1

Tender No: NKJ/TRS/T/4/09

FOR
REQUIREMENT OF DATA ENTRY OPERATOR FROM TRADE AT ELS/NKJ.

Estimated cost :- Rs. 7,23,463/-, Earnest Money ;- Rs. 14470/( EMD Rs. Seventy Two Thousand And Eight Hundred Ten only)

Cost of tender book - Rs.2000-(In Person) & Rs.2500/-(By Post)

( Note:- If tender book down loaded from web site i.e www.tenders.gov.in

please
enclosed, DD of Rs.2000 of any nationalized bank of India in favour of Sr.DFM/WCR,
Jabalpur with tender book.

TENDER DUE DATE 10.09.2009 . CLOSING TIME- 15.00 HRS.

TENDER OPENING DATE 10.09.2009 AT 15.30 HRS.
Completion Period : 14 Months
Quantity- 3650 Mendays.

(This tender Booklet Containing 26 pages including this page)

Tender issued by:
Sr.DEE/TRS/NKJ
Tender issued to:Book No.
M/s. ______________________________________
______________________________________
MR. No.
Dt.

WEST CENTRAL RAILWAY

Date : 30.07.2009

LECTRIC LOCO SHED

NEW KATNI Jn.

TENDER NOTICE
Sr.Divisional Electrical Engineer, Traction Rolling stock, West Central Railway, New Katni Jn.
for and on behalf of President of India invites sealed tender from reputed and experienced
sources for following open tender
1. Tender Notice No.:- NKJ/TRS/T/4/09 Date: - 30.07.2009.
2. Name of work its Location : - Requirement/Provision of Data Entry Operator at Electric
Loco Shed New Katni Jn. Quantity- 3650 men days.
3. Estimated cost of work: - Rs. 7,23,463/-.However contractor/firm are requested to quote
their rate on the basis of current and applicable rates of minimum wages & statutory provision
on 06.02.2009 ie date of tender opening . Earnest money : Rs..14,470/- ( Rs,. Fourteen
Thousands Four Hundred Seventy only) Note - The Earnest Money 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 a scheduled Bank in favour of Sr. Divisional Finance Manager,
W.C.Rly., Jabalpur or cash paid in any Divisional Cash office of West Central Railway and
money receipt attached with the offer.
4. Cost of tender booklet: - Rs.2000 (Rs. Two Thousand only) & Rs.2500/- by Post.
5. Date ,Time & Place of issue of Tender Booklet:- Tender booklet can be purchased from the
office on any working day during office working hours & up to 12 Hrs. of 09.09.2009 by paying
cash. By post tender paper cost will be Rs.3500/-. However Railways will not be responsible for
any loss/damage/late receipt of tender paper if called by post by tenderer or send his offer
through post/courier duly filled to this office.
6.Date ,Time & Place of Submission of Tender Booklet :- The sealed tender booklet should
be deposited in the tender box up to 15.00 Hrs. of 10.09.2009 at the office of the
Sr.D.E.E.(TRS), New Katni Jn.
7. Date,Time & place of opening of tender: - Tender will be opened at 15.30 Hrs. on
10.09.2009 at the office of Sr.DEE/TRS New Katni Jn. W.C.Rly. in presence of tenderers
authorised representatives who desires to be present on due date may attend at their own cost.
8. Completion period: - 14 Months & validity of offer: 120 Days.(Validity of offer will be 120
days from the date of opening of tender )
9. Name & Designated of person designated for seeking clarification for tender :Sr.DEE/TRS/NKJ ,Phone No. 07622- 235587
NOTE : The tender must be accompanied with earnest money failing which the tender will be
summarily rejected. Tenderer must attach copy of credentials / experience certificates for
satisfactory execution of similar work along with tender.
10..The tender paper can be down loaded from website at www.tenders.gov.in
11. If the tender Document is downloaded from website then at the time of submission of tender
the cost of tender booklet Rs.2000-(Rupee Two Thousand) submitted through demand draft
payable to Sr.DFM/ WCR/Jabalpur. Failing this the tender shall be rejected summarily.
12..If at any stage any document submitted by the tendrer/contractor in connection with their
offer or any other purpose is found false or faked ,Railway administration will not be
responsible in any way for the loss suffered by tenderer/contractor due to action taken against
him as a consequence of the same. Any legal action, administrative/ financial decision or all
taken in this regard will be final and binding upon the contractor/tenderer.
Sr.Divisional Electrical Engineer
(TRS) W.C.Rly, New Katni Jn.
For & On Behalf of President of India.

REGULATIONS FOR TENDERS AND CONTRACTS

CONTENTS
Para

MEANING OF TERMS

1.

1.1
1.2
3.1

DEFINITIONS
SINGULAR AND PLURAL
INTERPRETATION

Page No.
2
2
3

CREDENTIALS OF CONTRACTORS
2.
3.
4.
5.
6.

APPLICATION FOR REGISTRATION

TENDER FORMS
OMISSIONS AND DISCREPANCIES
EARNEST MONEY
CARE IN SUBMISSION OF TENDERS

3
4
4
4-5
5

CONSIDARATION OF TENDERS
7.

RIGHT OF RAILWAY TO DEAL WITH TENDERS

CONTRACT DOCUMENTS
8.
9.

EXECUTION OF CONTRACT DOCUMENTS

FORM OF CONTRACT DOCUMENTS
ANNEXURE I TENDER FORMS
ANNEXURE IV Contract Agreement Form

10. PART III

SPECIAL CONDITION & SPECIFICATION OF CONTRACT
11. PART IV .
SCHEDULE OF CONTRACT

6
6
6 to 10
11
FROM PAGE
PAGE.

12 to .25
26

REGULATION FOR TENDERS AND CONTRACTS

FOR THE GUIDANCE OF ENGINEERS AND CONTRACTORS
FOR ENGINEERING WORKS
MEANING OF TERMS
1.1 These Regulations for Tenders and Contracts shall be read in conjunction with the General
conditions of Contract which are referred to herein and shall be subject to modifications,
additions or super session by special conditions of contract and/or special specifications, if
any annexed to the Tender Forms.
1.2 Definition :- In these Regulations for Tenders and Contracts the following terms shall have
the meanings assigned here under except where the context otherwise requires :
(A) "Railway" shall mean the President of the Republic of India or the Administrative Officers
of the West Central Railway or of the Successor Railway authorized to deal with any
matters which these presents are concerned on his behalf.
(B) General Manager shall mean the officer Incharge for the general superintendence and
control of the Railway and shall also include the General Manager (construction) and shall
mean and include their successors, of the successor Railway.
(C) Chief Engineer " shall mean the Officer Incharge of the Engineering Department of West
Central Railway and shall also include the Chief Engineer (Construction), Chief Signal and
Telecommunication Engineer, Chief Signal and Telecommunication Engineer
(Construction), Chief Electrical Engineer and Chief Electrical Engineer(Construction) and
shall mean & include their successors, of the Successor Railway.
(D) "Divisional Railway Manager" shall mean the Officer Incharge of a Division of the West
Central Railway and shall mean and include the Divisional Railway Manager of the
Successor Railway
(E) Engineer" shall mean the Divisional Engineer or the Executive Engineer, Divisional Signal
and Telecommunication Engineer, Divisional Signal & Telecommunication Engineer
(Construction), in executive charge of the works and shall include the superior officers of
the Engineering, Signal & Telecommunication, and Electrical Department of Railway: i.e.
the Senior Divisional Engineer/Deputy Chief Engineer/Chief Engineer (Construction),
Senior
Divisional
Signal
and
Telecommunication
Engineer/Chief
Signal
&Telecommunication
Engineer
(Construction),
Senior
Divisional
Electrical
Engineer/Deputy Chief Electrical Engineer. Chief Electrical Engineer (Construction)/ and
shall mean and include the Engineers of the Successor Railway.
(F) "Tenderer" shall mean the Person/the firm/co-operative or company whether in-corporate
or not who tenders for the works with a view to execute the works on contract with the
Railway and shall include their personal representatives, successors and permitted assigns.
(G) "Limited Tenders" shall mean tenders invited from all or some Contractors on the
approved or select list of contractors with the Railway.
(H) "Open Tenders" shall mean the tenders invited in open and public manner and with
adequate notice.

