EAST COAST RAILWAY

KHURDA ROAD DIVISION

MECHANICAL DEPARTMENT
TENDER DETAILS

Providing Flying squad gang (Mobile

Work Station) to attend door
checking and minor repairs at
1 Name of the work: loading/ unloading sidings (RRS &
JSW) of Paradeep (PRDP) area of
Khurda Road division for a period of
two years
2 Tender value: ₹2,22,52,485.82

3 Tender document cost: Rs.11800.00

4 EMD: Rs. 261300.00

5 Offer validity: 60 days.

6 System of tendering/Type Two packet system/Service

Signature Not
Verified
Digitally signed by
SAKYA ACHARYA Page 1 of 39
Date: 2022.10.26
11:09:02 IST
Reason: IREPS-CRIS
Location: New Delhi
 PART-I

1.0 Eligibility Criteria:

1.1 Work Experience: The bidder should have satisfactorily completed* in the last three
previous financial years and the current financial year up to the date of opening of
the tender, one similar single service contract for a minimum of 35% of advertised
value of the bid.
* Completed service contract includes on-going service contract subject to payment of
bills amounting to at least 35% of the advertised value of the bid.
Similar service contract would mean the following:-

Definition of similar work: “Repair or Rehabilitation or ROH of wagons of Indian

Railways/Central Government/State Government/PSU.”

Work experience certificate from private individual shall not be accepted. Certificate from
public listed company/private company/Trusts having annual turnover of Rs.500 crore and
above subject to the same being issued from their Head office by a person of the company
duly enclosing his authorization by the Management for issuing such credentials.

Notes:
The bidder shall submit details of work executed by them in the prescribed format
Annexure-C along with bid for the service contracts to be considered for qualification of
work experience criteria clearly indicating the nature/scope of contract, actual completion
cost and actual date of completion for such contract.

1.2 Financial Standing: The Bidders will be qualified only if they have minimum financial
capabilities as below -

(i) TI- Financial Turnover: The bidder should have an aggregate financial turnover not
less than 1.5 times the advertised Bid value during the last three previous financial
years and in the current financial year up to the date of opening of the tender. The
audited balance sheet reflecting financial turnover certified by chartered accountant
with her stamp, signature and membership number shall be considered.

(ii) T2-Liquidity: The bidder should have access to or has available liquid assets, lines of
credit and other financial means to meet cash flow that is valued at 5% of the
estimated bid value net of applicant's commitments for other contracts. The audited
balance sheet and/or banking reference certified by chartered accountant with her
stamp, signature and membership number shall be submitted by the bidder along with
bid.
Banking reference should contain in clear terms the amount that bank will be in a
position to lend for this work to the applicant. In case the Net Current Assets (as seen from
the Balance Sheets) are negative, only the Banking references will be considered.
Otherwise the aggregate of the Net Current Assets and submitted Banking references will
be considered for working out the Liquidity.
The banking reference should be from a Scheduled Bank in India and it should not be
more than 3 months old as on date of submission of bids.
In Case of JV firms overall liquidity of JV firm shall be assessed by arithmetic sum of
liquidity of all members of JV.

Page 2 of 39
Note:
(i) The bidder shall submit details of satisfying Financial standing by them in the
prescribed format Annexure-D along with bid for the service contracts to be
considered for qualification of Financial standing criteria.
(ii) Sample format of Bank Reference Certificate is available vide Annexure-E.

2.0 Other requirements

a) The tenderers shall submit a copy of certificate stating all their
statements/documents submitted along with bid are true and factual.
Standard format of certificate to be submitted by the bidder is enclosed as
Annexure-X. Non-submission of above certificate by the bidder shall result in
summary rejection of his/their bid. It shall be mandatorily incumbent upon
the tenderer to identify, state and submit the supporting document duly self-
attested by which they/he is qualifying the Qualifying Criteria mentioned in
the Tender Document.

NB: The link for downloading the prescribed format (in IREPS) is available in the
Eligibility Tab of NIT on the bidding interface under Document Verification Clause and
the same has also been considered while evaluation their bids in lieu of Annexure -X.
b) Railway reserves the right to verify all statements, information and documents
submitted by the bidder in his tender offer, and the bidder shall, when so required by
the Railway, make available all such information, evidence and documents as may be
the necessary for such verification. Any such verification or lack of such verification,
by the railway shall not relieve the bidder of its obligations or liabilities hereunder nor
will it affect any rights of the railway there under
c) In case of any wrong information submitted by the tenderer, the contract shall be
terminated, Earnest Money Deposit(EMD), Performance Guarantee (PG) and Security
Deposit (SD) of contract forfeited and agency barred for doing business on entire
Indian Railways for 5 (five) years.

3.0 Qualification Criteria

3.1.1 Eligible Applicant
3.1.1.1 The Bids for this contract will be considered only from those Bidders
[proprietorship firms, partnership firms, companies, corporations, consortia or
joint ventures (JV hereinafter) etc.] who meet requisite eligibility criteria. In the
case of a JV or Consortium, all members of the Group shall be jointly and severally
liable for the performance of whole contract.
3.1.1.2
a) A Bidder shall submit only one bid in the particular Bidding process, either individually
as a Bidder or as a partner of a J.V. A Bidder who submits or participates in, more than
one bid will cause all of the proposals in which the Bidder has participated to be
disqualified. No Bidder can be a sub-contractor while submitting a bid individually or as
a partner of a JV in the same bidding process.
b) Any Central government department, Ministry of Railways must not have banned
business with the Bidder (any member in case of JV) as on the date of Bid submission.
c) If the bidder (any member in case of JV/consortium) must not have suffered
bankruptcy/ insolvency during the last 5 years. The Bidder should submit an
undertaking to this effect as part of the bid.
d) Bidders must not have a conflict of interest. Following shall be considered as conflict of
interest in this bidding process
If a Bidder or her associates/affiliates (inclusive of parent firms) has been engaged by
the Employer (Railways) to provide consulting services for the preparation related to
procurement or on implementation of the project;
If a Bidder lends, or temporarily seconds its personnel to firms or organizations which are
engaged in consulting services for the preparation related to procurement for an
implementation of the project, if the personnel would be involved in any capacity on
the same project."

Page 3 of 39
 d) If the bidder or any of its constituents has changed its name or created a new
business entity as covered by the definition of "Allied Firm" under para 1102 (iii) of
Chapter XI of Indian Railways Vigilance Manual, consequent to having been banned
business dealings or suspended business dealings.

4.0 Disqualification of Bidders:

1. Employment /Partnership etc. of Retired Railway Employees
a. Should a Bidder be a retired Manager of the Gazetted rank or any other
Gazetted Officer working before her retirement, whether in the executive or administrative
capacity or whether holding a pensionable post or not, in any department of any of the
railways owned and administered by the President of India for the time being, or
b. Should a Bidder being partnership firm have as one of its partners a retired Manager or
retired Gazetted Officer as aforesaid, or
c. Should a Bidder being an incorporated company have any such retired Manager or
retired officer as one of its Directors or
d. Should a Bidder have in her employment any retired Manager or retired
Gazetted Officer as aforesaid, then the full information as to the date of retirement of
such Manager or Gazetted Officer from the said service and in case where such
Manager or Officer had not retired from Government service at least one year prior to
the date of submission of the Bid 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 the employment under the
contractor, has been obtained by the Bidder or the Manager or Officer, as the case
may be from the President of India or any officer, duly authorised by her in this
behalf, shall be clearly stated in writing at the time of submitting the Bid. Bids without
the information above referred to or a statement to the effect that no such retired
Manager or retired Gazetted Officer is so associated with the Bidder, as the case
may be, shall be rejected.
2. Should a Bidder 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 her shareholder(s) or a relative(s) of the shareholder(s) employed in
gazette capacity in any department of Indian Railway, the authority inviting bids shall be
informed of the fact at the time of submission of Bid, failing which the bid may be
disqualified/rejected or if such fact subsequently comes to light, the contract may be
rescinded in accordance with the provision in Clause 7.4 of the General Conditions of
Contract.
3. If the bidder or any of its constituents has been levied with a penalty for violation of
labour l aws for three times in the last two years (from the date of opening of tender)
by the appropriate enforcing agency like the Labour Commissioner etc.
4. The contractor shall be disqualified from participating in the bidding for services in a
Railway division,
a. If any previous contract of the bidder or any of its constituents had been terminated
under clause “default of contractor” in that Railway division, with in the previous
2 years from date of submission of bids.
b. In that Railway division, the bidder or any of its constituents has been imposed a
penalty equivalent to the maximum penalty that can be imposed under a previous
contract, such a figure being specified, with in the previous 2 years from date of
submission of bids. (Period of 2 years shall be reckoned from the date on which
the total accrued amount of penalties has reached the maximum penalty that can
be imposed under the contract, as specified by the Competent Authority).
The declaration to this effect shall be furnished by the contractor as a part of his bid
document. In case this declaration is found to be false, process for 'banning of
business’ against the bidder/contractor shall be initiated as per extent rules.

Page 4 of 39
 5. System of Biding: Two packet system of Biding shall be adopted for this work. On
due date of opening, only Technical Bid will be opened for scrutiny to ascertain the
suitability of Bidders for the work. However, Financial Bid of only those Bidders will be
opened who qualify in Technical Bid. Earnest Money Deposits of Bidders who do not
qualify as per contents of Technical Bid shall be returned to them after finalization of
bidding process.
6. Earnest Money:-
6.1 The Bidder shall be required to deposit earnest money/Bid Security Declaration with
the Bid for the due performance with the stipulation to keep the offer open till such
date as specified in the Bid, under the conditions of Bid. The earnest money shall be
as under:
Value of the work (Tender EMD
Value)
(i) For works/services estimated 2% of the estimated cost of the work
to cost up to Rs.1 Crore
(ii) For works/services estimated Rs.2 Lakhs plus ½ % (half percent) of the
to cost more than Rs.1 Crore excess of estimated cost of work beyond Rs.1
Crore subject to a maximum of Rs.1 Crore.

Note:
 The earnest money shall be rounded to the nearest Rs.10. This earnest money
shall be applicable for all modes of Bidding.
 MSEs registered with District Industries Centres, Khadi and Village Industries
Commission, Khadi and Village Industries Board, Coir Board, National Small
Industries Corporation, Directorate of Handicraft and Handloom, any other body
specified by Ministry of MSME or Startups as recognized by Department of
Industrial policy & Promotion shall be exempted from payment of minimum EMD
detailed in the bid.

6.2 It shall be understood that the Bid documents have been sold/issued to the Bidder
and the Bidder is permitted to bid in consideration of stipulation on their part, that
after submitting her Bid she will not resile from her/ their offer or modify the terms
and conditions thereof in a manner not acceptable to the Manager. Should the Bidder
fail to observe or comply with the said stipulation, the aforesaid amount shall be liable
to be forfeited to the Railway.

