methodology of measuring the lev el of infestation of cockroaches and ratsl rodents in
coaches and exp ected reduction in infestation with time Within these broad guidelines, before
commen cement of the contract, Sr OM E/ Sr COO or h is authorized rep resentative and contractor shall
lay down a specific methodolo gy for measurement of the lev els of infestation in samp le co aches at
various stages of the contract.
Pantry cars & AC coaches- 10% of the holdin g of the Depot Non AC coaches (Sleep er Class) - 5% of
the holding of the depot
Samp le coaches chosen should be rep resentative and include trains p ly ing in different
directions/destinations. The measurement of levels of infestation as p rescribed above should b e carried

Page 94 of 173
out in the samp le coach es, subject to these hav in g b een treated for p est control at least 5 d ay s prior to
this exercise.
(a) Cockroaches in coaches:
Flushing agents (ROACHEX/SOLFAC 050EW/OEVIKOL Solution in water in the ratio 100 ml
insecticide: 4.5 litres of water) will b e sp ray ed in cracks and crev ices and other vuln erable locations
like linen storage area; b erth folds; toilets etc., in the followin g doses to force cockro aches to come out
in op en:
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 sp ray ed, each sample p antry car and AC co ach shall also be subjected
to intensive foggin g usin g 125 gm CANON/equivalent rep uted make foggin g tin. The tin shall be
lighted and once it starts p roducing smoke the coaches shall be sealed for about an hour. Food based
attractant traps (5 Nos.) shall also be p laced in each p antry car/AC coach before sealin g.
Thereafter, the number of cockro aches trapp ed and their life stage (ny mp h / adult) will b e recorded
and used as a ben chmark for measurin g the lev els of infestation in the beginnin g 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 p antry cars)
The levels to be achieved after six months should be sustained and checked/monitored every six
months thereafter.
No p enalty shall, however, be imp osed if number of cockroaches (Dead or aliv e) detected during these
checks is less than 2/coach.
Quarterly monitoring of levels of infestation of rodents shall b e done in the sample coaches. 6 Nos. of
Glue boards shall be p laced in each samp le co ach at p redetermined lo cations and rat/rodent catch, if
any , will be record ed. Acceptable levels durin g such checks shall not be more than one catch (dead or
alive) p er five coach es or a part thereof.
Note: Cost towards such p erformance monitorin g checks for control of cockroaches and rodents shall
be borne by the contractor and no extra p ayment shall be mad e by the Railway s.
Pit line /y ard area p rop osed to be covered und er the contract for rodent treatment is given in Annexure
C-1. The Contractor will be resp onsible for disinfestations of the earmarked area and shall ensure to
make passive the borou ghs, holes which p rovide shelter to rat / mon goose / bandicoots etc. by the end
of one month of co mmen cement 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 rep resentative, and a penalty shall be imp osed for not achievin g the desired results.
Contractor will bring out in his schedule as to how he p rop oses to show the effect of Rodent control
treatment in Pit lines/y ard of the coaching d ep ots, 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 # Accep ted (Yes/No) If No list Deviation(s)
Sp ecial terms and Cond itions of contract:
S pecifications of work:
Sr. Dep ot Non AC Coaches AC No. Reserved Unreserved Coaches Pantry Cars
1
2
3
4

Page 95 of 173
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.
Typ e of coach No. of coaches Frequency Total number of Rate p er Total cost for (holding) of
treatments during treatment THREE y ears treatment the contract for 3 y ears
AC
Fortnightly
Pantry Cars Fortnightly
Non-AC (Reserved) Fortnightly in first three months & thereafter monthly
Non-AC Bi-monthly
(unreserved)
TOTAL COST (I)
Typ e of coach Rate per treatment (Rs.
Labour Component Material comp onent Fixed co mp onent
AC
Pantry Cars
Non -AC
(reserved)
Non -AC
(Unreserved)
Anticip ated No. of coaches to be Rate/treatment/coach Total cost for the contract
booked for IOH/POH during the (3years)
contract p eriod
Total Cost (II) ------------Typ e of coach No. of Frequency of Total number of Rate per Total cost for
coaches treatment treatments treatment THREE y ears
(holdin g) durin g the
contract for 3
y ears
AC During every
Primary
M aintenance
Pantry Cars During every
Primary
M aintenance
Non-AC (Reserved) Weekly
.
TOTAL COST (III) ---------Typ e of coach Rate per treatment (Rs.
Labour Component Material comp onent Fixed co mp onent
AC
Pantry Cars
Non-AC
(reserved)
N.S . Contractors shall note that above rates are inclusive of all the sp ecial treatments which
are p rop osed to be given at various stages of work and no pay ments other than the above
shall be made.

Page 96 of 173
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 gu arantees to honor all EFT/NEFT advices/reports as p er RBI Regulations.
i) I hereby declare that the p articulars giv en in this mandate form are correct and comp lete. If
the transaction is delay ed or not effected at all for reasons of incomp lete or incorrect information, the
User institution Le., FA & CAO/ Railway , (Division) will not be held responsible.

Page 97 of 173

CONTRACT
FOR
RAKE MECHANIZED
CLEANING & WATERING
OF COACHES
IN COACHING DEPOTS
INCLUDING CLEANING
OF DEPOT PREMISE

Page 98 of 173
SPECIAL TERMS & CONDITIONS OF CONTRACT FOR RAKE M ECHANIZED
CLEANING & WATERING OF COACHES IN COACHING DEPOTS
INCLUDING CLEANING OF DEPOT PREMIS E
The work pert ains to round the clock 24 x 7 days Intensive Mec hanized Cleaning of coaches on the pits
situated in depot. The rakes will be Attended at as per t he Pit Occupation Chart as giv en in ANNEXUREA3.
1.

The Contractor will utilize compact and portable Cleaning mac hines covering all the safety precautions as
specified in the Annexur e 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 whic h they will be maintained in
depot on different washing lines are plac ed as Annexure A3. This may howev er change depending on t he
decision of the depot officer due to occasional late arriv al of train or as a planned meas ure.

4.

The Contractor will nominate a representative/s upervisor-in-charge who will maintain liaison wit h the
Sr.Section Engineer (C&W) / CDO or his nominated represent ative regardin g carrying out cleaning
activities of rakes, liaison with Railways etc.

5.

The Rakes on terminatin g station will be handed over t o the Contractor after due inspection & it will be t he
Contractors 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 c oaches s hall be duly lock ed
again and handed over to the Railways nominated authority.

6.

Nominated represent atives of Railway s hall ins pect the c oaches after cleaning activities have been
performed. The quality & quantity of work will be ins pected daily for each rak e. An objective and clear-cut
system of checking quality of cleanliness for each item of work with a score card s hall be filled while
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/c oaches/Railway property
takes plac e 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 servic es on multiple shifts bas is if required. In case of late
running of trains the contractor in liaison with t he CDO will resc hedule and arrange his resourc es to ensure
the coac hes are attended ev en 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 authoriz ed representative.

10.

The Contractor s hall furnish complet e details of the personnel to be deploy ed with s upervisor(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 repres entativ e bef ore starting the actual work.

11.

The Contractor s hould issue Identity badges to all his Labour engaged to c arry out t he work, including t he
supervisor. These identity badges should be so carried that they can be identified by Railway
Security/Carriage & Wagon Staff and Supervis ors. The Identity badge s hould be worn by contractor Labour
on left on the chest at the plac e of work.

Page 99 of 173
12.

The Contractor shall instruct the Labourers engaged to close the c oach toilet taps & Hydrant taps during
non-use and after us e to avoid wastage of water.

13.

The Contractor should ens ure that the dirt, litter and other filth collect ed after the cleaning shall not be off
loaded to nearby Pit/Was hing lines and will be dumped only at nominated place as advised by Sr.Section
Engineer(C&W)/CDO. The entire Pit/washing Line shall be cleaned after the rake has been cleaned.

14.

The Contractor shall mak e nec essary Electrical Plug & Socket with Cabling arrangement along the
catwalk/pit line t o draw electric ity as per Annex ure A-8. Railways will supply required load & Electricity free
of cost. However, the Contractor will have to give total load det ails / consumption /day. The electric al
installation is by the side of washing line and may come in c ontact with water. Contractor will be
responsible for providin g 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. Railway shall not be responsible for any suc h mishap.

15.

All the mechaniz ed systems & implements /accessories as required in this project shall hav e to be to be
owned by contractor. The Contractor shall be responsible f or round t he clock av ailability, serviceability and
maint enance of t hese mechanized systems. Thes e Mechanized systems s hould be dedicated to this
contract and cannot be taken out for any ot her job.

16.

Railways shall provide adequate free of cost water supply through hydrant taps on the pit lines f or was hing
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 s hall 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 daily cleaning of rak es from ins ide/outside
during its primary or sec ondary maintenance in depot as per sc hedule of work giv en in Annexure-A1.
However, Contractor shall be geared to tak e any additional no. in seas ons.

19.

All direct or indirect costs and obligations pertaining to employment of specialized manpower will be borne
by contract or under the turnkey scope of work.

20.

The resources shall be mobiliz ed and made functional within a period of 45 days from t he date of intimation
of the acceptanc e 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 s urvey (Annexure-A7) regularly regarding cleanliness of t he coac hes. The Railways will give
required permission to conduct such surv ey at station.

22.

The Contractor is expected to maint ain entire dat abas e of coac hes/rakes attended by him for analytical
purpose at the end of every month & at the end of each year. The Contractor is also ex pected to make
available this database to Railway whenever desired.

23.

The Mec hanized Cleaning Contract is on turnkey basis. The turnkey serv ice contract will cover the
following:
a. All fixed installations,
b. Mechaniz ed systems as per giv en specifications
c. Hand implements, tools & tackles,

Page 100 of 173

d.
e.
f.
g.

Consumables of machines including cleaning and disinfecting agents,

Operat ors/Labour & Supervis ors.
Set of Uniform with distinguished logo and identification to machine operators.
Complete maintenance of the Machines employed for cleaning the rak es.

24.

On completion of work as specified in Annex ure-A1(-Schedule of Work), all t he window glass shutters shall
be closed and the doors lock ed 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 hav e catwalks on both sides; some pit lines on one side only and s ome pit lines do not
have catwalks. The contractor s hould be prepared t o clean the coac h on all t he pit lines irrespective of
whether c atwalk is available or not. The coaches are to be cleaned on rake during the pit occupation.
However the coaches av ailable in the yard, sick line and IOH may also be taken up f or cleaning based on
the necessity of the Rail way Administration.

26.

The contractor has to attend the intensive cleaning of coac hes and the rak e has to be c ompleted in 3 hours
maximum or as per the occupied time of rake in the washing line.

27.

The contractor should utiliz e trained manpower and supervis ory personnel from House keeping field. The
contractor should show doc umentary evidenc e in support of this. Trained personnel in House k eeping 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 shall 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 ev aluated on a scale of 10 as per the following grading and sc ores will be
assigned for eac h item in the score card:
Surface condition
Clean, no dirt or no stains
Clean, very slight stains with visible cleaning effort
Very light dirt or stains visible
Minor dirt/stains visible
Fair dirt and stains visible
Severe dirt and stains visible
Extremely dirt/stained

Rating
10
9
8
6
4
2
0

The quality of surf ace cleanliness should be reassess ed after drying.

No visible residues should be left on the int erior surfac e, nor s hould 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 overall rating for the rak e will be arrived & scores more than 90% only shall be acceptable.
A specimen c opy of Score sheet is enclos ed in Annex ure A2 for the daily maintenance of rec ords. The
Score Sheet shall be fille d for each rake & maintained separately.

Page 101 of 173

30.
Penalty clause
The c ontractor s hould ens ure 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 rec overed from the bills. No penalty shall
be applicable for old permanent stains on stainless steel pan & was hbasin, porcelain commode in western lav atory,
glass mirrors, wall panel, mirror frames, external panel, and door & floor area. However c ontractor should make
necessary efforts to remov e old st ains also at his cost to hav e an aesthetic appearanc e of c oac hes cleaned by his
labour/workmen.
Sl.No.

OVERALL RATING
80- 90%

PENALTY IF ANY
10% of the accepted rate/c oach will be recov ered
from the bills for no. of coaches in that rake.

(i)

70-80%

20% of the accepted rate/c oach will be recovered

from the bills 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 coac hes
offered during the period. If the work ex ecuted by the contractor is c onsist ently uns atisfactory (below 6
rating) for 10 days, at the risk and cost of the contractor.

The Labour engaged by the contract or should alw ays be in prescribed unif orm and identity badges & if they
are found without these, Railways may impose penalty not more than Rs. 100/- per case.
Railway Officials of different ranks will be ins pecting the quality of cleanliness of coaches from time to time.
Adverse remarks of any inspecting official or public complaints received on cleanliness of coac hes, t he
contractor will be liable for a penalty of Rs.500/-(Rupees Five hundred only) or the compensation awarded
to complainant in any court of law and in cons umer or both.
31.
Inventory of Materi als & Inspection:
The contractor shall make arrangements to present to the Senior Section Engineer/CDO, Coac h Maintenance
Depot at the commencement of the work ev ery day t he stock of v arious cleaning materials/ agents/ compounds to
record the adequacy of mat erials to be us ed 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 repres entativ e of contractors and record to this
effect has to be maint ain ed by the contractor to prefer the bill for the c ompleted mont h.