CONTRACTOR

(I) "Works" shall mean the works contemplated in the drawings and schedules set forth in the
tender forms and required to be executing according to specifications.
(J) "Specifications" shall mean the specifications for Materials and works of the West Central
Railway specified in Part III of the Works Hand Book issued under the authority of the
Chief Engineer or as amplified added to or superseded by special specifications if any,
appended to the Tender Forms.
(K) "Schedule of Rates of the West Central Railway" shall mean the schedule of Rates issue
under the authority of the Chief Engineer from time to time.
(L) "Drawings" shall mean the maps, drawing, plans and tracings or prints there of annexed to
the Tender Forms.
1.3 Words importing the singular number shall also include the plural and vice versa where the
context requires.
2. CREDENTIALS OF CONTRACTORS
2.1 Application for registration :- Works of construction and of supply of materials shall be
entrusted for execution to contractors whose capabilities and financial status have been
investigated and approved to the satisfaction of the Railway. For this purpose, list of
approved contractors shall be maintained in the Railway. The said list shall be revised
periodically once in a year or so by giving wide publicity through advertisements, etc.
A. Contractor including a contractor who is already on the approved list, shall apply to the
nearest General Manager (Construction), Chief Administrative Officer (Construction),
Divisional Railway Manager, Chief Engineer/Chief Engineer (Construction), Chief Signal
and Telecommunication Engineer/ Chief Signal &
Telecommunication Engineer
(Construction) and Chief Electrical Engineer/Chief Electrical Engineer (Construction),
furnishing particulars regarding :(a) His position as an independent contractor specifying Engineering organization available
with details or Partners/ Staff/Engineers employed with qualifications and experience.
(b) His capacity to undertake and carry out works satisfactorily as voucher for by a responsible
official or firm, with details about the transport equipments, construction tools and plants
etc, required for the work maintained by him ;
(c) His previous experience of works similar to that to be contracted for, in proof of which
original certificated or testimonials may be called for and their genuineness verified if
needs be, by reference to the signatories thereof;
(d) His knowledge from actual personal investigation of the resources of the area/zone or zones
in which he offers to work
(e) His ability to supervise the work personally or by competent and duly authorized agent.
(f) His financial position;
(g) Authorized copy of the current Income-tax Clearance Certificate.
2.2 An applicant shall clearly state the categories of works for which and the
area/zone/division(s)/district (s) in which he desires registration in the list of approved
contractors.
2.3 The selection of Contractors for enlistment in the approved list would be done by a
committee for different value slabs as notified by Railway.
2.4 An annual fee as prescribed by the Railway from time would be charged from such approved
contractors to cover the cost of sending notices to them and clerkage for tenders, etc.
2.3 The list of approved contractors would be treated as confidential office record.

CONTRACTOR

TENDERS FOR WORKS

3. Tender Form :- Tender Forms shall embody the contents of the contract documents either
directly or by reference and shall be as per specimen form, Annexure I, II, III & IV Tender
Forms shall be issued on payment of the prescribed fees to the appropriate contractors on
the list of approved contractors. Contractors not on the list of approved contractors, will, on
payment of the prescribed fees, be furnished with tender forms and they shall be required to
submit evidence regarding their financial status, previous experience and ability to execute
the works, and an authorized copy of the current Income Tax Clearance Certificate without
which their tenders will not be considered.
4. Omissions and Discrepancies: - Should a tenderer find discrepancies in, or omissions from
the drawings or any of the Tender Forms or should he be in doubt as to their meaning, he
should at once notify the authority inviting tenders who may send a written instruction to all
tenderers. 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.
5. Earnest Money :(i) The tenderer shall be required to deposit earnest money with the Tender for the due
performance with the stipulation to keep the offer open till such date as specified in the
Tender, under the conditions of Tender. The earnest money shall be 2% of the estimated
tender value as indicated in the Tender Notice. The earnest money shall be rounded to the
nearest Rs. 10/-. This earnest money shall be applicable for all modes of tendering.
(ii) It shall be understood that the tender documents have been sold/issued to the tender and the
tenderer is permitted to tender in consideration of stipulation on his part, that after
submitting his tender he will not resile from his offer or modify the terms and conditions
thereof in a manner not acceptable to the Engineer. Should the tenderer fail to observe or
comply with the said stipulation, the aforesaid amount shall be liable to be forfeited to the
Railway.
(iii) If his tender is accepted this earnest money mentioned in sub clause (a) above will be
retained as part security for the due and faithful fulfillment of the contract in terms of Clause
16 of part II of the General Conditions of Contract. The earnest money of other tenderers,
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.
(iv) The Earnest Money should be in cash or in any of the following forms :(a) Deposit receipts, pay orders, demand drafts. These forms of earnest money could be either of
the State Bank of India or of any of the nationalized banks. No confirmatory advice from the
Reserve Bank of India will be necessary.
(b)Deposit receipts executed by the Scheduled banks (other than the State Bank of India and the
Nationalised Banks) approved by the Reserve Bank of India for this purpose. The Railway
will not, however, accept deposit receipt without getting in writing the concurrence of the
Reserve Bank of India.
(c) The Earnest Money 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 Bank or a
scheduled Bank in favour of Sr. Divisional Finance Manager, West Central Railway,
Jabalpur, valid for Six Months. The Tenderer Not Accompanied with EMD in valid form
shall be summarily rejected. EMD in form of Bank Guarantee shall Not be acceptable.

CONTRACTOR

6. Care in Submission of Tenders.

(a) Before submitting a tender, the tenderer will be deemed to have satisfied himself by actual
inspection of the site and locality of the works, that all conditions liable to be encountered
during the execution of the works are taken into account and that the rates he enters in the
tender forms are adequate and all inclusive to accord with the provisions in Clause-37 of
the General conditions of Contract for the completion of works to the entire satisfaction of
the Engineer.
(b) When work is tendered by a firm or company of contractors, the tender shall be signed by
the individual legally authorised to enter into commitments on their behalf.
(c) The Railway will not be bound by any power of attorney granted by the tenderer or by
changes on the composition of the firm made subsequent to the execution of the contract. It
may, however, recognise such power of attorney and changes after obtaining proper legal
advice, the cost of which will be chargeable to the contractor.
CONSIDERATION OF TENDER

7.