6.3 If her Bid is accepted, this earnest money mentioned in sub clause 1.1 above will be
returned to the successful bidder after the submission and verification of the
Performance Guarantees as per clause 4.11 of this General Conditions of Contract for
service-2018. The Earnest Money of other Bidders 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.
6.4 The Earnest Money should be demanded in the form and manner as per the latest
instructions issued by the Railway Board from time to time.

7.0 Performance Guarantee (PG):

7.1 Performance guarantee at a rate of 3% of the contractual value shall be deposited by
the successful bidder. The successful bidder shall have to submit a Performance
Guarantee (PG) valuing 3% of the contractual value in four separate parts of 0.75%
each of the contract value, 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 the date of submission of PG from the date of issue of LOA may be given by
the Authority who is competent to sign the contract agreement.

Page 5 of 39
 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 after 60 days from the date of
issue of LOA, a notice shall be served to the contractor to deposit the PG immediately
however not exceeding 90 days from the date of issue of LOA).
In case the contractor fails to submit the requisite PG even after 90 days from
the date of issue of LOA, the contract shall be terminated duly forfeiting EMD and
other dues, if any payable against that contract. The failed contractor shall be
debarred from participating in re- tender for that work. In case 60th day is a bank
holiday or office closure next working day should be considered as the last day for
submission of the PGs. Decision of Authority competent to sign the Contract
Agreement would be final in case of any dispute.
7.2 The value of PG to be submitted by the, contractor will not change for variation up to
25% (either increase or decrease). In case during the course of execution, value
of the contract increases by more than 25% of the original contract value, an
additional Performance Guarantee amounting to 3% (three percent) for the excess
value over the original contract value shall be deposited in four equal parts by
the contractor. On the other hand, if the value of Contract decreases by more
than 25% of the original contract value, Performance guarantee amounting to 3%
of the decrease in the contract value shall be returned to contractor. The PG
amount in excess of required PG for decreased contract value, available with railways
shall be returned to the contractor duly safeguarding the interest of Railways.
7.3 The applicable Performance Guarantee shall be calculated as per the revised
value of the contract covering all variations up to the determination of the contract.
7.4 If the penalty imposed exceeds 50% of the applicable maximum penalty (as per
the revised value of the contract), a PG equivalent to 25% of the applicable PG
shall be forfeited. If the penalty imposed exceeds 75% of the applicable maximum
penalty, a PG equivalent to 50% of the applicable PG shall be forfeited. The PGs
shall be en-cashed after the completion of the contract.

7.5 The successful bidder shall submit the Performance Guarantees (PG) in any of the
following forms, amounting to 3% of the contract value -

(a) A deposit of cash;

(b) Irrevocable Bank Guarantee
(c) Government Securities including State Loan Bonds at 5% below the market
value;
(d) 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;
(e) Guarantee Bonds executed or Deposits Receipts tendered by all Scheduled
Banks;
(f) A Deposit in the Post Office Saving Bank;
(g) A Deposit in the National Savings Certificates;
(h) Twelve years National Defence Certificates;
(i) Ten years Defence Deposits;
j) National Defence Bonds and
(k) Unit Trust Certificates at 5% below market value or at the face value whichever
is less.
Also, FDR in favour of FA & CAO, East Coast Railway, Bhubaneswar (free from
any encumbrance) may also be accepted.

Page 6 of 39
 Note - The instruments as listed above will also be acceptable for Guarantees in case
of Mobilization Advance.

7.6 The Performance Guarantees shall be submitted by the successful bidder after
the Letter of Acceptance (LOA) has been issued, but before signing of
the contract agreement. These PGs shall be initially valid up to the
stipulated date of completion and maintenance period, if any plus 60
days beyond that. In case, the time for completion of service gets
extended, the contractor shall get the validity of PGs extended to cover
such extended time for completion and maintenance period, if any of service
plus 60 days.
7.7 The Performa nee Guarantees (PGs) shall be released after physical completion of the
work/ service delivery based on 'Completion Certificate' issued by the competent
authority stating that the contractor has completed the assigned services in all
respects satisfactorily and passing of final bill based on "No Claims
Certificate" from the contractor. In case any contract provides for warranty/
maintenance clause then 25% of the Performance Guarantee would be retained till
the warranty/ maintenance period is over and a certificate to that effect is issued by
the Manager.
7.8 Whenever the contract is rescinded, the Performance Guarantees shall be en-
cashed/ forfeited. The balance work or services for the same shall be got
done independently without risk & cost of the failed contractor. The failed
contractor shall be debarred for a period of 2 years from the date of such
rescindment from participating in the bid which includes delivery of balance
services of failed contract. If the failed contractor is a Partnership firm, then
every member/ partner of such a firm shall be debarred for a period of 2 years
from the date of such rescindment from participating in the bid which includes
delivery of balance services of failed contract in his/her individual capacity.
7.9 The Manager 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:-
(a) Failure by the contractor to extend the validity of the Performance Guarantee as
described herein above, in which event the Manager may claim the full amount
of the Performance Guarantee.
(b) 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 Manager.
(c) 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.
8. 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 neither 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.
9. 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.
10. 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 as 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 legally acceptable.
11. Non-compliance with any of the conditions set forth therein above is liable to result in
the tender being rejected.

Page 7 of 39
12. The successful Tenderer(s) shall be required to execute an agreement with the
President of India acting through Divisional Railway Manager/Senior Divisional
Mechanical Engineer of E. Co. Railway, Khurda Road to carry out the work according
to the General Conditions of Contract for Services-2018.
In the event of any tenderer whose tender is accepted shall refuse to execute
the contract document as here-in-before provided, the Railway may determine that
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 earnest money and to recover the damages for such default.
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 the adequate and all inclusive to accord
with the provision in Clause-4.42 of the General Condition of Contract for Services-
2018, the completion of works to the entire satisfaction of the Engineer.
When work is tender 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.
13. 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 subsequently in 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.
14. 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 along with 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 of by the 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.
15. 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,
sign the agreement, receive money, witness measurements, sign measurement
books, compromise, settle, relinquish any claim(s) preferred by the firm and sing “No
Claim Certificate” and refer all or any disputes or arbitration.
16. The tenderer can physically see the work site for their satisfaction and proper idea of
the work.
17. It shall be understood that 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.
18. Tender documents in which Tenderer (S) submits Tender shall become the property of
the Railway and the Railway shall have no obligation to return the same to the
Tenderer(s).

19. Variations in Quantities during Execution of Service Contracts:-

The procedure detailed below shall be adopted for dealing with variations in quantities
during execution of service contracts -

Page 8 of 39
 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 unavoidable, the same shall be got executed by
floating a fresh tender. If floating a fresh tender for operating that item is considered
not practicable, quantity of that item may be operated in excess of 125% of the
agreement quantity subject to the following conditions:
(a) Operation of an item by more than 125% of the agreement quantity needs the
approval of an officer of the rank not less than S.A. Grade;
(i) Quantities operated in excess of 125% but up to 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 up to 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 agreement 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 I
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 S.A. 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. 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).
6. For the tenders accepted at Zonal Railways level, variations in the quantities will be
approved by the authority in whose powers revised value of the agreement lies.
7. For tenders accepted by General Manager, variations upto 125% of the original
agreement value may be accepted by General Manager.
8. The aspect of vitiation of tender with respect to variation in quantities should be
checked and avoided. In case of vitiation of the tender (both for increase as well as
decrease of value of contract agreement, the vitiation shall be on the contractor's
account (payment shall be restricted to the lowest calculated value of all valid
offers).
20. The Railway reserves the right without assigning any reason whatsoever to.
(a) Accept to cancel any tender in respect of the whole or any portion of work
specified in the tender papers.

Page 9 of 39
 (b) To subdivide the quantum of tendered work among different tenderers.
(c) To accept any tender for less than the tendered quantity.
(d) To reduce/ alter the quantum of work.
21. Care in submission of Bids:
21.1 Before submitting a Bid, the Bidder shall be deemed to have satisfied herself by actual
inspection of the site and locality of the services, that all conditions liable to be
encountered during the delivery of the services ace taken into account and that the
rates s h e enters in the Bid forms are adequate and all-inclusive to accord with the
provisions in Clause - 4.42 of the General Conditions of Contract for Services-2018
to delivery of services to the entire satisfaction of the Manager.
21.2 When the service is bided for, by a firm or a company of contractors, the Bid shall be
signed by the individual legally authorized to enter into commitments on their
behalf.
21.3 Railway shall not be bound by any power of attorney granted by the Bidder 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.
22. Special Condition:
22.1 The tenderer shall quote their rate by taking into account all the statutory
duties/GST/taxes/cess/royalty etc. applicable to the work up to the date of
opening of tender.
22.2 Any new impost or revision in the duties/GST/taxes/cess/during the original
currency of the contract will be to the Railway’s account subject to production of
Govt. notification and documentary evidence. This will also be applicable for the
work done during the extended period, if such extension is on Railways account.
22.3 However, if the extension of the contract period is on account of failure of
contractor no compensation shall be made towards upward revision or
imposition of any new taxes.
22.4 Any benefit on account of downward revision of duty/GST/taxes/cess either in
original contract period or during the extended contract shall be passed on by
the contractor to the Railways.
22.5 The contractor should get the measurement recorded in MB within 7 days to
effective date of new impost or revision in the duties/taxes/cess to segregate
the work done before change and after change. In the event of failure to do so,
Railway’s decision shall be final and conclusive.
23. Compliance to Manager’s Instruction
(i) The Manager shall direct the order in which the several components of the
services shall be provided and the Contractor shall execute without delay all
orders given by the Manager from time to time; but the Contractor shall not be
relieved thereby from responsibility for the due performance of the services in all
respects.
(ii) In cases, where performance or/and quality of services is/are found to be
dissatisfactory, Manager or his representatives shall impose penalty as mentioned
in bid document, subject to cumulative penalty for such dissatisfactory
performance or/and quality of services does not exceeds 10% of original contract
value or as prescribed in the bid document.
24. Price Variation Clause :
As and when the Minimum Wages (Wages + VDA) is revised, the increase in the
Minimum Wages will be reimbursed to the contractor on submission of documents
regarding such revision notification and proof of payment to the labourers at revised
rate. In view of this, no separate PVC clause is applicable. EPF, ESI & GST shall be
governed as per extant rule and as applicable time to time.