Page 102 of 173

33.

WORK DIARY

The depot will open a Work Diary for the above contract for whic h the Contractor will indic ate the details of the
works carried out daily and it should be jointly certified by bot h SSE or his nominated repres entativ e and
contractors repres entativ e daily. The extracts of this Work book will form part of t he monthly bill f or v erification.
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 quality of cleaning should not affect the glossiness of the parent material or the paint whichev er applicable.
No stains, spots, marks, pasted labels and any other substance should be left inside the c oach.
(b)

During the exec ution of work, it is the responsibility of the c ontractor to see that chemic al cleaning solution
should not affect the glossiness of surf ace on the exterior of c oac h. Whatever c hemic als f all on the exterior of
coach should be wip ed thoroughly.

(c) The quality of cleaning for the LP Sheet panels, varnished areas/ painted areas including partition frames,
pillars and s eats/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 sli ghtest change in the color of the
cloth. The windowsill areas also should satisfy the above c ondition.
(d) The Rexene surfaces s hould 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 s ame 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 c oach 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
colo ur of the clot h. In cas e 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 differenc e of colour in the same piece of PVC sheets including toilets.
(g) The inside roof portion of the coac h 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 c heckered plat es should be free from all types of muck and other s ubstances.
(i)
(j)

The sliding doors and louver shutters s hould be thoroughly cleaned.

The s ole bar at the entrance of t he doorway, handrails, window bars and steps s hould also be free from dirt,
muck and any sticky substances.

(k) The pantry c ars, storeroom racks, walls, kitchen room, partition mes hes, grills, gas room etc should be
thoroughly cleaned.
35.

INSPECTION CLAUSE

The Sr.DME/DME/AME/CDO/SSE, Coach Maintenance depot or his repres entativ es on his behalf will conduct
inspecti on of the coac hes after completion of work.

Page 103 of 173

Annexure-A1
Schedule of Work:
Coaches of different types viz, Pantry cars, IIIAC, II AC, AC first class, Chair cars, passenger carrying coac hes,
Second s leeper coaches, s aloons and other sec ond 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 c oaches could be in the form of rake composition or
spare coac hes av ailable 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 coac hes shall be swept with the help of suit able broom & garbage including plastic bottles shall be
collected in a Dispos able Bag & disposed off to nominated bin at Depot yard.
2.

INTERIORS OF COACH:
Cleaning of dirt and muck from the fo llowing locations, disinfec tion and dry ing
2.1 All ceiling panels should be wiped with a duster and all permanent stains/head greas e, 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 s hould be cleaned with detergent solution and wiped dry with a Squeegee in such a manner that the
glass should be clear and trans parent after cleaning.
2.4 To remove dirt, stains due to coffee/tea, betel spittoon etc and clean the ceiling and floor of the coac h.
2.5 In the kitchen area of pantry cars, all dirt, greas e and oil 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.

Page 104 of 173

3.

TOILETS:
Cleaning of dirt and muck from the fo llowing locations, disinfec tion and dry ing.

With a suitable HP Jet action & Detergents & manually following shall be cleaned:
3.1

Dirt and c obweb 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 ov erlaps.

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 was hbasin inside the toilet

3.7

Muck accumulat ed on the space below the was hbasin.

3.8

Dirt and muck accumulated on the frosted glasses and frame.

3.9

Muck formed on the mirror stand, soap tray and plumbings.

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 s olution taking c are that no water goes int o the mirrors. The
sidewalls below waist level and the banjo s hutters should be thoroughly cleaned with soft soap / cleaning solution
and cleaned with water by hand or portable s prayer. All dirty s pots s hould be remov ed with the us e of detergent.
The ceiling and sidewalls s hould thereafter be wiped dry. There should be minimum usage of water.
3.11 The mirror should be wiped with a dry duster and if nec essary, 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 porc elain
and stainless steel wash basins and lav atory 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 circ ular brush throughout its length.
4. DOOR WAYS:
Cleaning of dirt and muck fr om the following locations, disinfection and dry ing
4.1 Dirt on ceiling above main door.
4.2 Dirt on ins pection cov er.
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

Page 105 of 173

4.6
4.7
4.8
4.9
4.10
4.11
4.12

Muck formed below the Was h Bas in.

Dirt formed on the mirror frame.
Muck formed on the floor around the basin outlet pipe.
Muck formed on the catering box.
Muck formed on the floor near the main door.
Dirt formed inside the water container and basin.
Garbage collection & cleaning of Waste Bin.

5. INSIDE THE COMPARTMENT

Cleaning of dirt and muck from the fo llowing locations, disinfec tion and dry ing
5.1 Muck and dust acc umulated on the ceiling abov e top berth c orner.
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 pillars, at bottom of the pillars and seat support brackets.
5.6 Muck and dust acc umulated on the windowsills and window bars.
5.7 Dirt formed around the switc h.
5.8 Muck and stain acc umulated 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
Cleaning of dirt and muck from the fo llowing locations, disinfec tion and dry ing
6.1 The magazine pocket should als o be checked and cleaned of rubbis h and paper litter, 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 s oap solution and wiped dry.
6.3 All varnish finished, painted or polis h finished panels or laminated plastic panels should be dusted and drycleaned. Oil stains or head stains, if any, s hould be cleaned either with mild soap solution or cleaning fluid
taking care not to affect the surfac e 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 s pots, 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 collected in the corners, should
also be scrapped and cleaned. The win dow 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 c ompartments should be cleaned with a duster and stains if any, should be remov ed with
detergent solution.

Page 106 of 173

6.8 The tabletops in the c ompartment should be cleaned with cloth dipped in soap solution and wiped dry.
6.9 The floor and the c orridor should be swept dry with brush banister and sweepings c ollected in a dust bin.
Under no circ umstances s hould the sweepings be thrown on the was hing line and pit line. All stains should
be removed in a mechanized manner
6.10 In cas e of AC coaches, Almirahs, hangers, stools, side tables, loose c ushioned 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 usin g suitable shampooing liquid and brushed. It should be
ensured that no damages / discolorization of carpets tak e 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 wip ed dry and metal polis h should be applied so as to hav e a
fine finish. It should be ens ured 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 shall be cleaned and polished.
7. PARCEL LUGGAGE AND BRAKE VANS
Cleaning of dirt and muck from the fo llowing 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 s hould be thoroughly washed and cleaned with
disinfect ant daily. Slidin g door run way s hould 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 fo llowing locations, disinfec tion.
8.1 Dust and muck accumulat ed on the surface of the windowsills.
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 glass es should be clear and transparent after cleaning.
Glasses should not hav e 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 s hutters.
8.6 Dust and muck accumulat ed on the louv ers and window frame of louv er shutters are to be cleaned.
9. PANTRY CARS
Cleaning of dirt and muck from the fo llowing locations, disinfec tion and dry ing
9.1 The int erior metal portions suc h as store room racks, staff room walls, kitchen room, partition mes h, grills,
gas room etc should be sc rapped and cleaned thoroughly with appropriate cleaning solution to remov e soot,
stains due to grease, oil fumes etc. The floor shall be scrubbed with cleaning solv ent in mec hanized manner
daily.

Page 107 of 173

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 cle aning.
9.3 The Aluminum chequered plates on the floor s hould 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 fo llowing locations
10.1 Sole bar at the entrance of the doorway should be cleaned with HP jet and brus hed 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 s hall 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 us e of soap and water in washing and cleaning operation is bad as soap reacts with paint and
water c auses c orrosion. 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 coac h.
10.3 All the stainless steel and porcelain washbasins in c oac hes should be applied with met al polish. The
contractor should ensure that after applying met al paste, these stainless steel surfac es should have a fine
finish.
10.4 All vestibules and fall plate area need to be cleaned and was hed with water followed by spraying of phenyl.
10.5 All extruded fittings of trolley, 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 all the coaches & underneat h the Wash Basin from AC c oac hes s hall be
disposed to nominat ed bin at yard.
11. Filling of wat er in all coaches to full c apacity through side filling s pouts.
12. Providing toiletries to following scale in the AC coac hes cleaned every day to cover to and fro journey:
i)
Liquid soap (Lifebuoy or equiv alent brand)-200ml per toilets and 800 ml to be prov ided
with AC attendant for ret urn trip.
ii)
100 meters Tissue Paper Roll in the Western Type Toilet.
iii)
30 gram Odonil or equivalent in eac h Toilet onc e every 10 days.
iv)
Spraying
of
Room
Freshener
in
AC
coaches
for
before
the
Occupation of pass enger approx. 75ml in a coac h.
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 loc ations. Mechaniz ed sweeping of the area.
ii)
Mechaniz ed 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
Collection and disposal of garbage from y ard ,remov al of vegetation growth,
v)
pit line, was hing lines .Cleaning/Picking of garbage from yard and s hould be done onc e in a week.
vi)
The contractor s hould tak e adequate care to prevent littering of garbage in the yard.

Page 108 of 173

Annexure- A2/1
Logo

East Coast Railway, Puri

INTENSIVE RA KE CLEA NING

Name of Contractor

SCORE CARD ( TO BE FILLED BY THE DEPOT HOUSE KEEPING INSPECTOR)

Agreement No----------- ------ ----- ------ ---- dated----------- ----- ------ ----- --

Name of Contractor -------------- ----- ----- ------ ----- ------ ----- ------ ----- ------ --

Date of Inspection: ------------- ------ ----- -------Name of Depot-------------- ------ --

Name of Supervisor-------- ----- ------ ----- ------ ----- ----- ------ ----- ------ -Train No. ----------- ----- ------ ----- ------ ----- ----- ------ ----- ------ ----- --- Time Work Started----------- ----- ----T ime Work Comple ted-------------- ----- ------ ----- -No. Of Caches nI the rake-------------- ----- ------ ----- ------ ----- ------ ----- ----- ----No. of Coaches attended ----------- ----- ----- ------ ----- ------ ----- ------ ----- ------ -SNo.

1.
2.

3.
4.
5.
6.
7.

Coach Srl No
Itemized of work
Coach
Description
Type ->
Garbage Collection & Sweeping of
Internal Coach
Toilet Cleaning All Toilet Fittings,
Walls & F loor area and ceilling

10.
11.
12.

Gang way &Vestibule Area

Doors & Door Ways
All F loor Area in Coach
Berths / Seats/ Racks in Coaches
All Interior Wall Panels inc luding
ceiling
Fans & Light Fittings
Window Shutters,
Window Glass, window seal
Wash Basin & Mirrors on Door way
Dust Bins
Trolley Frame frontage

12.

Trolley Frame frontage

16.
16

Vis ible portion of Coach Roof Top

Watering of coaches

8.
9.

Note:

10

11

12

13

14

15

16

17

18

19

20

Rating
->
L1
L2
L3
L4

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)

21

22

23

24

Page 109 of 173

A
B

Total Rating secured =

Maximum rating=

C
Signature of Contractors Supervisor

Rating % =(Tatal Rating Secured*100)/Maximum Rating=

Signature of Auth. Rep. of Sr.DME/CDO

Page 110 of 173

Annex A2/2
On the Back side of Score Sheet:

Surface condition
Clean, no dirt or stains
Clean, very slight stains with visible cleaning effort
Very light dirt or stains visible
Minor dirt/stains visible
Fair dirt and stains visible
Severe dirt and stains visible
Extremely dirt/stained

Sl.No.

OVERALL RATING
80- 90%

(i)

70-80%

(ii)

Less than 70%

Rating
10
9
8
6
4
2
0

PENALTY IF ANY
10% of the accepted rate/coach will be recovered from the bills for no. of coaches in
that rake.
20% of the accepted rate/coach will be recovered from the bills for no. of coaches in
that rake.
No payment will be allow ed for the that rake for the day.

Page 111 of 173

Annexure-3
Pit occupation chart

Repair line

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

Weekly Berthing

Route-12A

2KP

Route-12B
Route-14

Contd.

2815/8475

4KP

8477

2802

8439,8449,8401,8403,8405(Weekly)

(I/PIT)

214

Route-16

5639/5640 (Sat)

8410

8452

210

(PIT)

Washing Line

210

Route-18
Route-19

2002+212

5639/40
2KP

8452

8008

8410
4KP

Washing and cleaning activities are done in Route no 18,19,14 &16(T otal 4 nos lines)

214
202+212

Contd.

Page 112 of 173

Annexure-A4
Dear Passenger,
As valued passenger your view s & 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
5

Areas of Cleaning/Services
Please mark ( Tick ) in space
T oilet Washing & Cleaning
T oilet Drying
T oilet 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
Availability of water

Passenger Name:
Berth/ Seat # :
Rake #
Date of Journey:

Signature of Passenger

Page 113 of 173

Annexure A5

Score Card for Depot Cleaning

Items of cleaning

S core on
First Check

S core on 2
Check

nd

Average Score

Cleanin g of office premises

Cleanin g of Rep air Sheds/Sick lin es
Cleanin g of Catwalks and Ap rons
Cleanin g of Pits
Cleanin g of Yards
Cleanin g of Drains inside the dep ots
Cleanin g of Pathways
Disposal of Scrap s to nominated p laces
Disposal of garb age at nomin ated places
S core: 10 (Excellent), 8(Very good), 6(Good), 4(Average), 0(Bad)
A s coring of about 90-100 should be aim ed at. Scoring below 70% is not
acceptable. No payment below 70% s core.