Right of Railway to deal with Tenders :- The Railway reserves the right of not to invite
tenders for any of Railway work or works or to invite open or limited tenders and when
tenders are called to accept a tender in whole or in part or reject any tender or all tenders
without assigning reasons for any such action.
8. Execution of Contract Documents :- The Tenderer whose tender is accepted shall be
required to appear in person at the office of the General Manager/General Manager
(Construction) Chief administrative Officer (Construction), Divisional Railway Manager or
concerned Engineer, as the case may be, or if a firm or corporation, a duly authorised
representative shall so appear and execute the contract documents within 7 days after notice
that the contract has been awarded to him. Failure to do so shall constitute a breach of the
agreement affected by the acceptance of the tender in which case the full value of the earnest
money accompanying the tender shall stand forfeited without prejudice to any other rights or
remedies.
In the event of any tenderer whose tender is accepted shall refuse to execute the contract
documents as here in before provided, the Railway may determine that such tenderer has
abandoned the contract and there upon his tender and acceptance thereof shall be treated as
cancelled and the Railway shall be entitled to forfeit the full amount of the Earnest Money and
to recover the damages for such default.
9. Form of Contract Document: - Every contract shall be complete in respect of the document
it shall so constitute. The competent authority and the contractor and one copy given to the
contractor shall sign not less than 2 copies of the contract documents.
(a) For zone contracts awarded on the basis of the percentage above or below the Schedule of
Rate West Central Railway for the whole or part of financial year, the contract agreement
required to be executed by the tenderer whose tender is accepted shall be as per specimen
form. Annexure II During the currency of the Zone contract, work orders as per specimen
form Annexure III or IV for works not exceed Rs. 10,000/- each shall be issued by the
Divisional Railway Manager/Executive Engineer under the agreement for Zone Contract.
(b) For contracts for specific works, values at more than Rs. 10,000/- the contract documents
required to be executed by the tenderer whose tender is accepted shall be either an
Agreement as per specimen form Annexure IV, or a work order as per specimen form
annexure V as may be prescribed by the Railway.

CONTRACTOR

ANNEXURE- I
WEST CENTRAL RAILWAY
TENDER FORMS (FIRST SHEET)
Tender No. NKJ/TRS/T/4/09

Name of Work :- :- Requirement of Data Entry Operator at ELS/NKJ.

To,
The President of India,
Acting through the Sr.DEE/TRS/NKJ
NEW KATNI JUNCTION,
WEST CENTRALRAILWAY.
I. I/We..................................................................................................................................... have
read the various conditions to tender attached here to and agree to abide by the said
conditions. I/We also agree to keep this tender open for acceptance for a period of 120 days
from the date fixed for opening the same and in default thereof, I/We will be liable for
feature of my/our "Earnest Money" I/We offer to do the work for West Central Railway, at
the rates quoted in the attached schedule and hereby bind myself/ourselves to complete the
work in all respects within 24 months from the date of issue of letter of acceptance of the
tender.
2. I/We also hereby agree to abide by the General Conditions of Contract corrected up to
printed advance correction slip No. ...........................dated ................... and to carry out the
work according to the Special Conditions of Contract and Specifications of materials and
works as laid down by Railway in the annexed Special Conditions/Specifications and the
............................................ Railway works Hand Book Part III corrected up to
printed/advance correction slip No. .............................dated ...................Sanitary Works
Hand Book corrected up to printed/advance correction slip No. ................... dated ................
for Schedule of Rates corrected up to printed/advance correction slip No. ......................
dated ...................... for the present contract.
3. A sum of Rs. 14,470/- is herewith forwarded as Earnest money. The full value the earnest
Money shall stand forfeited without prejudice to any other right or remedies in case my/our
Tender is accepted and if :(a) I/We do not execute the contract documents within seven days after receipt of notice issued
by the Railway that such documents are ready; and
(b) I/We do not commence the work within 15 (fifteen) days after receipt of orders to that
effect.
4. Until a formal agreement is prepaid and executed, acceptance of this tender shall constitute a
binding contract between us subject to modifications, as may be mutually agreed to between
us and indicated in the letter of acceptance of my/our offer for this work.
Signature of Witnesses :
(1)
..............................................
(2)
..............................................

Signature Tenderer(s)
Date
Address of the Tenderer(s)

ANNEXURE- I
TENDER FORMS (SECOND SHEET)
1. Instructions to tenderers and conditions of tender. - The following documents form part of
Tender/Contract :(a) Tender forms - First Sheet and Second Sheet.
(b) Special Conditions/Specifications (enclosed) at part III & IV
(c) Schedule of approximate quantities (enclosed) at part IV
(d) General Conditions of Contract and Standard Specifications for materials and works as laid
down in Works Hand Book and Sanitary Works Hand Book of Central Railway, as amended/
corrected up to correction slips mentioned in First Sheet Form, copies of which can be seen in
the office of Sr.DEE/TRS/NKJ or obtained from the office of the Chief Engineer, West Central
Railway .......................... on .......................... payment of Rs. .......................... Rs. .................. &
Rs................................. respectively.
(e) Schedule of Rates, Part I and II as amended/corrected up to correction slip as mentioned in First
Sheet of Tender sheet of tender form, copies of which be seen in the office of
Sr.DEE/TRS/NKJ or obtained from the Chief Engineer, .................West central Railway on
payment of Rs............................. & Rs. .............................. respectively.
(f) All general and detailed drawings pertaining to this work which will be issued by the Engineer or
his representatives (from time to time) with all changes and modifications.
2. Drawings for the work. - The Drawings for the work can be seen in the office of the
Sr.DEE/TRS/NKJ at any time during the office hours. The drawings are only for the guidance
of Tenderer(s). Detailed working drawings, (if required) based generally on the drawing
mentioned above, will be given by the Engineer or his representatives from time to time.
3. The Tenderer(s) shall quote his/their rates as a percentage above or below the schedule of Rates
of the West Central Railway .................... as .................. applicable to ....................... Division
except where he/they are required to quote item rates and must tender for all the items shown in
the schedule of approximate only and are subject to variation according to the needs of the
Railway. The Railway does not guarantee work under each item of the schedule.
4. Tenders containing erasures and/ or alterations of the tender documents are liable to be rejected.
Any correction made by Tenderer(s) in his/their enteries must be attested by him/them.
5. The works are required to be completed within a period of 14 months from the date of issue of
acceptance letter.
6. Earnest Money.(a) The tender must be accompanied by a sum of Rs. 14,470/- as earnest money deposited in cash or in any
of the forms as mentioned in Regulations for tenders and Contracts for the guidance of the Engineers and
Contractors, failing which the tender will not be considered.
(b) The Tenderer(s) shall keep the offer open for a minimum period of 120 days from the date of opening of
the Tender it is understood that the tender documents has been sold/issued to the Tenderer(s) and the
Tenderer(s) is/are permitted to tender in consideration of the stipulation on his/their part that after
submitting his/their tender subject to the period being extended further if required by mutual agreement
from time to time, he will not resale from his offer or modify the terms and conditions thereof in a
manner not acceptable to the Sr.DEE/TRS/NKJ of West Central Railway. Should the Tenderer for the
due performance of the above the foregoing stipulation, the amount deposited as Earnest Money for the
due performance of the above stipulation shall be forfeited to the Railway