Page 10 of 39
 Part II: BID FORM

INSTRUCTIONS / REGULATIONS FOR BIDS AND CONTRACTS

1.0 Important Note

All clauses as detailed in General Conditions of Contract for Services-2018 (or latest) as
amended with latest correction slips (issued from time to time) as on the date of issue of NIT
shall be applicable in this contract.
Apart from the above, Special conditions, applicable in the contract are contained in this Bid
document.
2. Meaning of Terms
2.1 These Regulations for Bids 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 supersession by special conditions of contract and / or
special specifications, as annexed to the Bid form.
2.2 Definition:-In these Regulations for Bids 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 East Coast Railway authorized to deal with any matters which these
presents are concerned on his behalf.
b) “General Manager” shall mean the Officer in charge of the general Superintendence and
control of the Zonal Railway and shall also include the General Manager (construction)
and shall mean and include their successors, of the successor Railway.
c) “Chief Mechanical Engineer” shall mean the Officer in charge of the Mechanical
Department of East Coast Railway and shall mean and include their successors of the
successor Railway.
d) “Divisional Railway Manager” shall mean the Officer in charge of a Division of the East
Coast Railway and shall mean and include the Divisional Railway Manager of the
Successor Railway.
e) “Engineer” shall mean the Senior Divisional Mechanical Engineer or Senior Coaching
Depot Officer or Coaching Depot Officer or Divisional Mechanical Engineer or Assistant
Coaching Depot Officer or Asst. Divisional Mechanical Engineer and shall mean and
include the Engineers of the successor Railway
f) “Manager” shall mean the Divisional officers or equivalent officers of the user
department i.e. Mechanical/Commercial/operation/safety/finance/health/engineering
including S&T and electrical of both open line and construction department including
production units etc. in executive charge of the works and shall include superior officers
of the same department and shall mean & include the successors of successors railway.
g) “Engineers representative” shall mean the Senior Section Engineer (Carriage & Wagon)
of the depot.
h) The “Railway Administration” shall mean Indian Railways, East Coast Railway acting
through Chief Mechanical Engineer, East Coast Railway, Bhubaneswar on behalf of the
President of India.
i) The “Inspecting officer”/ “Inspector” shall mean the official, firm or department
nominated by the “Railway Administration” to inspect the work on his behalf and the
deputies of the inspecting officer so nominated.
j) The “Contractor” means the person, firm or company on whom the order for the
execution of the work is placed and shall be deemed to include the contractors
successors (approved by the “Railway Administration”), representative heirs, executors
and administrators, as the case may be, unless excluded by the terms of the contract.
k) “Bidder” shall mean the Person / the Firm / Co-operative or Company whether
incorporated or not or JV who Bids 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.
l) “Open Bid” shall mean the Bids invited in an open and public manner and with adequate
notice.

Page 11 of 39
m) “Contract” shall mean and include the Agreement of Work Order, the accepted Schedule
of Rates for items of work quantified or not quantified, the General Conditions of
Contract, the Special Conditions of Contract if any, the specifications, pertaining to this
work issued by Railways and Bid Forms, if any.
n) “Works” shall mean the details of work as enunciated in the “Scope of Work” in this Bid
document,
o) “Services” means any subject matter of procurement other than goods or works, except
those incidental or consequential to the service, and includes physical, maintenance,
housekeeping, professional, intellectual, training, consultancy and advisory services or
any other service classified or declared as such by procuring entity but does not include
appointment of an individual made under the law, rules, regulations or order issued in
this behalf.
p) “Specifications” shall mean the standard specifications for materials and services of
Railways as specified by Railway, under the authority of ministry of Railways or the
Chief Mechanical Engineer or as amplified, added to or suppressed by special
specifications if any, appended to the Bid form.
q) “Schedule of Rates of the Railway(SOR)” shall means the schedule of Rates issued
under the competent authority from time to time
r) “GCC” shall mean Indian Railways Standard General Conditions of Contract for Services-
2018 along with up to date correction slips except where specific terms and conditions
are stipulated.
s) “Equipment” shall mean the material/part/component proposed to be used during the
contract (the required material will not be provided by the “Railway Administration”)
according to the specifications of the mechanized system in the Bid Document. It shall
also include spare parts for the purpose, which will not be provided by the “Railway
Administration”.
t) ‘Coaching Depot’ and ‘Coach Care Centre’ are synonymous.
u) ‘SSE’ means Senior Section Engineer.
v) ‘Tonne’ shall mean the unit of weight equal to 1000 Kilograms.
w) ‘Minimum Wages’ shall mean applicable wages to the category of staff employed
including variable DA (As notified by the State Government or Central Government,
whichever is higher).
2.3 Title and the Work
2.4 “Providing Flying squad gang (Mobile Work Station) to attend door checking
and minor repairs at loading/ unloading sidings (RRS & JSW) of Paradeep
(PRDP) area of Khurda Road division for a period of two years.”
2.5 Singular and Plural
Words importing the singular number shall also include plural and vice versa where the
context requires.
2.6 Law governing the Contract
The contract shall be governed by the Law for the time being in force in the Republic of
India.
2.7 Compliance to regulations and bye-laws
The contractor shall conform to the provision of any statute relating to the services and
regulations and bye-laws of any Local Authority and of any water, drainage and lighting
companies or undertaking, with whose system the services are proposed to be
provided and shall before making any variation from the drawing or the specifications
that may be necessitated by so confirming give to the Manager notice specifying the
variation proposed to be made and the reason for making the variation and shall not
carry out such variation until he has received instructions from the Manager in respect
thereof.
The Contractor shall be bound to give all notices required by the statutory regulations
or bye laws as aforesaid and to pay all fees and taxes payable to any authority in
respect thereof.

Page 12 of 39
2.8 Communication to be in writing
All notices, communication, reference and complaints made by the Railway or the
Manager or the Manager’s representative or the contractor interest concerning the
works/Services shall be in writing and no notice, communication, reference or complaint
not in writing shall be recognized.
2.9 Regulating the Contract
In case of any contradiction between the General and Special Conditions of Contract
concerning Specifications of work/ services other conditions as annexed to this Bid
document, the latter shall prevail.
2.10 Expression of Currency
The expression of the currency of transaction shall be in Indian Rupees.
2.11 Expression of Time
The expression of time shall be in the Indian Standard Time.
2.12 Bid (Tender) for Works/Services
2.11.1 Bid (Tender) Form
Bid forms embody the contents of the contract documents either directly or by
reference. Bid 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 Bid
forms and they shall be required to submit evidence regarding their financial status,
previous experience and ability to execute the works.
MSEs registered with District Industries Centres, Khadi and Village Industries
commission, Khadi and village industries Board, Coir Board, National Small Industries
Corporation, Directorate of Handicraft and Handloom, any other body specified by
Ministry of MSME or Startups as recognized by Department of Industrial Policy &
Promotion shall be supplied such Bid Documents free of Coat on confirmation
(Photocopy/Xerox Copy) of their evidence to this effect.
2.11.2 Omissions and Discrepancies
Should a Bidder find discrepancies in or omissions from the specifications/drawings or
any of the Bid forms or should he be in doubt as to their meaning, he should at once
notify the authority inviting Bids who may send a written instruction to all Bidders. It
shall be understood that every endeavor has been made to avoid any error which can
materially affect the basis of the Tender and the successful Bidder 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.
2.11.3 Execution of Contract Document:
The Bidder whose bid is accepted shall be required to appear in person at the office of
concerned Manager, as the case may be, or if a firm or corporation, a duly authorized
representative shall so appear and execute the contract document within 7 days
after receipt of notice issued by the Railway that such documents are ready; and
failure to do so shall constitute a breach of the agreement affected by the acceptance of
the bid in which case the Railway may determine that such Bidder has abandoned
the contract and there upon her bid and acceptance thereof shall be treated as
cancelled and the Railway shall be entitled to forfeit the full amount of the Earnest
Money of the bid and performance guarantees for the bid available with the
Railway.

2.13 Submission of Offers

A. All offers shall be written neatly without correction and over writings.

B. Any individual(s) signing the Bid or other documents connected therewith shall specify
whether he is signing.

Page 13 of 39
 i. As sole proprietor of the concern.
ii. As a partner or partners of the firm.
iii. As a Director, Manager or Secretary of a Limited company duly authorized by a
resolution passed by the Board of Director’s or in pursuance of the authority
conferred by memorandum of association.
2.14 Effect and validity of offer
i. The offer shall be kept valid for a minimum period of 60 days from the date of opening
of Bid, within which the Bidder will not be entitled to rescind or withdraw his offer.
Notwithstanding this, if the Bidder rescinds his offer within the period stipulated above,
the earnest money deposited by him along with the Bid shall be liable for forfeiture and
in that case the Bidder shall have no further claim on the amount deposited by him as
earnest money.
ii. The submission of any offer connected with the specifications and documents shall
constitute an Agreement that the Bidder shall have no cause of action or claim against
the “Railways” for rejection of his offer. The “Railways” shall always be at liberty to
reject or accept any offer or offers at its sole discretion and any such action will not be
called into question and the Bidder shall have no claim in that regard against the
“Railways”.
iii. Offers shall be deemed to be under consideration immediately after they are opened
and until the official intimation of award of contract is made by the Railways to the
Bidder. If necessary, the “Railways” will obtain clarification on the offers by requesting
for such information from any or the entire Bidder, in writing as may be considered
necessary. Bidder will not be permitted to change the substance of their offers after the
offers have been opened.
2.15 Acceptance of Bid
i. The “Railways” may reject any Bid without assigning any reason whatsoever and may
not accept the lowest or any Bid.
ii. Acceptance of Bid will be communicated by a formal acceptance letter (by registered
post) of the Bid directly to the successful bidder, which may be deemed to conclude the
contract.
2.15.1 He shall submit a declaration while signing the Agreement that all the employees
engaged by him shall be his liability and Railway shall have no onus for them.

3. Execution of Agreement:
Successful Bidder(s) shall have to deposit Performance Guarantee and following which
execute Agreement in the standard form within 07 (seven) days of the date of receipt
of the intimation to that effect. If the Bidder(s) fails or refuses to enter into such
agreement after having been informed in writing, the “Railways” shall be entitled to
forfeit the earnest money as well as the Performance Guarantee.

Page 14 of 39
 Part III: SPECIAL CONDITIONS OF CONTRACT

3.1 The SCC and the GCC

These Special Conditions of Contract (SCC) (along with Specifications of work and other
conditions as contained in this tender document) shall be read together with the terms
and conditions incorporated in this Tender Document and the General Conditions of
Contract (GCC) for Services of Railways. In case of any conflict between the provisions
of the SCC (along with Specifications of work and other conditions as contained in this
tender document) hereof and that of the GCC for Services, the importance of the
former shall prevail over the later.

3.2 Legal Charges

The requisite legal fees as in force at the time of verification of legal document like
partnership deed or power of attorney executed before or after the execution of the
contract shall be recovered from the contractor for obtaining legal Advice of the Law
Officer.