Page 115 of 173

Annexure A-6
Specifications for Project Resources.
Manpower: (Operators)
Intensive Rake Cleaning project requires sufficient no. of skilled /semiskilled manpow er
to be deployed by the Contractor / Agency. The manpow er will be allocated on rake @
0.60/coach. Total manpow er will be a combination of Machine operators & Supervisors.
S.No.
1
2

Item(s)
Type of Operator required
Age Group

Specification(s)
Semi-Skilled/Unskilled
18 - 35

Manpower: (Superv isors)

S.No.
1
2

Item(s)
Qualification of Supervisors
Qualification of Project Supervisor
cum Service Engineer

Specification(s)
Graduate
Diploma in Electrical/
Mechanical + 3 to 4 years of
experience
25 - 35

Age Group

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

M ake

Qty.
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
50 sq.mm. x 3.5 core PVC,Aluminum unArmoured cable

1700 Meters for 2 PF

BCH,L&T or any reputed brand

Fort Gloster/CCI/Finolex/any other

reputed make

Cable termination w ith Gland and lugs

80 Nos

Any reputed make

MCB in each Distribution Box

40 Nos.

Power outlet boxes with 2 Nos.20 Amp. Metal

clad plug socket with 20 Amp. SP MCB

40 Nos.

MDS/L&T/Siemens/DATAR or any
other reputed make
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

MS Angle Support 25 x 5 mm

40 nos.

Prakash/Surya/ Jindal or any

reputed make
any reputed make

Page 116 of 173

Machines: (Equipments)
The Contractor/ Agency is advised to utilize 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:
Portable Type High Pressure Jet Machine.
Portable Type Single Disc Mini Scrubber & scrubber drier
3. Portable Type Wet & Dry Vacuum Cleaner.
1.
2.

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.
T he pump shall be made of brass cylinder head. The machine shall be user friendly, lightweight
having separate Detergent Injector, Power Saving 4 min. Automatic Start - Stop , Rubber tire
Wheel Mounted T rolley, Manometer ,Double Lance,4 Stage filters.
2.
T he high-pressure machine shall be supplied with necessary attachment, which can
clean drains.
3.
T he machine shall be made of anti-corrosive body preferably ABS plastic, Galvanized
Stainless Steel, Rust & Corrosion Free Body Frame. T he machine shall have all the protection
devices such as Overloading Protection, Overheating Protection etc.
4.
T he mechanized system shall have a facility of detergent or chemical injector built in for
effective cleaning.
5.
T he mechanized system shall also have 0 to 180 bar Continuously Variable Pressure
Regulator.
6.
T he machine shall have a maximum Water discharge rate of 10 to 15 litres/minute.
7.
T he mechanized systems for washing tracks shall not draw load of more than 3 KW i.e.
13 to 15 amps.
8.
T he machine shall have a facility of self-priming of 1.5 to 3 meters head.
9.
T he machine shall work on a maximum inlet water temperature of 60 deg C.
10.
T he 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 & fittings 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
w eight
.. not more than 20 to 25 kg
Motor
.. approximately 500 w atts
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 w et, 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,

Page 117 of 173

Crevice tool, Large transparent wash-dry attachment, Small transparent w ash-dry attachment,
Insert for hard floors, Round dusting brush, Rigid extension tubes, Detergent bottle.
The machine shall have following in-built features & specifications:

The suction cleaner shall be multi purpose industrial type, durable having steel tank for anticorrosion, portable, rugged in design w ith durable steel reinforced rubber hose.

It should have the facility to lift 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-w g.

The suction cleaner shall have a Container Volume 10-12 ltrs for dry and 5-7 for w et.

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:
has

While signing the agreement the contractor must submit inspection/test

certificates/MTC in support of the specification of machines and equipments as
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 Pow er Cable so that it can
take care of the coach length while tapping electrical pow er from DG pow er supply generation &
distribution system. The Power cable shall be of class-I insulation material and shall be duly
protected mechanically so that w ear & tear while daily handling shall not cause any leakage of
current resulting into fatal consequences. It shall be double insulated for extra protection.
(ii)

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 litre of water. The length of the handle shall be at least 1 meter & made of mild
steel or aluminum.
(iii)

Window glass squeegee:

It shall be made of Stainless Steel handle of preferably 10 inches length w ith 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 w aste:

Disposable bag is required for collection of waste & litter from Coaches & Dustbin of AC coaches
& after collecting the same the bag shall be disposed off to nominated municipal bin. This bag
shall be made of Milky w hite colour Polyethylene of a size 20 x 30 minimum & minimu m 80
micron gauge. Anything less than this micron size w ill 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.

Page 118 of 173

1. Materials: (Cleaning Agents)
All the cleaning agents used for the project shall be bio-degradable environment friendly so
that it does not cause any harm to workers, passengers & the objects for w hich 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 Cleaning Agents:

Shall have excellent biodegradability.

The cleaning agents should preferably have near neutral PH value in used dilution.
Should have soothing fragrance & smell.

Should be Phosphate free.

Should not be a combustible liquid according to the regulations governing combustible
liquids.

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 Collin
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 & low er half in light 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 quality rubber gloves all the time w hile working on Coaches. It
shall be orange Coloured upto palm size i.e. 18 long.

Page 119 of 173

Gumboot (Shoes):

Good durable quality gumboot shall be given to all workers @ 2 pairs per worker per annum.
They shall be knee length & comfortable w earing so that no obstacles are caused to workers
w hile 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)

1.

S.No.
1

Item(s)
Trouser

Shirt

4
5
6

Cap
Shoes
Torch

Qty.
2set
s
2set
s
2
2
1

Type & Colour

Light brow n coloured trouser.
White Coloured, Terri cot.
Yellow coloured same as Workers
GumBoot
Handy Torch of any reputed make
for

Methods: (Work System);

All the operational methods used in the project shall aim to maximize output in terms of quality &
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 w ork in the time limit.

2.

Methods: ( Manpower Training ):

S.No.
1

2
2a

2b

3
4
5

Area(s)
Behaviour:
With Railw ay Staff
With Coworker
With Supervisors
Productivity:
Quality:
Quality of Washing
Quality of Drying
Quality of Waste Collection
Quality of Waste Disposal
Quantity:
Sequence of Operations
Handling of Machines
Safety:
Electrical Safety
Team Work:
Coordination with Co-w orkers
Supervisors Training

No. of
Days
1

1
1
1

Page 120 of 173

3.

Methods: (Operating Instructions):

a) Code of Conduct :

Dress code:

Every personnel w orking for Intensive Rake Cleaning in Depot should always be specified uniform
at all times.

Dress should be clean and w orn 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 supervisors instructions on behavior.

Arguments with Railw ay staffs and RO (Railway officials) should be avoided at all
costs.

All w ork related issues or objections should be directed handled by the Site
Supervisors.

Language:

While communicating w ith Railway Staff all the Contractors men will use language
understood by them. The language used shall be preferably local language.

Page 121 of 173

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 w ith 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, item w ise 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.
II.

Cumulative Rake Wise Performance Scores.

Passenger Feedback Analysis.

Page 122 of 173

Annexure-A8

Electrical Power Distribution Drawing

Intensive Rake Cleaning in Depot

Page 123 of 173

Annexure-II
Acceptance/deviation Schedule
(Tenderer may add more sheets if space is not adequate)
Clause #
General Conditions:

Accep ted(yes/No)

Special Cond itions:

123

If No list Deviation(s)

Page 124 of 173

ANNEXURE B
PACKET I (TECHNIC AL BID)
01.
02.

03.

Name/s of Tender/s
Whether Individual/firm/
Company/Co-operativ e
Society (duly registered)
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) Certificate 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.

124

Page 125 of 173

1
2

3
4
5

6
7
8

10

10
12

08.

Whether Rev enue/Bankers solv ency certificate of requis ite v alue

as detailed in Clause Annex ure -I, Para 7 b-iii has been attached?
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 ?
Whether supporting document/ certificate as detailed in Clause
Annex ure -I, Para 7b -i has been attached?
Whether de tails of prev ious ex perience as detailed in Clause
Annex ure -I, Para 7 a V-a has been attached?
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
Whether the de tails of personnel organization as detailed in
Clause Annexure -I, Para 7 a V-c are enclosed
Whether de tails of plant and machineries as detailed in Clause
Annex ure -I, Para 7 a V-d has been attached?
Whether the contractor has valid ISO 9000 ( i.e. ISO 9001:2000)
certification as a mechanized cleaning serv ic e 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.
Whether the mechanized cleaning system machines required for
execution of the w ork, as per technic al specification as detailed in
Annex ure A6 shall be supplied as detailed in Annex ure I, Para
7 a VII ?
Whether the contractor has enclosed proof of possessing
technical know how of Mechanized cleaning as detailed in
Annex ure -I, Para 7 a VI ?
Whether clause-by-clause acceptance /deviation schedule as
detailed in annex ure II has been attached?
Whether the chemicals, cleaning solv ents 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?
Original Money Receipt/Demand Draft/Deposit Receipt/Pay Order NO. ____________
________dt.__________________ issued by the Chief Station manager/ Bhubanesw ar_______________or
HQs Cashier/ Bhubanesw ar or _____________________________ (scheduled/Nationalized Bank) is enclosed
herewith.________________________________________________

TENDERERS SEAL
Signature/s of________________________
The tenderer/s________________________
Place:________________________
Dated:______________________

Chief Mechanic al Engineer,

125

Railw ay,

Page 126 of 173

Quarterly and Annual

Maintenance and testing of 5 Kg
capacity DCP type Fire
Extinguishers of
Division

126

Page 127 of 173

SPECIAL TERMS & CONDITIONS

1.

SCOPE OF WORK: The Contract is for Quarterly and Annual Maintenance an d testing of 5 Kg
capacity DCP type Fire Extinguishers of ______________ Division.

2.

Total Fire Extinguishers

3.

QUARTERLY MAINTENA NCE :

a.

b.
c.
d.

e.

Nos.

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.
Check the n ozzle outlet and vent holes as well as the threa ded portion of the cap for
clogging and check that plunger is clean and moving freely.
Ensure that the cap washer is intact and also grease the threads of the cap, plunger,
etc and wipe clean.
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.
Check all the c omponents of the extinguisher as per the maintenance check list given
below:

The dry power extinguishers should be opened in a dry r oom and for a minimum possible time to
avoid effect to atmospheric moisture on power.
1.

2.
3.

4.

5.
6.
7.
8.

4.

Dry power extinguisher, where discharge control is fitted on the n ozzles, should be
operated before opening the extinguisher to ensure that there is no pressure in the
extinguisher.
Weigh the extinguisher to check the correct mass of power filled in it which should be
marked on the b ody of extinguisher and recor d book wh en it was first put into service.
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 perc ent, it should be replaced by n ew cartridge.
Check the operating mechanism, dis-charge controls for free movement an d closing.
Examine nozzles, hose, an d vent holes, piercing mechanism of cap cartridge holder,
grease and wipe clean.
Remove the inner shell (if any) and clean porthol es.
Empty the dry powder in a dry container and examine for caking, lumps an d foreign
matter, in which case replace it with new dry powder charge.
Examine the extinguisher using dry air.
Return the original charge to the extinguisher and fi the cartridge and other fittings.

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 pr ovisions of IS 2190: 199 2(2002)
Clause 11.6. A dvantage shoul d 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 compon ents are fully tightened nozzles an d vent holes are
free of any dust or dirt, operate the extinguisher for testing the performance.
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.

127

Page 128 of 173

3
4

6
7

8
9

10

5.

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.
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.
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.
Check up the condition of the label an d if it is not in order ensure to replace with correct
label.
Examine the cylinder an d 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 corr ect component.
The ann ual inspection should b e combined with the testing requirements for operational
test and hydraulic pressure test.
The extinguishers after inspection should b e refilled immediately and the date of
inspection and refilling should be indelibly marked on the extinguishers and recorded in
the register of fire extinguishers.
Painting with two coats of Red paint and re-labeling of the fire extinguishers has to be
carried out as mentioned b elow:

SSE/C&W/AQ/No.

Date of Quarterly m aintenance..

Date of Annual maintenance

Date of Hydraulic testing:

Next Date due: .

Maintained by:

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 pass the test as per the requirements
mentioned above, the extinguisher shall be retained and, if it fails, the ex tinguisher
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
CO 2 cartridge (whenever the weight loss is more than 10% of the original weight) as

128

Page 129 of 173

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 E XTINGUISHERS : 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 an d the mode
disposal should be recorded in the register of Fire extinguishers (Annex F of IS 2190: 199 2).

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 Contractors
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 Contractors
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

129

Page 130 of 173

adhere to this deadline. Transportation of the Fire Extinguishers / Gas Cartridge
between Carriage and Wagon Depot / Ajni and Contractors 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. o f 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. Railways 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 Railways representative. Service tax / V AT shall
be payable by the Contractor as per extant rules.

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Page 131 of 173

13.

14.
a)
b)

c)

d)

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 CO 2 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.
OTHER CONDITIONS:
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.
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.
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.
Tender received after the du e date time of submission will not be accepted. Railway does n ot
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 n otice in writing to the contractor and the c ontractor shall not
entitled to any date or compensation by reason ther eof.

16.

The rates quoted shall include all taxes, royalties, over h ead ch arges 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 in vite op en or limited tenders and when tenders to deal with tender ar e called to
accept a tender in wh ole or in part of reject any ten der 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 n o 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.