(c) If the tender is accepted, the amount of Earnest Money will be retained and adjusted as Security
Deposit for the due and faithful fulfillment of the contract. This amount of Security Deposit shall
be forfeited if the tenderer(s) contractor(s) fail to execute the Agreement Bond within 7 (Seven)
days after receipt of notice issued by railway that such documents are ready or to commence the
work within 15 (Fifteen) days after receipt of the orders to that effect.
CONTRACTOR

10

(d) The Earnest Money of the unsuccessful tenderer(s) will, save as here-in-before provided, be
returned to the unsuccessful tenderer(s) within a reasonable time but the Railway shall not
be responsible for any loss or depreciation that may happen to the Security for the due
performance of the stipulation to keep the offer open for the period specified in the tender
documents or to the Earnest Money while in their possession nor be liable to pay interest
thereon.
7. Rights of the Railway to deal with tender.- The authority for the acceptance of the tender
will rest with the Railway. It shall not be obligatory on the said authority to accept the
lowest tender or any other tender and no tenderer(s) shall demand any explanation for the
cause of rejection of his/their tender nor the Railway undertake to assign reasons for
declining to consider or rejection of his/their any particular tender or tenders.
8. If the tenderer(s) deliberately gives/give wrong information in his/their tender or
creates/create circumstances for the acceptance of his/their tender, the Railway reserves the
right to reject such tender at any stage.
9. If the tenderer(s) expires after the submission of his/their tender or after the acceptance of his/their
tender, the railway shall deem such tender cancelled. If a partner of a firm expires after the
submission of their tender or after the acceptance of their tender, the Railway shall deem such tender
as cancelled, unless the firm retains its character.

10. Income Tax clearance certificate:- The tenderer(s) is/are required to produce along with
his/their tender an authorised copy of the Income-Tax Clearance certificate or a sworn
affidavit duly countersigned by the Income-Tax Officer to the effect that he has/they have
no taxable income.
11. Tenderer's Credentials :- Documents testifying tenderer's previous experience and financial
status should be produced along with the tender or when desired by competent authority of
the West Central Railway. Tenderer(s) who has/have not carried out any work so far on this
Railway and who is/are not borne on the approved list of the Contractors of WCR/ Central
Railway should submit along with his/their tender credentials to establish.
(i) His capacity to carry out the works satisfactory.
(ii) His financial status supported by Bank reference and other documents.
(iii) Certificates duly attested and testimonials regarding contracting experience for the type of
job for which tender is invited with list of works carried out in the past.
12. Tender must be enclosed in a sealed cover, superscripted "Tender No. NKJ/TRS/T/4/09 and
must be sent by registered post to the address of Sr.DEE/TRS/NKJ(WCR) so as to reach
his office not later than 15.00 hours on the 10.09.2009 or deposited in the special box
allotted for the purpose in the office of Sr.DEE/TRS/NKJ, WCR. This Special box will be
sealed at 15.00 hours on 10.09.2009. The tender will be opened at 15.30 hours on the same
day. The tender papers will not be sold after 12.00 hours on 09.09.2009.
13. Non-compliance with any of the conditions set forth there in above is liable to result in the
tender being rejected.
14. Execution of Contract Documents. - The successful tenderer(s) shall be required to
execute an agreement with the President of India acting through the West Central Railway
for carrying out the work according to General conditions of Contract, Special
conditions/specifications annexed to the tender and specifications for work and materials
laid down in Works Hand Book Part III and Sanitary Works Hand Book of Central Railway
as amended/corrected up to down correction slip mentioned in tender form (First Sheet).

CONTRACTOR

11

15. Partnership deeds, Power of Attorney etc. - The tenderer shall clearly specify whether the
tender is submitted on his own or on behalf of a partnership concern. If the tender is submitted
on behalf of a partnership concern, he should submit the certified copy of partnership deed along
with the tender and authorization to sign the tender documents on behalf of partnership firm. If
these documents are not enclosed 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 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 an changes after obtaining proper legal advice, the cost of which will be chargeable to
the contractor.
16. The tenderer whether sole proprietor, a limited company or a partnership firm if they want to act
through agent or individual partner(s) should submit along with the tender or at a later stage, a
power of attorney duly stamped and authenticated by a Notary Public or by Magistrate is favour
of the specific person whether he/they be partner(s) of the firm or any other person specifically
authorising 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 sign "No Claim Certificate" and refer all or any disputes to arbitration.
17. Employment/Partnership, etc., of Retired Employees,(a) Should a tenderer be a retired engineer of the Gazette rank or any other Gazetted officer Working
before his retirement, whether in the executive or administrative capacity, or whether Holding a
pensionable post or not, in the ........................................ department of any of the railways owned
and administered by the President of India for the time being, or should a tenderer being
partnership firm have as one of its partners a retired engineer or retired engineer or retired
Gazetted Officer as aforesaid, or should a tenderer being an incorporated company have any such
retired officer as one of its Directors, or should a tenderer have in his employment any retired
Engineer or retired Gazetted Officer as aforesaid, the full information as to the date employment
any retired Engineer or retired Gazetted Officer as aforesaid, the full information as to the date of
retirement of such Engineer or Gazetted Officer from the said service and in case where
such
Engineer or Officer had not retired from Government service at least 2 years prior to the date of
submission of the tender as to whether permission for taking such contract, or if the contractor be
a partnership firm or an incorporated company, to become a partner or Director as the case may
be, or to take employment under the contractor, has been obtained by the tenderer or the
Engineer or Officer, as the case may be from the President of India or any officer, duly
authorised by him in this behalf, shall be clearly stated in writing at the time of submitting the
tender. Tenders without the information above referred to or a statement to the effect that no
such retired Engineer or retired Gazetted Officer is so associated with the tenderer, as the case
may be, shall be rejected.
(b) Should a tenderer or contractor being an individual on the list of approved Contractors, have a
relative(s) or in case of partnership firm or company of contractors one or more of his
shareholders(s) or a relative(s) of the shareholder(s) employed is gazetted capacity in the
ELECTRICAL (TRS) Department of the West Central Railway, the authority tenderers shall be
informed of the fact at the time of submission of the tender, failing which the tender may be
disqualified/rejected or if such fact subsequently comes to light, the contract may be rescinded in
accordance with the provision in clause 62 of the General Conditions of Contract.

Signature of Tenderers)

(Designation)
West Central railway

12

ANNEXURE- I (Contd.)
TENDER FORM (THIRD SHEET)
Tender No. NKJ/TRS/T/4/09
Name of work: :-

Requirement of Data Entry Operator at ELS/NKJ.

SCHEDULE OF RATES AND QUATITIES

S.No.

Item No

Description
of item of
work
3

Approximate
Quantity

Unit

Rates in figures
and in words
In Rs.
6

Amount
In Rs.
7

ATTACHED AT PART IV
( Please quote rate on Part - IV only )

The quantities shown in above schedule are approximately and are as a guide to give the
tenderer(s) an idea of quantum of work involved. The Railway reserves the right to
increase/decease and and/or delete or include any of the quantities given above and no extra rate
will be allowed on this account.
I/We undertake to do the work at XXXXXX.. % above/below the schedule of Rates of
the West Central Railway as applicable to .................................................. Division or at the
rates quoted above for each item.

