GOVERNMENT OF INDIA MINISTRY OF RAILWAYS (RAILWAY BOARD)

The Chief Mechanical Engineers, All Indian Railways. Executive Director/Carriage RDSO, Lucknow Executive Director, . CAMTECH, Gwalior Sub: Prevention and control of Pests & Rodents in Trains. Ref: Board's letter of even No. dated 17.02.10 With the prime objective of controlling the menace of pest and rodent in trains, arising out of the experience gained through the trials with the professional agencies, Board (MM) constituted a Committee to frame' model guidelines for effective pest and rodent control measures including "model conditions of contract" for uniform and effective implementation through open tenders on all the Ra.ilways.

2. Broadly based on the Committee's report, a model tender schedule has been drawn up for pest and rodent control in passenger coaches as also for rodent control in the coaching depots yards and premises. The enclosed Model Tender Document, to be .f1oatedfor a period of three years under a two packet system, details comprehensive guidelines for eligibility criteria. resource specifications, frequency and methodology of treatment and performance monitoring etc.

3. All reserved coaches (both AC and non-AC) and pantry cars shall be covered under the ambit of pest and rodent control in trains. Based on local conditions and the levels of infestations, Railways may also consider providing the treatment in unreserved coaches. 4. Passengers need to be informed about the measures taken for pest and rodent control. A link may be provided on the website for registering complaints on this account and a suitable mechanism must be put in place to collect consumer response regarding the quality of service in rakes taken up for pest/rodent control.

5. Minor changes in the tender schedule, considered absolutely necessary owing to local conditions, may be made only with the personal approval of the CME and with the concurrence of the Associate Finance. This issues with the approval of Board (MM & FC) and concurrence of the Finance Directorate of Ministry of Railways.

t
~,

(ArvilMt'Rautiyal) Director Mech Engg (Coaching) . Railway Board

Copy forwarded for information to FA&CAOs, All Zonal Railways.

~'1\'
for Financial ~~~ioner/RailWayS

(Address) TENDER NOTICE NO. DRM.Mech._file

nO.

dated

Divisional Railway Manager (Mechanical), Railway, address for and on behalf of The President of India, invites open tenders (Two packet system comprising Technical and Financial Bids) in sealed covers from the reputed contractors on prescribed form up to 15.00 hrs on opening day as per details mentioned below: Approximate Cost of the Work Approximate total cost for 3 years. 1Rs Cost of Tender form Rs

Name of Work Pest & Rodent Control in Railway passenger coaches maintained at coaching depots of Division, Railway AND Rodent control in coaching depot yards and premises

EMD Rs

Date of Opening

Validity 90 days

Contract Period Three years

__

I-

I-

--

(Date) at hrs

Prescribed tender forms can be obtained from the office of the undersigned on all working days up to 17.00 hrs on cash payment of the cost of tender form (non-refundable). If the tender form is obtained from the office of the undersigned, the cost of the tender form should be paid in cash with Chief Cashier, Railway, (Address) or Divisional Pay Master, __ Railway, (Address) or with Station Manager I Station Master of any station of ___ Railway. The tender form shall also be displayed on website at www.tenders.gov.in If the tender form is downloaded from the website, the payment towards cost of tender form must be made in the form of DEMAND DRAFT issued by any Nationalized Bank in favour of Sr. Divisional Finance Manager/ Railway/ (Division). The Demand draft should be enclosed along with the tender documents submitted by the tenderer(s). The Earnest Money Deposit (EMD) should be in cash or in the form of deposit receipts, pay orders or demand drafts executed by State Bank of India or any of the Nationalized Banks or by the Scheduled bank. Sale of tender forms will be closed at 17.00 hrs. one day before the tender opening date. Tenderer(s), who want to be present at the time of opening of tenders, may do so.

(a) Total Contract amount received during the last three years and in the current financial year upto the date of tender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit documents to this effect, in the form of attested certificates from employerlclient, audited balance sheet duly certified by Chartered Accountant

(b) The tenderer should have, in the last three years and the current financial year upto the date of tender opening, completed at least one similar single work for a minimum value of 35% of the annual value of this advertised tender.

The tenderer should have, in the last three years and the current financial year upto the date of tender opening, received payment of at least 35% of the annual value of this advertised tender against uninterrupted and satisfactory execution of an ongoing similar pest and rodent control contract. Similar work implies' "pest and rodent control work executed in Rai/way coaches/Station housing societies, warehouses, godowns & reputed hotels etc. " premises, registered

(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contract should not exceed more than 7% of the contract value. Confirmation and documentary evidence must be submitted by the tenderer duly verified by the Agency that had awarded the contract. Tenderer(s) should submit the following documents along with the tender document: (a) List of works of similar nature ongoing/completed in the qualifying period (Le. current year and three previous financial years) giving description of work, organization for whom executed, approximate value of contract at the time of award, payment received in the qualifying period, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. In case of ongoing contracts, date of commencement of contract and the date the contract period will be completed should be mentioned with. Supporting documents / certificates from the organizations for which the tenderer(s) have worked should be enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s). Certificates from private individuals for whom such works were executed will not be accepted. (b) As proof of the total contract amount received during the qualifying period (Le. current year and three previous financial years), tenderer(s) shall submit documents in the form of attested certificates from employer/client or, audited balance sheet duly certified by Chartered Accountant (c) List of works on hand indicating description of work, contract value, approximate value of balance work yet to be done and date of award. (d) List of personnel organization available on hand and proposed to be engaged for the subject work (e) Details of Infrastructure, Plant and Machinery, agreements with reputed pesticide manufacturers to indicate capability of supplying quality pesticides. Further details are Sr.DME __ /Sr.CDO given in tender schedule which or downloaded from website.