3.3 Alterations
The “Railways” may require such alteration to be made on the work, during its
progress, as deemed necessary. Should these alterations be such that either party to
the contract considers an alteration in price justified, such alterations shall not be
carried out until accepted by the “Railways”. Should the contractor proceed to carry out
such alterations without obtaining the consent in writing of the “Railways” to an
amended price, he shall be deemed to have agreed to execute the contract at a price as
may be considered reasonable by the Railways or without any extra price if considered
reasonable by the Railways.
3.4 Progress Report
The contractor shall submit monthly progress reports as to the progress of the contract
and in such form as may called for by the Railways or his nominee. The submission and
acceptance of these reports shall not prejudice the right of the Railways in any manner.
3.5 Inspection of Registers and Records
The Contractor shall maintain accurate records, plans and charts showing the dates and
progress of all main operations and the Engineer/Manager or his representative shall
have access to this information at all times. Records of observations made shall be
handed over to the Engineer’s/Manager’s representative. The Contractor’s
representative will maintain the following registers at site.

i) Site Order Register: The Contractor shall promptly acknowledge orders given
therein by Engineer or his representative and shall make all efforts to comply
with them. The Contractor shall report to the Engineer the compliance so that
it can be checked.
ii) Labour Registers: This register will be maintained to show daily strength of
Labour in different categories employed by the Contractor, EPF, ESIC & Min.
Wages etc.
iii) Log Book of events/Breakdown: All events are required to be chronologically
logged in this book date and shift wise.
iv) Any other record/register as deemed fit by Railways.

3.6 Working Hours

The work shall be carried out round the clock as per requirement of Railway.
3.7 Contract Labour working in Railway premises (All Acts, rules related to labour)
Special condition for Railway Works for the labour of Railway Contractor.
(i) Railway shall not provide any travel facilities/travel concession to the contractor,
his staff and his labour, either by road, rail or any other means.
(ii) Railway shall not provide any accommodation facilities to the contractor, his staff
and his labour. It shall be the responsibility of the contractor to arrange
accommodation for his staff and labour.

Page 15 of 39
3.8 Welfare Measures
It shall be the responsibility of the contractor to provide all related welfare measures to
its staff/labour and Railway shall not provide any such facility. If under any
circumstances, Railway is entrusted with responsibility of ensuring any welfare
measures for the staff of the contractor, the expenses towards that measure shall be
deducted from contractor’s bill and Railway’s decision shall be final and binding on the
contractor in this regard. At the end of the contract the infrastructural facilities within
Railway premises for labour welfare purposes shall be considered as a part and parcel
of the mechanized laundry for handing over purposes.
3.9 First-Aid
Provision of First Aid facility shall be provided and maintained by the contractor during
all working hours. The first aid box shall be equipped with prescribed contents at the
working place. First aid boxes shall be provided and maintained so as to be readily
assessable during all working hours at the rate of not less than 1 box for 150
contract labour or part thereof ordinarily employed.
3.10 Trespass
The contractor shall at all times be responsible for any damage or trespass committed
by his agents and workmen in carrying out the work, unless such trespass is authorized
by the Engineer.
3.11 Safety Rules
1. Personal safety equipments are to be provided to staff/labours engaged by the
contractor for different works.
2. Railway Administration shall cross-check the safety rules being followed by the
contractor. The contractor shall obey the advice of Railway Authorities in the
event of notice of any lapses in adopting proper safety procedure.
3. The safety provisions provided by the contractor at every stages of work should
be brought to the notice of all concerned & displayed on a notice board at a
prominent place at the work spot. The persons responsible for compliance of the
safety code shall be named herein by the contractor.
4. To ensure effective endorsement of the rules and regulations relating to safety
precautions, the arrangements made by the contractor shall be open to inspection
by Labour Officer/Engineer-in-charge of the Department or their representative.
5. The contractor shall remain fully responsible for ensuring safety and in case of
any accident shall bear cost of all damages to equipment and mend and also
damages to Railway and its passengers.
6. Engineer-in-charge or his nominated representative may impose any other safety
condition necessary for a particular work or site and that shall be binding on the
contractor.
3.12 Evaluation of Bids: As per Annexure-A
The financial proposal shall be evaluated to determine the lowest bidder.
In case, the evaluated financial offers of two or more technically qualified bidders are
Lowest and same, then the Bid of the bidder who is technically more sound (having
scored higher marks in evaluation of technical bid as per clause 2.6.1.3 of GCC Services
2018) shall be considered as the lowest. If the marks in the evaluation of technical bids
of the lowest bidders are also found to be equal, then the bid of the bidder with the
higher cumulative annual financial turnover over the last three years and the current
financial year shall be considered as the lowest.
3.13 Foreclosure of Contract:-
During the course of contract, if the administration feels that it is not necessary to
continue the contract due to administrative reasons, the contract stands for closed with
immediate effect without assigning any reasons.

Page 16 of 39
3.14 Environmental Requirements
The Contractor shall, when working on the Premises, perform its obligations under the
Contract in accordance with the Indian Railways environmental policy, which is to
conserve energy, water, wood, paper and other resources, reduce waste and phase
out the use of ozone depleting substances and minimise the release of greenhouse
gases, volatile organic compounds and other substances damaging to health and the
environment.
3.15 Special Condition of Contract for mandatory updation of Labour data on
Railway’s shramikkalyan portal by Contractor (Authority Railway Board letter
No.2018/CE-I/CT/4, Dt.17.10.2018)

A. Contractor is to abide by the provisions of Payment of Wages act & Minimum Wages
act in terms of clause 54 and 55 of Indian Railways General Condition of Contract. In
order to ensure the same, and application has been developed and hosted on website
‘www.shramikkalyan.indianrailways.gov.in’. Contractor shall register his firm/company
etc. and upload requisite details of labour and their payment in this portal. These
details shall be available in public domain. The Registration/ updation of Portal shall
be done as under:
(a) Contractor shall apply for onetime registration of his company/firm etc. in the
Shramikkalyan portal with requisite details subsequent to issue of Letter of
Acceptance. Engineer shall approve the contractor’s registration on the portal
within 7 days of receipt of such request.
(b) Contractor once approved by any Engineer, can create password with login ID
(PAN No.) for subsequent use of portal for all LoAs issued in his favour.
(c) The contractor once registered on the portal, shall provide details of his Letter of
Acceptances (LoA) /Contract Agreements on shramikkalyan portal within 15 days
of issue of any LoA for approval of concerned engineer. Engineer shall update (if
required) and approve the details of LoA filled by contractor with 7 days of receipt
of such request.
(d) After approval of LoA by Engineer, contractor shall fill the salient details of
contract labours engaged in the contract and ensure updating of each wage
payment to them on shramikkalyan portal on monthly basis.
(e) It shall be mandatory upon the contractor to ensure correct and prompt uploading
of all salient details of engaged contractual labour & payments make thereof after
each wage period.
B. While processing payment of any ‘On Account bill’ or ‘Final bill’ or release of ‘Advances’
or ‘Performance Guarantee / Security deposit’, contractor shall submit a certificate to
the Engineer or Engineer’s representatives that “I have uploaded the correct details of
contract labours engaged in connection with this contract and payments made to
them during the wage period in Railway’s Shramik kalyan portal at
‘www.shramikkalyan.indianrailways.gov.in’ till______ Month, ___________Year.”

Page 17 of 39
 Part-IV

WORKS SCHEDULE, TERMS AND CONDITIONS OF PROVIDING FLYING SQUAD GANG

(MOBILE WORK STATION) TO ATTEND DOOR CHECKING AND MINOR REPAIRS AT
LOADING/ UNLOADING SIDINGS (RRS & JSW) OF PARADEEP (PRDP) AREA OF
KHURDA ROAD DIVISION FOR A PERIOD OF TWO YEARS.

1.0 The Flying Squad Gangs will be utilized to attend in Situ door checking, door repair,
welding repair of unloadable wagons and fitment work of wagons before placement for
loading at RRS & JSW loading sidings inside PPT (Paradeep Port Trust) at Paradeep
along with Multi Utility Vehicle round the clock in three shifts.
1.1 One Flying Squad Gang should have 02 skilled welder/gas cutter, 01 skilled
fitter and 02 unskilled helper per shift of 08 hours. It should be formed in such a
manner that none of the Flying Squad Gang is overworked.
1.2 The Flying Squad Gang should be always available at the nominated Railway premises
or at any other place as per direction of SSE/C&W/PRDP.
1.3 The above indicated 05 X 03=15 (for 03 shift) manpower per gang (15 x 2 sidings
= 30 nos.) is the minimum that the contractor has to provide every day, whenever
required positively without fail. Their distribution in shifts will be left to Railways.
1.4 The Flying Squad Gang should be always ready with Hand Tools like Hammer, Pinch
bar, Tommy Bar, Chipping Hammer, welding/ gas cutting accessories & Safety items
like safety shoe, helmets etc. at any given moment for their nominated section with
required material as directed by nominated SSE/C&W for repair attention.
1.5 The firm has to provide following machines and materials of reputed make to each
flying squad gang;

Qty For
Sl.No. Item Unit 02
Sidings

350A CPCB approved trolley mounted diesel driven welding

1 Nos 2
generator.
2 Copper Flexible power cable 3 core 6 mm2 Mtr 100
3 Welding cable, Copper - 90 mm2 Mtr 100
4 Electrode Holder Pcs 4
Gas cutting equipment (02 hose - 50 mtr DA hose, 50 mtr
5 O2 hose, DA regulator, O2 regulator, cutting blow pipe, Set 2
nozzle, flashback arrestor for DA and O2 & spark lighter.
Hand tools (Hammer, Pinch bar, tummy Bar, Chipping
6 Set 6
Hammer)
7 Welding Screen Nos 2
8 Helmet (one no. to each worker) Nos 30
9 Safety Shoe (one pair to each worker ) Pair 30

10 Chest Guard (one no. to each welder)(Welding apron) Nos 12

11 Uniform set 30
12 Hand gloves Pair 30
Screwed Ram integral Hydraulic jack with safety lock nut
Nos. 4
13 25T capacity.