Dated .......................
............................................
Signature of the Tenderer(s)
Note : - Column 1 to 5 shall be filled by the office of the Authority inviting tender. Columns 6 &
7 shall be filled by the Tendere(s) only when percentage tenders are not invalid.

13

ANNEXURE- IV
WEST CENTRAL RAILWAY
CONTRACT AGREEMENT No. NKJ/TRS/T/ 4/09

Date ....................

ARTICLES OF AGREEMENT made this ......................................... day of .............. 20

........ between the President of India acting through the Railway Administration here in after
called the "Railway" of the one part and .......................................................................... herein
after called the "Contractor" of the other part.
WHERE AS the Contractor has agreed with the Railway for the performance of
the works................................... set forth in the schedule hereto annexed upon the General
Conditions of contract corrected up to Printed/Advance Correction Slip No.
.............................................. dated ................and the specifications of the West Central Railway
contained in the Works Hand Book, Part-III, corrected up to Printed/Advance/Correction Slip
No. .................................. dated ..............and Sanitary Works Hand Book corrected up to
Printed/Advance Correction Slip No ..........................
dated ................. and the schedule of Rates of the West Central Railway, corrected up to
Printed/Advance Correction Slip No. ........................ dated ............... and the special conditions
and special specifications, if any, and in conformity with the drawings here-into annexed AND
WHEREAS the performance of the said works is an act in which the public are interested.
NOW THIS INDENTURE WITNESSETH that in consideration of the payments
to be made by the Railways, the Contractors will duly perform the said works in the schedule set
forth and shall execute the same with great promptness, care and accuracy in a workman like
manner to the satisfaction of the Railway and will complete the same accordance with the said
specifications and said drawings and said conditions of contract on or before the
............................. day of .................. 20 .........and will maintain the said works for a period of
....................................... Calendar months from the certified date of their completion and will
observe, fulfill and keep all the conditions therein mentioned (which shall be deemed and taken
to be part of this contract as if the same has been fully set forth herein). AND the Railway, both
hereby agree that if the Contractor shall duly perform the said works in the manner aforesaid and
observe and keep the said terms and conditions the Railway will pay or cause to be paid to the
Contractor for the said works on the final completion there of the amount due in respect thereof
at the rates specified in the Schedule hereto annexed.

Contractor .................................
Address ....................................

Designation ............................. Rly

( For President of India)
Date ...............................................

Date ........................................

signature of witnesses with address to Signature of Contractor

Witnesses .....................................

14

Part-I and II (Work hand book General condition of contract of Railway) The Railways general conditions of
contract (work hand book Part-I & II) will be applicable on tenderer. Therefore the tenderer should refer
general condition of contract of Railways in addition to tender document bid given on website

Electric Loco shed New Katni Jn.

PART III
The following special conditions shall supplement and be read together with the General Conditions of
Contract (GCC) of West Central Railway/ Central Railway and the extant orders along with the amendments,
if any, issued by the Govt. of India, Ministry of Railways (Railway Board) from time to time. The GCC is
priced publication and it may be purchased by the tenderers on payment of the prescribed price.

Special Condition of the Contract

(TENDER NO. NKJ/TRS/T/4/09
1.

PLACE OF EXECUTION

The Requirement of Data Entry Operator at Electric loco shad New Katni Jn. West Central
Railway.
2. EARNEST MONEY
2.1 Earnest money an amount of Rs. 14,470 (Rupees Fourteen Thousand Four Hundred Seventy
only) shall be deposited along with the tender in any one of the following forms:
(i) Cash with chief cashier, West central Railway Jabalpur or deposited with any of the
Divisional Cashier of this Railway & Money receipt attached with tender. Demand Draft
/Deposit Receipt /FDR , issued by scheduled Bank in the name of Sr.Divisional Finance
Manager West Central Railway Jabalpur.
NOTE :-There is no exemption from payment of earnest money deposit even for small-scale
units.Offers received without earnest money in the requisite form shall be summarily rejected.
3. CREDENTIALS
3.1 Agency /service provider for Data Entry Operator at ELS/NKJ should be reputed &
experienced in the field.
3.2 The tenderer should be registered / licensed agency/service provider. Credentials for
having Successfully carried out the similar type of work must be submitted along with offer by
the Tenderer. Non fulfillment of this requirement may result in the offer summarily be rejected.
4. REQUIREMENT OF TENDER OFFER
4.1 Validity of offer should be kept valid for 120 days from the date of opening of tender.
4.2 The rate should be filled in figure and words. Non-fulfillment of this requirement may
result in the offer summarily rejected.
4.3 Tenderers should submit their offer considering the present minimum wages of labour
rates, PF, ESIC, Service Tax ie on due date of tender opening and other rules and
regulations applicable from time to time.
4.4 All the rates quoted shall be firm & inclusive of all taxes and duties. No other tax will
be paid by Railways. No variation in rates, for what so ever reason, shall be entertained
during the currency of contract. Moreover compliance of the provision of minimum
wages act PF & ESIC and other relevant Acts should be kept in mind by tenderer while
quoting the rates, since payment to his staff is totally his responsibility.
CONTRACTOR

15

4.5

The tenderer should quote the rate considering the leave reserve, rest giver, OT, double
duty & other miscellaneous expenditure to fulfill the requirement as per clause No. 5 to
18 of these special conditions.

4.6

The tenderer should quote the rates considering the fulfillment of payment of wages act
of the minimum wages act and any other relevant act as applicable.

4.7

Tenderer on his offer should also explain his plan as to how he offer to meet the
requirement of leave reserve/rest giver & maximum no. of staff he ofter deploy at
ELS/NKJ.

4.8

The contractor shall study & clarify all doubts discrepancies etc. before commencement
of work from Sr.DEE/TRS/NKJ or his authorised representative. No excuses for delay
of work on this account shall be entertained at later stage.

4.9

The successful tenderer shall have to furnish ownership deed certificate of registration
power of attorney in favour of the person signing the contract agreement etc.
Within 15 days of receipt of letter of acceptance.

4.10 The successful tenderer will be intimated regarding vetting of above said legal
documents. The tenderer shall arrange for signing of contract agreement within 15
days (Fifteen days ) on receipt of letter of acceptance in this connection in case, firm
being a partnership firm than this contract agreement shall be signed by the partner on
whose name the power of attorney has been issued by all the partners.
4.11 The Applicant Company /Agency /Service Provider must have at least one office in
Katni city.
3.0 Scope of Work & Quantity Total quantity of following work is 3650 men days during
entire completion period of work ie 14 months from date of commencement of work.
3.1
The work involves the following stages:
3. It is also to be kept in mind that the data operator should be well versed in computer
applications.
4. Authorized representative of Sr.DEE/TRS/NKJ here after Section In charge will deputed
all data entry operator in various sections of ELS/NKJ for feeding data/ record of
concerned section in computers/PCs daily or for weekly/monthly. Data entry operator
will feed data/record of particular section daily as per instructions and after feeding or
completion of work on instruction of Section In charge operator will take out print and
submit hard copies of same to concerned section in charge
5. All the data entry operator will maintain individual daily diary for keeping record of work
done by him. Diary will be verified by concerned Section In charge.
6. Agency/service provider will authorized a person to received and returns the necessary
documents from the designated official/ Section In charge at ELS/NKJ.
7. After completion of the work, copying of entire data after completion of work, loading of
the data entered into department's computers.
8. All the services shall be performed by the persons qualified and skilled in computer
application.
9. The working time of data entry operator at ELS/NKJ will be from 0900 hours to 1700
hours, which may be changed at the convenience and approval of competent authority.

