WEST CENTRAL RAILWAY BHOPAL DIVISION SIGNAL ...

BPL/N/Sig/AMC/ST/2016-17/02 of 42

CONTRACTOR DRM (S&T) BPL

WEST CENTRAL RAILWAY BHOPAL DIVISION

SIGNAL & TELECOM DEPARTMENT TENDER FORM

SINGLE TENDER TENDER NOTICE NO. BPL/N/Sig/AMC/ST/2016-17/02 Dated 18/04/2016 Name of Work:- Comprehensive Annual Maintenance Contract (AMC) of G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years.

(i) Approx. Value of Tender : Rs. 32,64,000.00 (ii) Earnest Money : Rs. 65,280.00 to be accepted only in “Cash or Banker’s

Cheque/Demand Draft in favour of FA & CAO/W. C. Rly. Executed by SBI or any of the nationalized bank of India or by a scheduled bank”)

(iii) Cost of Tender Document : Non-refundable ` 3,000/- in person (Cash or BC/DD in Favour of Sr. DFM/ WCR/Bhopal) or ` 3,500/- for postal delivery.

(iv) Completion Period : 03 years from date of commencement of work. (v) Validity of offer : 04 (Four) Calendar months from the date of opening

(vi) TENDER CLOSING DATE & TIME: 06/05/2016 AT 15:00 Hrs. (vii) TENDER OPENING DATE & TIME: 06/05/2016 AT 15:30 Hrs. (viii) TENDER DOCUMENTS are not tranferable.

NAME & ADDRESS OF THE CONTRACTOR

Earnest Money Deposited vides BC/DD No _____________ Dtd _____________for Amounting Rs. _____________ Issued by _____________ Bank _____________ Br. _____________



WEST CENTRAL RAILWAY

TENDER NOTICE The Divisional Railway Manager (Signal & Telecom), West Central Railway Bhopal for and on Behalf of the President of India invites sealed tenders from the OEM/authorized dealer of OEM (G. G. Tronic make) for the following work. Tender will be closed on date 06/05/2016 at 15:00 Hours and bids will be opened on the same date at 15:30 Hours in presence of the tenderer who are so desirous.

TENDER NOTICE NO: - BPL/N/Sig/AMC/ST/2016-17/02 Dated 18/04/2016 NAME OF WORK: - “Comprehensive Annual Maintenance Contract (AMC) of

G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years."

TENDER VALUE: - Rs. 32,64,000.00

Earnest money: - Rs. 65,280.00 Cost of tender Document:- Rs. 3,000/- in person and Rs. 3500/- by post (non-refundable). Completion period: 03 YEARS FROM THE DATE OF COMMENCEMENT OF WORK Validity of offer: - 04 months from the date of tender opening

Tender document download start date 21/04/2016

Last date of submission of tender 15.00 Hrs on 06/05/2016

Date and time of opening 15.30 Hrs on 06/05/2016 Sale of tender form From 21/04/2016 to 06/05/2016 up to 12.00 hrs

1) EMD to be to be accepted only in Cash or Banker’s Cheque/Demand Draft in favour of FA

& CAO/W. C. Rly. Executed by SBI or any of the nationalized bank of India or by a scheduled bank. DD/BC submitted against EMD should not be in favour of “person/firm” other than “person/firm” in whose name tender form is issued.

2) Tender form containing schedule of work against each work can be purchased from this office, on payment, quoted above, in person up to 06/05/2016 (up to 12:00 Hours) and by post up to 29/04/2016 on any working day. Railways will not be responsible for Postal Delays.

3) Tender schedule can also be downloaded from the website of Bhopal Division http://www.wcr.indianrailways.gov.in along with tender documents downloaded from the website the participating tenderer will have to attach a Demand Draft of Rs. 3,000/- (Rupee Three Thousand Only) payable to Sr. DFM/ WCR/ Bhopal or money receipt from Chief Cashier WCR Bhopal as the cost of tender form, otherwise tender will be treated as invalid and will be rejected.



The tenderer, who down load the tender documents from website, will be responsible for checking the corrigendum, if any issued by the Railway, on the website from time to time and submit the tender accordingly.

4) Tender without earnest money will not be entertained. 5) If the date of opening happens to be holiday, then tender will be opened on the next working day at the same time. 6) The administration reserves the right to reject any or all the tenders without assigning any reasons. 7) Minimum Eligibility Criteria (if applicable) for single tender above Rs. 50 Lakhs is as under: There is no need of eligibility criteria/ similar nature of work as conveyed vide HQ’s letter no. WCR/N-HQ/150/Wks/14/Policy/Pt-V dtd. 31/08/2015. 8) ‘D’ form for concessional sales tax shall not be issued by railways.

DRM (S&T) BPL

For and on behalf of President of India DRM(S&T)’S OFFICE, BHOPAL

No. BPL/N/Sig/AMC/ST/2016-17/02 Dated 18/04/2016 C: DRM(S&T) JBP, & KTT, Dy. CSTE(C) BPL, for wide publicity. C: CHIEF CASHIER WCR/ BPL & DIVL CASHIER BPL, C: Sr. DFM/BPL, Sr. D Au O /BPL.



CHECK LIST OF ITEMS TO BE COMPLIED BY TENDERERS

S. No.

Item

1 Submission of tender in single packet in Railway’s Format duly signed by the tenderer at every page

2 All documents to be furnished in English or Hindi 3 Full and clear postal address with phone and fax nos 4 Partnership deed, if any, constitution of the firm and copies of connected legal documents. 5 Validity of offer as specified 6 Credential in support (applicable, if advertised tender value is more than 50 lakhs) a) Experience and expertise in S&T field to fulfill qualifying criterion of tender notice b) Financial capability c) Resourcefulness in respect of assured supply of materials. d) Details of technical personal with qualification and experience employed by the firm. e) Details of Supervisors and skilled & unskilled staff with qualifications and experience for field

supervision & execution. f) Details of equipments, tools and plant machinery, vehicle etc. available with the firm for

execution of contract work. 7 If working through contract labour, the contractor must register with Labour Commissioner –

necessary license to be submitted with the tender or to be produced before signing of Contract Agreement.

8 Corrections, if any, to be attested by the Tenderer. 9 Acknowledgement of Letter of Acceptance- within 7 days from the date of issue. 10 Contract Agreement to be executed by the successful tenderer within a period of 30 days from the

date of issue of Acceptance letter. Note: The above check list is not exhaustive. The Tenderer must go through carefully the entire booklet and submit the tender complying with all the conditions/ provisions/ instructions mentioned therein irrespective of the fact that they have been highlighted in the checklist or not.



Additional Special Conditions for Tender Document if downloaded from Internet/Website

1. These additional special conditions are applicable to tender document and considered as part of it, which is downloaded from internet/website.

2. Tenderers may note that permitting of downloading of tender document is an added facility for convenience of Tender/s. Railway, however, reserves right to extend this facility for selected works or continue only with direct sale of tender forms in case, tender document is not uploaded on website or download failure or delay or incomplete document downloaded, whatsoever, Railway shall not be responsible in anyway. Railway shall not be responsible for any direct/indirect loss of business/profit resulting from inability to use this facility.

3. The tenderer/s shall download & print the Tender document solely for the purpose of bidding for above work and downloaded document shall not be used, copied or reproduced for any other purpose.

4. The end of tender document is indicated by “End of Tender Document” marker. Tenderer/s should carefully see that above marker appears on the last page of downloaded tender document to ensure that downloaded document is complete. Tenderer is suggested to check the integrity and completeness of document before submission.

5. The tender document downloaded from website through does not bear signature of Railway authority shall have same authority as having direct purchased from Railway Office. Tenderers while submitting his offer must sign all pages of tender document.

6. The downloaded and printed tender document along with the various other documents should be submitted as per details mentioned in tender document. The Tender should clearly write on main tender cover and also on the top of sealed cover “tender documents downloaded from website”.

7. The Tenderer/s are required to pay non-refundable cost of tender document in the form prescribed in tender notice while submitting their offer. In case they fail to furnish the requisite cost of tender document in prescribed form, their offer shall be rejected.

8. The Tenderer/s shall maintain the integrity of downloaded tender document and shall not make any change/addition/deletion/tampering, whatsoever, in the downloaded documents. The Tenderer/s offer shall be rejected and full earnest money shall be forfeited, in case it is detected after submission of offer, that they have made any modification in downloaded documents. In case such modification is noticed even after award of contract, Railway is liable to terminate the contract on contractor’s default. In addition Railway reserves the right to take action against the firm as deemed fit, which may include Banning of Business Dealings with the firm and the firm is also liable to be prosecuted as per the law. After award of work agreement will be prepared based on the master copy of tender document available in the Railway’s office.



In case, any discrepancy is noted in tender document submitted by Tenderer, the Master document kept with Railway shall prevail and decision of Railway thereon shall be final and binding on Tenderer/Contractor.

9. Tenderer/s shall print the tender document on good quality A4 size papers of thickness 75 GSM or above and printed document shall be clearly legible. The document shall be properly bound and page numbers shall be in serial order as mentioned in downloaded documents. The Tenderer/s shall not be reimbursed with the cost of stationery, printing and binding etc. Offer of Tenderer/s is liable to be rejected by Railway, if tender document is not printed or bound ad per above instructions. Further Tenderer shall bear expenses of Internet connection and telephone charges, if any, for downloading of tender document.

10. The Tenderer/s shall keep them updated about any modification in tender notice and tender document, issued by Railway through newspapers, website or E-mail or any other means and shall act accordingly. It is the responsibility of the Tenderer to check any correction or any modifications published subsequently in Web site and the same shall be taken into account while submitting the tender. Tenderers’ offer is liable to be rejected, if they have not enclosed all the corrections/corrigendum along with downloaded tender documents.

11. The “Additional Conditions for Tender Document downloaded from Website” must be signed by the Tenderer and enclosed along with the Tender document failing which the tender is liable to be rejected.

12. The following declaration should be given by the Tenederer while submitting the tender:

DECLARATION

I/We have downloaded/purchased the tender document from the website (http://wcr.indianrailways.gov.in)/office and I/We have not tampered/modified the tender forms in any manner. In case the document is found to be tampered/ modified, I/We understand that my/our tender is liable to be rejected and full earnest money deposit will be forfeited and I/We am/are liable to be banned from doing business with Railways and/or prosecuted. Signature of Tenderer



PART – I REGULATIONS FOR TENDERS AND CONTRACTS

CONTENTS

Para MEANING OF TERMS

Page No.