Page 18 of 39
1.6 Reusable Tools & Equipment (except diesel driven welding generator and Hydraulic
jacks) are to be handed over to Railway after the expiry of the contract period and
these should be properly accounted for in the T & P register.
1.7 Consumables required for the work like, DA gas, O2 gas, electrodes will be supplied
by Railway. Proper record for issuance and consumption of the consumables will be
maintained for accounting.
1.8 The Flying Squad Gang should be ready in all respect to cover tedious journey on any
place in the section under SSE/C&W/PRDP.
1.9 The manpower deployed cannot fix them to any particular activity. Nominated
SSE/C&W or any other official duly authorized by Sr. DME/KUR decision regarding
their deployment for any railway activity in any particular day (round the clock) shall
be final and binding.
1.10 The Flying Squad Gang will work in 08 hours shift (per day three shifts) and it may
vary from time to time according to the exigency of need by the Railways for which
no overtime allowance will be paid by the Railways.
1.11 Duty to be assigned to the Flying Squad Gang shall be at the discretion of the Railway
Authorities and the Contractor/Flying Squad Gang shall have no right to refuse any
duty assigned to them. In exigencies they may be utilized for other C&W works also.
1.12 In case of any unfortunate disaster/accident of train involving causalities, the Flying
Squad Gang may be utilized for rescue and restoration operation. The
Contractor/Flying Squad Gang shall not object to such utilization.
1.13 At the time of major repair, en-route breakdown or any other requirement when the
Flying Squad Gang is not available alternate similar Flying Squad Gang will be
arranged by the tenderer with the same terms and conditions.
1.14 The Contractor will have to arrange said Flying Squad Gang within 15 days from the
date of receipt of Letter of Acceptance.
1.15 The Flying Squad Gang has to do the door checking for proper locking of doors, door
repair, welding repair of unloadable wagons and fitment work of wagons before
placement for loading at RRS & JSW loading sidings. The flying squad gang has to do
welding/gas cutting works normally required for fitment of wagons
(i) Assist in dismantling & assembling of wagon bogie parts, run out of bogie, strip
spring suspension, under gear components, brake beam, brake shoe, brake
gear components, movement of bogie parts, fitting and transportation of brake
pipe, feed pipe, isolating cock, Brake levers, angle cocks, Dirt Collector, Brake
cylinder, etc.
(ii) Assist in preparation of coupling of pipes, pressure gauges etc.
(iii) Assist in dismantling, cleaning & assembling of brake cylinder,
(iv) Welding works in wagon/coach for en-route repair, rake examination etc. or
any other Railway works as advised by Railway Supervisor.
(v) Assist in repair works for wagon body, floor, pillar, body bulging, door
bend/Hinges broken or any related work advised by Railway Supervisor.
(vi) Assist in loading, unloading, transporting and repair work.
(vii) Dismantling, assembling and lifting of wagon bogie parts.
(viii) Lifting and replacement of spring suspension, EM Pad, axle adaptor, under gear
components, brake beam, brake shoe, brake gear components etc.
(ix) Dismantling, assembling, fitting and transportation of brake pipe, feed pipe,
isolating cock, Brake levers, angle cocks, Dirt Collector, Brake cylinder, etc.
(x) Dismantling & assembling, fitting & transportation of CBC components, Draft
gear, buffing gear, etc.
(xi) Setting of primary and secondary locks of BOBRN wagons.
(xii) Wagon body, floor, pillar, body bulging, door bend/Hinges broken repair works
or any related work advised by nominated Railway Supervisor.
1.16 Welding work
Contractor has to do different welding works required in wagons for maintenance of
wagons as advised by SSE (C&W)/PRDP or his representative.

Page 19 of 39
 a) Details of the edge preparation for welding and techniques shall be in accordance as
per procedure followed in Railway.

b) Welding work, where called for, shall be performed in an approved and workman like
manner. Welds shall be homogenous & show physical properties similar to those of
parent metal. Finished welds shall be free from all defects such as porosity, burnt
metal, inclusions etc & shall present a smooth appearance.

c) When the welded joints are inspected, no defect, especially due to the use of
equipment and /or filler material shall be accepted. After welding the welded parts or
assemblies should correspond to the dimensions required as mentioned in drawings.

d) No welding work should be carried out on the Wagon without ensuring its
proper earthing to avoid damage to the wheel CTRB’s/ Bearings. Deviation to
this will be viewed seriously.

e) The surface to be welded shall be cleaned prior to welding to remove rust, scales.
Paint, oil or grease by wire brushing or suitable manual cleaning.

f) Proper welding sequence should be followed to reduce internal stresses & hence, to
reduce warpage of structure.

g) All slag & flux will be removed before applying subsequence run-pass.

h) The current & voltage range shall be ensured as recommended by the manufacturer of
the electrode/ wire.
1.17 The indicated manpower per day is for a general idea only. The nominated
SSE/C&W/PRDP or any other Railway official duly authorized by Sr. DME/KUR, shall be
authorized to change the requirement of manpower for any particular day for either
permanently or temporarily in order to handle the load of that day.
1.18 Flying Squad Gang Details:
Each staffs of Flying Squad Gang should fulfil the following conditions:
 For skilled category must have passed ITI welder/fitter trade or minimum experience
of three years in welding work from a reputed firm with experience of welding,
dismantling, assembling, repair and replacing mechanical fittings works.
 Must be within the age limit as prescribed by Govt. of India (Central Labour Law)
 Must submit Police clearance (Police verification) from the police station to
which he belongs.
 No Travelling Allowance/Night Allowance/National Holiday Allowance/Overtime
Allowance nor House Rent Allowance will be borne by Railway.
 No passes/Railway Quarter or Railway Hospital facility will be provided by the
Railways.
 Railways will not be liable for any injuries sustained by contractor’s men.
 However as a goodwill gesture First Aid may be provided and other medical assistance
will be arranged if possible.
1.19 The Tenderer should submit copies of relevant documents like Police verification
Medical Certificate, technical qualification/ Experience proof, certificate in proof of age
to the nominated SSE/C&W.
1.20 The contractor will be solely responsible for safe running of the Flying Squad Gang.
Railway will not be liable for any injury during any accident to the Flying Squad Gang.
1.21 The Flying Squad Gang must be fully equipped with hand tools and safety gloves in
addition to any extra tools or equipments required if any it will be provided by the
Railways.
2.0 SAFETY PRECAUTIONS FOR ELECTRIC ARC WELDING:

1. Wear protective cloth during welding operation.

2. Use nose mask for protection against welding fumes.

Page 20 of 39
 3. Avoid contact with any metallic element which carries voltage without proper insulation.
4. Properly earth the negative terminal nearer to the work place. Do not resort to loose
connection on the earth terminal.
5. When not working, remove the electrode from holder and switch off the machine.
6. Holder should be kept in such a way that it does not make any contact with persons or
conducting objects.
7. Ensure holder is fully insulated and electrical connections are tight.
8. Keep welding cables, holders and other accessories neat and dry.
9. Wear helmets or head screens, goggles, safety shoes and protective clothing for all
welding operations.
3.0 The Multi Utility Road Vehicle-
The contractor has to provide 02 (two) Multi Utility Vehicles. The vehicles should be of
TATA 207 DI or equivalents (with commercial use only), i.e. parameters as given below:
“The vehicles should be minimum 60 HP capacity having seating capacity of 5 (five)
including driver with a carrier (dalla) for material loading”.
The MUV should be in good working condition. The vehicle should have provision for
seating arrangement for Railway Representative & contractor’s staff. It should also have
space for carrying welding machines, Gas cutting equipments (DA & Oxygen Cylinder)
and consumables i.e. MS Sheets, electrodes, angle iron pieces, GI wires etc.
i. The vehicle should be always available round the clock in all 7 (Seven) days of a week
with the Consignee at Railway premises i.e. SSE (C&W)/PRDP or at any other place as
nominated by Railways.
ii. The Contractor should engage vehicle drivers in such a number that none of the drivers
are overworked. In no case any driver should be allowed to work more than 12 hours
per day.
iii. The vehicle should be always full of consumables and fuel at any given moment for
movement of vehicle to farthest corner of this Division and return.
iv. The vehicle should be fit in all respect to cover tedious journey on any type of road.
v. The vehicle must be provided with one spare wheel in fit condition with necessary tools
for emergency repairs.
vi. The vehicle will be required to move round the clock and to any directions; As such the
Driver should be fully aware of road of Odisha and Andhra Pradesh upto Palasa.
vii. The vehicle hired by Railway must not be used for purposes other than said railway
work.
viii. The vehicles will run approximately 2400 kms per month. However the payment will be
made against actual kilometer earning per month by the vehicle which may increase or
decrease based on actual operation.
ix. The material to be loaded in the vehicle shall be at the discretion of the Railway
Authorities and the Contractor/Driver shall have no right to refuse any material allowed
by Railway Authorities to be loaded in vehicles.
x. In case of any unfortunate accident of coaching train involving causalities, the vehicle
may be utilized for carrying injured persons and/or dead bodies. The Contractor/Driver
shall not object to such utilization of vehicle.
xi. At the time of major repair, break down en-route or any other repair when the vehicle is
not available alternate vehicle may be arranged by the Tenderer.

3.1 Vehicle Particulars :-

i. The road vehicles should not be more than three years old from the date of its
registration to the date of opening of tender.
ii. The vehicle should be of TATA 207 DI or equivalents i.e. parameters as given below:
The vehicles should be minimum 60 HP capacity having seating capacity of 5 (five)
including driver with a carrier (dalla) for material loading.

Page 21 of 39
 iii. The Tenderer should submit copies of relevant documents of vehicles such as year of
manufacture, year of purchase & date of registration, manufacturer’s name, Model
name, serial number, Proof of ownership of vehicles, Registration particulars, Road tax
payment particulars, insurance and any other legal documents enforced by state or
Central Govt. from time to time which are mandatory for utilizing the vehicles on Road.
iv. The contractor will be solely responsible for safe running of the vehicles. Railway will
not be liable for any loss, damage or accident to the vehicle/vehicle driver or any
loss/damage to any other party/asset caused by the Contractor’s vehicle.
v. The vehicle must be provided with fire extinguisher, relevant spares and tackles which
may be required during running of the vehicle to handle minor problems.
3.2 Hiring Charges of MUV:- Hiring charges comprise of the following.
(i) Fixed charge that is lump sum monthly charges.
(ii) Variable charges that is based on actual running kilometres of vehicle.
3.2.1 Charges quoted by the tenderer shall be inclusive of the following.
 Fuel.
 All consumables required for vehicle running.
 All maintenance/repair charges.
 Salary towards Driver and other assisting employees.
 Road Tax, Toll Tax or any other taxes/ expenses towards operation of the
vehicles.
 Any other expenses not mentioned above towards unhindered/
smooth/safe/Passenger friendly operation of the vehicles.