CONTRACTOR

16

10. There should not be any errors in the data entry for wrong data entry concerned data
operator will be treated as absent and dealt as per condition no.5.24 . Even a single error
in any records shall be considered as a wrong entry. Record entered would be considered
correct if it matches the hard copy record. The approximate total pages will be around 20
pages (A4) per day/ operator.
11. i) Educational Qualification: Minimum qualification of data entry operator will be
Intermediate / Higher Secondary /10+2 (HSS) with Diploma in Computer from a
recognized institution
ii) Essential ;- : a) Knowledge / Certificate in MS Office / Computer Application
b) Pass in Typewriting Higher in English from Technical Institution
c) Experience in Data Entry in MS ,Excel,Words,Access , Power point,
Form of DZK, Developer 2000m Visual Basic , ASP and HTML etc.
3.2 The service provider will be responsible for the safe custody of the records handed over to
him/her till the same are handed over to the designated official and his/her acquaintance is
taken by the Contractor.
3.3 The service provider shall be responsible for any act of indiscipline on the part of persons
deployed by him. The Department may require the service provider to remove from the site
of work, any person or persons, deployed by the service provider, who may be incompetent
or for his/her/their misconduct and the service provider shall forthwith comply with such
requirements. The Service provider shall replace immediately any of its personnel, if they are
unacceptable to the Department because of security risk, incompetence, conflict of interest
and breach of confidentiality or improper conduct upon receiving written notice from office.
The service provider has to provide Photo Identity Cards of the persons deployed by him/her
for carrying out the work. The Identity cards are to be constantly displayed & their loss
reported immediately. The service provider shall ensure proper conduct of his person in
office premises, and enforce prohibition of consumption of alcoholic drinks, smoking,
loitering without work. The transportation and other statutory requirements in respect of each
personnel of the service provider shall be the responsibility of the service provider.
3.4 The service provider shall be contactable at all times and message sent by phone/email/Fax/Special Messenger from the Department to the service provider shall be
acknowledged immediately on receipt on the same day. The Service provider shall strictly
observe the instructions issued by the Railway in fulfillment of the contract from time to
time.
3.5 The Department shall not be liable for any loss, damage, theft, burglary or robbery of any
personal belongings, equipment or vehicles of the personnel of the service provider.
3.6 The service provider on its part and through its own resources shall ensure that the goods,
materials and equipments etc, are not damaged in the process of carrying out the services
undertaken by it and shall be responsible for acts of commission and omission on the part of
its staff etc. if the Department suffers any loss or damage on account of negligence, default or
theft on the part of the employees/agents of the service provider, then the service provider
shall be liable to reimburse to the Department for the same.
3.7 The service provider shall keep the Department fully indemnified against any such loss or
damage.

CONTRACTOR

17

3.8 The Department of Railway may alter or add to the original scope of work, specifications,
processes, workflow checks and instructions as may be necessary. The service provider shall
carry out the work in accordance with any such instructions and such alternation or addition
shall not invalidate the contract. Any additional work that the service provider may be
directed to do in the manner above specified as part of the work shall be carried out by the
service provider on the same conditions as agreed and at the same accepted rates.
3.9 The necessary demonstration required for performing the data entry work will be imparted by
the officer nominated for the purpose to the service provider and also his representatives at
the first instance. For persons engaged subsequently service provider has to take care of
imparting the training. The service provider should ensure that only trained manpower be
allowed to do the work. The service provider should further ensure that the full complement
of data entry operators is available during the entire currency of the contract.
3.10 It is the responsibility of the service provider to comply with the prevailing Labour Laws
and minimum wages Act at his cost, risk and responsibility.
3.11 Data entry of data and records, taking hard copies of data entered (paper for printing will
be provided by the Railway), & soft copy of the data entered in DVDs/CDs as detailed in the
job schedule and loading of data entered in ELS/NKJ computers.
3.12 The service provider is forbidden from using the information in the records handed over
to him for any other purpose other than the Authorized as stated in the schedule. The service
provider's personnel shall not divulge or disclose to any person any details or information of
office, operational process, technical know-how, security arrangements, and
administrative/organizational matters as all are of confidential/secret nature. Any misuse
reported will entail the Contract to be cancelled immediately and the Security Deposit
forfeited without prejudice to any legal action that may be taken against the service provider.
3.13 Payment will be made to the successful tendered on monthly basis only after successful
completion of duties for that period on the basis of actual men days deployed in particular
month.
3.14 The personnel are required to work for 8 (eight) hours per day. Sundays of the month
are declared off days/rest day but in emergency rest day may be shifted to other day of week.
3.15 Agency/service provider shall submit following certificate before commencement of
work at ELS/NKJ.
DATA SECURITY
I / We hereby certify that the ELS/New Katni/Jn. of WCR shall have absolute right on the
digital data and output products processed / produced by me / us. I / We shall be responsible for
security / safe custody of data during processing. I / We also certify that the digital
topographical data will not be taken out of the building premises or the vendors premises (as the
case may be) on any media. The original input data supplied to me / us by ELS/New Katni/Jn. of
WCR or digital data and output products processed / produced from input data will not be passed
on to any other agency or individual other than the authorized person of ELS/New Katni/Jn. of
WCR. I / We shall abide by all security and general instructions issued by ELS/New Katni/Jn. of
WCR from time to time.
I / We also agree that any ELS/New Katni/Jn. of WCR data from my / our computer system will
be deleted in the presence of ELS/New Katni/Jn. of WCR / observer after completion of the task.

Signature of the witness

Signature of the tenderer

18

3.16 That the persons deputed shall not be below the age of 18 years and they shall not
interfere with the duties of the employees of the Department.
3.17 The persons deployed by the service provider should not have convicted by any court of
law or any police or criminal cases against them. The service provider should make adequate
enquires about the character and antecedents of the persons whom they are deputing for data
entry work. The character and antecedents of each personnel of the service provider will be
got verified by the service provider before their deployment after collecting proofs of identity
like driving license, bank account details, previous work experience, proof of residence and
recent photograph. The Service Provider shall withdraw such persons who are not found
suitable by the office for any reason immediately on receipt of such a request.
3.18 Staff should not be booked on over time in general. In no case the hrs. of any individual
staff should not exceed 08 hrs./day.
3.19
Data Entry staff if not feeling well/sick, should not perform duty and should not be
allowed to do so. Necessary substitute of such staff should be done. If any such staff (Not
well/sick) comes to perform duty he shall not be treated on duty and penalty may be imposed
for absenteeism as per rule and as deemed fit by Railway.
3.20 No residential accommodation can be provided by the Railway Administration for any of
the employees of the agency.
3.21 Agency/Service Provider/contractor shall furnish daily/periodical attendance position
duly verified by Rlys representative in the manner specified from time to time.
3.22 The agency shall not deploy same staff on double duty on any day of the month without
prior approval of Sr.DEE/TRS/NKJ or its authorized representative.
3.23 In case of theft/pilferage, the cost of the same shall be recovered from the agency, if it is
established that, the given responsibility has not been discharged satisfactorily by the
agency.The firm will pay for losses of Railway property due to theft of any. Material
3.24 Contractor must note that ensuring availability of staff as per clause No.5.1 & 6.0 is of
utmost importance. Any absenteeism shall be penalized @ Rs.400 /staff/per day .If any staff
leave the shed without completion of work as assigned to him shall also be treated absent
.This penalty is minimum which shall be deducted from monthly contractors payments but
contractor is bound to pay the wages to their staff as per minimum wages & other CLA acts
of state/central Govt
6.0 REQUIREMENT OF THE DATA ENTRY OPERATOR:- Minimum requirement of the
Data Entry Operator is as under.
S.N.
a)

Staff
Data Entry Operator

During General ShiftT

Per day requirement

10 nos. (only in general shift) 10 nos.