1. 1.1 DEFINATIONS 1.2 SINGULAR AND PLURAL 1.3 INTERPRETATION

CREDENTIALS OF CONTRACTORS

2. APPLICATION FOR REGISTRATION 3. TENDER FORMS 4. OMISSIONS AND DISCREPANCIES 5. EARNEST MONEY 6. CARE IN SUBMISSION OF TENDERS

CONSIDERATION OF TENDERS

7. RIGHT OF RAILWAY TO DEAL WITH TENDERS

CONTRACT DOCUMENTS

8. EXECUTION OF CONTRACT DOCUMENTS 9.

FORM OF CONTRACT DOCUMENTS

ANNEXURE I TENDER FORMS (FIRST SHEET) (SECOND SHEET)

(THIRD SHEET)

10. TENDER SCHEDULE 11. SPECIAL CONDITION



REGULATIONS FOR TENDERS AND CONTRACTS FOR THE GUIDANCE OF ENGINEERS AND CONTRACTORS

FOR S&T WORKS MEANING OF TERMS

1.1 These Regulations for Tenders and Contracts shall be read in conjunction with the General conditions of

Contract which are referred to herein and shall be subject to modifications, additions or super session by special conditions of contract and/or special specifications, if any annexed to the Tender forms.

1.2 Definition:- In these Regulations for Tenders and Contracts the following terms shall have the meanings

assigned hereunder except where the context otherwise requires:-

(a) “Railway” shall mean the President of the Republic of India or the Administrative Officers of the West Central Railway or the successor Railway authorized to deal with any matters, which these presents are concerned on his behalf.

(b) “General Manager” shall mean the Officer in charge for the general Superintendence and control of the

Railway and shall also include the General Manager (Construction) and shall mean and include their successors, of the Successor Railway.

(c) “Chief Engineer” shall mean the Officer in charge of the Signal & Telecom Department of West Central

Railway and shall also include the Chief Engineer (Construction), Chief Signal and Telecommunication Engineer, Chief Signal and Telecommunication Engineer (Construction), Chief Electrical Engineer and Chief Electrical Engineer (Construction) and shall mean & include their successors of the Successor Railway.

(d) “Divisional Railway Manager” shall mean the Officer in charge of a Division of the West Central

Railway and shall mean and include the Divisional Railway Manager of the Successor Railway.

(e) “Engineer” shall mean the Divisional Signal & Telecom Engineer or the Executive Engineer, Divisional Signal and Telecommunication Engineer, Divisional Signal and Telecommunication Engineer (Construction), Divisional Electrical Engineer and Divisional Electrical Engineer (Construction), in executive charge of the works and shall include the superior officers of the Engineering, Signal and Telecommunication and electrical Department of Railway, i.e. Senior Divisional Engineer/Deputy Chief Engineer/ Chief Engineer (Construction), Senior Divisional Signal and Telecommunication Engineer/Deputy Chief Signal and Telecommunication Engineer/Chief Signal & Telecommunication Engineer/Chief Signal & Telecommunication Engineer (Construction), Senior Divisional Electrical Engineer/Deputy Chief Electrical Engineer/Chief Electrical Engineer(Construction)/ and shall mean and include the Engineers of the Successor Railway.

(f) “Tenderer” shall mean the Person/the firm/co-operative or company whether in- corporate or not who

tenders for the works with a view to execute the works on contract with the Railway and shall include their personal representatives, successors and permitted assigns.

(g) “Limited Tenders” shall mean tenders invited from all or some contractors on the approved or select list

of contractors with the Railway.

(h) “Open Tenders” shall mean the tenders invited in open and public manner and with adequate notice.

(i) “Works” shall mean the works contemplated in the drawings and schedules set forth in the tender forms and required to be executed according to specifications.



(j) “Specifications” shall mean the specifications for Materials and works of the West Central Railway as specified in Part III of the Works Hand Book issued under the authority of the Chief Engineer or as amplified added to or superseded by special specifications if any, appended to the Tender Forms.

(k) “Schedule of Rates of the West Central Railway” shall mean the schedule of Rates issued under the

authority of the Chief Engineer from time to time.

(l) “Drawings” shall mean the maps, drawings, plans and tracings or prints thereof annexed to the Tender Forms.

1.3 Words importing the singular number shall also include the plural and vice versa where the context requires. 2.1 Application for Registration:- Works of construction and of supply of material shall be entrusted for execution to contractors whose capabilities and financial status have been investigated and approved to the satisfaction of the Railway. For this purpose, list of approved contractors shall be maintained in the Railway. The said list shall be revised periodically once in a year or so by giving wide publicity through advertisements, etc. A Contractor including a contractor who is already on the approved list shall apply to the nearest General

Manager (Construction), Chief Administrative Officer (Construction), Divisional Railway Manager, Chief Engineer/Chief Engineer (Construction), Chief Signal and Telecommunication Engineer/Chief Signal & Telecommunication Engineer (Construction) and Chief Electrical Engineer/ Chief Electrical Engineer (Construction), furnishing particulars regarding:-

(a) His position as an independent contractor specifying Engineering Organization available with details of

Partners/Staff/Engineers employed with qualifications and experience. (b) His capability to undertake and carryout works satisfactorily as vouched for by a responsible official or

firm, with details about the transport equipments, construction tools and plants etc. required for the work, maintained by him.

(c) His previous experience of works similar to that to be contracted for, in proof of which original

certificates or testimonials may be called for and their genuineness verified if needs, be, by reference to the signatories thereof.

(d) His knowledge from actual personal investigation of the resources of the are/zone or zones in which he

offers to work.

(e) His ability to supervise the work personally or by competent and fully authorized agents.

(f) His financial position.

(g) Authorized copy of the current Income-Tax Clearance Certificate. 2.2 An applicant shall clearly state the categories of works for which and the area/zone/division(s)/ district(s) in which he desires registration in the list of approved contractors.

2.3 The selection of contractors for enlistment in the approved list would be done by a committee for different value slabs as notified by Railway. 2.4 An annual fee as prescribed by the Railway from time would be changed from such approved contractors to cover the cost of sending notices to them and clerk age for tenders, etc. 2.5 The list of approved contractors would be treated as confidential office record.



TENDERS FOR WORKS

(3) Tender Form:- Tender Forms shall embody the contents of the contract documents either directly or by

reference and shall be as per specimen form, Annexure I. Tender Forms shall be issued on payment of the prescribed fees to the appropriate contractors on the list of approved contractors. Contractors not on the list of approved contractor, will, on payment of the prescribed fees, be furnished with tender forms and they shall be required to submit evidence regarding their financial status, previous experience and ability to execute the works, and an authorized copy of the current Income Tax Clearance Certificate without which their tenders will not be considered.

(4) Omissions and Discrepancies:- Should a tenderer find discrepancies in, or omissions from the drawings

or any of the Tender Forms or should he be in doubt as to their meaning, he should at once notify the authority inviting tenders who may send a written instruction to all the tenderer. It shall be understood they every endeavor has been made to avoid any error which can materially affect the basis of the tender and the successful tenderer shall take upon himself and provide for the risk of any error which may subsequently be discovered and shall make no subsequent claim on account thereof.

(5) Earnest Money:- (a). The tenderer shall be required to deposit earnest money with the tender for the due

performance of the stipulation to keep the offer open till such date as specified in the Tender, under the conditions of Tender. The earnest money will be as under

Earnest Money Deposit (EMD)

Value of the work (Tender Value) For works estimated

EMD (Rounded off to nearest Rs. 10)

Cost up to Rs.1 crore 2% of the estimated cost of the work Cost more than Rs.1 crore Rs. 2 lakhs plus ½% (half percent) of the excess of

estimated cost of work beyond Rs. 1 crore subject to a maximum of Rs. 1 crore.

(b) It shall be understood that the tender documents have been sold/issued to the tenderer and the tenderer is

permitted to tender in consideration of stipulation on his part, that after submitting his tender he will not resile from his offer or modify the terms and conditions thereof in a manner not acceptable to the Engineer. Should the tenderer fail to observe or comply with the said stipulation, the aforesaid amount shall be liable to be forfeited to the Railway.

(c) If his tender is accepted this earnest money mentioned in sub clause (a) above will be retained as part

security for the due and faithful fulfillment of the contract in terms of Clause 16 of the General conditions of contract. The earnest money of other tenderer shall, save as herein before provided, be returned to them, but the Railway shall not be responsible for any loss or depreciation that may happen thereto while in their possession, nor be liable to pay interest thereon.

(2) The Earnest Money should be in cash or in any of the following forms :-

(i) Deposit receipts, pay orders, demand drafts. These forms of earnest money could be either of the State

Bank of India or of any of the nationalized banks. No confirmation advice from the Reserve Bank of India will be necessary.

(ii) Deposit receipt executed by the Scheduled banks (other than the State Bank of India and the Nationalized

Banks) approved by the Reserve Bank of India for this purpose. The Railway will not, however, accept deposit receipt without getting in writing the concurrence of the Reserve Bank of India.



(b). Earnest Money may be accepted in the following forms:-

I. A Deposit in cash II. Government securities at 5% below the market value. III. Deposit receipts or demand drafts of the Nationalized Bank. IV. A deposit in the Post Office Saving Bank. V. Twelve year National Defence Certificates. VI. Ten-Year Defence Deposits. VII. National Defence Bonds VIII. National Saving Certificates. IX. Time Deposit Account, which came into force on 16.3.1970 and notified under Ministry of Finance

Notification No.F3 (7) NS/70, dated 28.2.70.

X. IRFC Bonds. Note: - (v) to (vii) These certificates/bonds may be accepted at their surrender value. (6) Care in Submission of Tenders. (a) Before submitting a tender, the tenderer will be deemed to have

satisfied himself by actual inspection of the site and locality of the works that all conditions liable to be encountered during the execution of the works are taken into account and that the rates he enters in the tender forms are adequate and all inclusive to accord with the provisions in Clause –37 of the General Conditions of contract for the completion of works to the entire satisfaction of the Engineer.

When work is tendered for by a firm or company of contractors, the tender shall be signed by the

individual legally authorized to enter into commitments on their behalf.

(c) The Railway will not be bound by any power of attorney granted by the tenderer or by changes in the composition of the firm made subsequent to the execution of the contract. It may, however, recognize such power of attorney and changes after obtaining proper legal advice, the cost of which will be chargeable to the contractor.

(7) Right of Railway to deal with tender:- The Railway reserves the right of not to invite tenders for any of

Railway work or works or to invite open or limited tenders and when tenders are called to accept a tender in whole or in part or reject any tender or all tenders without assigning reasons for any such action.