131

Page 132 of 173

21.
22.

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.
The above work will be subject to the gen eral conditions of the contract up to correction slip in
force on C entral Railway in a ddition to these special terms & conditions as laid down her e in
above

132

Page 133 of 173

ANNEXURE VI
CENT RAL RAILWAY

PROFORMA - 1

MECHANICAL DEPARTMENT

S TRUCTURE OF ORGANIZATION
1
Name of the Company

Address

Telep hone No.

Telex No./Mobile No./ Fax No.

2
Descrip tion of the major field of activities of the comp any

3
Number of y ears of exp erien ce in the field of execution of
works of similar Nature

4
Name and address of p artners of associated comp anies, if
any p rop osed to be involved in the p roject.
5
Name and address of the collaborators / consultants, if any ,
who will be involved in the p roject
6
Name and address of Bankers

7
Attach an organization Chart showing the structure of the
comp any including n ames and p osition of Directors and key
p ersonnel

133

CENTRAL RAILWAY

Page 134 of 173

PROFORMA II
MECHN ICAL D EPARTMENT
O RG A NI SATI O N

1. ENGINEERING ORGANIZATION OF THE COMPANY

Description

Category

No. of
personnel

a) On p ermanent roll

b) Temp orary

c) Likely to be
made av ailable
on works

2. Reputed Consultants, if any with their

accep tance to p rovide service:

134

Name

Qualification

Page 135 of 173

CENTRAL
RAILWAY

PROFORMA III

MCHANICAL
DEPARTMENT

DETAILS OF PLANTS & MACHINERY OWNED BY TENDERER

Sr.
No

Particulars of No./
equip ments
Unit

Kind
/
M ake

Capacity

Age
and
Condit
ion

Details
of work
where
machin e
ry is in
use
at
p resent

Details of Remarks
machin ery
is
hyp othecate
d to any
bank
or
institution

DETAILS OF PLANTS & MACHINERY PROPOSED TO BE HIRED FOR WORK

Sr.No

Particulars of equip ments No.

/Unit

Kind / Make Cap acity

Note: Supp orting documents should be attached.

135

R em a r ks

Page 136 of 173

PROFORMA - IV
MECHANICAL DEP ARTMENT

CENTRAL RAILWAY
FINANCIAL STATUS
1
2

Name of the Organ ization

Address
Telephone No.
M obile No.
Telex No.
Fax No.
GRAM S

4
5

6
7

8
8.1
8.2
8.3
8.4
8.5
9

Form of Business
Proprietary
Partnership Comp any
Whether the business p artnership is registered
Whether registered with RAILWAYS or other GOVT or
PUBLIC Sector undertakin gs (p rovide latest cop ies of
registration, validity)
Date and commen cement of Business
Authorized and p aid up capital (a cop y of the articles
of association to be enclosed)
Financial Position
Cash
Current Assets
Council Liabilities
Workin g Capital
Net Worth

Total Turnover (in lakhs)

Enclosed audited balan ce sheet for each y ear (Financial
y ear is APR-MARCH)
2002-2003
2003-2004
2004-2005
10
Financial Arran gements
10.1 Own resources
10.2 Bank Credit (enclosed sup porting letter from Bank)
10.3
Other (sp ecify )
11
Bankers solvency certificate together with their address
12
App roximate value of works on hand
13
Valu e of anticip ated orders for next financial y ear
136

Page 137 of 173

CENTRAL RAILWAY

PROFORMA - V

MECHANICAL DEPARTM ENT

EXPERIENCE AND QUALIFICAT ION

Performance for relev ant works comp leted by the Tenderers from different organizations
Sr. Name of the
No. Govt. Deptt/
Client with
address

Descrip tion
of work

Total
value
of
work

Date of
Award
of work

Stip ulated
comp letion
date

Date of
Actual
comp letion

Remarks

Performance for relev ant works in p rogress by the Tenderers from different organizations
Sr.
No.

Name of the
Govt.
Deptt/Client
with address

Descrip tion
of work

Total
value
of
work

Date of
Award
of work

Stip ulated
comp letion
date

*End of the Tender Document*

137

%age
p rogress
on date

Remarks

Page 138 of 173

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

138

Page 139 of 173

NOTICE INVIT ING T ENDER
CENTRAL RAILWAY
Office of the Divisional Railway Manager (Mechanical),
Central Railway, Chhatrapati S hivaji Terminus, Mumbai
OPEN TEND ER NOTIC E 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, inv ites sealed op en tenders from the reputed contractors on prescribed form on the d ates
shown against each up to 15.00 Hrs. on opening day as p er details mentioned below:

S r.
No

Name of Work
Work of setting up of a
mechan ized laundry (of
capacity of 1 ton of linen
p er shift, as p er detailed
sp ecifications at Clause V
of tender document) at
Wadibunder,
M umbai
Division on turn key basis

Approxima
te
Cost of the
Work

Rs.
96,94,800/-

EMD

Rs.
1,93,900/-

Cost of
Tender
form

Rs.
5,000/-

Completio
n
Period

Date of
Opening

Validity

15.06.09
at 15:30
hrs

Six
months,
besides
Warranty
180 day s supp ort as
p er Clause
no. VIII of
the tender
document

Prescribed tender forms can b e obtained from the office of the undersigned on all workin g days up to
17.00 hrs. on cash p ay ment 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 p aid in cash with
Chief Cashier, Central R ailway , 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 disp lay ed on website at www.t enders.gov.in If the tender form is
downloaded from the website, the p ay ment towards cost of tender form must be mad e in the form of
DEMAND DRAFT issued by any Nationalized Bank in favour of Sr. Division al Finan ce
M anager/Central Railway /M umbai CST. The Demand draft should be enclosed alon g with the
tender documents submitted by the tenderer (s).
Railway Administration shall not be responsible for any delay / d ifficu lties / in accessibility of the
down loading facility for any reason whatsoever. In case of any discrep ancy between the tender
documents down loaded from Internet and the master cop y available in Sr. DM E (Coaching) BBs
office, the latter shall p revail 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 p resent at the time of op ening 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) Dep osit Receip ts, Pay Orders,
Demand Drafts issued by The State Bank of India or any of the Nationalized Banks (ii) Dep osit
139

Page 140 of 173

Receip t executed by the Scheduled Banks (other than the State Bank of India and the Nationalized
Banks) app roved by the Reserve Bank of India for this p urp ose.
S pecial 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, Mum bai Division on turn key basis
I.
Scope of Work:
The scop e of work involves setting up of a mechanized laundry on turn key basis suitable for
tacklin g a design ed workload of 1 ton of linen per shift of 8 hrs (actual working time of 7 hrs). The
location of the mechan ized laundry shall b e at Wad i Bunder dep ot of M umbai division of Central
Railway . The mechanized laundry should be capable of washing and ironin g (calend arin g) of 1 ton
of linen p er shift of 8 hrs (actual working time of 7 hrs) as p er p ara V below.
II.
Place of work:
The work shall be carried out at Wadi Bunder dep ot of Mumbai Division. The tenderer is advised to
visit the p rop osed site of mechanized laundry at Wadi Bunder dep ot and also Linen Room n ear
p latform 14 of CSTM station p rior to making their offer. Tenderers can contact Sr. DME (Cog.) BB
or Senior Section En gineer (C&W) Wadi Bund er in order to see the p rop osed site of the laundry .
III.
Eligibility conditions:
For bidders to p articip ate in the above turnkey contract, following M inimum Eligibility Criteria are
to be fulfilled by them
i.

ii.

iii.

Total Contract amount received durin g the last three y ears and in the current financial y ear
should be min imum 150% of the adv ertised tender value of work. Tenderer(s) shall submit
documents to this effect, in the form of attested certificates from emp loy er/client, or audited
balance sheet duly certified by Chartered Accountant
As proof of technical exp erien ce/comp etence, the tenderer(s) themselves or the OEM s of the
machin es / equ ip ment to be supplied and installed by them, should have in their individu al
cap acities comp leted at least one similar work for minimum valu e of 35% of the advertised
tender value of work in the qualify ing period i.e. current y ear and three p revious financial
y ears (even though the work might have commenced before the qualify ing p eriod). Total
value of similar nature of work comp leted durin g qualify ing p eriod and not the pay ment
receiv ed within the qualifying p eriod alone shall b e consid ered for the purp ose. Similar work
imp lies, 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 OEMs of the machines /
equipment, in their individual capacities. Railways interp retation as to whether the
tenderer(s) fulfill the criteria for hav in g done similar work of ad equate valu e shall b e final.
The tenderer should be OEM or an authorized agent / authorized dealer of OEM whose
equip ment / machine h e is p rop osing to supp ly . Said authorization should be valid at least up
to a p eriod of three y ears after expiry of the warranty p eriod as per Clause VIII. The scop e of
said authorization should include p rovision of after sales services, warranty supp ort, AM C,
supply and fitment of sp are p arts / machine consumables, etc. Moreover, the tenderers shall
have to submit attested certificates from OEMs that in the event of withdrawal of their
authorization by them during the warranty p eriod for any reason whatsoever, the OEM s
shall themselv es be liable for ensurin g warranty maintenance of their machin es / equipments
as per the same terms and conditions of contract. However, the Security dep osit of the
140

iv.

IV.

Page 141 of 173

tenderer shall be liab le for forfeiture in case of said withdrawal of their authorization by the
OEM.
The tenderer shall be p ermitted to get the actual execution of work done through his
authorized agent / authorized dealer, provided that legal docu ments to this effect are
enforceab le in Indian Courts (in the jurisdiction of the site of the mech anized laundry ) and
copy of the same is submitted along with the technical bid.
Other conditions:
1.Two p acket sy stem of tendering shall be adop ted for this work and the Tenderer(s) shall
submit their bids in the following two p arts: (i) Technical cum Commercial Bid
called Part-I (ii) Price (Financial) Bid called Part-II. The Bids so submitted shall
comp rise followin g:
a. Technical Bid (Annexure B): Technical Bid shall consist of
i.
EM D
ii.
As p roof of the total contract amount received during the qualify ing p eriod (i.e.
current y ear and three p revious financial y ears), tenderer(s) shall submit
documents in the form of attested certificates from emp loy er/client or, audited
balance sheet duly certified by Chartered Accountant
iii.
List of works comp leted in the qualify ing p eriod (i.e. current year and three
previous financial y ears, Annexure B1) giving descrip tion of work, organization
for whom executed, app roximate value of contract at the time of award, pay ment
receiv ed in the qualify ing p eriod, d ate of award and date of scheduled co mpletion
of work. Date of actual start, actual comp letion and final value of contract should
also be given. Sup p orting 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 p rivate individuals for whom such works were executed will not
be accepted.
iv.
Authorizations as required vide minimum eligibility criteria no. iii & iv, as
app licable.
v.
The clause by clause accep tance and deviation schedule as per Annexure C.
vi.
List of works on hand (Annexure B2) ind icatin g descrip tion of work, contract
value, app roximate value of balance work y et to be done and date of award.
vii.
List of personnel organization available on hand and p rop osed to be engaged for
the subject work (Annexure B3)
viii.
Details of requirement of manp ower, electricity , steam, chemicals and other raw
materials for operation of the turnkey laundry as p er Annexure B5 of the tender
document. This breakup of deploy ment of labour and other inp uts for op eration of
the mechanized laundry is required for guidance of Railways while evalu ating the
various bids received. The same needs to be supp orted with documentary
evidence. However, the scop e of this contract is only the supp ly and installation
of the various machines / equip ments and commissioning of the mechanized
laundry on a turnkey basis besides p roviding warranty supp ort, guidance in
op eration, training to Railway / non-Railway staff, etc. as detailed below.
ix.
List of various machines / equip ment p rop osed to be supp lied and commissioned
by the tenderer for commissionin g of the mechan ized laundry on turn key basis
(Annexure B4). Detailed sp ecifications of these machines / equ ipment, OEM s
catalo gues, etc. are to be enclosed. Tenderers may p eruse Clause V
(Sp ecifications of work) and Clause VII (Railway s scop e of supply ) of Sp ecial
Terms and Conditions
141

x.

xi.

xii.

xiii.

xiv.
xv.

2.
3.

4.

5.