6.1 Railway reserves right to review the requirement of number of personnel any time during the
currency of the contract Contractor may be asked to reduce or increase the no. of Data Entry
Operator to be employed. The payment will be made accordingly.
6.2 Data Entry Operator can avail rest on Sunday.
CONTRACTOR

19

6.3 Any change in the STAFF should be done with prior approval of Sr.DEE/TRS/NKJ or his
authorized representative. Any changes without approval will be treated absenteeism of the
particular security personal.
6.4 The agency shall employ only such staff that are of good character, fit, well behaved and
skill full in their duties. Police verification report of each security personnel shall be
submitted by firm, and also will under take to discharge the employees who are found to be
creating nuisance or who are not able to measure up to the required and it should also be ensured
that, no police case etc. is pending against such people. The agency shall be sorely responsible
for all acts of commission / omission of its employees. The labour employed on contract shall be
permanent staff of the security agency & agency will not employ any contract labour. No labour
or any undertaking will be taken by Railways as an employee . The security contractor will have
to ensure compliance of the provision of all relevant Acts in this regard, as laid down by the
Central Govt. and State Government.
6.5 The agency shall ensure that all their staff shall have identity cards. This will be at agencys
own cost. Contractor shall arrange two identity cards for each staff. One identity card shall be
issued to the concerned staff and other should be submitted to Sr.DEE/TRS/NKJ or his
authorized representative can verify the staff from the identity card. The on duty staff remain
always alert and will not indulge him self with mixing of Railway staff such as sitting together
with railway staff ,taking tea with them or playing cards themselves or with Railway staff. If any
thing noticed of this nature suitable penalty will be imposed on the contractor/agency .This may
also include suspension/termination of the particular security staff and contractor will abide for
the same and a substitute will be employed by the contractor.
7.0 MEASUREMENT / REGISTER BOOK :- The agency will be required to maintain
measurement / Register book to guarantee that No. of personnel as decided are actually being
employed and such books after necessary checking will be counter signed by the railway
authorities payment shall be made on the basis of actual deployment of guards, supervisor and
officer.
8.0

ABIDING BY VARIOUS CONTRACT / LABOUR LAWS :-

8.1 The successful bidder shall comply with all relevant laws of Govt., including contract labour
(Regulation and Abolition) 1970 act 1984, employees state insurance act, provident fund act,
employment of children act, untouchability act and other labour laws as amended from time to
time. The railway will not provide any kind of safety to the contractors staff.
8.2 The contractor shall have to make his own arrangement for safety of his staff. In case of
any injury/death of contractors staff, no claim of compensation shall be entertained by Railway
Administration. In case, if a compensation/ any other claim is ordered by any court of law/state
Government/Central Government against Railway administration in regard to contractors staff /
violation of any act, the contractor shall be bound to pay to Railway administration same amount
plus Administrative Expenses thereof. The successful bidder shall also indemnify the Railway
administration against any claims/liabilities under these acts. Also the firm shall comply with all
the rules/norms laid down regarding HOER pertaining to its employees as applicable in this
case. In addition, agency will have to obtain necessary license from labour commissioner. The
contractor shall furnish documentary evidence for disbursement of monthly payment to its
employees. The monthly payment must fulfill the requirements of payments of wages act or any
other act applicable. Submission of documentary evidence of disbursement of monthly payment
to its staff is must for claiming payment under this contract.
CONTRACTOR

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9.0

SECURITY DEPOSIT :- SECURITY DEPOSIT AGAINST CONTRACT VALUE:

The Security Deposit/rate of recovery/mode of recovery shall be as under:-

(1) The Earnest Money deposited by the Contractor with his tender will be retained by the
Railways as part of security for the due and faithful fulfillment of the contract by the
contractor. The balance to make up the security deposit, the rates for which are given
below, may be deposited by the Contractor in cash or may be recovered by percentage
deduction from the Contractor's "on account" bills. Provided also that in case of
defaulting contractor the Railway may retain any amount due for payment to the
Contractor on the pending "on account bills" so that the amounts so retained may not
exceed 10% of the total value of the contract.
(2) Unless otherwise specified in the special conditions, if any, the Security Deposit/rate of
recovery/mode of recovery shall be as under:
(a) Security Deposit for each work should be 5% of the contract value,
(c) The rate of recovery should be at the rate of 10% of the bill amount till the full security
deposit is recovered,
(d) Security Deposits will be recovered only from the running bills of the contract and no
other mode of collecting SD such as SD in the form of instruments like BG, FD etc. shall
be accepted towards Security Deposit. Security Deposit shall be returned to the contractor
after the physical completion of the work as certified by the Competent Authority. The
Competent Authority shall normally be the authority who is competent to sign the
contract. If this Competent Authority is of the rank lower than JA Grade, then a JA
Grade Officer (concerned with the work) should issue the certificate. The certificate,
inter alia, should mention that the work has been completed in all respects and that all the
contractual obligations have been fulfilled by the contractor and that there is no due from
the contractor to Railways against the contract concerned. Before releasing the SD, an
unconditional and unequivocal no claim certificate from the contractor concerned should
be obtained.
(3) No interest will be payable upon the Earnest Money and Security Deposit or amounts
payable to the Contractor under the Contract, but Government Securities deposited in
terms of Sub-Clause (1) of this clause will be payable with interest accrued thereon.
4) Performance Guarantee (P.G) :- The procedure for obtaining Performance Guarantee is
out lined below:
(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.
(c) The Performance Guarantee shall be furnished by the successful contractor after the
letter of acceptance has been issued, but before signing of the agreement. The
agreement should normally be signed within 15 (fifteen) days after the issue of LOA
and Performance Guarantee should also be submitted within this time limit. This
guarantee shall be initially valid up to the stipulated date of completion plus 60 days
beyond that. In case the time for work completion gets extended, the contractor shall
get the validity of performance guarantee extended to cover such extended time for
completion of work plus days.
(d) Performance Guarantee shall be released after the physical completion of work based
on completion certificate issued by the competent authority stating that contractor has
completed the work in all respects satisfactorily.