SrNo

Contents Notice Inviting Tender Index Important notes for intending tenderer(s) Part I: System of Tendering Part II: Conditions of Contract Part III: Scope of work Annexure A: Broad methodology of measuring the level of infestation Annexure B: Acceptance I Deviation schedule Annexure C: Details of coaches Annexure D: Financial Bid Annexure E: Mandate form for EFT I NEFT

Pa~es To . From

1 2 3 4 5 6.
7

8
9

10 11

1. 2. 3. 4. 5. 6. 7.

Please ensure that: You have signed the offer page with full name, address and witness filling all the blanks. You have filled in the required column's. You have accepted the validity period of 90 days. You have not quoted special conditions of your own, as they are likely to vitiate your tender and make it prone to rejection. You have signed all pages, correction neatly scored out and initialed wherever required. Please do not leave any blanks, which may lead to declaration of your offer as INVALID. Tenders must be enclosed in a sealed cover super-scribed with the specified Tender number and must be deposited in the special box allotted for the purpose at the office of Sr.DME (division) (Address). Alternatively, the tenders can be sent by registered post to the above addres.s so as to reach not later than the specified time of sealing the tender box on the day of tender opening. The tender box shall be sealed and opened at the specified timings on the day of opening as detailed in the tender notice and corrigendum, if any, thereof. Precaution to be observed for downloading InternetJWebsite/Additional Special Conditions: of Tender Document from and

8. 9.

i. These additional special conditions are applicable to tender document considered as part of it, which is downloaded from Internet I website.

ii. Tenderer(s) may note that permitting of downloading of tender document is an added facility for the convenience of Tenderer(s). In case of download failure I delay or, if incomplete tender document is downloaded, whatsoever, Railways shall not be responsible in any way. Railways shall not be responsible for any direct I indirect loss of business I profit resulting from inability to use this facility. iii. Tenderer(s) shall download & print the Tender document solely for the purpose of bidding for the above work and downloaded document shall not be used, copied or reproduced for any other purpose. iv. The end of tender document is indicated by "END OF TENDER DOCUMENT marker. Tenderer(s) should carefully see that above marker appears on the last page of downloaded tender document so as to ,ensure that downloaded document is complete. Tenderer(s) are suggested to check the integrity and completeness of document before submission. v. The tender document downloaded from website though does not bear signature of Railway authority, shall have same authority as the tender document directly purchased from the office of Sr.DME (division). Tenderer(s) while submitting their offer must sign all pages of the tender document.

vi. The downloaded and printed tender document along with the various other documents. should be submitted as per details mentioned in the tender document. The tenderer(s) should clearly write on the main tender cover and also on the top of the sealed cover "Tender documents downloaded from website". vii. Tenderer(s) are required to pay non-refundable cost of tender document in the form prescribed in the tender notice white submitting their offer. In case they fail to furnish the requisite cost of tender document in prescribed form, their offer shall be rejected. The cost of EMD shall not be merged with cost of tender form and shall be separately furnished. viii. Tenderer(s) shall maintain the integrity of downloaded tender document and shall not make any changeladdition/deletion/tampering, whatsoever, in the downloaded documents. The tenderer(s) offer shall be rejected and full earnest money shall be forfeited, in case it is detected after submission of offer, that they have made any modification in the downloaded document. In case such modification is noticed even after award of contract, Railways is liable to terminate the contract on contractor's default. In addition Railways reserves the right to take other action against the contractor as deemed fit, which may include banning of business dealings with the firm and the firm is also liable to be prosecuted as. per the law. After award of work, agreement will be prepared based on the master copy of tender document available in the office of Sr.DME (division). In case, any discrepancy is noted in the tender document submitted by the tenderer(s), the Master document kept with Railways shall prevail and the decision of Railways thereon shall be final and binding on T enderer/Contractor. ix. Tenderer(s) shall print the tender document on good quality A4 size paper of thickness 75 GSM or above and the printed document shall be clearly legible. The document shall be properly bound and page numbers shall be in serial order as mentioned in the downloaded documents. Tenderer(s) shall not be reimbursed with the cost of stationery, printing and binding, etc. Offer of Tenderer(s) is liable to be rejected by Railways, if the tender document is not printed or bound as per above instructions. Further, Tenderer(s) shall bear expenses of internet connection and telephone charges. if any, for downloading of the tender document. x. All offers in the prescribed form should be submitted in Two-Packet system. One packet shall be called "Technical Bid" and the other packet be called "Financial Bid". These shall be separately sealed in individual envelope distinctly marked as Technical Bid and Financial Bid in Bold letters. The two envelopes shall be put in one common envelope duly sealed and super scribed on top Tender No & Due date. Tenders not complying with these instructions shall be summarily rejected. xi. The tender documents duly completed in all respects shall be submitted in a sealed cover addressed to Senior Divisional Mechanical Engineer (Division, Address). The tender shall be dropped in the Tender Box kept for the purpose in said office before the date and time indicated above.

xii. All offers shall be submitted before the time and date fixed for the receipt of the offers as.~et forth in the tender papers. Offers received after the stipulated time and date are liable to be rejected. xiii. Tenderer(s) shall keep themselves updated about any modification in the tender notice and tender document, issued by Railways through newspapers, website or email or any other means and shall act accordingly. It is the responsibility of the Tenderer(s) to check if any corrections or modifications are published subsequently on the Website and the same shall be taken into account while submitting the tender. The offer of the Tenderer(s) is liable to be rejected if they do not enclose all the corrections / corrigendum along with the downloaded tender documents. xiv. The "Additional Conditions for Tender Document downloaded from Website" must be signed by the Tenderer(s) and enclosed along with the Tender document failing which the tender is liable to be rejected. Note: i. Tenderer(s) may carefully note that his/their Contract.Agreement for this work is liable to be terminated at any time later, in case any of the information furnished by them is found to be untrue or any adverse points come to light subsequently. The decision of Railway in this regard shall be final and binding. The tender documents are not transferable and the cost of the tender document is also not refundable. Railway reserves the right to reject conditional tenders summarily without assigning any reasons whatsoever.

ii. iii.