Page 142 of 173

Proof of satisfactory performance of the mechanized laundry equipment supp lied
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 p laces / establishments where these works have
been carried out by him so that the same can be visited by authorized
rep resentatives of Railway s for establishing the satisfactory p erformance of these
mechan ized laundry equip ment
The tenderer must establish that he follows all labour laws and makes p ay ment to
his staff in accordan ce with relev ant Acts through documentary evidence like
copy of returns filed for PF, ESI code no. etc.
The Contractor should p rovide satisfactory evidence accep table to the Railway to
show that:
a. He is a rep uted firm / contractor who regularly undertakes the works similar to
the subject tender and has adequate technical knowled ge and experien ce.
b. He has an established p rop er supervisory control organization to ensure that
there shall be ad equate control at all stages of execution of the contract.
The Contractor shall have comp lete technical know-how of supp ly , installation
and op eration of mechanized laundry equip ment, their op erating procedures and
work methods to get the required job done with minimum p ossible resources,
sourcing of sp are p arts for maintenance of machin es, sourcin g of chemicals and
other raw materials requ ired for op eration of the mechan ized laundry , etc. Proof
to substantiate this shall be enclosed alon g with tender.
In the absence of above documentary p roof / certificates the tender may not be
considered and rejected summarily .
Any other documents to establish the technical co mp etence 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 individu al mach ines, terms of AM C and cost of sp are p arts /
machin e consumables. Railway s reserve the right to award AMC to the tenderer, for
all or any of the machines supp lied and commissioned by him as p art of the turn key
contract, after exp iry of the warranty p eriod, as p er the terms quoted by him and
accep table to Railway s. Railway s further reserve the right to procure any of the the
sp are p arts / consumables normally required for maintenan ce of the machin es from
the tenderer as p er rates quoted by him and accep table by Railway s. However, said
AMC or p rocurement of sp are p arts / consumables shall be outside the scop e of this
contract which shall be awarded only for the supp ly and installation of the
mechan ized laundry equipment and commissionin g of the mech anized laundry on
turn key basis, besides p rovision of warranty support, training, etc.
Only those contractors shall qualify for Price (Financial) Bid op enin g, whose Technical
Bids have been accepted and have met all eligibility criteria of the tender
All offers shall b e submitted before the time and date fixed for the receipt of the offers
as set forth in the tender p apers. Offers received after the stip ulated time and date are
liable to be rejected.
In case of joint bidding, the tenderer must submit Affidavit that they will be
executin g the contract jointly throughout the p eriod of contract. The gu idelines for
p articip ation of joint venture firms in works tender are enclosed at Annexure D.
All offers in the p rescribed form should be submitted in Two-Packet system. One
p acket shall called Technical Bid and the other p acket be called Price (Financial)
Bid. These shall be sep arately sealed in individual envelop e distinctly marked as
142

6.

Page 143 of 173

Technical Bid and Price (Financial) Bid in Bold letters. The two envelop es shall be
p ut in one common envelope duly sealed and super scribed on top Tender No & Due
date. Tenders not comp ly ing these instructions shall be summarily rejected.
The tender documents duly comp leted in all respects shall be submitted in a sealed
cover addressed to Divisional R ailway Manager (M echanical), Divisional Railway
M anagers Office, Annexe Buildin g, 2nd Floor, Above Passenger Reservation Office,
Central Railway , Chhatrap ati Shivaji Terminus, M umbai 400 001. The tender shall be
dropped in the Tender Bo x kep t for the p urp ose in said office b efore the date and time
indicated above.

Note:
i.

ii.
iii.
iv.
v.
vi.
vii.
viii.

V.

Sr
No
1

2
3

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 p oints come to light subsequently . The decision of Railway in this
regard shall b e final and bind in g.
The tender documents are not transferable and the cost of the tender document is also not
refundable.
Conditional tenders are liable to be rejected straight away Railway reserves the right to reject
such tenders summarily without assignin g any reasons whatsoever.
Non-comp liance with any of the conditions set forth herein abov e is liable to result in the
tender bein g rejected.
The tender forms not accomp anied with Earnest Money will be summarily rejected.
Any other information required by the tenderer can be obtained from the office of Sr. DM E
(Coachin g), Central R ailway , M umbai during workin g hours.
Pre bid meetin g shall b e held on 28 /05/2009 at 15/30 hrs in the office of Sr. DM E (Cog),
DRMs office, Central Railway , Chattrapati Shivaji Terminus, Mumbai.
This tender is bein g invited for setting up of the mechanized laundry of 1 T p er shift cap acity
as a p ilot p roject.
S pecifications of work for setting up of mechanized laundry at Wa di 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 p er shift of 8 hours (actual working time of 7 hrs).
ii.
The mechanized laundry is to be commissioned on turn key basis within a p eriod of six
months from the date of Letter of Acceptance.
iii.
The major p ortion of work would be washing of bed sheets, hand towels and p illow
covers. The current specifications and ap p roximate break-up of these items in terms of
quantity to be washed per shift is as mentioned below:
Sp ecification
st

i. Bed sheets (Poly vastra, size 140 X 229 cms) for I AC

ii. Handloom cotton Bed sheets, bleached, size 140 X 229 cms
nd
rd
for II / III AC.
Hand towel Turkish, cotton, sup erior quality , size 40 X 60 cms.
i. Pillow cover (Poly vastra, size 48 X 69 cms) for Ist AC
ii. White p illow cover handloo m, size 32X62 cms with 3 cm
nd
rd
wide border on all sides for II / III AC

143

Approx. Quantity to be
washed p er shift
1800

900
900

Page 144 of 173

Besides the above items which account for major requ irement 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
sp ecifications are the current specifications of items of linen supp lied to p assengers by
Railway s and are subject to chan ge at any time with resp ect to dimensions and other
p roperties. The mechanized laundry set up by the tenderer should be cap able of washin g
linen as p er revised sp ecifications, if any .
iv.

v.

vi.
vii.
viii.
ix.

x.

xi.

xii.

The equip ment / machines supp lied by the tenderer should be techno lo gically sup erior,
maintenance and op eration friendly , state of the art, of robust design and comp arable to
best availab le world wid e. The machines should operate on normal voltage and typ e of
electric sup p ly available at Wadibund er dep ot.
For the guid ance of the tenderer(s), the basic sp ecifications of the mach ines / equipments
are as indicated in Annexure A. The tenderer(s) are requ ired to supply and install
machin es of p roven technolo gy having these or ev en sup erior sp ecifications capable of
tacklin g the designed workload up to the desired quality .
The equip ment / machin es should hav e minimu m requ irement of labour, water, p ower
and other raw materials for op erational efficiency
The equip ment / machine should incorp orate all required safety features
The laundry equip ment / machin es shall be of suitable matchin g capacity for tacklin g the
design ed workload of 1 ton of linen p er shift of 8 hrs (actual working time of 7 hrs).
The mechan ized laundry is bein g set up as a p ilot p roject and provision of sep arate
plants/equip ment for water softening, water recy clin g, etc are not env isaged as p art of the
mechan ized laundry equip ment to be supp lied and commissioned by the tenderer.
However, there could be machines av ailable in the market where there are in-built
additional features to take of these and other requirements. While these add-on features
are desirab le, the same are not mandatory . The tenderer is advised to clearly mention
these additional features as are av ailable in the machines / equ ip ment offered by him in
his technical b id.
The contractor shall furnish detailed sp ecifications of the various machines / equip ment
which he is p rop osing to supp ly and install as p art of the turn key contract. Also, the
requirement of p ower / comp ressed air / steam / chemicals / labour / other raw materials
for the mech anized laundry while deliverin g the deigned out p ut up to the desired quality
is to be furnished as p er Annexure B5 to be en closed alon g with the technical bid. These
details shall b e used by Railway s for guidan ce while ev aluatin g the various b ids received.
Wherever ap p licable said requirement of raw material is to be supp orted by certificates
from OEM s, rep uted supp lier of chemicals, or other documentary p roof, etc. The
tenderer shall be required to furnish clarification, as required by Railway s at any stage, as
to how he has arrived at the requirement of raw materials as p er Annexure B5 of the
technical b id.
Railways will make effort to supp ly municip al water for op eration of the p lant. The
tenderer may mention the quality of inp ut water required for op eration of the mechanized
laundry in his technical b id.
The tenderer, along with the technical bid, shall be requ ired to submit comp rehensive
project rep ort including detailed specification of various machin es, their operating
procedures, requirement of labour, electricity , steam, comp ressed air and other raw
materials, d etailed layout p lan of the mech anized laundry , foundation drawin gs, drawin g
of p ower supp ly arrangement, steam lin es, comp ressed air p ip ing, etc. The authorized
service en gin eer of the tenderer shall have to p hy sically p resent at the time of execution
of work which are in Railway s scop e as p er Clause VII.
144

xiii.

xiv.

xv.

xvi.

xvii.

xviii.

xix.

Page 145 of 173

As Railway s may p lan for augmentation of the mechan ized laundry at a later stage, the
machin es and equip ments p roposed to be supp lied and commissioned by the tenderer as
part of this work for the 1 ton p er shift laundry should not be rendered redundant during
said au gmentation.
Inspection and certification of the mechanized equipment : Pay ment for supply and
commissionin g of the machin e as p er Clause (IX) (i) shall be released only after
confirmation by the authorized Railway rep resentative that these mechanized equip ment
are exactly as p er specifications and incorporate all features as were quoted by the
tenderer and accep ted by Railway s. In case of imported machines, the tenderer shall
have to certify the country of origin with documentary proof acceptable to
Railways.
The design / sp ecifications of the mech anized laundry equip ment to be supp lied and
installed by the tenderer(s) should be such that it is consistently p ossible to achieve a
minimu m lev el of whiteness of 85% (after 20 wash cy cles) 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 cap acity .
No loss or damage to linen should occur due to inadequ ate design / sp ecification of the
various mech anized equip ments. The linen washed in mechan ized laundry should be stain
free and odourless. Broadly the dep loy ment of labour, chemicals and other raw materials
as suggested by the tenderer (as p er Annexure B5) shall be adop ted for establishing the
adequateness of the design / sp ecifications of the mechan ized laundry equip ment.
Railways decision with regard to the methodology to be adopted for establishing said
adequateness of the mech anized laundry for delivering the design ed outp ut at the desired
quality shall be final and binding on the contractor.
The various machines / equipments supp lied and commissioned by the tenderer should
render reasonably trouble free service with no major breakdown durin g the warranty
period as p er Clause VIII. In the event of any major break down in any of the machin es /
equip ments supp lied by the tenderer which is attributable to inadequate machine /
equip ment design / sp ecifications for tackling the work load up to the desired capacity /
quality , the tenderer shall be required to immediately rep lace the same with machine /
equip ment of suitable design and sp ecifications at his own cost within a maximum p eriod
of 4 weeks. The contract agreement shall be liable for termination in the event of
contractors failure to do so. Railway s decision in this regard shall be final and bindin g on
the contractor.
There should not be any sign ificant differen ce in the requ irement 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 liab le for the
termination and security deposit forfeited on account of submission of false and
mislead in g information by the tenderer. M oreover other action as deemed fit by Railway s
shall be taken.
As p art of turn key scop e of work, the tenderer shall b e responsible for ensurin g
satisfactory op eration of the mechan ized laundry for a p eriod of one y ear or the warranty
period prescribed by the OEMs for individual machines / equ ip ment whichever may be
later.
The tenderer in their Financial bid (Annexure E) shall submit terms for both
st
nd
rd
Comp rehensive and Non-comprehensive AMC for the 1 , 2 , 3 y ears after exp iry of the
warranty p eriod for the various mach ines / equ ip ment. Comp rehensive AM C imp lies
regu lar visits of the Service En gineer for p reventive and break down maintenance
including cost of sp ares and machin e consumables (various lubrication oil, filters, belts,
etc.). Non-comprehensive AMC imp lies regular v isits of Service Engineer for p reventive
and break down maintenance, not includin g cost of spares and machine consumables. The
145

xx.

xxi.

xxii.
xxiii.

xxiv.

xxv.
xxvi.

Page 146 of 173

tenderer in their Financial bid (Annexure E) shall also mention the specifications /
OEM s p art no., cost valid up to the first y ear after exp iry of warranty p eriod (inclusive
of all taxes and duties), etc. of the sp are p arts / consumables which may be normally
required for maintenance of the various machines after the exp iry of the warranty p eriod.
Railways may at their discretion go in for comp rehensive or non-comp rehensive AM C or
for no AM C at all after the exp iry of the warranty period. Railways reserve the right to
award AM C to the tenderer, for all or any of the machin es supp lied and commissioned by
him as part of the turn key contract, after expiry of the warranty p eriod, as p er the terms
quoted by him and accep table to Railway s. Railways further reserve the right to procure
any of the sp are p arts / consumables normally required for maintenan ce of the machines
from the tenderer as p er rates quoted by him and accep table by Railway s. However, said
AM C or p rocurement of sp are p arts / consumables shall be outside the scop e of this
contract which shall b e awarded only for the supp ly and installation of the mechanized
laundry equip ment and co mmissioning of the mech anized laundry on turn key basis,
besides p rovision of warranty supp ort, training, etc.
Though, Railway s may decide to award a sep arate a labour contract for operation of the
mechan ized laundry (or do so dep artmentally), complete technical sup p ort with regards to
op eration of various machin es / equ ipments shall have to be p rovided by the contractor
for a minimum p eriod of 1 year or up to the warranty p eriod of individual machines /
equip ment, whichever is later.
Steam boiler and compressor shall be within Railway s scop e. The sp ecifications of the
steam boiler and comp ressor are en closed as Annexures F & G respectively. The tenderer
may contact Sr. DM E (Co g.) BB or his authorized rep resentative in order to know of the
other details of the steam boiler, comp ressor or any other item as is required by them
prior to making their offer. The laundry machines / equipments should be comp atible
with steam boiler and comp ressor to be p rovided by Railway s. Though only one steam
boiler shall be p rovided, additional comp ressors (of cap acity and sp ecifications broadly
similar to the one as p er Annexure G) can be made available in order to generate
adequate quantity of comp ressed air (which should be clearly mentioned by the tenderer
in Annexure B5).
The tenderer should be able to imp ort the equip ment / mach ines, if so required, and
deliver the same at Wadibund er dep ot. Railway s shall have no liab ility in this regard.
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 Railway s. Railway s
reserve the right to obtain opinion of a consultant or any other knowledgeable p erson
while evaluating the various offers receiv ed. The contract may not necessarily be
awarded to the tenderer quotin g the least cost (as per Tender sch edule at Annexure E)
since other factors such as op erating 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.
Pre bid meetin g shall be held on 28/05/2009 at 15/30 hrs in the office of Sr. DM E (Cog),
DRM s office, Central Railway , Chattrap ati Shivaji Terminus, M umbai. The p rospective
bidders can attend said meeting for seek in g clarification of their doubts and discussion on
other asp ects of the tender. The sp ecifications of the tender may be fine tuned after the
pre bid meeting.
Preference shall be given to tenderers quoting for machines requiring less labour, p ower,
water, steam, comp ressed air, etc. so that op erating cost of the p lant is minimized
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 co mp lete guid elin es with resp ect to op erating p rocedures of the
individual machines / equip ment and of the mechan ized laundry a whole, list of
chemicals required alon g with su ggested manufacturers, and any other relevant details.
The tenderer shall be required to furnish clarification, as required by Railway s 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 bindin g on Railways and the chemicals could be sourced from any other supp lier /
manufacturer. This shall howev er not be taken as an excuse for non workin g of the
mechan ized laundry up to the desired cap acity / quality , etc.
xxix. The tenderer shall depute one service en gineer at Wadibunder continuously for the first
month of op eration of the p lant. Subsequently , during the warranty p eriod, the service
engineer shall be exp ected to be available at the earliest for attending to any problem
bein g encountered in op eration of the mechanized laundry or for any other reason what so
ever. In any case, within the warranty p eriod, the service en gineer shall visit the
mechan ized laundry at least once a month, or earlier, as required for carry ing out
preventive maintenance schedu les and for ensurin g that the machin es are functionin g
prop erly.
xxx. Within the framework of the scheme as submitted by the tenderer & accep table to
Railways, Railway s shall have the right to effect suitable minor modifications to details
as necessitated by the p rovision of various codes, manuals, references, or any other
requirements. The location of the mechanized laundry within Wadi Bunder dep ot can be
altered, if so required at the time of actual execution of work, however availability of
amp le space shall be ensured by Railway s