CONTRACT DOCUMENTS

(8) Execution of Contract Document:- The tenderer whose tender is accepted shall be required to appear in

person at the office of General manager/General Manager (Construction), Chief Administrative Officer(Construction), Divisional Railway Manager or concerned Engineer, as the case may be, or if a firm or corporation, a duly authorized representative shall so appear and execute the contract documents within 7 days after notice that the contract has been awarded to him. Failure to do so shall constitute a breach of the agreement affected by the acceptance of the tender in which case the full value of the earnest money accompanying the tender shall stand forfeited without prejudice to any other rights or remedies.

In the event of any tender whose tender is accepted shall refuse to execute the contract documents as herein before provided, the Railway may determine that such tenderer has abandoned the contract and there upon his tender and acceptance thereof shall be treated as cancelled and the Railway shall be entitled to forfeit the full amount of the Earnest Money and to recover the damages for such default.

(9) Form of Contract Document:- Every contract shall be complete in respect of the document it shall so

constitute. Not less than 2 copies of the contract documents shall be signed by the competent authority and the contractor and one copy given to the contractor.

(a) For zone contracts awarded on the basis of the percentage above or below the Schedule of Rate Central Railway for the whole or part of financial year, the contract agreement required to be executed by the tenderer whose tender is accepted shall be as per specimen form, Annexure II During the currency of the zone contract, work orders as per specimen form Annexure III or IV for works not exceed Rs.10,000/- each shall be issued by the Divisional Railway Manager/Executive Engineer under the agreement for Zone contract.

(b)For contracts for specific works, valued at more than Rs.10,000/- the contract documents required to be executed by the tenderer whose tender is accepted shall be either an Agreement as per specimen form Annexure IV, or a work order as per specimen form Annexure V as may be prescribed by the Railway.



ANNEXURE - I

WEST CENTRAL RAILWAY TENDER FORMS (FIRST SHEET)

Tender No: BPL/N/Sig/AMC/ST/2015-16/02 Name of work: Comprehensive Annual Maintenance Contract (AMC) of G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years. To The President of India, Acting through the DRM (S&T), Bhopal. West Central Railway, I/We ..............................................................................................................have read the various conditions to tender attached hereto and agree to abide by the said conditions. I/We also agree to kept this tender open for acceptance for a period of 04 months from the date fixed for opening the same and in default thereof, I/We will be liable for forfeiture of my/our “Earnest Money” I/We offer to do the work for West Central Railway, at the rates quoted in the attached schedule and hereby bind myself/ourselves to complete the work in all respects within 03 years from the date of commencement of work.

(2) I/We also hereby agree to abide by the General Conditions of Contract corrected up to printed advance Correction Slip No. .......................................... dated ............. and to carry out the work according to the special conditions of contract and specifications of materials and works as laid down by Railway in the annexed special conditions/specifications and the ..................................... Railway Works Hand Book Part III corrected upto printed/advance correction slip No............ dated........... Sanitary Works Hand Book corrected upto printed/advance Correction slip No. ...........dated.......... Schedule of Rates corrected upto printed/advance Correction slip No...... ...........dated.............. for the present contract.

A sum of Rs. 65,280/- is herewith forwarded as Earnest Money. The full value the Earnest Money shall stand forfeited without prejudice to any other right or remedies in case my/our Tender is accepted and if:-

(a) I/We do not execute the contract documents within seven days after receipt of notice issued by the

Railway that such documents are ready; and (b) I/We do not commence the work within fifteen days after receipt of orders to that effect.

(3) Until a formal agreement prepared and executed, acceptance of this tender shall constitute a binding

contract between us subject to modifications, as may be mutually agreed to between us and indicated in the letter of acceptance of my/our offer for this work.

(4) ............................................... Signature of Witnesses: Signature of Tenderer(s)

(1) ............................................... date........................ (2) ................................................

Address of the Tenderer(s)



ANNEXURE I

TENDER FORM (SECOND SHEET) (1). Instructions to tenderer and conditions of tender:- The following documents form Part of Tender/Contract:-

(a). Tender forms –First Sheet and Second Sheet. (b). Special conditions/Specifications (enclosed) (c). Schedule of approximate quantities (enclosed) (d). General conditions of contract and standard specifications for materials and works as laid down in Works Hand Book and Sanitary Works Hand Book of West Central Railway, as amended/corrected up to correction slips mentioned in First sheet of Tender Form, copies of which can be seen in the office of DRM(S&T) Bhopal or obtained from the office of the Chief Engineer, West Central Railway ............ on ...................... payment of Rs........./- Rs.................../- & Rs.............../- respectively. (e). Schedule of rates, Part I & II as amended / corrected up to correction slip as mentioned in first sheet of Tender Sheet of Tender Form, copy of which be seen in the office of ......................or obtained from the DRM (S&T) BPL, West Central Railway on payment of Rs. ............... & Rs. ................ respectively. (f). All general and detailed drawings pertaining to this work which will be issued by the Engineer or his representatives (from time to time) with all changes and modifications.

(2). Drawings for the work.- The Drawings for the work can be seen in the office of the DRM (S&T) BPL and/or

Chief ----------------- at any time during the office hours. The drawings are only for the guidance of Tenderer(s). Detailed working drawings, (if required) based generally on the drawing mentioned above, will be given by the Engineer or his representative from time to time.

(3) The Tenderer (s) shall quote his/their rates as a percentage above or below the schedule of rates of the west

central Railway -------------as--------------applicable to Bhopal Division except where he /they are required to quote item rates and must tender for all the items shown in the schedule of approximate quantities attached. The quantities shown in the attached schedule are given as a guide and are approximate only and are subject to variation according to the needs of the Railway. The Railway does not guarantee work under each item of the schedule.

(4) Tenders containing erasures and/or alterations of the tender documents are liable to be rejected. Any

correction made by Tenderer(s) in his/their entries must be attested by him/them. (5) The works are required to be completed within a period of 03 years from the date of commencement of

work. (6) Earnest Money:- (a) The tender must be accompanied by a sum of Rs. 65,280/- as earnest money deposited

in cash or in any of the forms as mentioned in Regulations for tenders and contracts for the guidance of the Engineers and contractors, failing which the tender will not be considered. (b). The Tenderer(s) shall keep the offer open for a minimum period 04 months from the date of opening of the Tender it is understood that the tender documents has been sold/issued to the Tenderer (s) and the Tenderer(s) is/are permitted to tender in consideration of the stipulation on his/their part that after submitting his/their tender subject to the period being extended further if required by mutual agreement from time to time, he will not resile from his offer or modify the terms and conditions thereof in a manner not acceptable to the Engineer of West Central Railway. Should the Tenderer fail to observe or comply with the foregoing stipulation, the amount deposited as Earnest Money for the due performance of the above stipulation shall be forfeited to the Railway.



(c). If the tender is accepted, the amount of Earnest Money will be retained and adjusted as Security Deposit for

the due and faithful fulfillment of the contract. This amount of Security Deposit shall be forfeited if the tenderer)/Contractor(s) fail to execute the Agreement Bond within 7 days after receipt of notice issued by Railway that such documents are ready or to commence the work within 15 days after receipt of the orders to that effect.

(d). The Earnest Money of the unsuccessful tenderer(s) will, save as here-in-before provided, be returned to the

unsuccessful tenderer(s) within a reasonable time but the Railway shall not be responsible for any loss or depreciation that may happen to the Security for the due performance of the stipulation to keep the offer open for the period specified in the tender documents of to the Earnest Money while in their possession nor be liable to pay interest thereon.

(7) Right of the Railway to deal with tender.- The authority for the acceptance of the tender will rest with the

Railway. It shall not be obligatory on the said authority to accept the lowest tender or any other tender and no tenderer(s) shall demand any explanation for the cause of rejection of his/their tender nor the Railway undertake to assign reasons for declining to consider or reject any particular tender or tenders.

(8) If the tenderer(s) deliberately gives/give wrong information in his/their tender or creates/create circumstances

for the acceptance of his/their tender, the Railway reserves the right to reject such tender at any stage. (9) If the tenderer(s) expires after the submission of his/their tender or after the acceptance of his/their tender, the

railway shall deem such tender cancelled. If a partner of a firm expires after the submission of their tender or after the acceptance of their tender, the Railway shall deem such tender as cancelled, unless the firm retains its character.

10) Income Tax Clearance Certificate.- The tenderer(s) is/are required to produce along with his/their tender an

authorized copy of the Income-Tax Clearance Certificate or a sworn affidavit duly countersigned by the Income-Tax Officer to the effect that he has/they have no taxable income.

11) Tenderer’s Credentials:- Documents testifying Tenderer’s previous experience and financial status should

be produced along with the tender or when desired by competent authority of the West Central Railway.

Tenderer(s) who has/have not carried out any work so far on this Railway and who is/are not borne on the approved list of the contractors of West Central Railway should submit along with his/their tender credentials to establish.

(i). His Capacity to carry out the works satisfactorily.

(ii). His financial status supported by Bank reference and other documents. (iii). Certificate duly attested and testimonials regarding contracting experience for the type of job for

which tender is invited with list of works carry out in the past.

12. Tender must be enclosed in a sealed cover; super scribed “Tender No. BPL/N/Sig/AMC/ST/2015-16/02 and must be sent by registered post to the address of Sr.DSTE, S&T Deptt., DRM Office West Central Railway, Bhopal so as to reach his office not later than 15.00 hours on 06/05/2016 or deposited in the special box allotted for the purpose in the office of Sr.DSTE, DRM Office West Central Railway, Bhopal. This Special box will be sealed at _15.00 hours on 06/05/2016. The tender will be opened at 15.30 hours on the same day. The tender papers will not be sold after 12.00 hours on 06/05/2016.