. iv. Non-compliance with any of the conditions set forth herein above is liable to result in the tender being rejected. v. vi. The tender forms not accompanied with proper Earnest Money will be summarily rejected. Tender documents duly completed in all respects shall be dropped in the Tender Box kept for the purpose in the office of Senior Divisional Mechanical Engineer _ (Division, Address) before the date and time indicated above.

vii. Decision of the Senior Divisional Mechanical Engineer (Division, Address) regarding the acceptability of the scheme shall be final and binding. However, within the framework of the scheme as submitted by the tenderer & acceptable to Railways, the Railway can effect suitable modifications to details as necessitated by the provision of various codes, manuals, reference etc. viii. Any other information required by the tenderer can be obtained from the office of Senior Divisional Mechanical Engineer (Division) during the working hours. ix. Contractors who download tender document from website shall make following declaration:

I/We have downloaded the tender document from the website and l!We have not tampered/modified the tender forms in any manner. In case the document is found to be tampered/ modified, I/We understand that my/our tender is liable to be rejected and full earnest money deposit will be forfeited and I/We am/are liable to be banned from doing business with Railways and/or prosecuted.

Two packet system of tendering shall be adopted for this work and the renderers shall submit their bids in following two parts: (A) Technical bid & (8) Financial bid A. Technical Bid: shall consist of i. EMD ii. Documents in support of fulfilment of the laid down ELIGIBILITY CRITERION as under: (a) Total Contract amount received during the last three years and in the current financial year upto the date of tender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit documents to this effect, in the form of attested certificates from employer/client, audited balance sheet duly certified by Chartered Accountant (b) The tenderer should have, in the last three years and the current financial year upto the date of tender opening, completed at least one similar single work for a minimum value of 35% of the annual value of this advertised tender. OR The tenderer should have, in the last three years and the current financial year upto the date of tender opening, received payment of at least 35% of the annual value of this advertised tender against uninterrupted and satisfactory execution of an ongoing similar pest and rodent control contract.

Similar work implies "pest and rodent control work executed in Railway coaches/Station premises, registered housing societies, warehouses, godowns & reputed hotels etc."
(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contract should not exceed more than 7% of the contract value. Confirmation and documentary evidence must be submitted by the tenderer duly verified by the Agency that had awarded the contract. iii. As proof of the total contract amount received during the qualifying period (Le. current year and three previous financial years), tenderer(s) shall submit documents in the form of attested certificates from employer/client, audited balance sheet dUly certified by Chartered Accountant, TDS certificates or annual income tax returns filed with Income Tax Department. Tenderer shall submit bills and other verifiable documents from organizations for which they have executed pest and rodent control contracts for establishing that they fulfil the technical eligibility criteria. Railways reserve the right to seek independent confirmation from these organizations or from any other source. iv. List of works completed in the qualifying period (Le. current year and three previous financial years, Annexure ~ giving description of work, organization for whom executed, approximate value of contract at the time of award, payme!1t received in the qualifying period, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. Supporting documents / certificates from the organizations for which the tenderer(s) have worked should be enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s). Certificates from private individuals for whom such works were executed will not be accepted.

v. List of works on hand indicating description of work, contract value, and approximate value of balance work yet to be done till date of tender opening. vi. List of personnel and the organization proposed to be engaged for the subject work along with their qualifications. vii. List of various machines / equipment proposed to be supplied and commissioned by the tenderer. Detailed specifications of these machines / equipment, OEM's catalogues, etc. are to be enclosed. viii. List of manpower and site supervisor trained by recognised institutes like CFTRI Mysore, Indian Grain Storage Institute, National Plant Protection Training Institute etc. should be supplied along with the technical bid. The proof of site supervisor being a life science or agriculture graduate should be submitted. ix. The clause by clause acceptance and deviation schedule as per Annexure B. x. The tenderer must establish that he follows all Labour Laws and makes payment to his staff in accordance with relevant Acts through documentary evidence like copy of returns filed for PF, ESI code no. etc. xi. The Contractor establish that: should provide satisfactory evidence, acceptable to the Railways, to

a. He is a reputed firm / contractor who regularly undertakes the works similar to the subject tender and has adequate technical knowledge and experience. b. He has an established proper supervisory control organization to ensure that there shall be adequate control at all stages of execution of the contract. xii. The Contractor shall be industry leader possessing complete technical know-how of pest control treatment including but not limited to anti-cockroach treatment, anti bedbugs, anti rodent treatment and other disinfestations/ pest control treatments. Proof to substantiate this shall be enclosed along with tender. Note: This work is for comprehensive pest/rodent control treatment in the coaches homed in various coaching depots and also rodent control in the identified area of the coaching depots. Contractor may therefore visit the coaching depot (s) to familiarise himself with the system of operations and maintenance of coaches, levels of infestation of pest and rodents in coaches/yards etc. and the primary maintenance schedules in the pit lines/lie-over (idling Time) of empty rakes during which the pest/rodent control treatment is to be carried out in the coaches/rakes, and plan the treatments accordingly. The contractor shall ensure that at no stage because of the treatment, any harm is caused to the passengers/ Railway staff. B. Financial bid: shall consist of schedule of rates as per prescribed formats given in Annexure '0'. Contractor shall quote rates against every item. Only those contractors shall qualify to participate in Financial Bid opening, whose Technical Bids have been accepted and have met all conditions prescribed in eligibility criteria of the tender.