3.2.2 Other items for reimbursement in addition to fixed monthly rate:-

(a) Fuel & lubricant reimbursement: Fuel of one liter per 13.86 Kilometers run of
vehicle and lubricant of one liter per 500 kilometers run of vehicle will be paid to
the tenderer(s). The rate of fuel/lubricant will be taken as the prevailing rate on
15th of the bill month. In case of discrepancies in rates of various locality the
decision of Sr.DME/KUR shall be final and binding on the contractor.
(b) Tenderer(s) shall indemnify the Railway against any or all claims which may arises
under the Motor Vehicle Act or Workmen’s Compensation Act, Contract Labour
(Regulation & Abolition) Act, Minimum Wages Act or any other act or statute having
bearing over the service and engagement of Workmen, directly or indirectly for
performance of work under the contract.
3.3 Contractor should maintain logbook of vehicles with relevant information of Journey
undertaken. The kilometre earned in a journey should be certified by authorized Railway
representative. The format of log book will be provided by the Railway.
3.4 Apart from this, to ensure transparency, a log book in duplicate shall be maintained with
driver of the vehicle indicating the details of initial reading, final reading of speedometer
Kilometerage recorded on each day, which shall be countersigned by the
SSE/C&W/PRDP. The log book shall also contain the place of movement to and fro and
the timings of engagement.
The following shall be maintained in this regard. Any corrections/alternations shall be
duly attested by SSE/C&W/PRDP (format may be changed as per requirement).

Speedo meter Reading

Vehicle
Vehicle movement Test Re
Sl. Driver’s Purpose
Reading

Reading

Date No & authorised/ checked mar

From

Time

Time

No. Name of trip

To

Make requisitioned By ks
by Sri____

1 2 3 4 5 6 7 8 9 10 11 12

Page 22 of 39
NB: It is responsibility of the contractor to maintain the speedometer/Odometer in good
and working condition for record of kilometres of running of the vehicle, otherwise
invite penalty.

4.0 SAFETY AND ENVIRONMENT AT SITE

The Agency shall strictly abide by all safety standards, specification, practices, rules
and regulations in construction and also the instruction of issued time to time. Any
kind of unsafe action or unsafe method of work by The Agency’s workmen, which may
lead to injury to The Agency’s workmen, will be viewed seriously and penalty for the
same will be levied on The Agency for such unsafe actions. The Agency will be
responsible for the safety of the Agency’s staff and employees of other agencies
working in The Agency’s area of operation. The Agency shall delegate the
responsibility of implementation of safety rules to one of The Agency’s staff. All safety
appliances required like safety helmets, safety belts, shoes, retro reflective jackets
and other Safety PPE, etc., shall be arranged by the Agency at the Agency’s cost. In
the event of non-availability of such safety gadget at required point of time, we may,
at the sole discretion of the Site in charge, procure such gadgets and issue the same
to the Agency on chargeable basis on actual plus 20 % over head charges. The
Agency’s authorized representative shall attend all safety and abide by his instructions
and follow the site safety practices without failure.

5.0 Special Conditions:-

5.1 The successful tenderer must comply with the provisions of Contract Labour
(Regulation and Abolition) Act 1970, Contract Labour Central Rules 1971. It is
responsibility of the tenderer(s) to abide by all the statutory provisions and laws of
Central and state Government including Hours of Employment Regulation and
Prohibition of child labour and Minimum Wages Act.

5.2 The contractor should submit Police clearance (Police verification) of all the
engaged manpower/staff for this work from the police station to which the
person belongs.
The procedure for obtaining police verification is outlined as below.
i. Police Verification of staff/labour deployed by Contractors on Railway Premises.
ii. No person shall be engaged by any contractor for executing any contract on
Railway Premises without a police verification report and an identity card issued
thereafter.
iii. The contractor shall submit name, address, contract number of each staff/labour
proposed to be deployed by him to the Contract Manager in the form in Annexure-1
for obtaining police verification.
iv. The Contract Manager shall promptly submit online/hard copy application for each
prospective staff/labour intimated by the contractor after award of contract to the
under-mentioned authorities as applicable. The contractor must necessarily submit
these details within 15 days of award of contract.
v. Supdt. Of Police (SP)/Dy. Commissioner of Police (DCP) having jurisdiction over the
permanent residence of the concerned staff.
vi. SP/DCP having jurisdiction over the place where the concerned staff has resided for
more than 6 months in last 5 years.
vii. Sr.DSCs/DSCs having jurisdiction over permanent residence and where the person
has resided for more than 6 months in last 5 years.
viii. Sr.DSCs/DSCs having jurisdiction over the place where the person is to be
engaged. In case of on-board staff of trains, Sr.DSC/DSC having jurisdiction over
the primary maintenance depot of the train.
ix. Sr.DSCs/DSCs concerned will coordinate with SPs/DCPs concerned and expedite the
police verification. On receipt of the police verification report, the Contract Manager
shall give a copy to the Sr.DSC/DSC.

Page 23 of 39
 x. On receipt of police verification report, Contract Manager will arrange to issue to
each staff/labour of the contractor, an identity card in the format at Annexure-2.
This identity card shall be necessarily displayed on the body of the person while
being at the worksite.
xi. No contract staff/labour shall be deployed at any Railway premises without a Police
Verification report on record. However, if the police verification report is delayed
beyond 30 days of receipt by the Police Authority, the Contract Manager is
authorized to permit deployment of the contract staff/labour provisionally for one
month, in which time all efforts shall be made to get the police verification report
issued.
xii. These provisions shall not apply to emergency situations like accidents, natural
calamities etc., where restoration work has to start immediately on receipt f
information. However, if such restoration work has to continue beyond 10 days,
deployment of staff/labour can be permitted against and undertaking from the
contractor in the form at Annexure-3 to be submitted to the Contract Manager.
xiii. These provisions shall not be applicable to daily-wage, contract staff/labour, who
can be deployed on production of identity proof, e.g. Aadhar Card, Voter ID Card,
PAN Card, Ration Card, Driving License, Gas connection receipt, etc. whose copy
shall be attested by his contractor.

5.0 ESTIMATE REFERENCE:

For RRS-1,2,3,4 & 5

Total
Total Value for
Qty. Unit
Schedule Description Unit 2 years (730
(for 2 cost
days) in ₹
years)
Labour cost (excluding 2761.0
1 2190 per shift 6046590.00
A1 GST) 0
(Charg EPF @ 13% & ESI@
es for 2 3.25% on labour cost Lumpsum 982570.88
mobile (excluding GST)
gang) GST @ 18% on Labour
3 Lumpsum 1265248.96
cost + EPF & ESI

Hiring charges
1 (including drivers salary 24 Month 30455.90 730941.60
and all taxes/GST)
A2 Diesel reimbursement
(Vehicl @ 2400 kms per 4155.8
2 Ltr 98.71 410222.97
e month*. (2400 km @ 4
charges 13.86 KM per litre
) Lubricant
reimbursement @ 2400
3 kms per month*. (2400 115.20 Ltr 395.00 45504.00
km @ 500 KM per litre
=4.8 ltrs).
Machine & Material cost
730 day 260.93 190478.90
A3 including GST
Diesel cost for running
of welding generator 4380 Hour 332.12 1454685.60
A4 including all taxes
Sub Total (A1+A2+A3+A4) 11126242.91

Page 24 of 39
For JSWT siding
Total Qty. Total Value for
Schedule Description (for 2 Unit Unit cost 2 years (730
years) days) in ₹
Labour cost per
1 2190 2761.00 6046590.00
(excluding GST) shift
B1
EPF @ 13% & ESI@
(Charges
2 3.25% on labour cost Lumpsum 982570.88
for
(excluding GST)
mobile
GST @ 18% on
gang)
3 Labour cost + EPF & Lumpsum 1265248.96
ESI
Hiring charges
(including drivers
1 24 Month 30455.90 730941.60
salary and all
taxes/GST)
Diesel reimbursement
@ 2400 kms per
B2 2 4155.84 Ltr 98.71 410222.97
month*. (2400 km @
(Vehicle
13.86 KM per litre
charges)
Lubricant
reimbursement @
2400 kms per
3 115.20 Ltr 395.00 45504.00
month*. (2400 km
@ 500 KM per litre
=4.8 ltrs).
Machine & Material
730 day 260.93 190478.90
B3 cost including GST
Diesel cost for
running of welding
4380 Hour 332.12 1454685.60
generator including
B4 all taxes
Sub Total (B1+B2+B3+B4) 11126242.91

Total cost 22252485.82

N.B:
i. Minimum wages rate for Labour cost of schedule A & E is calculated basing upon
the rate circulated by Ministry of Labour & Employment to Govt. of India, w.e.f.
from 01.04.2022 for one gang (3 skilled and 2 unskilled workers) for ‘C’ class
area and shall be taken into consideration as base period for the work.
ii. No profit quotient element included in the labour cost.
iii. While offering the rate against on item srl. No1 of Schedule- A1 & B1 (Labour
cost), the minimum wage rate as on dt.01.04.2022 as circulated by Ministry of
Labour & Employment to Govt. of India, shall be taken into consideration as
base period.
iv. Non-fulfillment of Min. wages rate in labour Cost (Schedule), circulated by
Ministry of Labour & Employment to Govt. of India, w.e.f. Dt.01.04.2022 in item
Srl. No.i of Sch-A & E (labour cost) will be summarily rejected.
v. If a tenderer quotes rate 'BELOW' percentage or offers rebate/
concession/ discount in the Labour cost item schedules, then their
financial bid shall be treated as non - responsive and offer will be
summarily rejected.

Page 25 of 39
 vi. On production of documentary evidence towards payment of PF, ESI & GST on
labour cost only, the actual amount (Employer contribution only) as assessed
by Railway administration will be reimbursed/paid as per extant rule from the
lumpsum cost of item srl No.2 & 3 of Sch-A1 & B1, which may increase or
decrease as per the statutory provision prevail at the time of passing bill.
vii. Offering "Rebate" on Gross Value shall be treated as applicability of
rebate in all individual schedule items rate/value. Therefore, bidders
are requested not to offer rebate in their Gross Value, otherwise
bid/tender offer with "Rebate On Gross Value" shall be treated as non -
responsive and offer will be summarily rejected.
viii. Monthly hiring charges of vehicles for RRS & JSWT siding excludes the
monthly gate pass & other charges of PPT. Therefore tenderer are
requested to offer their rate in the monthly hiring charges of vehicles
taking account of additional monthly gate pass & other charges of PPT.
No separate payment shall be made towards gate pass charges of PPT
by Railway.
ix. Tenderer are advised to go through the offer schedules & item description
carefully before quoting their rates for identifying the items asked to quote
inclusive of GST and exclusive of GST.