13. Non-compliance with any of the conditions set forth there in above is liable to result in the tender being rejected.



(14). Execution of Contract Documents.-The successful tenderer(s) shall be required to execute an agreement with the President of India acting through the West Central Railway for carrying out the work according to General Conditions of contract, special conditions/specifications annexed to the tender and specifications for work and materials laid down in Works Hand Book Part III and Sanitary works Hand Book of West Central Railway as amended/corrected up to correction slip mentioned in tender form (First Sheet). (15). Partnership Deeds, Power of Attorney etc.- The Tenderer shall clearly specify whether the tender is submitted on his own or on behalf of a partnership concern. If the tender is submitted on behalf of a partnership concern, he should submit the certified copy of Partnership Deed along with the tender and authorization to sign the tender documents on behalf of partnership firm if these documents are not enclosed alongwith tender documents, the tender will be treated as having been submitted by individual signing the tender documents. The Railway will not be bound by any power of attorney granted by the tenderer or by changes in the composition of the firm made subsequent to the execution of the contract. It may, however recognize such power of attorney and changes after obtaining proper legal advice, the cost of which will be chargeable to the contractor. (16). The tenderer whether sole proprietor, a limited company or a partnership firm if they want to act through agent or individual partner(s) should submit along with the tender or at a later stage, a power of attorney duly stamped and authenticated by a Notary Public or by Magistrate in favour of the specific person whether he/they be partner(s) of the firm or any other person specifically authorizing him/them to submit the tender, signing the agreement, receive money, witness measurements, sign measurement books, compromise, settle, relinquish any claim(s) preferred by the firm and sign “No Claim Certificate” and refer all or any disputes to arbitration. (17). Employment/Partnership, etc. of Retired Railway Employees.- (a). Should a tenderer be a retired Engineer of the Gazetted rank or any other Gazetted officer working before his retirement, whether in the executive or administrative capacity or whether Holding a pension able post or not, in the any department of any of the Railways owned and administered by the President of India for the time being, or should a tenderer being partnership firm have as one of its partners a retired engineer or retired Gazetted Officer as aforesaid, or should a tenderer being an incorporated company have any such retired engineer or retired officer as one of its Directors, or should a tenderer have in his employment any retired Engineer or retired Gazetted Officer as aforesaid, the full in formations as to the date of retirement of such Engineer or Gazetted officer from the said service and in case where such Engineer or officer had not retired from Government Service at least 2 years prior to the date of submission of the tender as to whether permission for taking such contract, or if the contractor be a partnership firm or an incorporated company, to become a partner or Director as the case may be, or to take employment under the contractor, has been obtained by the tenderer or the Engineer or Officer, as the case may be from the President of India or any officer, duly authorized by him in this behalf, shall be clearly stated in writing at the time of submitting the tender. Tenders without the information above referred to or a statement to the effect that no such retired Engineer or retired Gazetted officer is so associated with the tenderer, as the case may be, shall be rejected. (b) Should a tenderer or contractor being an individual on the list of approved contractors, have a relative(s) or in the case of partnership firm or company of contractors one or more of his shareholder(s) or a relative(s) of the shareholder(s) employed in Gazetted capacity in the any department of the West Central Railway, the authority inviting tenderers shall be informed of the fact at the time of submission of tender, failing which the tender may be disqualified/rejected or if such fact subsequently comes to light, the contract may be rescinded in accordance with the provision in clause 62 of the General Conditions of Contract.

................................ -------------------------- Signature of Tenderer(s) Signature date ............... Designation



ANNEXURE I (Contd...)

TENDER FROM (THIRD SHEET) Name of work: Comprehensive Annual Maintenance Contract (AMC) of G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years.

SCHEDULE OF RATES AND QUANTITIES Sr No

Item No

Description of item of work

Approximate Quantity

Unit Rates in figures and in words

Rs. P.

Amount

Rs. P.

AS SCHEDULE, TERMS & CONDITIONS ARE ENCLOSED.

The quantities shown in above schedule are approximate and are as a guide to give the tenderer(s) an idea of quantum of work involved. The Railway reserves the right to increase/decrease and/or delete or includes any of the quantities given above and no extra rate will be allowed on this account. I/We undertake to do the work at ...............% above/below the schedule of Rates of the West Central Railway as applicable to Bhopal Division or at the rates quoted above for each item. Dated........... ......................................... Signature of the Tenderer(s) Note: Column 1 to 5 shall be filled by the office of the Authority inviting tender. Column 6 & 7 shall be filled by the Tenderer(s) only when percentage tenders are not invited.



Tender Schedule for the work: Comprehensive Annual Maintenance Contract (AMC) of G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years. Sr no

Description of item Unit Qty. Rate per section per year

Total amount per year

Inspecting Authority

1 Comprehensive Annual Maintenance Contract for SSDAC of M/s G G Tronic make

per section per year

16 68000 1088000.00 Consignee

A Cost of AMC for 01 year for 16 sections

1088000.00

B Gross cost of AMC for 03 year for 16 sections

3264000.00



Offer Sheet

I/We have submitted this tender after studying all the conditions contained herein and after

having satisfied myself / ourselves of the site conditions means of access to the work and all other

factors governing to the work and having seen and studied the plans which were made available to me /

us for scrutiny.

I/we offer my rates as under:- Schedule

i. In figure _______________________ % above/below/at par base rate. [strike-off whichever is not applicable]

ii. In words ____________________________________ percent above/below/at par base rate. [strike-

off whichever is not applicable]

Note: 1. The tenderer are requested to quote single percentage above or below or at par on schedule

rates on the attached offer sheet only. If single percentage above/below/at par on schedule is not quoted or various rates against various item is quoted, then the tender shall be summarily rejected.

2. In case there is difference of rate quoted between words and figures, then lower rate among

these two, shall be considered for evaluation. Signature of Tenderer Date:

Address:



Details of G G Tronic make systems installed in various sections of BPL Division

Sr No Application Station/ Section

Single section /Multi section

No. of Detection Points

No. of Track Sections

Date of Installation

Warranty expired on

1 Dual BPAC Salamatpur - Sanchi SSDAC 2 1 17/09/2013 17/09/2014 2 Dual BPAC Sanchi - Salamatpur SSDAC 2 1 17/09/2013 17/09/2014 3 Dual BPAC Sorai-Vidisha SSDAC 2 1 13/11/2013 13/11/2014 4 Dual BPAC Vidisha -Sorai SSDAC 2 1 13/11/2013 13/11/2014 5 Dual BPAC Sanchi - Betwariver SSDAC 2 1 27/01/2014 27/01/2015 6 Dual BPAC Betwariver -Sanchi SSDAC 2 1 27/01/2014 27/01/2015 7 Dual BPAC Vidisha-Betwariver SSDAC 2 1 31/01/2014 31/01/2015 8 Dual BPAC Betwariver-Vidisha SSDAC 2 1 31/01/2014 31/01/2015

9 Dual BPAC Deewanganj-Bhadbhada Ghat SSDAC 2 1 23/02/2014 23/02/2015

10 Dual BPAC Deewanganj-Bhadbhada Ghat SSDAC 2 1 23/02/2014 23/02/2015

11 Dual BPAC Third line Ganj Basoda -Pabai SSDAC 2 1 22-Oct-14 22-Oct-15

12 Dual BPAC Third line

Ganj Basoda - Bareth SSDAC 2 1 22-Oct-14 22-Oct-15

13 Dual BPAC Kalhar-Chulheta SSDAC 2 1 31-Dec-14 31-Dec-15 14 Dual BPAC Chulheta-Kalhar SSDAC 2 1 31-Dec-14 31-Dec-15 15 Dual BPAC Bareth - Chulheta SSDAC 2 1 31-Dec-14 31-Dec-15 16 Dual BPAC Chulheta - Bareth SSDAC 2 1 31-Dec-14 31-Dec-15 Total 32 16



SCOPE OF WORK: 1). The AMC should cover the maintenance of the following.

1.1 Comprehensive Annual Maintenance Contract is for the Maintenances of Single section Digital Axle Counters of G G Tronic make provided in Bhopal division of WC Railway. Contract is for the Maintenance/ Replacement / Servicing of the items like complete DP including TX / RX coils, reset box, motherboard, PD-1 card, PD-2 card, CPU-1 card, CPU-2 card, Comm.-1 card, Comm..-2 card, Relay Drive card, DC-DC converter, Reset box including push button, Reset key, Indication LED, DC-DC converter (24VDC to 48VDC), SPD for power supply and communication line and reset box, display board. associated cables / connectors/couplers of entire system e media over which the systems are working and its power supply i.e., IPS are excluded. In case of audit / inspection equipments found beyond limit the preventive replacement will be done by the firm.

1.2 Attending failures and total system brake-downs (including Dual BPAC wherever provided ).

1.3 Periodic inspection (Monthly) should be carried out to test, record the parameters, adjust and check up proper working of all systems and to take preventive action.

1.4 Carrying all maintenance activity as per the scope of offer. Maintenance scope includes all

repair/replacement of defective card/module/ systems/sub systems. Recording all parameters as recommended by OEM for proper working of the system.

1.5 Any number of visits may required during brake down and restoration of the system.

1.6 AMC cost is inclusive of transportation and accommodation charges during all above visits.

1.7 Railway need not pay for any additional cost for visit for M/s. G G Tronic or his authorized

dealers’ Service Engineer during currency of the AMC Contract.

1.8 The Contractor should repair or replace at their expense any item or part that becomes defective The repaired cards i.e. PD-1 card, PD-2 card, CPU-1 card, CPU-2 card, Comm.-1 card, Comm.-2 card, Relay Drive card, DC-DC converter, Power Supply card and Line verification box, Reset Box, various cables and couplings/modules, system, subsystem shall be warranted to perform to publish specifications and to be free from defects in workmanship and material under normal and proper use and maintenance.

1.9 The scope of AMC covers keeping of required minimum quantity of all kinds of PD-1 card, PD-2 card, CPU-1 card, CPU-2 card, Comm.1 card, Comm.2 card, Relay Drive card, DC-DC converter, Power Supply card, Line verification box (G G Tronic make), Reset Box, various cables, couplings modules, sub modules, and other components etc., as spare. The firm should keep adequate spares at various location as detailed below to maintain the system during currency of AMC



Sr.no

Description of items Qty at SCI

Qty at BHS

Qty at GLG

Qty at BAQ

Qty at DWG

1 Tx coil 1 Set 1 Set 1 Set 1 Set 1 Set 2 Rx Coil 1 Set 1 Set 1 Set 1 Set 1 Set 3 PD-1 Card 1 1 1 1 1 4 PD-2 Card 1 1 1 1 1 5 CPU-1 Card 0 1 0 1 1 6 CPU-2 Card 0 1 0 1 1 7 Comm.-1 Card 0 1 1 1 0 8 Comm.-2 Card 0 1 1 1 0 9 Relay Drive Card 1 1 1 1 1 10 Power Supply Card 0 1 1 1 0 11 Display Unit - 1 - - - 12 Other required Items As per site requirement

1.10 AMC will also cover any upgradation / modification of the system to comply Rly. Board/RDSO/HQ instructions and do not require additional hardware. However Major alterations will not cover under the scope of this AMC

1.11 This Comprehensive Annual Maintenance Contract includes maintenance/repair/replacement cost of any card/module/system/subsystem, inclusive of all applicable Service taxes.