PART -II: CONDITIONS OF CONTRACT 1. The SCC and the GCC: These Special conditions of contract (SCC) (along with Specifications of work and other conditions as contained in this Tender Document) shall be read together with the terms and conditions incorporated in this tender document and the General Conditions of Contract (GCC) of Railways. Should there be any conflict between the provisions of the SCC (along with Specifications of work and other conditions as contained in this tender document) hereof and that of the GCC the import of the former shall prevail over the latter.
I

2. The coaches can be offered for pest / rodent control at coaching depots / pit lines of Division, Railway. The approximate number of coaches based in different coaching depots is as indicated in Annexure C.

4, The quantity of coaches as mentioned in the tender is only approximate and can vary (increase / decrease) due to operational and other unforeseen circumstances. 5. The pest control treatment shall include cockroaches, bedbugs, mosquitoes etc. while the rodent control shall include mice & other rodents etc., which cause discomfort to the traveling passengers.

S. No. T
1. 2.

e of coach

AC Coaches & Pant Cars Reserved Non-AC coaches

The Pest Control Operators/Contractors shall be required to use only those chemicals / pesticides that have been approved for the household purpose by "Central Insecticides Board and Registration Committee" under the provision of Insecticides Rules 1971 framed under Insecticides Act 1968.They must however undertake changes in the chemicals quarterly so that insects do not acquire immunity for a particular type of chemical. They shall also submit detailed plan and methodology towards this end.

(i) (ii) (iii)

The chemicals (also with brand names) proposed for the pest control treatment. Concentration of the solution (dilution ratio etc.). Dose (quantity)/coach/treatment for different categories of coaches.

Arising out of the experience in this tender, the most effective combination of chemicals/treatment shall only be stipulated for the subsequent tenders. Bidders are accordingly expected to offer the most effective treatment solution. The contractor must also ensure the following and submit documents in support, wherever applicable: (i) The pest control operation should at no time violate the provisions of the Insecticides Act, 1968 and Insecticides Rules 1971 and lor any other relevant Law and Rules as framed by Government of India, State Government or Local Bodies. (ii) The pest control operations shall be done only by agencies, which have been approved by the Plant Protection Officers of the concerned state's agriculture department or Central Insecticides Board and Registration Committee (CIB&RC), Faridabad. The PPOs are available at the district/division level (iii) The pest control operators/agencies should provide an attested copy of their license in the prescribed form with clear endorsement for permission to carry out commercial and domestic pest control. The license should not be only for selling, exhibiting and stocking insecticides. Their license should be valid for the entire duration of their contract with Railways.

S. No. T e of coach 1. AC Coaches & Pant Cars 2. Reserved Non-AC coaches i) For the rodent control treatment as per the above-noted frequency, food based attractant Glue Boards of reputed make shall be provided in the coaches during their primary maintenance schedule as under: No. of Glue Boards to be laced One in each cabin, coupe, attendant cubicle and electrical control anel 4 Nos. in passenger compartment and 1 in Electrical control anel 6 Nos. 4 Nos. in assen

Coach T pe I AC Coach

Pant Cars Reserved non-AC coaches ii)

iii)

iv)

The Glue Boards shall be taken off from the coaches at the end of primary maintenance schedule and it shall be ensured that rats/rodents trapped in the Glue Boards are removed before the departure of the train. The disposal of such deadllive rats/rodents must not cause any health /environmental hazard. Two Nos. of glue boards shall continue to remain in each of the I AC/AC-2Tier coach and pantry car for the entire leg of the onwardlreturn journey for requirements enroute/ at the other end terminals. The contractor shall also provide 2 Glue Boards per train rake to the escorting staff/Executive Housekeeper of the agency providing on Board housekeeping/ coach attendant to attend to specific requirements/complaints enroute.

The glue Boards must be replaced whenever they become unusable/ineffective for trapping rodents. Other devices/implements as deemed fit by the contractor, such as rat traps, guards on cables going from underneath of coach flooring to inside of the coach, ultrasonic devices etc. may also be used in addition in order to eliminate rodents/rats from the coaches.

i) The identified area of the coaching depot(s) for rodent control Le., pit lines, stabling lines and adjoining yard etc. is indicated in Annexure C-1. The rodent control programme in the identified area of the coaching depot yard, pit lines and premises will require integrating several control methods to be implemented in a planned manner by highly trained and experienced technical personnel. The treatment should commence with strategic placement of baits to bring the infestation under control. A constant vigil on population of rodents would be necessary. ii) The following methodology control in pit lines/ coaching and guidelines depot yard: should generally be followed for rodent

a) On commencement of the contract, on the 1st day, representative of the contractor and Railway shall jointly survey the entire area to locate pockets of high, medium and low density burrows and the Contractor shall simultaneously plug all the burrows with soil and stone. The objective of this exercise is to identify and distinguish active burrows from the dormant ones so as to prevent the use of chemicals in excess. Special monitoring and treatment should be carried out for the high density areas/zones. b) On next day the burrows which are found open by rodents shall be termed as active bul'IDJ\lS and these burrows shall be treated with aluminum phosphide (or equivalent) fumigant tablets and laced food attractant baits. c) During the 1st month, burrow fumigation treatment should be done on weekly basis and baiting shall be done on daily basis. d) From 2nd month onwards, baiting should be done on fortnightly basis or as and when required. Burrow fumigation treatment should also be done on monthly basis or as & when required. e) All dead rats / rodents found shall be disposed off suitably on the same day by the contractor. The disposal of such dead/live rats/rodents must not cause any health /environmental hazard. 7. (a) A maximum tolerance of + 7 days shall be provided in the frequency of pest/rodent control treatment in coaches to take care of operational exigencies and disturbance of coaches in the rake links etc. In case, for some reasons the coach does not return to the primary coaching depot by the designated due time for treatment including the tolerance (including booking of the coach to the Workshops for maintenance schedules etc.), no penalty shall be imposed on the contractor. However, the coach shall be treated immediately on arrival, before being permitted in the train services from the primary depot/station. (b)The contractor must adhere to the specified frequency of treatment for rodent control in coaching depot yards/pit lines and no tolerance shall be provided for the same.