7.0 Penalty Conditions

7.1 Penalty will be levied in case of the following.
7.2 Failure to carry out any of the activity mentioned in the work schedule which result in
late start of a train a penalty of ₹ 00/-for first 05minutes or part thereof and ₹ 300/-
beyond 5 minutes and upto 15 minutes delay. After 15 minutes delay a penalty of
₹500/- will be imposed for each 5 minutes or part thereof.
7.3 Adverse report regarding contractor’s performance by any inspecting official of the
Railways will carry penalty of ₹2000/- per case.
7.4 The workers engaged by contractor should have no criminal background. The workers
should behave politely & maintain co-operation with Railway Officials. If workers of
the contractor’s misbehave with Railway staffs, penalty of minimum ₹1000/- will be
imposed. Written report of any Rly. Official will be sufficient to impose penalty. In
addition to above police action may be considered if found necessary by Railway
against the Contractor/or his staff.
7.5 Damage caused to wagons, railway machines or any other railway property by the
contractor staff will be levied as per the actual cost of damage as assessed by Railway
Authority plus a penalty of ₹1000/- for each case of damage as reported by Railway
Official.
7.6 For non-supply of any safety items/PPE, uniforms, Identity card to the Contractor
labours, a fine of ₹500/-will be levied for each item as per the report of SSE or any
reporting of Railway Officials.
7.7 Short supply of manpower will be penalized as
(i) Minimum wages and its EPF, ESI (PE contribution) & GST @ 18% of the category
of worker absent, plus ₹500/- will be deducted for each absence.
(ii) If short supply of manpower in any category continues for a considerable period
and Contractor’s performance does not improve in this matter, Railway reserves
the right to terminate the contract at any time and the Contractor will have no
claim what so ever it may be.
7.8 For non-providing or non- functioning of welding generator, there will be a penalty of
₹1000/- per day.
7.9 If welding works done by the Contractor fails a penalty of ₹1000/- per failure will be
levied as per no. of failed wagon reported by Railway. This may also lead to
termination of contract.
7.10 Decision of Senior Divisional Mechanical Engineer, Khurda Road Division, East Coast
Railway, or his authorized representative as to the amount of penalty that will be
levied will be final and binding on the contractor for any type of violation of contract
condition.

Page 26 of 39
8.0 Payment Conditions
8.1 Payment will be made once in a month on the basis of actual executed quantity on the
basis of certification by SSE/C&W/PRDP.
8.2 The following taxes will be deducted from the payments.
 Income Tax @ 2%.
 Conservancy Cess as per the prevailing rate depending upon the no. of labour
employed by the tenderer.
 The above taxes are indicative and may vary as per applicable tax laws from time to
time.
8.3 Any penalty if attracted, clause 7.0 will also be deducted from the monthly payments.
8.4 Payment to the Labourers by the contractor must be made directly through
their Bank Account and not by Cash.
8.5 Before the next month’s Bill is cleared for payment, the contractor will
submit photocopy of the Bank statement, showing that payment have been
made directly to Bank Accounts along with the amount of money paid to each
account. This proof of payment must be submitted along with the bill for the
next month.

9.1 Other Conditions

9.2 When the tender is received by the administration, it will be understood that the
tender has/ have gone carefully through General Conditions of Contract for Service
and has/ have got himself/ themselves clarified in all points and doubts and
interpretations by authorities of Railway Administration.
9.3 All worker employed by the tenderer must wear helmet, goggles, leather chest guard,
hand gloves, protective shoes uniforms and name badges all the time when on duty.
9.4 The contractual staff must carry the Identity card issued to them by the Contractor
while at work in Railway premises.
9.5 Contractor should make his staff aware regarding danger of run over, electrocution,
any other danger of causalities while working in Railway yard.
9.6 Railways will not be liable for any casualty/injuries sustained by contractor’s men. No
compensation/claims will be entertained by Railway for any causality or injury of any
of the Contractor’s staff. However as a goodwill gesture First Aid may be provided
and other medical assistance may be arranged if possible.
9.7 Contractor man should also ensure cordial relation with Rly staff during the course of
work.

Page 27 of 39
 Bid Evaluation-technical Criteria (sample) Annexure-A

S.no Weighta Technical criteria Documentation Scoring

ge
20% Previous work done Certificate from client Scoring method :
The bidder shall submit firm authorizing payment For each completed/ on-
documents related to received along with going similar service
completed/on-going percentage penalties contracts with satisfactory
similar service contracts imposed, contract-wise performance shall be as
during the last three for completed/on-going under :
previous financial years similar service contracts (a)100 marks if the bidder
and the current financial with satisfactory has completed or received
year along with the performance. payment as under:1
details payments project>80%
received and percentage 2 projects>50% or 3 or
penalties imposed more projects >40% of the
therein to classify the advertised value of the bid.
completed/on-going (b)50 marks if the bidder
similar service contracts has completed or received
in the following payment as under:
categories. 1 project> 50% or
1) projects> 40% of the
Payment received more advertised value of the
than or equal to 80% bid.
or 50% or 40% or the (c) 20 marks if the bidder
current advertised value has completed or received
and percentage payment as under: 1
penalties imposed project> 40% value
therein. completed no marks if all
projects< 40% value
completed.
Deduction for percentage
penalty imposed in the
respective completed/ on-
going similar service
contracts; the score of
each completed/ on-going
similar service contacts
with satisfactory
performance shall be
reduced by a percentage
equal to the percentage
penalty imposed in
respective contract. No
reduction for percentage
penalty less than 5%.
Contract where percentage
penalty is more than 20%
of contract value shall not
be considered for
calculation of scores for
this purpose.
2 35% Turnover(in last three A per audited balance (a) 100 marks- more than
and current financial sheet certified by the CA. 25 times advertised
year) value of work.

Page 28 of 39
 (Less than 1.5 times the (b)70 marks- 10-25 times
value of work is not advertised value of
eligible) work.
(c) 50 marks- 5- 10 times
advertised value of
work.
(d)30 marks- 1.5-5 times
advertised value of
work.

3 20% Number of years in Company establishment (a) 100 marks- more than
operations certificate and company’s 8 years
( Firms having less than work order (b) 80 marks- 5- 8 years
1year of experience are copy/agreement (c) 60 marks- 2-5 years
not eligible) copy/completion (d) 40 marks- 1-2 years
certificate etc as proof of
operation.
Years shall be counted
from the date of
agreement of the work.
4 25% Size of workforce EPFO challan/bank (a)100 marks if the
The bidder must have a account statement in bidder’s workforce on
minimum no of support of available roll is greater than 3
personnel manpower ( duly times of the total
(as defined by Railway submitted to EPFO) in workforce required in
administration) on the respect of the previous this Bid.
organization’s pay roll. four quarters preceding (b)70 marks if workforce
the date of opening of Bid on roll is equal to or up
should be submitted in to 3 times the total
support of their workforce required in
qualification. this Bid.
(c)No marks if workforce
on roll deployed is less
than the total workforce
required in this Bid.

Page 29 of 39
 Annexure-B
SELF DECLARATION FORM
(NON-DISQUALIFICATION OF BID)
To
The President of India,
Acting through
Sr. Divisional Mechanical Engineer, Khurda Road
East Coast Railway.
1) I/We _______________________________________ have read the various conditions
of Bid attached hereto and hereby agree to abide by the said conditions.
2) I/We also confirm that, this firm has not violated any conditions of Clause No-4.0, i.e.
DISQUALIFICATION OF BIDDERS mentioned as below;
1. Employment /Partnership etc. of Retired Railway Employees
a. Should a Bidder be a retired Manager of the Gazetted rank or any other Gazetted
Officer working before her retirement, whether in the executive or administrative capacity
or whether holding a pensionable post or not, in any department of any of the railways
owned and administered by the President of India for the time being, or
b. Should a Bidder being partnership firm have as one of its partners a retired Manager or
retired Gazetted Officer as aforesaid, or
c. Should a Bidder being an incorporated company have any such retired Manager or
retired officer as one of its Directors or
d. Should a Bidder have in her employment any retired Manager or retired
Gazetted Officer as aforesaid, then the full information as to the date of retirement of
such Manager or Gazetted Officer from the said service and in case where such
Manager or Officer had not retired from Government service at least one year prior to
the date of submission of the Bid 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 the employment under the
contractor, has been obtained by the Bidder or the Manager or Officer, as the case
may be from the President of India or any officer, duly authorised by her in this
behalf, shall be clearly stated in writing at the time of submitting the Bid. Bids
without the information above referred to or a statement to the effect that no such
retired Manager or retired Gazetted Officer is so associated with the Bidder. as the
case may be, shall be rejected.
2. Should a Bidder 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 her shareholder(s) or a relative(s) of the shareholder(s) employed in
gazette capacity in any department of Indian Railway, the authority inviting bids shall be
informed of the fact at the time of submission of Bid, failing which the bid may be
disqualified/rejected or if such fact subsequently comes to light, the contract may be
rescinded in accordance with the provision in Clause 7.4 of the General Conditions of
Contract.
3. If the bidder or any of its constituents has been levied with a penalty for violation of
labour l aws for three times in the last two years (from the date of opening of tender)
by the appropriate enforcing agency like the Labour Commissioner etc.
4. The contractor shall be disqualified from participating in the bidding for services in a
Railway division,
c. If any previous contract of the bidder or any of its constituents had been terminated
under clause “default of contractor” in that Railway division, with in the previous
2 years from date of submission of bids.
d. In that Railway division, the bidder or any of its constituents has been imposed a
penalty equivalent to the maximum penalty that can be imposed under a previous
contract, such a figure being specified, with in the previous 2 years from date of
submission of bids. (Period of 2 years shall be reckoned from the date on which
the total accrued amount of penalties has reached the maximum penalty that can
be imposed under the contract, as specified by the Competent Authority).

Page 30 of 39
 The declaration to this effect shall be furnished by the contractor (herewith) as a part
of his bid document. In case this declaration is found to be false, process for
'banning of business’ against the bidder/contractor shall be initiated as per extent
rules.

3.) I/We also confirm that, this firm has not violated any conditions of Clause No-3.0,
i.e. Qualification Criteria mentioned as below;
3.1.1 The Bids for this contract will be considered only from those Bidders [proprietorship
firms, partnership firms, companies, corporations, consortia or joint ventures (JV
hereinafter) etc.] who meet requisite eligibility criteria. In the case of a JV or
Consortium, all members of the Group shall be jointly and severally liable for the
performance of whole contract.
3.1.2 a) A Bidder shall submit only one bid in the particular Bidding process, either
individually as a Bidder or as a partner of a J.V. A Bidder who submits or
participates in, more than one bid will cause all of the proposals in which the Bidder
has participated to be disqualified. No Bidder can be a sub-contractor while
submitting a bid individually or as a partner of a JV in the same bidding process.
b) Any Central government department! Ministry of Railways must not have banned
business with the Bidder (any member in case of JV) as on the date of Bid
submission.
c) If the bidder (any member in case of JV/consortium) must not have suffered
bankruptcy/ insolvency during the last 5 years. The Bidder should submit an
undertaking to this effect as part of the bid.
d) Bidders must not have a conflict of interest. Following shall be considered as
conflict of interest in this bidding process
(i) If a Bidder or her associates/affiliates (inclusive of parent firms) has been
engaged by the Employer (Railways) to provide consulting services for the
preparation related to procurement or on implementation of the project;
(ii) If a Bidder lends, or temporarily seconds its personnel to firms or organizations
which are engaged in consulting services for the preparation related to
procurement for an implementation of the project, if the personnel would be
involved in any capacity on the same project."
e) If the bidder or any of its constituents has changed its name or created a new
business entity as covered by the definition of "Allied Firm" under para 1102 (iii)
of Chapter XI of Indian Railways Vigilance Manual, consequent to having been
banned business dealings or suspended business dealings.