i.

ii.
iii.

i.

ii.

VI.
Training / Technical Literature:
The tenderer shall h ave to give trainin g to at least 15 Railway or non Railway staff in
op eration / maintenance of the various machines / equ ip ment for a min imum duration of 6
hours p er day for a minimum period of 15 working days as p er the training p rogram /
schedule mutually decided well in advance by the tenderer and authorized Railway
rep resentative. The training could co mp rise of on the job training, v isit to p remises of rep uted
mechan ized laundries / manufacturers of laundry equip ment, class room training, p ower
p oint p resentations, etc. The tenderer may also p rovide virtual training module, CDs, etc.
Class room, LCD projector, etc can b e arran ged at Basic Trainin g Center, Wadibund er by
Railway s free of cost. After comp letion of training, the nomin ated staff should become
conversant with op erating p rocedures of the individual machin es and the mechanized
laundry . They should be in a p osition to understand the machine details and b e able to
op erate the same and also carry out minor maintenance related works, failin g which the
duration of the trainin g may be extended, as per requirement, solely at the discretion of
Railway s.
No additional cost shall be p ay able by Railway s for said training
At least 5 hard and 5 soft cop ies of the comp lete sp ecifications, and maintenance / operating
manuals of each machin e / equ ip ment shall be supp lied by the tenderer
VII. Railways S cope of S upply
Land / shed at the location of the p lant, water supp ly, civil engineerin g works related to
installation of the mach ines. The tenderer(s) are advised to visit Wadibunder dep ot prior to
submitting their offers. The location of the mechanized laundry within Wadibunder dep ot, if
so required can be altered, if so requ ired, at the time of actual execution of work, however
availability of ample sp ace shall be ensured by Railway s
Power supply up to mains of each equip ment / machine.
147

iii.

iv.
v.
vi.

Page 148 of 173

Sup ply of Steam and Comp ressed air for op eration of the mechanized laundry equip ment,
includin g the p ip ing up to the individual machines. The sp ecification of the boiler and
comp ressor are enclosed as Annexure F & G resp ectively . Though only one steam boiler
shall be p rovided, add itional comp ressors (of cap acity and sp ecifications broadly similar to
the one as per Annexure G) can be made available in order to generate adequ ate quantity of
comp ressed air (which should be clearly mentioned by the tenderer in Annexure B5).
Storage sp ace for storage of machin es / equip ment p rior to their installation
Electric supp ly and other such requirements of minor nature for commissionin g of the
laundry equip ment
The tenderer shall hav e to be p resent himself or through h is technical exp ert to ensure that
p rogress of works both in his and in Railway s scop e is as p er p lan / design. The tenderer shall
have to submit the detailed lay out p lan of the mechanized laundry , foundation drawings,
p ower supply arrangement, steam lines, comp ressed air lines and other relevant details, etc.

VIII. Warranty:
Warranty and maintenan ce of each of the mechanized equip ment supp lied and commissioned by the
contractor for a p eriod of one y ear from the date of commissioning of the laundry or as per the
warranty p eriod of individual mach ines / equip ment specified by their OEMs, whichever is later
shall be within the scop e of the contract. The mach ine consumables (such as various lubrication oils,
filters, belts, etc. which are p art of the machin e) required for p reventive maintenance are includ ed in
the scop e of work and no additional p ay ment shall be made by Railway s for the same. The security
dep osit of the firm shall be released after exp iry of warranty p eriod as p er Railway s codal
p rovisions.
IX.
Pay ment:
The p ay ment 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
dep ot after their insp ection and acceptance of the same by the authorized Railway
rep resentative
ii.
15% of the total contract value after commissioning of the mechanized laundry and
successful op eration for a period of at least one month.
iii.
10% after satisfactory p erformance of the mechanized laundry for a period of at least four
months from the date of commissionin g.
iv. Security deposit shall be released after comp letion of the warranty p eriod as p er Railway s
codal p rovisions.
X.
Penalty
Railway administration may at its discretion imp ose the following p enalties on the Contractor:
i.

ii.

The mechanized laundry is to be commissioned on turn key basis within a p eriod of six
months from the date of Letter of Accep tance, failin g which a penalty of Rs. 1000/- (Rup ees
one thousand only ) shall be imp osed on the tenderer for each additional day , in case delay in
commissionin g of the p lant is on their account. The decision of the Railway Administration
as to whether such delay is on account of tenderer shall be fin al and b indin g and the
contractor would have no claim in this regard.
Rs.500/- (Rup ees Five hundred only ) p er day or p art thereof for each day (after two calendar
day s, excludin g the day on which the comp laint is communicated to the contractor) that any
of the mechanized equip ment supp lied and installed by the tenderer are not functioning at
their full efficiency resulting in sub op timal outp ut from the mechanized laundry . Service
engineer shall be exp ected to be available at the earliest for attending to any problem bein g
encountered in op eration of the mechan ized laundry or for any other reason what so ever.
148

Page 149 of 173

Rs.500/- (Rup ees Five hundred only ) p er day when the Service en gineer does not rep ort at
Wadi Bunder dep ot or any other nominated p lace for a minimum duration of 6 hours every
day for a minimum p eriod of 15 working day s for imp arting training to Railway or nonRailway staff as p er the training program / schedule mutually decid ed well in advance by the
tenderer and authorized Railway rep resentative.
iv.
Rs 500/- (Rup ees Five hundred only ) p er day or p art thereof for each day that the contractor
does not visit Wadi Bunder d ep ot for carry ing out the necessary p reventive maintenance
schedules and checks as sp ecified by OEM s during the warranty p eriod as p er the dates
decided mutually well in advan ce by the tenderer and authorized Railway rep resentative. The
normal machine consumables required for p reventive maintenance are includ ed in the scop e
of work and no additional pay ment shall be made by Railway s 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 imp osition of above penalties on the
contractor which shall be bind in g on the Contractor.
iii.

XI.

Bills: Bills for work done under this contract shall be p rep ared in dup licate by the Contractor
or his authorized agent / authorized dealer after comp letion of each stage of pay ment as p er
Clause (IX) above. Su ch bills shall be submitted to the Divisional Railway Manager
(M echanical), M umbai and when p assed for pay ment by the Senior Division al Finan ce
M anager, p ay ment of amount due will be mad e 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 givin g any reason to susp end temp orarily or terminate p ermanently this
contract on givin g 7 day s notice in writing to the contractor and the contractor shall not
entitled to any claim or comp ensation by reason thereof. The Arbitration clauses p resently
app licable are en closed as Annexure H.

XIII.

Conditions of Contract: In addition to these Special terms & conditions as laid down
abo ve, 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 S r. 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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Page 150 of 173

Annexure A
BASIC S PECIFICAT IONS OF THE MACHIN ES / EQUIPMENTS TO BE S UPPLIED AND
INS TALLED BY THE T END ERER(S )
Industrial Washer-cu m-extractor(s) (for bed sheets, hand towels and p illow covers) : The machine(s)
should incorp orate the following features :
1. The machine should be of soft mounted typ e. The susp ension system should be robust in
design and result in min imal vibrations.
2. The machine shall have a G-force extraction of above 350 for maximum removal of mo isture
after washing so that energy saving can b e ach ieved in the dry ing/calendarin g 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 unloadin g door for ease of
op eration, the loading / unlo adin g door should be large enou gh to quickly load / unload the
linen
5. For each k g of dry linen, the drum volume must be a minimum of 10 liters.
6. The machine shall have state of the art p rogrammable control system with factory fitted wash
formulas with facility to key in more wash formulas
7. The machine shall facilitate automatic supp ly of chemicals
8. The control / disp lay p anel of machine shall be user friendly and shall p referably be able to
display various faults and requirements of maintenance
9. The machine should b e designed so as to ensure lon g life of bearin gs and shafts
10. The machine shall hav e all required safety features
Industrial Tumbler drier(s) (for towels): The drier(s) should incorp orate the following features:
1. The drier must be able to do quick dry ing of linen
2. The loadin g / unlo adin g door should be large enough to quickly load / unlo ad the linen
3. The drier shall hav e state of the art p rogrammab le control sy stem
4. All p arts 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 h ave all required safety features (such as motor overload p rotection, etc.). The
drier should be fitted with Fire Supp ression system for automatic detection and extin guishin g
of fire hazard due to overheatin g of linen or any other reason.
Flat Work ironer (for calendarin g of bed sheets and p illow covers): The iron er should incorp orate the
followin g features :
1. The ironer shall be of robust Chest typ e 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 p erforated along the entire len gth to enable high est p ossible suction
4. The ironer shall have micro-p rocessor-based variab le sp eed adjustment, in order to adjust
ironin g sp eed to the amount of moisture remaining in the bed sheets / pillow covers, thereby
resulting in lower energy consumption.
5. The machine must be equipp ed wit h state of the art control p anel
6. The ironer shall have all requ ired safety features (such as finger guard at feeding side,
emergen cy stop switches, etc.)

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Annexure B
PACKET I (TECHNICAL BID)

(Tenderers may p eruse Clause IV of Sp ecial Terms and Conditions p rior to filling up of their
Technical bids)
01.
02.

03.

04.
(c)
(d)

Name/s of T ender/s

_________________________________________
_________________________________________
Whether Individual/firm/ _________________________________________
Company/Co-operative _________________________________________
Society (duly registered)
__________________________________________
Permanent (i) Business address: _____________________________________
_____________________________________
______________________________________
(ii) Residential Address:_______________________________
______________________________
______________________________
If a Firm :Whether registered or unregistered, Partnership or Proprietorship: _____
__________________________________________________________________
Date and No. of Registration under Indian partnership Act:_____________________________

NOTE: T rue 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 In corporation (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 o f the Society_______________________________________
(f)
Name o f 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 o f 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 D raft/Deposit Receipt/Pay Ord er
NO. ___________________dt.
__________________ issued by the Station Manager/CSTM_______________or Chief Cashier/Central Railway CST M
or________________________
(sch eduled/Nationalized
Bank )
is
en closed
herewith.:__________________________________________
T ENDERERS SEAL
Signature/s of________________________
the T enderer/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

Sr.
No.

Machine
/equipment

Manu facturer
/ 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)

7 = (5
6)

Output
per
hour
(in kg
of
linen)

8 = (7 X
7 hours)

10

Output
per shift
of 8
hours
(actual
working
time of 7
hours)

T ype of
linen
dealt
with
(i.e.
bed
sheets /
hand
towels /
pillow
covers)

Remarks

NOTE :
1.
Details of each ind ividual machine / equipment to be filled in separate row
2.
Detailed specifications of these machin es / equip ment, OEMs catalogues, etc. are to be
enclosed
3.
Tenderer(s) may p eruse Clause V (Sp ecifications of work) and Clause VII (Railway s scop e
of supp ly ) of Sp ecial Terms and Conditions

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Page 153 of 173

Annexure B5
Requirement of labour and other raw materials for operation of the mechanized laundry.