(c) Rates shall be quoted by the Tenderer on a per treatment basis for each of the category of the coaches as in Annexure-D, and the payments shall be made accordingly through monthly bills for the total No. of treatments in each of the category of coaches. For the rodent control in coaching depot premises identified for the purpose, the rates shall be quoted by the tenderer on a per month basis as in the format in Annexure'D'. For every attention done by contractor, the same shall be certified by Railway Supervisor nominated/ deputed for this purpose by Sr.DME/ Sr.CDD of the division. The Measurement book for this purpose shall be maintained in every depot on the basis of which payments shall be made to the contractor. (d) The frequency of treatments laid down as above is the minimum requirement. The contractor may be required to increase the frequency, for a better and effective pest/rodent control and in order to achieve the desired end results as in Annexure 'A'. Payments shall however be made only for the No. of treatments carried out per month in coaches in accordance with the minimum frequency specified in the tender and on a monthly basis for rodent control in the coaching depot premises. (e) Contractor shall ensure that only those personnel who are trained in the field of pest/rodent control by certified training institutes are deployed for this treatment. The contractor shall give details of such personnel along with bid documents. The technical bid should clearly bring out the yardstick for deployment of manpower for effective execution of the contract. (f) The strategy to eliminate pests/rodents while including all the measures stipulated in this tender schedule should not be limited/restricted by these. The contractor is expected to take all measures, whether mentioned in tender schedule or not, required for complete elimination of pests/rodents etc.

9. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. levied by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor. . 10. Any overwriting / correction have to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity.

a. All offers shall be written/typed neatly without correction and over writings. b. Any individual(s) signing the tender or other documents connected therewith shall specify whether he is signing. i. As sole proprietor of the concern. ii. As a partner or partners of the firm. iii. As a Director, Manager or Secretary of a Limited company duly authorized by a resolution passed by the board of Director or in pursuance of the authority conferred by memorandum of association.

c. All prices and other information like document sets having a bearing on the price shall be written both in figures and words in the prescribed offer form and duly signed and stamped. d. Offer in the prescribed form should be addressed to Senior Divisional Mechanical Engineer (Coaching), (Address). The tender should be submitted in a sealed cover super scribed with the name of work. e. Tenderers shall submit their offers made as per the General Conditions of Contract in force as amended from time to time as well as these Special conditions of contract and Specifications of the work as mentioned in this tender. f. In case of any deviation from the requirements of tender specifications, instructions to tenderer(s) or General & Special Conditions of Contract, the same should be brought out by the tenderer in Annexure B. g. All pages of the tender document duly serialized and enclosed should be duly filled in by the tenderer wherever applicable and submitted along with the tender duly signed and stamped on each page. h. The tenderer should avoid ambiguity in his offer e.g. his offer is to his standard sizes/lengths/dimensions. He should specifically state them in details without any ambiguity. Brief descriptions such as "Standard lengths" etc. should be avoided in the offer. 11. The contractor shall ensure that his staff while carrying out the said work, are in uniform and carry an identity card on their person, at all times. They shall behave in a disciplined courteous manner, and in no way, indulge in activities in Railway premises, which could cause loss to property or reputation of Railways.
12. Issue of Identity cards by Contractor: Contractor should issue Identity badges (as per

approved format) to all his labour being engaged to carry out the Work, including the Supervisor. These identity badges should be so carried that Railway Security can identify them. The Identity cards should be worn by the contractors' labour on left side on the chest every time, during their presence on Railway Premises.

a. Security Deposit for each work should be 5% of the contract value. b. The rate of recovery should be at the rate of 10% of the bill amount till the full security deposit is recovered. c. Security Deposit will be recovered only from the running bills of the contract and no other mode of collecting SO such as BG, FD etc. shall be accepted. In case of contracts of value RS.50 Crores and above, irrevocable bank guarantee can also be accepted as a mode of obtaining security deposit. d. After the work is physically completed, security deposit recovered from the running bills of a contractor can be returned to him if he so desires, in lieu of FOR/irrevocable Bank Guarantee for equivalent amount to be submitted by him. e. No interest will be paid on the said security in terms of Clause 16 (3) of General Conditions of Contract.

a. The successful bidder shall submit a Performance Guarantee (PG) in the form of an irrevocable bank guarantee amounting to 5% of the contract value.