I/We are liable for forfeiture of the full amount of EMD/PG without prejudice to any other
rights or remedies in case my/our Bid is accepted and if any abnormality found for the
above:

Bidder’s full Address: Signature of Bidder (s)with seal

Date:___________________________

Page 31 of 39
 ANNEXURE – ‘C’

DOCUMENTS SUPPORTING THE CLAIM OF QUALIFYING THE LAID DOWN

ELIGIBILITY CRITERIA

Compliance of Eligibility criteria by the tenderer regarding execution of similar single work to
the extent of 35% of advertised tender value as per Tender Notice & Eligibility Criteria

1. Name and style of the contractor with address (Present tenderer)

2. Name and scope of the work executed:
3. Authority who have awarded the contract.
4. Full address of the authority under whom the contract was executed.
5. Whether it is a Govt./Railway/Semi Govt. organization/Private Organisation
6. Contractual Agreement No. & date.
7. Value of the contract.
(a) Original value of the contract.
(b) Value of works executed and payment received (should be minimum of 35% of
the advertised tender value)
(c) Last sanctioned agreemental value in Rs…………….. (should be minimum of 35% of
advertised tender value).
8. (a) Date of award of contract.
(b) Date of actual completion of 35% of advertised tender value of similar work.
(c) Status of the contract (Completed/On-going)
9. Details of copy of documents attached in support of completion of above similar single
work.
(a) Certificate No. and date.
(b) Authority issued.
10. Declaration by the tenderer: I hereby declare that the information given above are true
and the copy of the certificate enclosed is genuine. If any of the information given above is
found to be wrong at any time, my tender will liable to be rejected and such liability will be
compensated by me.

Name & signature of Tenderer along with Seal.

N.B.
(1) Certificates containing the above information will only be considered. In complete
certificates/copy of bills/letter of acceptance may not be considered.
(2) Current financial year means, the financial year in which the tender is opened.
Financial year means on and from 1st April to 31st March.

Page 32 of 39
 ANNEXURE – ‘D’

DOCUMENTS SUPPORTING THE CLAIM OF QUALIFYING THE LAID DOWN

ELIGIBILITY CRITERIA

Compliance of Eligibility criteria by the Tenderer regarding Financial Standing during the
qualifying period i.e. during the current financial year plus previous three financial years
as per Tender Notice and Eligibility Criteria.

1. Name and style of the Tenderer with address (present tenderer)

2. Amount of Financial Turn over: (Audited Balance Sheet)

Year Amount of Financial Reference of Audited Balance

Turn over Sheet

Current financial year Rs.

3rd Previous financial year Rs.
2nd Previous financial year Rs.
1st Previous financial year Rs.
Total Rs.

3. Amount of Liquidity {available liquid assets, lines of credit and other financial means to
meet cash flow that is valued at 5% of the estimated bid value net of applicant's
commitments for other contracts}: (Liquidity certified by CA basing upon latest Audited
Balance Sheet and/or Banking reference, and should be bid/tender specific):
Rs…………………………………...

4. Details of the Chartered Accountant who have audited the balance sheet.
(i) Name :-
(ii) Membership Number:
(iii) Address:-
(iv) Phone No:
(v) e-mail ID:-

5. Declaration by the tenderer: I hereby declare that the information given above are true
and copy of the certificate enclosed is also genuine. If any of the information given above
is found to be wrong at any time, my tender will liable to be rejected.

Name & signature of Tenderer along with Seal.

N.B:-
1. Copy of Chartered Accountant certificate along with copy of balance sheet of the
contractors should be furnished.
2. The value of total Financial Turnover of the bidder within the current financial year plus
three previous financial years should be minimum of 150% of the advertised tender
value.
3. Liquidity should be 5% of the advertised tender value.
4. Current financial year means, the financial year in which the tender is opened.
Financial year means on and from 1st April to 31st March.

Page 33 of 39
 ANNEXURE-‘E’

FORMAT FOR BANKING REFERENCE AGAINST LIQUIDITY

(Should be issued from a scheduled bank of India)

BANK CERTIFICATE

This is to certify that M/s .......................... is a reputed company with a good

financial standing. If the contract for the work, namely (name of the tender work)
................................................................... …………………………………………………………
………………………………………………………………………………………………………………………
…………………………………………………………………………called vide Tender Notice No.
……………………………………………………………………………………………….is awarded to
the above firm, we shall be willing to provide overdraft / credit facilities to
the extent of Rs.___________________(in Rupees
................................................................... …………………………………………………) to

meet their working capital requirements for executing the above contract.

Date:

Sd.
Name of Bank:

Senior Bank Manager

Address of the Bank

Page 34 of 39
 Annexure-X
FORMAT FOR SELF CERTIFICATE TO BE UPLOADED BY TENDERER ALONGWITH THE
TENDER DOCUMENTS.

I………………………………(Name and designation)**appointed as the attorney/authorized

signatory of the tenderer (including its constituents),

M/s_____________________________ (hereinafter called the tenderer) for the purpose of

the Tender documents for the work of
____________________________________________ as per the tender
No.____________ of ________(Railway)**, do hereby solemnly affirm and state on the
behalf of the tenderer including its constituents as under:

1. I/we the tenderer (s) am/are signing this document after carefully reading the
contents.

2. I/We the tenderer(s) also accept all the conditions of the tender and have signed all
the pages in confirmation thereof.

3. I/we hereby declare that I/we have downloaded the tender documents from Indian
Railway website www.ireps.gov.in . I/we have verified the content of the document
from the website and there is no addition, no deletion or no alteration to the content
of the tender document. In case of any discrepancy noticed at any stage i.e.
evaluation of tenders, execution of work or final payment of the contract, the master
copy available with the railway Administration shall be final and binding upon me/us.

4. I/we declare and certify that I/we have not made any misleading or false
representation in the forms, statements and attachments in proof of the qualification
requirements.

5. I/We also understand that my/our offer will be evaluated based on the
documents/credentials submitted along with the offer and same shall be
binding upon me/us.

6. I/We declare that the information and documents submitted along with the
tender by me/us are correct and I/we are fully responsible for the
correctness of the information and documents, submitted by us.

7. I/we certify that I/we the tenderer(s) is/are not blacklisted or debarred by Railways
or any other Ministry / Department of Govt. of India from participation in tender on
the date of submission of bids, either in individual capacity or as a HUF/ member of
the partnership firm/LLP/JV/Society/Trust.

8. I/we understand that if the contents of the affidavit submitted by us are found to be
forged/false or incorrect at any time during process for evaluation of tenders, it shall
lead to forfeiture of the Bid Security besides banning of business for a period of upto
five year. Further, I/we (insert name of the tenderer) **_____________and all
my/our constituents understand that my/our offer shall be summarily rejected.

Page 35 of 39
 9. I/we also understand that if the contents of the affidavit submitted by us are found to
be false/forged or incorrect at any time after the award of the contract, it will lead to
termination of the contract, along with forfeiture of Bid Security/Security Deposit and
Performance guarantee besides any other action provided in the contract including
banning of business for a period of upto five year.

10. I/We have read the clause regarding restriction on procurement from a bidder of a
country which shares a land border with India and certify that I am/We are not from
such a country or, if from such a country, have been registered with the competent
Authority. I/We hereby certify that I/we fulfill all the requirements in this regard and
am/are eligible to be considered (evidence of valid registration by the competent
authority is enclosed)

SEAL AND SIGNATURE

OF THE TENDERER

Place:

Dated:

**The contents in Italics are only for guidance purpose. Details as appropriate are to be filled
in suitably by tenderer.

N.B. : This certificate is to be given by each member of JV or Partners of Partnership firm/LLP etc.

Page 36 of 39
 ANNEXURE-1

Photo.

POLICE VERIFICATION

Sl. No. Particulars

1 Full Name with Aliases
2 Parent’s Names
3 Nationality
Present Address in full with Police
4
Station & District
5 Period of Residence
Home/Permanent Address in full with
6
Police Station & District.
Addresses with Police Station & District
where the applicant has resided
7
continuously for more than 6 months in
the past 5 years.
8 Aadhaar Number*
The applicant has been involved in a
9 criminal case as accused (Yes/No). If
Yes, then details.
The applicant has been arrested in
10 connection with a criminal case
(Yes/No). If yes, then details.
The applicant has been convicted for a
11 criminal offence (Yes/No). If yes, then
details.

*Optional

Declaration (By Applicant): I certify the above information is correct and complete to the best
my knowledge and belief.

Countersigned by: Signature of Applicant

Date Place
Contracting Railway Supervisor
Date Police
Police Certificate

The details as stated above are correct & the above person does not have any criminal case
registered or pending against him in any court of law as per official records available.

Counter Signature of Authorized

Signatory with Stamp

Page 37 of 39
 Annexure – 1A

Identity Card

Valid upto (month & year)

lssued by (Name & address of the contracting department):

Identity card No. Photo

Police verification ref.

Sig. of the authorized
Railway supervisor
across the photo
Name of the Contractor:

Contract reference
number:

Name of contractual
staff/labour:

Date of birth:

Father's name:

Present address:

Permanent address:

Mobile No.:

Nature of work :

Address of the work site:

Name, address & mobile

No. of the person to be
contacted in emergency:

Signature of the authorized railway supervisor with official stamp.

Page 38 of 39
 ANNEXURE-1B

FORM OF UNDERTAKING

To,
……………………………………….
………………......................................
………………………………………..

Sub:- Undertaking for non-submission of PVR of ……………………………………

Sir,
I the undersigned………………………………….., S/D of …………………………….
R/o …………………………………………………………………………………………………
Is working as ……………………………………………. of …………………………………….

I am to state that ……………………………………… S/D of …………………………...

………………………………….. since ………………………………..

Sir,
At present I am not in a position to obtain the Police verification of aforesaid
………
………………………. And I assure that I will submit the same after obtaining necessary
PVR by ……………………….. In this connection I also assure that the character and
antecedent of above man force is ……………………………… and nothing adverse found
against him. Till submitting such PVR, I am submitting herewith AADHAR
CARD/voter ID Card/PAN Card/ DL/or other documents showing address proof of
………………………. I undertake that in case of any adverse report or conduct by my
worker, I shall be held responsible for action as deemed fit in law/rules.

“End of the tender document”

Page 39 of 39