2 Schedule of activities for periodical / breakdown visits:

2.1 The tenderer is required to place sufficient competent Service Engineers Minimum one no

at a location decided by the Railways. Each service engineer will have an imprest Stores. The quantity of various items like complete DP including TX / RX coils, reset box, PD-1 card, PD-2 card, CPU-1 card, CPU-2 card, Comm.1 card, Comm.2 card, Relay Drive card, DC-DC converter, Reset box including push button, Reset key, Indication LED, DC-DC converter (24VDC to 48VDC), SPD for power supply and communication line and reset box, display board, associated cables / connectors/couplers with each service engineer will be kept on requirement basis and quantity may vary time to time on mutual agreement on actual need basis. These items will be duly inspected by the RDSO. In case of replacement, the new cards will also require RDSO inspection. Thus, the emergency services shall be available on 24 x 7 basis and the complaint can be lodged at a prescribed Number given by the tenderer.

2.2 The qualified Contractor’s Service Engineer shall visit every month with all necessary tools &

equipments for the test check and to record all required parameters and adjust all the Hardware & Software components of the equipment to ensure the technical and safety requirements covered under the scope of AMC.

2.3 During the periodical visits and breakdown visits, the Service Engineer shall check all the

relevant system components & clean using latest virus cleaner, if necessary.

2.4 All required service spares should be available with the Service Engineer during maintenance visit.



2.5 All tests & checks for servicing and maintenance of equipments carried out should be entered in the asset register against each equipments available at station. Railway’s representative should sign in register towards confirming the activity performed by contractor’s representative.

2.6 This Comprehensive Annual Maintenance Contract includes repair/replacement cost of any

card/module/system/subsystem required for the proper functioning of the system.

2.7 Payment: The payment will be made on quarterly basis on submission of Quarterly reports as per terms and condition of the Contract Agreement. the contractor shall be entitled for payment as follows:

a) The contractor shall be entitled to be paid from time to time by way of on account bill. b) In each of on account bill 90% payment may be made. c) Balance payment will be made after completion of work in all respects less debit if any.

2.8 Period of maintenance: The period of Comprehensive Annual Maintenance Contract shall

be carried out over a period of three years from the date of commencement of the work.

3. Scope of Maintenance:

3.1 The scope of AMC covers Comprehensive Maintenance and upkeep of all the hardware, software of SSDAC and peripherals required for full functionality of the systems including SPD and earthing of the system as per specification of OEM.

3.2 The scope of AMC covers Preventive Maintenance of the systems for which periodical (minimum

once in a month) visits to every site should be made so as to keep the equipments in good working condition.

3.3 The scope of AMC covers Breakdown Maintenance under which each and every minor and

major break down of the systems reported by Railways should be attended and the restoration of the system to be done by substituting with spare card / module, if required.

3.4 The scope of AMC covers repair / replacement of defective card / modules / components / sub-

system / system / part either in hardware or in software or in any form. 4. Items not covered in the AMC

Maintenance of External Cables, Terminations, Relays, Earthing etc., are not covered under this contract. The AMC shall not cover any damage to the equipment either whole or part of the system due to external reasons such as floods, earthquake, sabotage, terrorist activity, fire etc. The damages due to high voltage/ lightening shall be covered under AMC. The OEM should take due care in providing required protection equipments before starting AMC.



5. GENERAL CONDITIONS:

a) The Tenderer shall be the original equipment manufacturer of the Equipment or his authorized agent.

b) AMC is valid for Three years. Contract agreement shall have provision for extensions for further periods as per terms and conditions of contract

c) The price and rates in respect of the AMC are inclusive of all taxes and other levies etc. payable by the tenderer to the Government or any other authority and shall remain firm under all circumstances for a full period of Three years from the date of entering into the AMC and shall not change on account of variation of taxes / statutory dues / exchange rates etc. The rates to be quoted are thus "ALL inclusive"

d) The Railways and the tenderer shall at any time mutually agree to include in this contract, additional equipment or and features which too shall be covered by all the Terms & conditions of this contract and charges which shall become payable to the contract of the remaining tenancy of the contract with effect from the date of their inclusion.

e) Railway can terminate the AMC at any time depending on overall performance of services rendered by the firm during the period of contract at its own discretion by giving show cause notice.

f) If the Railway at any stage of the contract decides to abandon the work and terminate the contract owing to its own reasons what so ever the Railway shall pay the contractor the money for the work already completed as per Schedule of work of the Tender Document for which contractor is entitled for payment. The contractor has no right to claim damages for loss of profit or other reasons from the Railway. In such an event the railway shall give notice before 14 days to that effect to the contractor.

g) If any damages are caused to the Railway Equipment handed over for repairs an appropriate amount as decided shall be deducted from payments due to the contactor.

h) I.R. Rules, Signal engineering manual and Safety Rules should be followed during execution of the maintenance works.

i) The contractor shall abide by all labour laws of the country/ state.

6) Safety Measures to be taken by contractor's staff:

i Necessary personnel safety equipment should be kept available by the contractor for the use of the persons employed at the site and maintained in the conditions suitable for immediate use and contractor should take adequate steps to ensure proper use of equipment by those concerned.

ii The Contract shall take all precautionary measures in order to ensure protection of his own personnel moving about or working on the Railway premises, and shall abide by all the Railway regulations and also ensure that the same are followed by his



representatives, agents, servants or sub-contractors or workmen. The firm is therefore, be bound under these clauses to give notice to them about the provisions of this clause and the consequent liability of the contractor under the Agreement.

iii The works must be carried out most carefully in such a way that they do not interfere with the Railway operation except as agreed by the Railways.

iv The contactor's employee and workmen shall not for any reason operate any appliances or installation of the Railway concerning the safety of train movement, but they should whenever necessary notify to the qualified staff who will then take necessary steps.

v The Contractor shall see that no damage is caused to Railway Signalling and transmission wires, station installation, communication lines, electric devices, trains of any kind, fencing as well as any rolling stock and in general to all Railway installations and equipments. If any damage is caused to or suffered by a Railway property by or as a consequence of the acts or unlawful omissions of the Contractor, its employees and workmen or other persons connected with it, the necessary repairs or replacements shall be effected by the Railways at the risk and cost of the Contractor. The said expenses shall be recovered from the Money due and payable to the contractor or by other appropriate process.

6a) Contractor's liability costs, damages, etc.:

All costs, damages and expenses which the Railway may have incurred or suffered and which are recoverable from the contractor under the terms of this contract or the relevant law may at the discretion of the Railways, be recovered by deducting requisite amounts from any money due and payable or refundable to the contractor or any account whatsoever or by legal proceedings. The Railway also reserves the right and shall be entitled to retain payments due to the contractor under this contract and to set off the same against all claims whether arising out of this contract or out of any other transaction whatsoever against the contractor in exercising this right the Railway shall not act unreasonably.

In the event of any breach of the aforesaid conditions, the contractor shall in addition to throwing himself open to action for contravention of terms of the agreement and/or for criminal breach of trust, be liable to account to Government for all moneys advantageous or profits resulting or which in the usual course would have resulted by reason of such breach

6b) Site facilities:

i To enable the contractor to discharge their obligations under this contract, Railway will provide required assistance to the contractor for free and easy access to equipment.

ii For necessary coordination during trouble shooting or faults, Railways will make available to the contractor free of charge appropriate staff familiar with' Railways.

iii No Railway free passes shall be issued to the contractor or his workmen for travel



by trains. Only identification letters shall be issued to individuals employed on the work.

iv For the transport of materials from store to work spot, no octroi shall be paid by the Railway.

V Service engineer will not leave his HQ station without a proper substitute and the permission from ADSTE-BIN. Further he shall got the approval his maintenance programme one day advance from ADSTE-BIN. 7. Schedule of Activities for Execution of AMC

7.1 The work shall be started by the contractor on receipt of the letter of acceptance. This period

includes the time for getting the materials required for the work. 7.2 The contractor (OEM) shall submit a document detailing the maintenance works which are

required to be done on each sub-system/ module or equipment as a whole. The periodicity of such maintenance works /tests along with tools and measuring instruments to be made available with the Service Engineer shall also be defined. The contractor may suggest additions / deletions to any item if need be due to specific design of his equipment.

7.3 As a part of AMC work, the Service Engineer shall also check the related items such as

incoming power supply, cable distribution, Earthing & Surge protection and suggest modifications, if needed, to suit his equipment.

7.4 The Contractor shall replace certain components such as EPROM, batteries, condensers etc,

having limited life as part of preventive maintenance. 7.5 Record of measurement of various parameters and functional checks shall be maintained by

contractor at every location/detection point in a register exclusively provided for this purpose. The record shall be signed by the contractor and counter signed by the Railway’s representative during every visit of the station.

7.6 The message, in case of failure, shall be given by the Railway representative to the Service

engineer on phone / fax/ post/ e-mail or any other means. The contractor shall register the complaint and confirm it by issuance of suitable case number. There shall be no limit on the break down calls.

7.7 The Contractor shall attend to the breakdown calls at the earliest i.e. within 02 hours. If the

system requires major repairs, the contactor shall provide a standby equipment within 24 hours at the contractors cost to make the system functional

7.8 The Contractor shall impart training to the railways maintenance personnel about basic

maintenance and first line of fault rectification. Contractor shall also prepare and make available maintenance and fault rectification manual at all sites.

7.9 The contractor shall also repair /replace the existing defective cards available with SSE’s as per

the details provided below under the scope of AMC.



7.10 The Contractor should have adequate stock of spares required for restoration of any of the

modules of the system within prescribed time limit. The required tools shall be arranged by the contractor. The contractor shall keep vital material required for maintenance / replacement readily available.

7.12 Railway shall arrange to handover defective cards / modules to the contractor which shall be

returned back in a month time. However if the Railway has exhausted their stock of essential/recommended spare and the total system availability is affected, the contractor shall provide service spares for the time during which the defective cards are under service/repairs. The service spares shall be provided at NO EXTRA charges. These service spares shall be returned to the contractor promptly once the repaired cards are returned to the Railways.

7.13 No faulty card/module/equipment shall be allowed to remain in the system for a period more

than 24 hours from the time of reporting the failure to the Service Engineer. The repaired card / module shall be warranted to perform the published specification and to be free from defects in workmanship and materials under normal and proper use and maintenance.

7.14 The contractor should maintain a round the clock helpline in the form of the Call Centre /

website so that calls can be logged. The contractor’s Engineer / Supervisor shall be available on telephone round the clock for passing on the information by Railways in case of failure. In case of odd hour failures and emergencies even on holidays and Sundays, normal service shall be rendered by the contractor

7.15 At least one authorized service engineers shall be posted at Vidisha (BHS) or other station as

decided by Rly. to cover all the station/equipments in Annual Maintenance Contract. The contractor may post even more engineers if consider necessary. He shall provide details of its Service personnel & Complaint Escalation Matrix. The details shall include field service locations of the Service Engineers, telephone number, FAX, mobile numbers, e-mail ID, address and such details of their higher levels to escalate the fault complaints. Communication handed over to contractor’s personnel at site shall be deemed to have reached their office.