b. A Performance Guarantee shall be submitted by the successful bidder after the letter of acceptance has been issued, but before signing of the agreement. The agreement should normally be signed within 07 days after the issue of LOA and the Performance Guarantee shall also be submitted within this time limit. This guarantee shall be initially valid upto the stipulated date of completion plus 60 days beyond that. In case the time for completion of work gets extended, the contractor shall get the validity of Performance Guarantee extended to cover such extended time for completion of work plus 60 days. c. The Performance Guarantee (PG) shall be released after the physical completion of the work based on the 'Completion Certificate' issued by the competent authority stating that the contractor has completed the work in all respects satisfactorily. The security deposit, however, shall be released only after the expiry of the maintenance period and after passing the final bill based on "No Claim Certificate". d. Wherever the contract is rescinded, the security deposit shall be forfeited and the Performance Guarantee shall be encashed and the balance work shall be got done independently without risk and cost of the failed contractor. The failed contractor shall be debarred from participating in the tender for executing the balance work. If the failed contractor is a JV or a partnership firm, then every member/partner of such a firm shall be debarred from participating in the tender for the balance work either in his/her individual capacity or as a partner of any other JV/partnership firm. e. The Engineer shall not make a claim under the Performance Guarantee except for amounts to which the President of India is entitled under the contractor (not withstanding and/or without prejudice to any other provisions in the contract agreement) in the event of: i) Failure by the contractor to extend the validity of the Performance Guarantee as described herein above, in which event the Engineer may claim the full amount of the Performance Guarantee. ii) Failure by the contractor to pay President of India any amount due, either as agreed by the contractor or determined under any of the Clause/Conditions of the agreement, within 30 days of the service of notice to this effect by Engineer. iii) The contract being determined or rescinded under provision of the GCC the Performance Guarantee shall be forfeited in full and shall be absolutely at the disposal of the President of India. f. The successful bidder shall submit a Performance Guarantee (PG) in any of the following forms amounting to 5% of the contract value. i. A deposit of cash ii. Irrevocable Bank Guarantee iii. Government Securities including State Loan Bonds at 5% below market value iv. Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of Performance Guarantee could be either of the State Bank of India or of any of the Nationalized Banks v. Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled Banks vi. A deposit in the Post Office Saving Bank vii. A deposit in the National Saving Certificates

viii. ix. x. xi. xii.

Twelve years National Defence Certificates Ten years Defence deposits National Defence Bonds Unit Trust Certificate at 5% below market value or at the face value whichever is less. Also FOR in favour of FA&CAO (free from any encumbrance) may be accepted

15. The coaches can be offered for pest / rodent control at coaching depots / maintenance sidings of Division, Railway or at any other location as decided by Sr.DME (Cog) / Sr.CDO. The approximate number of coaches based at the above coaching depots is as indicated in Annexure C. 16. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. levied by the Government or Local bodies. Railways shall not be liable for any increase in the taxes or duties levied by the Government or Local bodies which shall have to be borne by the contractor. 17.Any overwriting / correction have to be attested / countersigned by the tenderer(s). The rate quoted in words shall be considered as final rate in case of ambiguity. 18. The above work will be subject to the General conditions of contract in force on Railway in addition to the Special terms and conditions as laid down below. _

I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted by Railway and abide by the special terms and conditions as laid down here in above.

(i)

Comprehensive control of cockroaches, coaches maintained at ____ Railway.

rodents, bedbugs, mosquitoes, coaching depots of

etc. in all Division,

Note: a. It must be ensured that treatment/disinfestation is carried out in thoroughly cleaned coaches. Proper I.iaison must be made by the contractor with the Coaching Depot officials in this regard. b Whenever a coach is detached from the rakes for IOH/POH in the sick lines/workshops, fumigation/misting treatment shall be carried out in the coach using reputed brands of fogging tin (CANNON or equivalent) to cover all corners/crevices, including inaccessible areas such as underneath seats and berths, including toilets and dustbins etc. The tin shall be lighted and once it starts producing smoke the coaches shall be sealed. The fumigated coach must be kept in the sealed condition for about 6 hours. The contactor shall quote the rate/coach for this activity separately (As in Annexure 0) and monthly payments shall be made accordingly for the No. of coaches where such fumigation has been carried out. c. Pest/rodent control treatment should invariably be carried out in the coach before putting it back in service after IOH/POH in the workshops.

The work shall be carried out at coaching depots of Division, _____ Railway. In case of any change in location, same needs to be jointly agreed to by authorized representative of contractor and Sr.DME/CDO.

a. In order to get maximum time for the chemicals to act, the contractor may, if so desired, start the pest control treatment immediately on arrival of the terminating train on the platform after detraining of the passengers. The coaches shall be opened as soon as the rake is taken up for maintenance in pit line. Contractor shall have no claim to the effect that less than adequate time was available" for the chemicals to act. The contractor supervisor shall maintain close liaison with authorized representative of respective coaching depots towards an overall effective objective of pest/rodent control. b. In order to prevent cross infestation, the contractor may make efforts to treat all the AC coaches & all the Non-AC coaches of a particular rake together.

c. Besides maintaining written records, the date of the treatment and next due date shall also be indicated by the contractor through appropriate stickers inside the coach in the doorway/toilet area. No additional payment shall be made for said activity. d. Spare coaches lying in yards, etc. shall also be required to be treated for pest/rodent control as per the laid down frequency. e. Railways shall make efforts to detach pantry cars from rakes once a month (within reasonable tolerance) to facilitate complete vacation & intensive cleaning for thorough pest / rodent control treatment & give adequate time for the chemicals to act. However, due to exigencies of train operations, the same may not always be possible & the pantry cars may have to run for a period of more than one month before detachment. The contractor shall not have any claim in this regard. f. The contractor shall carry out surprise inspections with regard to the work carried out by their staff & submit report of the said inspection whenever called for the perusal of competent Railway authority.

g. The desired end result in reduction / elimination of the infestation in coaches and broad methodology for measuring the level of infestation and the expected reduction at various stages of the contract agreement is as at Annexure A. Contactor must aim to achieve the prescribed results. The measurement of infestation levels at various stages shall be jointly recorded by contractor/his representative and the Railway staff nominated by the COO.

h.

Storage Space: Railways shall provide storage space free of cost for stocking of chemicals, maintaining of records, etc. The space may not necessarily be a separate room; some space may be earmarked within existing room. About one month's inventory of the chemicals shall be maintained in the storage space. The security of chemicals / records will be the responsibility of the contractor and the allotted space shall under no circumstances be used for any other purpose. Contractor shall maintain records of consumption of various chemicals consumed by him and shall make the same available to inspecting Railway officials Le. Sr OME/Sr COO or the supervisors nominated by them for this purpose. The pest control operator shall give an undertaking of following all safe working practices. The pest control. operations should not result in any discomfort to the passengers (including children) / Railway staff in vicinity at the time of operations or during normal service and maintenance of the coaches. The processes utilized for rodent I pest control should be safe for the traveling public. Railways reserve the right to randomly draw samples of the insecticides utilized by the contactor for pest control, for tests in any Government approved laboratory, in case of doubts or complaints. The cost of such tests will however be borne by the contractor.

j.