Quality /
m axim um
perm itted
m oisture
content /
any other
requirement

Quantity
(per
tonne of
linen)

Quality /
m aximum
perm issible
m oisture
content / any
other
requirement)

Requirement of Chem icals

Chemi cal

Quality /
Hardness
, etc

Quantity
(per
tonne of
linen)

Pressure

Quantit
y (kl
per
tonne of
linen)

Requirement of com pressedair

Discharge r ate

Requiremen
t of
Electricity
(no. of units
per tonne of
linen)

Requirement of steam

Pressure

Requirement of
water

Discharge r ate

Total

Machine /
Equipm en
t required

Supervisors

Laundry
Operatio
n

Semi skill ed / Sk ill ed

Sr
N
o

Unskilled

No. of staff required

(per tonne of linen per
shift)

Suggested
m anufacturers/Brand
s

Quantit
y 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 abov e info rmation should be supported by certificat es from OEM's, reputed suppliers of chemicals, etc
3.
T enderers are advis ed to contact Sr. DME (Cog.) BB or visit Linen room near Plat form No. 14 of CST M in order to see the g eneral condition of linen and extent o f soiling
before submitting their offer
4.
T he 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. T he tenderer may be required to furnish methodology adopted for above calculation, at any stage.

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Page 154 of 173

Annexure C
ACCEPTANCE/DEVIAT ION SCHEDULE
(Tenderer may add more sheets if space is not adequate)
Clause #
Accepted (Yes/No)
Sp ecial Cond itions of contract:

Sp ecifications of work:

154

If No list Deviation(s)

Page 155 of 173

Annexure D
GUIDELIN ES FOR PART ICIPAT ION OF JOINT VENTURE FIRMS IN
WORKS TENDER
1.

Sep arate identity /name shall be given to the Joint Venture firm.

2.

Number of memb ers in a JV firm shall not be more than three

3.

A member of JV firm shall not be p ermitted to particip ate either in indiv idual cap acity or
as a memb er 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 J V and not in the name of
constituent member. However, in excep tional cases EMD in the name of lead partner can
be accep ted subject to submission of sp ecific request letter from lead partner stating the
reasons for not submitting the EMD in the name of JV and givin g written confirmation
from the JV p artners to the effect that the EM D submitted by the lead p artner may be
deemed as EM D submitted by JV firm.

6.

One of the members of the J V firm shall b e 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 J V firm with foreign memb er (s), the lead
member h as 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 alon g with the tender. The comp lete details of the members of
the JV firm, their share and resp onsibility in the JV firm etc., particularly with reference
to financial techn ical 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 durin g
the validity of the tender. In case the tenderer fails to observe / comp ly with this
stip ulation, the full Earnest M oney Dep osit (EM D) shall be forfeited. In case of
successful tenderer, the validity of this MOU shall be extended till the curren cy of the
contract expires.

9.

Approval for change of constitution of JV firm shall b e at the sole d iscretion of the
Railway s. 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 beco mes inev itable
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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Page 156 of 173

10.

Similarly , after the contract is awarded, the constitution of JV firm shall not be allowed to
be altered durin g the currency of contract except when modification become inev itable
due to succession laws etc. and in any case the minimum eligib ility criteria should not get
vitiated. Failure to observe this stip ulation shall b e deemed to be breach of contract with
all consequ ential p enal action as per contract conditions.

11.

On award of contract to a JV firm, a sin gle Performan ce Guarantee shall be required to be

submitted by the JV firm as p er tender conditions. Performance Guarantee, etc. shall be
accep ted only in the name of the JV firm and no sp litting of gu arantees amon gst the
members of the JV firm shall b e permitted.

12.

On issue of LOA, an agreement among the members of the JV firm (to whom the work
has been awarded) h as to be executed and got registered b efore the Registrar of the
Comp anies under Comp anies Act or before the Registrar/Sub-Registrar under the
Registration Act, 1908. This agreement shall b e submitted by the JV firm to the
Railway s before signin g the contract agreement for the work. In case the tenderer fails to
observe/comp ly with this stip ulation, the full Earnest Money Dep osit (EM D) shall be
forfeited and other p enal actions due shall b e taken against p artners of the JV and the JV.
This joint venture agreement shall hav e, inter-alia, followin g clauses:

12.1

Joint and several liability The members of the JV firm to which the contract is
awarded, shall b e jointly and severally liab le to the R ailway s for execution of the p roject
in accord ance with General and Sp ecial cond itions of the contract. The JV members
shall also be liable jo intly and severally for the loss, damages caused to the Railway s
during the course of execution of the contract or due to non-execution of the contract or
p art thereof.

12.2 Duration of the joint Venture Agreement- It shall be valid durin g the entire curren cy of
the contract includin g the period of extension if any and the maintenance p eriod after the
work is comp leted.
12.3 Go verning Laws- The joint Venture Agreement shall in all resp ect be gov erned by and
interp reted 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 resp ect of the said tender, to receive pay ment, to witness joint measurement of
work done, to sign measurement books and similar such action in resp ect of the said
tender/contract. All notices/corresp ondences with resp ect 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 liab ility in the contract without the written consent of the other members and that
of the Railways in resp ect of the said tender/contract.

15.

Documents to be enclosed by the JV firm alon g with the tender:

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Page 157 of 173

15.1

In case one or more of the members of the JV firm is/are p artnership firm(s), following
documents shall be submitted:
(a) Notary certified cop y of the Partnership Deed.
(b) Consent of all the p artners to enter into the Joint Venture Agreement on a stamp
p ap er of app rop riate value (in origin al)
(c) Power of Attorney (duly registered as p er p revailin g law) in favour of on e of the
p artners 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 docu ments
shall be en closed:
Affidavit on Stamp Pap er of ap p rop riate value declarin g that his Concern is a Prop rietary
Concern and h e is sole p rop rietor of the Concern OR he is in p osition of KARTA or
Hindu Undivided Family and he has the authority , p ower and consent given by other
p artners to act on behalf of HUF.

15.3

In case on e or more members is/are limited companies, the fo llowin g do cuments shall be
submitted:
(a) Notary certified cop y of resolution of the Directors of the Comp any , p ermitting the
comp any to enter into a JV agreement, authorizing M D or one of the Directors or
M anagers of the Comp any to sign M OU, JV Agreement, such other documents
required to be sign ed on behalf of the Co mp any and enter into liability against the
comp any and/or do any other act on behalf of the comp any .
(b) Copy of M emorandum and articles of Association of the Comp any.
(c) Power of Attorney (duly registered as p er p revailing law) by the Company
authorizing the p erson to do/act mentioned in the p ara (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 /Dep artment of the Govt. of India/State Govt. from
p articip ation in tenders/contract in the p ast either in their ind ividual cap acity or the JV
firm or p artnership firm in which they were members/p artners.

16.

Credentials & Qualifying criteria:

Technical and fin ancial eligibility of the JV firm shall be adjudged based on satisfactory
fulfillment of the followin g criteria:

16.1

Technical eligibility criteria :

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Page 158 of 173

Either the JV firm or any one of the members of the JV firm must have satisfactorily
comp leted in the last three p revious financial y ears and the current financial y ear up to
the date of op ening of the tender, one similar sin gle work for a minimu m valu e 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 members share in
that partnership firm/JV firm for the purpose of satisfying his compliance of the
abo ve mentioned technical eligibility criteria in the tender under consideration.
16.2

Financial eligibility criteria:

The contractual pay ments received by the JV firm or the arithmetic sum of the
contractual p ay ments received by all the members of the JV firm in the p revious three
financial y ears and the current financial year up to the date of op ening 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 members 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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Page 159 of 173

Annexure E

CENTRAL RAILWAY
MECHANIC AL BRANCH
MUMB AI CS T
TENDER SCHEDULE
Sr.
no.

Item

Total cost (in Rs.)

Work of setting up of a mechan ized

laundry (of cap acity of 1 ton of linen per
shift, as p er detailed sp ecifications at
Clause V of tender docu ment) at
Wadibunder, M umbai Division on turn
key basis

Total cost of the work (in words): Rup ees

1
2
3
4
5
6
7
8
9
10

7 (= 5
6)

8 (7 X 7
hours)

Warranty p eriod (as

specified by OEM )

Capacity in t erms of kg
of linen

Cycle time in h rs
(including setting up
time, loading, unloading
etc)

Output per hour (in kg o f

linen)

Output per shift of 8

hours (actual working
time of 7 hours)

10

11

12
Terms of comprehensive
st nd rd
AMC for 1 /2 /3 year
after the expiry of
warranty period (mention
validity period)

Terms of Noncomprehensiv e AMC for

st nd rd
1 /2 /3 year after the
expiry of w arranty period
(mention validity period )

Cost of machin e in Rs.

(including cost o f
installation and
commissioning)

Type of linen d ealt with (

i.e. Bed sh eets / Hand
towels / Pillow covers)

Manufacturer / Model

Sr. no.

Break up of cost and other details of individual machines

Machine / Equipment

B.

T otal for all machines / equipment

Note : 1. Details of each indiv idual mach ine / equip ment to be filled in sep arate row
2. Tenderers may peruse Clause V (Sp ecifications of work) and Clause VII (Railway s
scope of supp ly ) of Sp ecial Terms and Conditions

159

Page 160 of 173

C.

Sr
No

List of spare parts / consumables normally required after warranty period

(Tenderer may add more sheets if space is not adequate)

Machine /
Equipment
fo r which
spare part /
consumable
required

Name o f the
Spare Part /
Speci fication
consumable
/ drawing
normally
etc.
required for
maintenance

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
spare part /
consumable

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. Railway s shall not be liable for any
increase in the taxes or duties levied by the Government or Local bodies which shall h ave
to be borne by the contractor.
ii. Railway s may at their discretion go in for comp rehensive or non-comp rehensive AM C or
for no AM C at all after the exp iry of the warranty p eriod. Railway s reserve the right to
award AM C to the tenderer, for all or any of the machin es supp lied and commissioned by
him as p art of the turn key contract, after exp iry of the warranty p eriod, as p er the terms
quoted by him and accep table to Railways. Railway s further reserve the right to p rocure
any of the sp are p arts / consumables normally required for maintenan ce of the machines
from the tenderer as p er rates quoted by him and accep table by Railway s. However, said
AMC or p rocurement of sp are parts / consumables shall be outside the scop e of this
contract which shall b e awarded only for the supp ly and installation of the mechanized

160

Page 161 of 173

laundry equip ment and commissionin g of the mech anized laundry on turn key basis,
besides p rovision 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 ambigu ity .
iv. The above work will be subject to the General conditions of contract in force on Central
Railway in addition to the Sp ecial terms and conditions as laid down below.
I / We hereby agree to carry out the work at the rates quoted by me/us duly accep ted by Railway
and abide by the special terms and conditions as laid down here in above.

Contractors Signature and Stamp .

161

Page 162 of 173

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 p asses: Three p ass of flue gases
0
2. Steam Generation from and at 100 C: 4000 kgs / hr
3. Steam cond ition
M aximum total solids: 1 2 p p m
Silica: Less than 0.1 pp m
Dryness fraction: 99.5%
4. Steam Pressure
Safety valve set p res: 10.1 & 10.2 kgs / sq. cm
Burner cut off switch: 10 kg / sq. cm
M odulating p ressure 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: A STMA-516/515 Gr.70
Size: 2.95 mtrs dia
Len gth: 4.5 mtrs
Designed code: ISO-R-831/IBR
3
Water content when full: 10.5868 m
3
Steam sp ace: 2.4071 m
Water content at NWL: 8.1797 m3
The above are the design sp ecifications of the boiler which may not be necessarily
functioning at its full efficiency . Tenderer(s) are adv ised to Sr. DM E (Cog.) BB or his
authorized rep resentative or visit Parel Workshop / Wadi bunder d ep ot and see the boiler
themselves p rior to making their offer.

162

Page 163 of 173

Annexure G
Technical Specification of Air Compressor
Description:
Air cooled screw comp ressor, M ake Khosla
Technical Data:
Free Air deliv ery : 200 CFM
2
Workin g p ressure: 7.0 kg / cm
M otor: 50 hp , 415 V, 50hz, 3 Phase
Starter: Star Delta
Air receiv er: 2000 ltrs
Tenderer(s) are advised to visit Wadibunder d epot and see the comp ressor themselves p rior to
makin g their offer. Additional comp ressors (of cap acity and sp ecifications broadly similar to
those mentioned above) can be made available in order to generate adequate quantity of
comp ressed air (which should be clearly mentioned by the tenderer in Annexure B5).

163

Page 164 of 173

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 ca pacity 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 Imp ortant Notes for Intending
Tenderer(s) (at p age 1 of tender do cument), Open Tender Notice no. mentioned in the Notice
Inviting Tender (at p age 4 of tender document), Clause no. I (at p age 9 of tender document),
Clause no. VIII (at p age 19 of tender do cument), C lause no. V (xix) (at page 16 of tender
document) of the Sp ecial Terms and Conditions of Contract, and Financial Bid (Annexure E,
p age 33 to 35 of tender document). These changes in the tender document are indicated in bold,
italics and underlined for easy identification.
These

chan ges

hav e

been annexed to the tender document as display ed on

www.tenders.gov.in and can be downloaded by the tenderer(s) from this website.
Alternatively , the tenderer(s) can obtain cop y of the above corrigendum from the office of Sr.
DME (Coachin g) BB on all workin g days up to 17.00 hrs up to one day p rior to date of tender
op ening.
All other Terms and Conditions remain unch an ged.