7.16 The contractor should submit his list of service personnel and Identity Cards for the counter

signature by Sr.DSTE or any other officer so nominated by Sr.DSTE to enable them to have free access to the Railway premises. The intimation shall be given well in advance for counter signature of Identity card when a new service personnel is to be deployed. The validity of the Identity card shall be limited to the contract under execution.

Sr.no Description of items Quantity 1 PD-1 Card 06 2 PD-2 Card 06 3 CPU-1 Card 01 4 CPU-2 Card 01 5 Comm.-1 Card 01 6 Comm.-2 Card 01 7 Relay Drive Card 02 8 Power Supply Card 01 9 Display Unit 01



7.17 The service personnel employed by contractor should be competent to handle the systems. They should be exclusive for the purpose of Annual Maintenance contract and should not be utilized for any other purpose such as installation / maintenance of other equipment / locations.

7.18 In case Railway needs any guidance / training in modifying / enhancing the capacity of the

system / minor shifting of the system, the contractor shall assist in completing this work and testing it at site. 7.19 The service engineer shall visit monthly at every installation with all necessary tools and equipments to carry the routine checks for preventive maintenance and adjust all Hardware and Software components of the equipment to ensure the requirements covered under the scope of AMC. If at any period of time Railway finds that number of failures are more, than Rly. May ask for more number of maintenance visit of service engineer as per requirement to control the failure. 7.20 To attend System Failure call from Client: a) Diagnose cause of failure, rectify the fault, restart the system and put the system back to normal operation. b) Supervise the operation after restoration of the system for passing of at least one train in each direction. c) To replace any defective equipment to restore the system.

8. Preventive Maintenance Checks The following preventive maintenance checks are to be carried out at the specified periodicity to keep the equipments in good working condition:

8.1 Tx & Rx coils or any other cards in case of emergent requirement may be purchased by Railways at an additional cost as per the last purchase rate

8.2 The general cleaning of the system/equipment should be done using suitable means to remove dust.

8.3 The general condition of Cards should be checked. The components should be checked for excessive heating. The proper connectivity of heat sink and its effectiveness should also be checked. The electrical contacts should be cleaned with a cloth dampened in carbon tetra-chloride.

8.4 The loose electrical connections should be identified and attended. The condition of wiring to be checked to identify peeled insulation and general deterioration. If any wiring changes are to be done then the proper lugs should be used.

8.5 If any part is found defective or not working up to the satisfaction or over aged then the repair or replacement should be done.



9. Requirements of UP time & Down time: a) Working Hours for the system shall be considered as 24 Hours per day. b) UP Time:

i The contractor must ensure UP time of at least 99.9% for entire system being offered under this tender, up to the end of AMC period.

ii The UP time shall be calculated on quarterly basis.

c) DOWN Time:

i Down time is defined as duration for which system as a whole or any part is not available for the purpose it is installed.

ii The Down time shall be reckoned from the time the contractor's representative has

been informed by means Telephone, SMS, FAX, or any other method at the address as specified by Contractor within geographical jurisdiction of Railway.

iii Every quarter, summary of UP time and Downtime of each system shall be jointly

signed along with the Railway representative. At the end of every quarter the MTBF and MTRR is to be calculated jointly by the firm's representative and the railway's representative.

10. Breakdown Maintenance

10.1 Breakdown Maintenance of the complete System for the problems experienced and as reported by Railways including defects, immediate replacement of faulty cards of any type, are to be carried out by the contractor.

10.2 On experiencing a problem in the equipment, the Railways shall inform about the problem to the contractor through telephone/FAX/Post/e-mail or any other means. The contractor shall register the complaint and confirm it by issuance of suitable case number.

10.3 The breakdown calls shall be attended any number of time even on beyond office hours, Sundays and other Holidays including National Holidays.

10.4 After attending each major break down, the joint break down report shall be prepared by

contractor or his authorized Engineer/ representative and Railways Representative not below the rank of JE (Signal). A copy of this report shall be submitted to Sr.DSTE or any other officer so nominated by Sr.DSTE.

10.5 Service engineer will not leave his HQ station without a proper substitute and permission from ADSTE-BIN. Further he shall get approved his maintenance programme one day in advance from ASTE-BIN.



11. Replacement of the Cards 11.1 If a faulty card is to be replaced during Preventive Checks/ Breakdown Maintenance then the

faulty card shall be handed over to the contractor for carrying out repairs in their premises. The contractor shall arrange for the repair/replacement of defective card (duly inspected by RDSO) and submit the same within 30 days if another similar spare card is available with Railway and within 07 days if similar card is not available with the Rly.

11.2 If the faulty card is declared beyond repairs by the contractor then new card will be supplied by

contractor duly inspected by RDSO 11.3 If any faulty card taken by the contractor for repairs is not returned by the time of claiming last

AMC payment then the procurement cost of the card with incidental charges as assessed by Railways will be recovered from his payment.

11.4 All the tools and testing instruments required for checking, testing and attending to preventive

maintenance as well as breakdowns shall be arranged by the contactor including Multimeter/Soldering Iron/ Wiring material/ soldering material/PC/GUI/ Laptop.

12. Log Book 12.1 A log book shall be maintained in the Station where the problem experienced in the working

would be entered along with date and time of the problem noticed. The problem will be reported to the contractor on their phone/address through phone/fax/post/e-mail and the complaint number with time will be recorded in the log book. The contractor or his authorized Engineer/ representative has to fill up the other columns of the log book indicating failure details, how the rectification done, replacement card particulars, defective card particulars, date of rectification and time of rectification. After filling up these details, he has to put his signature. These entries will be countersigned by Railways Representative not below the rank of JE (Signal).

12.2 The log book shall be maintained in the following format: Sl. No.

Date & Time of reporting failure

Date & Time of attending failure

Date & Time of rectifying failure

How the rectific ation done

Sl. No. of the defective card

Sl.No. of the replaced card

Delay in attending breakdown (hrs)

Signatur–e of Co -ntractor

Signatur-e of SSE/ JE

1 2 . .

a. The details of various registers for keeping records shall be supply by Tenderer in prescribed formats are given below:-

(1) Service Engineer Visit Register (For preventive maintenance)

Sr. No.

Date of visit

Section DP Remarks Signature of Service

Signature of Railway



Engineer Supervisor

(2) Card Replacement Register (for each station)

Sr. No.

Sr. No. of Card

Type of Cards

Date, when card becomes

defective

Date of replacement of card with New / Repaired card

Signature of Service Engineer

Signature of Railway

Representative

(3) Inventory Register

Sr. No.

Date No. of Cards Available Analog Digital Mother

Board Tx Rx Reset

Box Other Cards/

Accessories

13. CHANGE OF SITE

The site of maintenance can be changed by railways during the course of AMC by notifying the contractor at least 15 days in advance of AMC visit without any change in the payment terms. However, the site will not be changed beyond jurisdiction of Railway Division. It may be noted that such a situation may arise if the equipments are shifted at railways cost to any other station within division and no transportation or installation damage is caused by railways.

14. PAYMENT & PENALTY:

The firm will be allowed quarterly payment after all AMC obligations or fully discharged and certified by the Railways engineers. The bills of firm shall be accompanied with the certificate of maintenance, break down repair by SSE-signal in charge duly counter signed by ADSTE.

(a). Payment for the quarter will be given to the Contractor only after all AMC obligations are fully discharged for that quarter. Payment shall be made after maintenance service report, record of monthly visit, failure and servicing done are verified and certified by Representative of Sr. DSTE/Co./BPL.

(b). If the firm fails to attend within 02 hours from the time he has been intimated or fails to put

right/replace the faulty card/ module/ equipment within 1 hour after attending failure at site, penalty as below shall be imposed which shall be deducted from the bill in addition to the pro rata charges of maintenance from the bill.

(i). If the failure is not attended/rectified within the time as stipulated above, penalty of amount

equal to five times the proportionate payment of AMC per day per System shall be imposed for each 4 hrs. or part of it, from the time of failure up to two days ( 48 hrs.).



(ii). If failure is prolonged beyond two days ( 48 hrs.), no payment for that quarter for the failed system shall be made.

(c). In event of average down time being more than 0.1% per month, 1% of maintenance charges

for that month (calculated for 1 month on pro rata basis from the charges of the whole year) shall be deducted for every 0.1% (or part thereof) of down time in excess of 0.1%. This will be in addition to the item 14 (b) (i) & (ii) above.

15. EXECUTIVE AUTHORITY IN CHARGE OF THE WORK AND CLARIFICATIONS TO BE

OBTAINED: 15.1 The Senior Divisional Signal & Telecom. Engineer/Signal of the Division will be the Executive-in-

charge of this work and in the day-to-day execution of the work any clarifications or instructions given by the said Engineer shall be final and binding on the contractor.

15.2 Regarding alterations to the contents of the contract or any other matter connected with the

contract, the Senior Divisional signal & Telecom Engineer will be the final authority and his decision shall be final and binding on the contractor.

15.3 Senior Divisional Finance Manager of the Division will be the Accounts Officer – in - charge for

payments under this contract. 16. Recovery of Income Tax as per Income Tax Act.

Please note that 2% of value of the payment to be made to you under this contract shall be recovered towards part Income Tax.

17. Electronic Fund Transfer System

In view of introduction of the system of Electronic Fund Transfer System by the Railways for making payments to Contractors instead of issue of cheques, you are requested to submit the following details to ensure prompt crediting of your Bank Account.

18. NATIONAL ELECTRONIC FUND TRANSFER/ELECTRONIC CLEARING SERVICE

(CREDIT CLEARING) MODEL MANDATE FORM

(Investor’s/Customer’s option to receive payments through Credit Clearing Mechanism)

NAME OF THE SCHEME AND THE PERIODICITY OF PAYMENT

Unique Contractor/Vendor Code :- 1. Investor/Customer/ Vendor Code :- 2. Particulars of Bank Account :- a) Name of the Bank :- b) Name of the Branch :- Address :- Telephone No. :-



c) 9 Digit Code number of the Bank and branch appearing on the MICR cheque issued by the bank :- d) IFSC Code of the branch :- e) Type of Account (Current/Savings/ Cash credit with code 10/11/13) f) Ledger and ledger folio No. :- g) Account number (appearing on Cheque book) :-

(In lieu of the bank certificate to be obtained as under, please attach a bank cancelled cheque or photocopy of a cheque or front page of your savings pass book issued by your bank for verification of the above particulars)

3. Date of effect :-

I hereby declare that the particulars given above are correct and complete. If the transaction is delayed or not effected at all for reasons of incomplete or incorrect information. I would not hold the user institution responsible. I have read the option invitation letter and agree to discharge the responsibility expected of me as a participant under the scheme.