4.

Penalty: Railway administration may at its sole discretion, impose the following penalties for unsatisfactory performance: i. Penalty of Rs. 500/- (Rs. Five hundred only) per coach (besides immediate free attention to the coach) when the contractor does not adhere to the specified frequency of treatment. Penalty of Rs. 1,000/- (Rs. One thousand only) per complaint (besides immediate free attention to the coach) for written passenger complaints regarding presence of cockroaches, rodents, bedbugs, mosquitoes etc. in coaches covered under the contract. The coaching depot incharges shall maintain a proper log of all such complaints and ensure that the bills are paid only after accounting for all the complaints. However, the depot incharges may consider the exemption of penalty on account of rodents in case it is established that 9utside yard (secondary examination/terminal attention/stabling premises) nominated for the rake are infested to extraordinary dimensions. To exercise this discretion, depot incharges should get an acknowledgement from Divisional authority that the concerned outstation yard/premises is infested for which corrective measures are programmed by the Division concerned. Penalty of RS.1000/- (Rs. One thousand only) whenever it is found by Rly Officer/Authorized Supervisor that the number of personnel deployed for the contract execution or their qualifications are not as per the yardsticks of the bid. Penalty of RS.1500/- (Rs. One thousand and Five hundred only) whenever it is noticed that contractor is using chemicals/implements not permitted under this contract. Besides, no payment shall be made for such Pest/Rodent Control treatments carried out by the contractor. A lump sum penalty @ RS.100/coach holding covered under the contract whenever the contractor does not achieve reduction in infestation levels of cockroaches as prescribed in annexure -A. A lump sum penalty @ RS.50/coach holding covered under the contract whenever the contractor does not achieve reduction in infestation levels of rodents as prescribed in annexure -A. Penalty of RS.10000 for not achieving desired level of infestation of rodents in the coaching depot premises during the monthly checks as prescribed in Annexure-A.

ii.

iii.

iv.

v.

vi.

vii.

Bills for work done under this contract shall be prepared in duplicate by the Contractor on or before ih day of each month in respect of the work done during the preceding month. Such bills shall be submitted to the Divisional Railway Manager (Mechanical) ___ (Division) and when passed for payment by the Sr. Divisional Finance Manager, payment of amount due will be made through EFT / NEFT. Mandate form of . EFT / NEFT is enclosed as Annexure E. Payment shall be made for total number of treatments given to coaches during the month based on the specified frequency of treatment. No payment shall be made for any treatment which is to be carried out in addition to what has been specified by the tender schedule for any reason whatsoever.

The contract will be valid for a period of 3 years with a provision of a clause for price variation. Price Variation Clause (PVC) shall however be applicable only for tenders of value more than Rupees fifty lakhs. The amount payable on account of Price variation shall be settled every quarter as per the following method:(i)

The amount paid during a quarter shall constitute of the following elements: X % - Labour y % - Material (Consumables i.e. chemicals/pesticides, rodents traps etc.) Z % - Fixed Component (this implies the cost of machines, implements, fixed installations and other overheads) (X, Y and Z are to be quoted by the contractor in the Price Bid in "Annexure-D")

(iii)

For calculation of PV on account of Labour, the Consumer Price Index Numbers for industrial workers (Base 1982 100) published as Sh.36 in RBI Bulletins shall be used. The base shall be taken as the index no. (All India Average) ,as on date of opening of tender. For a particular quarter, the average index for that quarter shall be worked out and variation with reference to the base index no. shall be taken into account for calculation purpose.

(iv)

For material portion, Statement 40 of RBI Bulletin (All India Average) shall be used. The calculation of Price Variation payable illustrated as under.

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

= 160 =

Avg. Price index for Labour during 1st quarter (L1) (452 + 456 + 455) /3 454.3, where 452, 456 and 455 are the indices for the three months in the quarter under consideration. Avg. Price index for material during 1st quarter (M1) (165 + 164 + 168) /3 165.7, where 165,164 and 168 are the indices for the three months in the quarter under consideration. Assuming the bifurcation of the amount of Rs. 10,00,000/- as under: Labour 01'1) Rs. 5, 50,000/Material (M) Rs. 3, 00,000/Fixed Rs. 1, 50,000/-

PV for material M1 - Mo ) x M /Mo 165.7 - 160 ) x 3,00,000/160 Rs 10,687/No Price Variation will be payable on Rs. 1, 50,000/- (i.e. the fixed component)

=(

=(

7. Variation in Quantity: The variation in quantity shall be governed by the General Conditions of Contract.

8.

Cancellationsor Suspension of Contract: The Railway Administration

shall be at liberty at any time without giving any reason to suspend temporarily or terminate permanently this contract on giving 7 days notice in writing to the contractor and the contractor shall not be entitled to any claim or compensation by reason thereof.

l!We hereby agree to carry out the work at the rate quoted by me/us in financial bid submitted separately in a sealed envelope, duly accepted by Railway & abide by the terms & conditions laid down here in above.

1. Broad methodology of measuring the level of infestation of cockroaches and ratsl rodents in coaches and expected reduction in infestation with time
Within these broad guidelines, before commencement of the contract, Sr OME/ Sr COO or his authorized representative and contractor shall lay down a specific methodology for measurement of the levels of infestation in sample coaches at various stages of the contract.