DRM (Mech) BB

164

Page 165 of 173

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 capa city 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 followin g chan ges 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 accep ted the validity p eriod 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 S pecial Terms and Conditions of contract (page 9 of
tender document) may be read as:

The scop e of work involves setting up of a mechanized laundry on turn key basis suitable for
tacklin g 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 d ep ot of Mumbai division of
Central Railway . The mechan ized laundry should be cap able of washin g, drying and ironin g
(calend arin g) of at least 1 ton of linen p er shift of 8 hrs (actual working time of 7 hrs) as p er para
V below.
4.

Clause no. VIII mentioned in the S pecial Terms and Conditions of contract (page 19
of tender document) may be read as:

Warranty and maintenan ce of each of the mechanized equip ment supp lied and commissioned by
the contractor for a p eriod of one y ear from the date of commissioning of the laundry or as p er
the warranty p eriod of individual mach ines / equip ment sp ecified by their OEMs, whichever is
later shall be within the scop e 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 p reventive maintenance are in cluded in the scop e of
work and no additional p ayment shall be made by Railway s for the same. The security dep osit of
the firm shall be released after expiry of warranty p eriod as p er Railways codal p rovisions.
5.

Clause no. V (xix) mentioned in the S pecial Terms and Conditions of contract (page
16 of tender document) may be read as:
The tenderer in their Fin ancial b id (Annexure E) shall submit terms for both Comp rehensive and
st
nd
rd
Non-comp rehensive AM C for the 1 , 2 , 3 y ears after exp iry of the warranty p eriod for the
various machin es / equipment. Comp rehensive AM C imp lies regular visits of the Service

165

Page 166 of 173

Engineer for p reventive and break down maintenance includin g cost of spares and machine
consumables (v arious lubrication oil, filters, belts, etc.). Non-comprehensive AMC implies
regular visits of Service Engin eer for p reventive and break down maintenance, not includ in g cost
of spares and machine consumab les. The tenderer in their Financial bid (Annexure E) shall also
mention the sp ecifications / OEMs p art no., cost valid up to five y ears after exp iry of warranty
p eriod (inclusive of all taxes and duties), etc. of the spare p arts / consumables which may be
normally required for maintenan ce of the various machines after the exp iry of the warranty
p eriod. Railway s may at their discretion go in for comp rehensive or non-comp rehensive AM C or
for no AM C at all after the exp iry of the warranty p eriod. Railway s reserve the right to award
AMC to the tenderer, for all or any of the machines sup plied and commissioned by him as p art of
the turn key contract, after exp iry of the warranty p eriod, as per the terms quoted by him and
accep table to Railway s. Railway s further reserve the right to p rocure any of the spare p arts /
consumables normally required for maintenance of the machines from the tenderer as p er rates
quoted by him and acceptable to Railway s for up to five years after expiry of the wa rranty
period. Tenderer(s) shall be bound to supply such spare parts / con sumables a s per the yea r
wise rates quoted by them in the tender schedule (Annexure E). However, said AM C or
p rocurement of sp are p arts / consumables shall be outside the scop e of this contract which shall
be awarded only for the supp ly and installation of the mechanized laundry equipment and
commissionin g of the mechanized laundry on turn key basis, besides p rovision of warranty
support, training, etc. Tenderer(s) shall indicate the complete add ress of the nea rest service
centre where maintenance support and other help can be obtained as required by Railways
after expiry of the wa rranty period.
6.

Financial bid (Annexure E), (Page 33 to 35) of the tender document may be read as:

CENTR AL RAILWAY
MECHANIC AL BRANCH
MUMB AI CS T
TENDER SCHEDULE
Sr.
no.

Item

Total cost (in Rs.)

Work of setting up of a mechan ized

laundry (of cap acity of 1 ton of linen per
shift, as p er detailed sp ecifications at
Clause V of tender docu ment) at
Wadibunder, M umbai Division on turn
key basis

Total cost of the work (in words): Rup ees

166

3
4
5
6
7 (= 5
6)
8 (7 X 7
hours)

Warranty p eriod (as

specified by OEM )
Capacity in t erms of kg
of linen
Cycle time in h rs
(including setting up
time, loading, unloading
etc)
Output per hour (in kg o f
linen)
Output per shift of 8
hours (actual working
time of 7 hours)

Note : 1.

167

Terms of comprehensive
st nd rd
AMC for 1 /2 /3 year
after the expiry of
warranty period (m ention
validity period)

10
Terms of Noncomprehensiv e AMC for
st nd rd
1 /2 /3 year after the
expiry of w arranty period
(mention validity period )

9
Cost of machin e in Rs.
(including cost o f
installation and
commissioning)

B.

Type of linen d ealt with (

i.e. Bed sh eets / Hand
towels / Pillow covers)

Manufacturer / Model

Machine / Equipment

Sr. no.

Page 167 of 173

Break up of cost and other details of individual machines

11
12

10

T otal for all machines / equipment

Details of each ind ividual machine / equipment to be filled in separate row

Page 168 of 173

2.
Tenderers may p eruse Clause V (Sp ecifications of work) and Clause VII
(Railways scope of supp ly ) of Sp ecial 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.

Sr
No

List of spare parts / consumables normally required after warranty period

(Tenderer may add more sheets if space is not adequate)

Machine /
Equipment
fo r which
spare part /
consumable
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)

10

168

Rate of the
spare part /
consumable
(inclusive of
all taxes
duties, etc.)
st
valid for 1 /
nd
rd
th
2 / 3 /4 /
th
5 years
after expiry
of warranty
period

Source o f
supply of
spare part /
consumable

Remarks
if any

Page 169 of 173

D.

Complete add ress of the nea rest service centre where maintenance suppo rt and other
help can be obtained a s 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. Railway s shall not be liable for any
increase in the taxes or duties levied by the Government or Local bodies which shall h ave
to be borne by the contractor.
ii.
Railway s may at their discretion go in for comp rehensive or non-comp rehensive AM C or
for no AM C at all after the exp iry of the warranty p eriod. Railway s reserve the right to
award AM C to the tenderer, for all or any of the machin es supp lied and commissioned by
him as p art of the turn key contract, after exp iry of the warranty p eriod, as p er the terms
quoted by him and accep table to Railways. Railway s further reserve the right to p rocure
any of the sp are p arts / consumables normally required for maintenan ce of the machines
from the tenderer as p er rates quoted by him and acceptable to Railway s for up to five
years after expiry of the warranty period. Tenderer(s) shall be bound to supply such
spare pa rts / consumables as per the yea r wise ra tes quoted b y them in the tender
schedule above. However, said AM C or p rocurement of sp are p arts / consumables shall
be outside the scop e of this contract which shall be awarded only for the supp ly and
installation of the mechanized laundry equip ment and commissioning of the mechanized
laundry on turn key basis, besides p rovision of warranty supp ort, training, etc.
iii.
Tenderer(s) ma y atta ch additional sheet for making their offer in case necessary.
However the fo rmat 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 fin al
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 Sp ecial terms and conditions as laid down below.
I / We hereby agree to carry out the work at the rates quoted by me/us duly accep ted by Railway
and abide by the special terms and conditions as laid down here in above.

Contractors Signature and Stamp .

End of Tender Document

169

Page 170 of 173

On Board House Keeping Services (OBHS ) :
On Board clean in g of trains should be done as p er extant instructions of Railway Board for
On Board House Keep ing Services (OBHS) issued vide letter no.2006/M (C)/165/9 dt.
01.10.07 and 19.07.10.
Board have decided that comp rehensive mech anized cleanin g contracts for coachin g rakes
& dep ot p remises at the primary coaching dep ot should include the service module for
On Board cleaning and hygiene attention in M ail/Exp ress trains of that dep ot. For
dep ots where the mechanized cleanin g contracts are already in p lace, alternative
arrangements as
feasible under p revailin g lo cal cond itions may be adopted for the
On Board attention. Ultimately, these two modules need to be integrated into a single
contract.
Following guidelines may be adop ted for Tenders for On Board Housekeep ing Services
(OBHS) to be floated under two Packet Sy stem of tendering. The contract for OBHS
must be floated for a minimu m period of 3 y ears unless it sp ecifically needs to be of a
shorter duration
in order to dovetail it with the contract for mechanized clean ing of
rakes/dep ot p remises.
(i)

The total onward/return journey of the Mail/Exp ress 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 und er the scheme.
(iii) Arrangements for on Board cleaning must be made by the p rimary maintenance
dep ot for the round trip of identified train rakes.
(iv) Notwit hstanding (i) above, all Rajdhani and Shatabdi trains must be in cluded for On
Board House Keep ing Services in light of their p remier status.
(v) While on Bo ard cleanin g attention should be p rovided wherever desired/d emand ed
for by the passengers, the toilets, doorways, gan gway s and vestibules must
necessarily be clean ed frequently from 0500 hrs. to 0900 hrs. and from 1600 hrs to
2000 hrs., wherever ap p licable. The p assenger comp artments and the aisle must also
be cleaned and mop ped 2 times in a day at suitable intervals. In case any deviations
are need ed due to local conditions the same may be p ermitted with the p ersonal
app roval of CM E.
(vi) CDO concerned will issue a certificate to identified p ersonnel authorizing them to
travel on p rimary Trains of his coachin g dep ot for p roviding On Board
Housekeep ing Services. No reserved accommod ation will however b e 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 Rajdhan i/Shatabdi trains.
viii) Co mp liance of Bo ards guidelines for test check p rotocol for OBHS and other coach
clean ing contracts issued vide letter no. 95/M (C)141/1 Vol. II dt.21.05.2010 must be
ensured.

170

Page 171 of 173

7.3.1 Resource S pecifications issued by Railway Board

(A) Manpo wer (Janitors):
OBHS scheme requires sufficient no. of skilled janitors who are exp osed to
housekeep ing industry .
Combination of three coach es will form a work station and each work station or a part
thereof shall be mann ed by one skilled jan itor who should be in the age group of 18-35
y ears.
(B) Manpower (Executive Housekeeper):
One Executive Housekeeper in the age group of 25-45 y ears shall also escort the train
during its round trip.
The EHK must be a graduate p referably havin g exp erience in the housekeep in g industry .
(C) Equipment & Tools:
(i) High Pressure Nozzle with Lance & Gun: For jet washing of toilet co mmodes, wall
p rotectors and other fittings, a sp ecially designed HP hose pip e of app rox. 3 meters
havin g a lance and trigger typ e gun with nozzle for deliverin g high p ressure of about 10
bar for effective imp ingement of water shall be used.
(ii) Quick Coupling arrangement for Toilet Tap: The water required for cleanin g shall
be sourced from Toilet Tap with the help of esp ecially designed Quick Coup ling
arrangement. The coup ling shall be so designed that it can take care of all designs of tap
p rovided in Indian Railway s Coaches. It shall be leak proof, light weight and shall not
take more than 15 seconds to fix.
(iii) S uper absorbent floor Mopper: For coach floor cleaning of p assenger
comp artments and aisle area, a M opp er with 100 to 150 cms long aluminu m hand le and a
cloth based swivel head mop sy stem for quick maneuverin g shall be used @ 1 p er work
station. It shall also have flexib ility and maneuverability to reach under the births and
corners.
(iv) S queegee Brush: For toilet floor scrubbing and dry ing, as squeeze havin g ap p rox.
140 to 150cms lon g alu minum and stiff polyp ropy lene bristles for and form rubb er blade
for two in one scrubbing and dry in g action, shall be used @ 1 p er work station and the
rubber blade shall be rep laced once in 15 day s.
(v) Bottle with spray gun for storing and dispensing cleaning chemicals: A good
quality p lastic bottle of at least 500 ml cap acity having lockab le spray gun shall be
p rovided @ 1 p er work station and its sp ray gun shall be rep laced as and when required.
(vi) Toilet Commode Brush: For cleanin g of toilet commode, p an and chute area, a
suitable commod e brush with p olyp ropylene bristles shall be p rovided @ 1 p er work
station and shall be rep laced as and when the bristles are worn out p referably once in 15
day s.

171

Page 172 of 173

st

(vii) Carpet Brush: For cleaning of carp et in 1 AC co aches, esp ecially designed
p olyp ropy lene bristled brush shall be p rovided @ 1 p er train and shall be rep laced as and
when the bristles are worn out.
(viii) Upholstery cleaning brush: The carp et brush should not be allowed to be used for
seat/ berth up holstery cleanin g, for which a sep arate p olyp ropy lene bristled brush shall be
used.
(ix) Bucket: A smart looking, easy to carry , low height, app rox. 6 gallons cap acity
bucket made of heavy duty p olyp ropy lene for washing of mop s etc. shall be used. It shall
p referably have castor wheels for ergonomic handlin g. This shall be provided @ 1 p er
work station.
(x) Window Glass S queezee: Stainless Steel handle of p referably 10 inches length with
durable rubber b lade of size 45 cms hav ing a lo ckin g arran gement for faster and effective
cleanin g of window glasses shall be p rovided @ at least 1 p er 3 AC coaches and rubber
blades shall b e rep laced once in 15 d ay s.
(xi) Micro Fiber cloth for mirror cleaning
(xii) S ponge Duster for wash basin cleaning
(xiii) Disposable bags for garbage collection: Green coloured Disp osable 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 typ es of tools for
minor p lumbing / carpentry related rep airs shall be available with Executive
Housekeep er.
(xv) Foot mats: At every toilet entrance, a foot mat made of rubber h avin g bristles to
soak water shall be p rovided and shall b e rep laced as & when required to be.

172

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173