Date: Signature of the Investor/Customer ---------------------------------------------------------------------------------------------------- Certified that the particulars furnished above are correct as per our records. Bank’s stamp Signature of the Authorised Official of the Bank It should be ensured that the above EFT No. is quoted when the bills are submitted. 19. REVIEW MEETING

There shall be quarterly review meetings at DRM/S&T/BPL or ADSTE/Bina Office between Railways and tenderer/ representatives, at the instance of the Railways regarding uptime efficiency, breakdown of equipment, preventive maintenance, downtime, transient problem etc. this shall be done in order that tenderer provide adequate attention to take remedial action on the problems which are causing operational difficulties to the Railways .

In any event of disputes between Railways and M/s. G.G.Tronics Ltd., arising under this agreement, which cannot be resolved by mutual discussion, such disputes shall be referred to the sole Arbitrator appointed by GM/W.C.RLY/JBP.

This agreement together with any attachment to be signed by both parties shall constitute the either binding agreement between and M/s. G.G.Tronics Ltd.

No terms and provisions hereof shall be deemed waived and no breach excused unless such waiver or consent requested by one party shall be in writing as signed and agreed by the other party.

20. Maintenance of Log Book.

Log Book shall be maintained at All stations to log the failures and details of restoration done by the contractor with signatures of Railway Engineers and Contractors Engineers/Representative.



SPECIAL CONDITIONS Tender No BPL/N/Sig/AMC/ST/2015-16/02

Name of the work: Comprehensive Annual Maintenance Contract (AMC) of G. G. Tronic make Digital Axle Counters (DAC) provided in Bhopal Division, WCR for three years. 1. The work covered by this tender is skilled and technical in nature and only the firms having

sufficiently skilled and experienced staff with them and who have carried out tight targeted signaling works in the past need quote against this tender.

2. Contractor should provide firm’s PAN, issued by income tax department with his quote or within

30 (thirty) days of award of contract. No payment will be released without submission of PAN. All taxes (including surcharge & cess) shall be recovered from his payments as per tax provision in vogue.

“ The tenderer for carrying out any construction work in Madhya Pradesh must get themselves registered from the registering office under section –7 of the building and other construction workers act 1996 and rule made thereto by the MP govt. and submit certificate of the registration issued from the registering officer of MP govt. (labour department) for enactment of this act, The tenderer shall be required to pay cess @1% of the cost of construction work to be deducted from each bill. Cost of material shall be outside the purview of the cess, when supplied under a separate schedule item”

3. Tenderers 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 point comes to light subsequently. The decision of Railway in this regard shall be final and binding.

4. The Tenderers, if they so desire before quoting, should inspect the site of the work in detail and

acquaint themselves about the terrain, approach road and other site conditions affecting the execution of the work on their own cost.

5. The resultant Contract of this tender will be governed by the Tender Conditions, Instructions to

Tenderers and General Condition of Contract as applicable to West Central Railway and Special Conditions mentioned here. In case of contradiction between Tender conditions, instructions to the tenderer, the General conditions of the contract and the special conditions of the contract, the latter will prevail.

6. The Tenderer shall keep their offer valid for the period of 04 months from the date of opening

of tender.

NATURE OF TENDERING : 7. The tenderer is required to submit his offer in the office of Sr. DSTE/Co./Bhopal.



8. The envelope will bear tender number, it’s description, name of the tenderer, date of opening.

9. The envelope should be addressed to the President of India through Senior Divisional Signal and Telecommunication Engineer(Co.), West Central Railway, I st Floor, opposite to control office, DRM office Building, Habibganj, Bhopal 462 024 (M. P.). The tender should be deposited in the Tender Box in the office of the Senior Divisional Signal and Telecommunication Engineer(Co.), West Central Railway, I st Floor, opposite to control office, DRM office Building, Habibganj, Bhopal 462 024 before closing of the tender box before 15.00 hrs sharp on the date of opening.

10. The tenderer shall accept all the Railways terms and conditions and will not offer any counter

clauses.

11. The offer will consist of copy of schedule of work with prices quoted in the required space. The tenderer will sign this on each page.

12. Tender sealed and super scribed as mentioned above, can also be sent by Registered Post with

acknowledgement due, to the above mentioned office, but no tender which is received after the time and date specified above shall ordinarily be considered.

13. As far as possible the tenderer/s bid should not have any condition or specification or assumption

contrary to the provisions in these tender documents on which the tenderer/s bid is based. Tenderer/s Special conditions, not in conformity with the tender specifications/drawings are required to be listed separately with details of exact financial implications, if any. Railways will not take cognizance of conditions/variations from the tender documents or drawings etc. It needs to be emphasized that only such conditions/ stipulations which are at variance with the tender conditions codal provision stipulated in the tender documents need be mentioned, in case tenderer/s choose to stipulate such special conditions taking into account the restrictions mentioned elsewhere in the tender document. Only such special conditions/specifications stipulated by the tenderer’s which have been specifically approved by the Railways in writing shall be deemed to have been accepted by the Railways and shall form part of the Contract Agreement. The tenderer/s conditions / stipulations which are at variance with the tender conditions / codal provisions and not approved / accepted by Railways, shall be withdrawn by the tenderers.

METHOD OF QUOTING OF RATES. 14. Estimated rates for each item of schedule have already been indicated by Railways on the tender

schedule.

15. Tenderer will indicate their rates in the form of % above / at par / % below on overall estimated cost of tender, in the space provided for this at the end of the schedule. Percentage (above / at the par / below) should be indicated in figures as well as in words. If rates are not quoted or there is ambiguity in rates quoted by the tenderer the offer will be rejected.

16. All corrections and over writing must be signed / attested.

17. Tenderer must sign along with seal on all pages of their offer.

18. Tender forms not accompanied by the requisite EMD will be summarily rejected.



OPENING OF TENDERS: 19. The tenders shall be opened at time and date specified in tender notice in the office of the Senior

Divisional Signal and Telecommunication Engineer (Co.), West Central Railway, I st Floor, opposite to control office, DRM office Building, Habibganj, Bhopal 462 024 (M. P.)

Note: If the date of opening as mentioned above happens to be a holiday, then the tenders will be opened at the same time and place on next working day. Tender Forms not accompanied by requisite Earnest Money (Bank Guarantee is not an acceptable form) in prescribed form will be summarily rejected.

20. Railways’ decision in regard to acceptability of Technical Suitability of the offer shall be final.

21. If the tenderer fails to abide by the conditions or fails to submit documents as above, their offer is

liable to be rejected. Note: If the date of opening as mentioned above happens to be a holiday, then the tenders will be opened at the same time and place on next working day. Tender forms not accompanied by requisite Earnest money (Bank Guarantee is not an acceptable form0 in prescribed form will be summarily rejected. GENERAL:

22. Authorized agents are allowed to buy the tender documents on behalf of their Principals. 23. Telex and incomplete offers will be summarily rejected.

24. The tenderer should read the conditions carefully and also see the Schedules of supply and works

before submitting the offer and also ascertain site conditions and the magnitude of works involved. The tender must furnish information regarding similar works executed by them, work in hand and other documents along with their offer itself.

25. The documents submitted along with the offer shall be page numbered, signed by the tenderer with

their seal. The copy of the solvency certificate, credential certificate etc., if applicable in tender, should be attested. The work covered by this tender is urgent safety work required to be completed within the completion period as specified from the date of issue of acceptance letter and hence all measures to curtail the time required for awarding the contract is taken which are considered necessary.

26. Non-adherence to these as well as stipulations of special conditions at variance to those specified

herein and having financial implications are likely to make their tenders non acceptable.

RATES: 27. The rates quoted in the offer by the tenderer will be inclusive of basic cost, excise & customs

duty, sales tax, VAT, interstate tax, works contract tax, Service Tax, transport, loading, unloading charge, octroi etc., wherever leviable. The Railways will not issue ‘D’ form for concessional sales tax.

28. The price quoted should be firm and no price variation clause will be acceptable. Variation in

statutory levies and duties shall be permissible on production of documentary evidence. Towards this extent, the tenderer should indicate the percentage of components of those items in the all – inclusive quoted prices, in the absence of which no increase in duties will be permissible if offers are received from tenderers with different VAT/TAX/Duties as applicable to the state of selling



dealer, the increase in such statutory levies and duties will be payable only till such limit, crossing of which will result in vitiation of the tender. Rate quoted by tenderer is considered inclusive of all applicable taxes, statutory duties or levies imposed by government, it shall be refunded on production of documentary evidence. All the offers shall be evaluated as per Tax regime as applicable on the date of tender opening.

Note: “For tender/contract exceeding ` 10 lakhs in value & having item/items of services covered under “Taxable Services” as per “Service Tax Registration”, tenderer(s) should possess a valid “Service Tax Registration number” failing which his/her/their offer shall not be considered. A copy of valid “Service Tax Registration” must be enclosed along with the tender.” (CPDE/WCR’s letter no W-HQ/WG/Service Tax/53 dtd. 15/09/2011). EARNEST MONEY 29. The tenderer shall be required to deposit earnest money ` 65,280.00 with the tender for the due

performance with the stipulation to keep the offer open till such date as specified in the tender, under the conditions of tender. The earnest money shall be as specified in tender notice.

30. The Earnest money deposit in the form of Bank guarantee will not be acceptable. EMD as specified in tender notice should be submitted by the tenderer in favour of FA & CAO/W. C. Rly. in any of the form as under:

31. The Earnest money to be accepted only in “Cash or Banker’s Cheque/Demand Draft in favour of FA & CAO/W. C. Rly. Executed by SBI or any of the nationalized bank of India or by a scheduled bank” (As per Railway Board’s letter no. 2013/CE –I/CT/O/45/JV dtd. 22/09/14 forwarded by FA & CAO vide their office letter no. HQ/AC/FX/Earnest Money dtd. 22/06/2015). EMD should be prepared by the name of firm or by proprietor’s name in whose name tender form is issued.

32. The earnest money deposited by the successful tenderer/tenderers will be retained towards the Security deposit for the due and faithful fulfillment of the contract, but shall be forfeited if the Contractor fails/contractors fail to execute the agreement bond or start the work within a reasonable time (to be determined by the Engineer-in-charge) after notification of the acceptance of his/their tender. SECURITY DEPOSIT: 33. Security Deposit/ rate of recovery/ mode of recovery shall be as under:- (a) Security Deposit for the work will be 5% of the contract value, (b) The rate of recovery will be at the rate of 10% of the bill amount till the full security deposit is

recovered, (c) Security Deposits will be recovered only from the running bills of the contract and no other

mode of collecting SD such as SD in the form of instruments like BG, FD etc. shall be accepted towards Security Deposit.