Pantry cars & AC coaches10% of the holding of the Depot Non AC coaches (Sleeper Class) - 5% of the holding of the depot Sample coaches chosen should be representative and include trains plying in different directions/destinations. The measurement of levels of infestation as prescribed above should be carried out in the sample coaches, subject to these having been treated for pest control at least 5 days prior to this exercise. (a) Cockroaches in coaches:
Flushing agents (ROACHEX/SOLFAC 050EW/OEVIKOL Solution in water in the ratio 100ml insecticide: 4.5 litres of water) will be sprayed in cracks and crevices and other vulnerable locations like linen storage area; berth folds; toilets etc., in the following doses to force cockroaches to come out in open: Pantry cars AC coaches Non AC coaches 13.8 liters of solution/coach 9.2 liters of solution/coach 4.6 liters of solution/coach

After the above noted doses are sprayed, each sample pantry car and AC coach shall also be subjected to intensive fogging using 125 gm CANON/equivalent reputed make fogging tin. The tin shall be lighted and once it starts producing smoke the coaches shall be sealed for about an hour. Food based attractant traps (5 Nos.) shall also be placed in each pantry car/AC coach before sealing. Thereafter, the number of cockroaches trapped and their life stage (nymph / adult) will be recorded and used as a benchmark for measuring the levels of infestation in the beginning as also at various stages of the contract. Reduction to be achieved over the period of time shall be: At the end of one month of commencement of work - 50% At the end of six months of commencement of work - 90% (80% for pantry cars) The levels to be achieved after six months should be sustained and checked/monitored every six months thereafter.

No penalty shall, however, be imposed if number of cockroaches (Dead or alive) detected during these checks is less than 2/coach.

Quarterly monitoring of levels of infestation of rodents shall be done in the sample coaches. 6 Nos. of Glue boards shall be placed in each sample coach at predetermined locations and rat/rodent catch, if any, will be recorded. Acceptable levels during such checks shall not be more than one catch (dead or alive) per five coaches or a part thereof.
Note: Cost towards such performance monitoring checks for control of cockroaches and rodents shall be borne by the contractor and no extra payment shall be made by the Railways.

Pit line /yard area proposed to be covered under the contract for rodent treatment is given in Annexure C-1. The Contractor will be responsible for disinfestations of the earmarked area and shall ensure to make passive the boroughs, holes which provide shelter to rat / mongoose / bandicoots etc. by the end of one month of commencement of the contract and none of these are further permitted to come up during the currency of the contract. The monthly joint evaluation of the earmarked area will be conducted by contractor and Sr.DME or his authorized representative, and a penalty shall be imposed for not achieving the desired results. Contractor will bring out in his schedule as to how he proposes to show the effect of Rodent control treatment in Pit lines/yard of the coaching depots, subject to approval of the scheme by Sr.DME. If the contractor fails to submit any acceptable methodology in this regard, the decision of Sr.DME will be final.

Clause # Accepted (Yes/No) Special terms and Conditions of contract:

If No list Deviation(s)

Specifications of work:

Sr. No. 1
2

Depot

Non AC Coaches Reserved Unreserved

AC Coaches

Pantry Cars

3 4

5
Total no of coaches

SKETCH/LAYOUT INDICATING THE AREAS OF THE COACHING DEPOT(S) IDENTIFIED FOR RODENT CONTROL TREATMENT, ALSO DENOTING THE TOTAL AREA IN SQUARE METERS.

Type of coach

No. of coaches (holding)

Frequency of treatment

Total number of treatments during the contract for 3 years

Rate per treatment

Total cost for THREE years

AC Fortnightly

Pantry Cars

Fortnightly

Non-AC (Reserved)

Non-AC (unreserved)

Fortnightly in first three months & thereafter monthly Bi-monthly

TOTAL COST (I)

._.------

Type of coach AC Pantry Cars Non -AC (reserved) Non -AC (Unreserved)

Rate per treatment (Rs. Labour Component Material component Fixed component

Anticipated No. of coaches to be booked for IOH/POH during the contract period Total Cost (II)

Rate/treatment/coach

Total cost for the contract (3years)

-------------

Type of coach

No. of coaches (holding)

Frequency of treatment

Total number of treatments during the contract for 3 years

Rate per treatment

Total cost for THREE years

AC

During every Primary Maintenance During every Primary Maintenance Weekly

Pantry Cars

Non-AC (Reserved)

.
TOTAL COST (III)
----------

Type of coach AC Pantry Cars Non-AC (reserved)

Rate per treatment (Rs. Fixed component Labour Component Material component

N.S. Contractors shall note that above rates are inclusive of all the special treatments which are proposed to be given at various stages of work and no payments other than the above shall be made.

1.
i)

PARTICULARS OF THE PARTY NAME: _ _ MOBILE EMAIL 10. FAX NO. _ _

ii) ADDRESS:
iii) PHONE NO:

iv) INCOME TAX PAN NO. 2. i) PARTICULARS OF BANK ACCOUNT CITY:

_ _ _ _ FAX NO. _ _ _ _

ii) BANK NAME: iii) BRANCH: iv) BANKADDRESS: v) BANK TEL NO. vi) BANK MICR CODE (9 DIGIT): vii) BANK IFS code: viii)BANK ACCOUNT NO: (Please enclose a cancelled blank cheque) ix) ACCOUNT TYPE: (SAVUBGS/CURRENT/CASH CREDIT):

3. Certified that the particulars furnished with reference to Bank Account are correct and the bank guarantees to honor all EFT/NEFT advices/reports as per RBI Regulations.

i)

I hereby declare that the particulars given in this mandate form are correct and complete. If the transaction is delayed or not effected at all for reasons of incomplete or incorrect information, the User institution Le., FA & CAO/ Railway, (Division) will not be held responsible.