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

34. Security Deposit shall be returned to the contractor after the physical completion of the work and

the Guarantee/ warranty/ maintenance period is over and after passing the final bill based on no claim certificate as certified by the competent authority. The competent authority shall normally



be the authority who is competent to sign the contract. If this competent authority is of the rank lower than JA grade, then a JA grade officer (concerned with the work) should issue the certificate. The certificate, inter alia, should mention that the work has been completed in all respects and that all the contractual obligations have been fulfilled by the contractors and that there is no due from the contractor to Railways against the contract concerned. Before releasing the SD, an unconditional and unequivocal no claim certificate from the contractor concerned should be obtained.

35. No interest will be payable upon the Earnest Money and Security Deposit or amounts payable to

the contractor under the contract. PERFORMANCE GUARANTEE (P.G.):

36. As per Revised Clause 16 (4) to Indian Railways General Conditions of Contract (Ref : Item-I to Railway Board’s letter No. 2007/CE.I/CT/18 Pt. XII dated 31/12/2010)

The procedure for obtaining Performance Guarantee is outlined below : (a). The successful bidder shall have to submit a Performance Guarantee (PG) within 30

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

(b). The successful bidder shall submit the Performance Guarantee (PG) in any of the following forms, amounting to 5% of the Contract Value : (i). A deposit of Cash; (ii). Irrevocable Bank Guarantee; (iii). Government Securities including State Loan Bonds at 5% below the market

value; (iv). Deposit Receipts, Pay orders, Demand Drafts and Guarantee Bonds. These forms

of performance Guarantee could be either of the State Bank of India or of any of the Nationalized Banks;

(v). Guarantee Bonds executed or Deposits Receipts tendered by all Schedules Banks; (vi). A deposit in the Post Office Saving Bank; (vii). A deposit in the National Savings Certificates; (viii). Twelve years National Defence Certificates; (ix). Ten years Defence Deposits; (x). National Defence Bonds and (xi). Unit Trust Certificates at 5% below market value or at the face value whichever is

less. Also, FDR in favour of Sr. DFM/W.C.Rly./Bhopal (free from any encumbrance) may be accepted. Note : The instruments as listed above will also be acceptable for Guarantees in case of Mobilization Advance.



(c). The Performance Guarantee shall be submitted by the successful bidder after the Letter of Acceptance (LOA) has been issued, but before signing of the contract agreement. This PG shall be initially valid up to the stipulated date of completion plus 60 days beyond that. In case, the time for completion of work gets extended, the contractor shall get the validity of PG extended to cover such extended time for completion of work plus 60 days.

(d). The value of PG 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 25% of the original contract value, an additional Performance Guarantee amounting to 5% (five percent) for the excess value over the original contract value shall be deposited by the contractor.

(e). The Performance Guarantee (PG) shall be released after physical completion of the work

based on ‘Completion Certificate’ issued by the competent authority starting that the contractor has completed the work in all respects satisfactorily. The Security Deposit shall, however, be released only after expiry of the maintenance period and after passing the final bill based on ‘No Claim Certificate’ from the contractor

(f). Whenever the contract is rescinded, the Security Deposit shall be forfeited and the Performance Guarantee shall be encashed. The balance work shall be got done independently without risk & cost of the failed contractor. The failed contractor shall be debarred from participating in the tender for executing the balance work. If the failed contractor is a JV or a Partnership firm, then every member/partner of such a firm shall be debarred from participating in the tender for the balance work in his/her individual capacity or as a partner of any other JV/Partnership firm.

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

described herein above, in which event in the Engineer may claim the full amount of the Performance Guarantee.

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

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

Maintenance of Registers at work site:

37. At the work site, following registers should be maintained by Railway representative for better management.

i) Site Order Register : The instructions given to the contractor will be recorded in this register. Contractor should acknowledge the same and comply it promptly.

ii) Log book of events/Program Register: All events are required to be chronologically logged in this register date wise.

COMPLETION PERIOD.



38. The entire work as per the contract will have to be completed within 03 years from the date of commencement of work on a progressive basis.

PAYMENT

39. Payment to be made as mentioned in scope of work. 40. Wherever the Central/State makes it obligatory for the Railway to deduct any amount towards sales tax, works contract tax, the same will be deducted in addition to the income tax and remitted to the concerned authority. D forms shall not be given by the Railways. 41. Variation in contract quantities The procedure as detailed below shall be adopted for dealing with variation in quantities during

execution of works contracts (Rly. Board’s Ltr. No.2007/CE.1/CT/18 dtd.28/09/07):

1. Individual NS items in contracts shall be operated with variation of plus or minus 25% and payment would be made as per the agreement rate. For this, no finance concurrence would be required.

2. In case an increase in quantity of an individual item by more than 25% of the agreement quantity is considered as unavoidable, the same shall be got executed by floating a fresh tender. If floating a fresh tender for operating that item is considered not practicable, quantity of that item may be operated in excess of 125% of the agreement quantity subject to the following conditions (Para 9(ii) of Rly. Board’s Ltr. No.2007/CE.1/CT/18 dtd.28/09/07 modified as under vide Rly Bd.’s letter no 2007/CE.I/CT/18 Pt XII dtd. 31/12/2010).

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

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

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

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

(b). The variation in quantities as per the above formula will apply only to the Individual items of the

contract and not on the overall contract value. (c). Execution of quantities beyond 150% of the overall agreemental value should not be permitted

and, if found necessary should be only through fresh tenders or by negotiating with existing contractor, with prior personal concurrence of FA&CAO/ FA&CAO (C) and approval of General Manager.

3. In cases where decrease is involved during execution of contract : (a). The contract signing authority can decrease the items up to 25% of individual item without

finance concurrence. (b). For decrease beyond 25% for individual items or 25% of contract agreement value, the approval

of an officer not less than rank of SA grade may be taken, after obtaining ‘No Claim Certificate’ from the contractor and with finance concurrence, giving detailed reasons for each such decrease in the quantities.

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



4. The limit for varying quantities for minor value items shall be 100% (as against 25% prescribed

for other items). A minor value item for this purpose is defined as an item whose original agreement value is less than 1% of the total original agreement value.

5. No such quantity variation limit shall apply for foundation items. 6. As far as SOR items are concerned, the limit of 25% would apply to the value of SOR schedule as

a whole and not on individual SOR items. However, in case of NS items, the limit of 25% would apply on the individual items irrespective of the manner of quoting the rate (single percentage rate or individual item rate).

7. For the tenders accepted at the Zonal Railways level, variations in the quantities will be approved by the authority in whose powers revised value of the agreement lies.

8. For tenders accepted by General Manager, variations up to 125% of the original agreement value

may be accepted by General Manager. 9. For tenders accepted by Board Members and Railway Ministers, variations up to 110% of the

original agreement value may be accepted by General Manager. 10. The aspect of vitiation of tender with respect to variation quantities should be checked and

avoided. In case of vitiation of the tender (both for increase as will as decrease of value of contract agreement), sanction of the competent authority as per single tender should be obtained”.

42. The Railway reserves the right to split / delete certain items of the tender without assigning

any reason. 43. If there is change in interse position due to any variation, vitiated amount will be deducted

from the dues payable. 44. No price variation clause shall be applicable to this tender. GENERAL: - 45. Indemnity Bond if any /Bank Guarantee against security of the Railway material will be

released after commissioning of work and when all balance material is returned by contractor. 46. The tenderer shall do no work that may interfere with train traffic until adequate protection has been arranged as per the instruction of the Site in charge. 47. All the tools & Measuring Instruments, required for installation & Testing will have to be brought by the tenderer at his own cost. 48. The Railway Officers / staff will be associated with the Testing & commissioning of the work. Maintenance Period: 49. The maintenance period is NIL. 50 The contract shall be governed by the General Conditions of contract. FORCE MAJURE CLAUSE: 51. If at any time, during the continuance of the Contract, the performance in whole or in part by either

party of its obligation under the Contract is prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion, sabotage, accidents, fires, floods, explosions, epidemic quarantines restrictions, strikes, lock - outs, act of Govt. or acts of God or such eventualities which are beyond the control of the party hereinafter referred as events and provided notice of happening of any such eventuality is given by either party to the other within 21 days from the date of occurrence thereof, neither party shall by reason of such event, be entitled to terminate this



Contract, nor shall either party have any claim for damages against the other in respect of such performance or delay in performance and deliveries under the Contract shall be resumed as soon as practicable after such events as they come to an end or ceased to exist. The delivery period shall be extended by the Purchaser for this period without any penalty.

52. As per Railway Board letter no. 2012/CE-I/CT/0/20 dtd. 10/05/2013 and HQ’s office letter no. WCR/N-HQ/150/Wks/Policy/14 Pt-IV dtd. 28/02/2014, incorporation of GCC clause 26 and 26 A as special condition of contract in tender documents: Qualified engineer required to be deployed by the contractor for various activity in the works contract approved by the competent authority are as below Sr. No. Cost of Contract Deployment of qualified

diploma holder (Nos) Deployment of qualified Graduate Engineer (Nos)

1 Less than 25 lakhs NIL NIL 2 From 25 lakhs to 2 Crores 1 NIL 3 From 2 Crores to 4 Crores NIL 1 4 From 4 Crores to 6 Crores 1 1 5 From 6 Crore to 8 Crores 2 1 6 From 8 Crore to 10 Crores 2 2 7 For more than 10 Crores One additional diploma holder for every 2 Crores or

Part of it. Further, it is also to be noted that in case the contractor fail to employ the Qualified Engineer as per requirement of the work, he shall be liable to pay an amount of Rs. 40,000/- per engineer and Rs. 25,000/- per diploma holder for each month or part thereof for the default period as per para 4 of Railway Board letter as mentioned above, which is in terms of provisions of clause 26 A.2 of the GCC. APPENDIX TO SPECIAL CONDITIONS OF TENDER.

1. Sr. DFM/ WCR/Bhopal will be the Associate Finance Officer. 2. Senior Divisional Signal & Telecom Engineer (Signal) Bhopal will be the Engineer in-charge

of this work. 3. SSE/Sig/Vidisha will be the supervisor incharge to record measurement book. 4. ADSTE/M/Bina shall be the officer incharge for conducting test check. However Sr.DSTE(Co)/Bhopal can substitute these officers/supervisors at a later date as per Rly requirement.

“End of Tender Document”

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