CONTRACTOR

21

(e) Wherever the contracts are rescinded, the security deposit should be forfeited and the
Performance Guarantee shall be encashed and the balance work should be got done
independently and 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 would 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.
(f) The engineer shall not make a claim under the performance guarantee except for
amounts to which the president of India is entitled under the contract ( 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 clauses/conditions of the
agreement, within 30 days of the service of notice to this effect by engineer.
iii) the contract being determined or rescinded under provision of the GCC the
performance guarantee shall be forfeited in full and shall be absolutely at the disposal
of the president of India
9.1 After signing of the agreement and submission of Performance guarantee, the work has
commenced and the contractor abandons the work with out completing it, then performance
guarantee shall be en-cashed and security deposit recovered so far shall be forfeited .Balance
Security deposit recovered from his unpaid dues of the existing contract .If there is still some
balance left, it should be recovered from his other ongoing contracts with this Railway/other
Railway /other Govt. department.
9.2 The agreement is signed and the Performance guarantee submitted, there after, the contractor
does not commence the work. In such case ,the performance guarantee shall be en-cashed and
the amount equal to security deposit shall be recovered from the on going contracts of the
contractor. Further, if the contractor is not the working contractor of the railway, then action
would be taken for recovery of these dues from other railway/ Govt. department.
9.3 After issue of letter of acceptance the contractor does not come forward to sign the
agreement and does not submit the P.G. within the stipulated time. In such a case, the amount
equivalent to PG shall be recovered from the on going contracts. If the contractor is not working
contractor of this Railway or required amount is not available with WCR, then action will be
taken for recover of these dues from his on going contracts with other Railway /Govt.
department.
9.4 The tenderer withdraws his offer before expiry of the validity period of his offer or issue of
acceptance letter ,whichever is earlier ,then in such a case, his EMD shall be forfeited. In case L1 with draw s his offer ,then ,tender should be discharged as per extant instructions.
NOTE In all the above cases, the failed contractor /tenderer who has withdrawn the offer shall
be debarred from [participating in the tender for executing the work/ balance work. If the failed
contractor /tenderer who has withdrawn the offer ,JV ior a Partnership firm then every member
partner of such firm shall be debarred from participating in the tender for the balance work either
in his individual capacity or as a partner of a JV /Partner firm.
10. PERIOD OF AGREEMENT :- Completion period of work is 14 months.
Before under taking the above work, agency will be required to execute an agreement with
Railway administration for fulfillment of above mentioned terms and conditions as well as
standard terms/conditions of contract, on WEST CENTRAL RAILWAY.
CONTRACTOR

22

The agreement will be valid for a period of the 14 month in the initial stage and likely to be
extended by 25 % another period or as per extent rules/conditions of Railways on the same
terms and conditions.
11. TERMINATION OF CONTRACT :11.1 The railway administration reserves the rights of termination of the contract with immediate
Effect. This will also apply, if it is established that, the agency has not been able to follow central
Govt. State Govt. Laws or breached any contract agreement or is not performing well.
11.2 The railway administration also receives the right to terminate the agreement by giving one
month notice there by 48 hrs. notice to this effect to the contractor.
12. In case of termination of contract the security deposit of the contract shall be forfeited
except in case of para 9.0 above. In case of contract is terminated due to poor performance /
violation of any act, the work shall be got done by Railway from other agencies at the risk & cost
of the contractor. In such case the contractor shall be legally liable to pay for extra expenditure
incurred & the losses suffered by the Railway.
13. PF & ESIC :13..1 The contractor shall register all his staff with PF commissioner & ESIC manager as per
current PF & ESIC acts of state Govt.The contractor shall deposit employers contribution for
each staff every month with concern Deptt. as per concern acts. This aspect shall be considered
by contractor while quoting the rates for tender.
13.2 The contractor shall furnish following information on monthly basic with documentary
evidence there of.
a) The registration number of each staff with PF commissioner & ESIC commissioner or
Manager.
b) Details of place where all the staff registered with PF & ESIC deptt.
c) Details of employers contribution towards PF/ESIC for each staff for the month for which
payment is being claimed.
14. PAYMENT TERMS :3. 100% Payment shall be made progressive (on account) every month on the basis of total
men days deployed during currency of contract by service provider in particular month.
4. Income tax and works contract tax shall be deducted from payment as per rule.
5. Payment for the first month shall be made subject to submission of Verified attendance of
staff. Documentary evidence for disbursement of payment to contractors staff for the
month
6. Payment for the subsequent month shall be made subject to submission of all documents
as per clause 13.2 above, and Documentary evidence for deposition of employers shares
as clause No.13.2 for PF & ESIC for previous month. In case of failure, equivalent of
previous month shall be deducted from current months bill. This deduction shall be
refundable on production of necessary documents during the currency of contract.
15. BILL PAYING OFFICER:- Sr.Divisional Finance Manager, Jabalpur ,West Central
Railway, shall be bill paying officer & Sr. Divisional Electrical Engineer (TRS) Electric Loco
Shed, West Central Railway, New Katni Jn, will be the consignee for the work
16. It is also mandatory to provide the following information by the contractor along with bill.
Contractors Bank a/c no.
Name of the Bank
Specific code of the Bank.

PAN No.

CONTRACTOR

23

17. SERVICE TAX & Education Cess:1) The contractor/ Firm shall be registered with Central Excise Commissioner and copy
of registration shall be submitted with their offer .
2) Contractor /firm shall be liable to submit documentry evidence for deposition of Service
Tax with concern department every month before releasing subsequent month of
payment.
18. General condition of contract January 1999 or latest of Engineering Department as amended
time to time shall also be applicable & binding on tenderer. If any condition of GCC falls under
special condition of this tender, the condition under part of special condition shall be final &
binding on successful tenderer/firm/contractor. The interpretation of Engineer of Railways
shall be final in respect of all contents of this tender
19. CARE WHILE SUBMISSION OF TENDERS: - Each page of the Tender from including
the covers shall be duly initialed under hand and seal of the tenderer in token of having gone
through and agreed upon the terms and condition stipulated therein, failing which the tender shall
be treated as invalid and liable for summarily rejection. All the pages shall be returned intact,
else the tender may be treated as incomplete.
20. PRICE VARIATION CLAUSE:- The rates accepted are firm and price variation is NOT
ACCEPTABLE. During the currency of contract at any cost.
21. SUBMISSION OF TENDERThe Tender shall be submitted in sealed covers and dropped in the Tender Box kept in this
purpose, in the office of Sr. Divisional Electrical Engineer (TRS) Electric Loco Shed, West
Central Railway, New Katni Jn., or send by Registered Post with A.D. so as to reach this office
Not later than 15.00 Hrs, (IST) of 10.09.2009. After closing of the tenders at 15.00 Hrs. The
tenders shall be opened at 15.30 Hrs. (IST on the same date. In case the date of Tender closing
and opening happens to be a holiday, the tender shall be closed and opened on the next working
day in the same manner. The tenderers desirous of attending the tender opening may do so at
their own expense
22.. FAILURE TO COMPLETE THE WORK WITHIN THE TIME LIMIT:If the contractor fails to carry out, execute and complete the work to be done by him under this
contract shall accept a reduction in the Total amount payable to him by the railway at the rate of
half % (0.5%) of the contract value of the work per week or part of the week subject to a limit of
10% of the total value of the contract for contract value upto Rs.2.00 Lakhs and 10% of the first
Rs.2 Lakhs and the 5% for the balance for contract value above Rs.2.00 lakhs. For the actual
delay, occasioned beyond the appointed time and until the work shall have been completed under
the contract and such reduction shall be accepted by the Railway in full satisfaction of the
Contractors liability arising from delay.
23. LEGAL CHARGES :A fee of Rs. 200/- per legal document, like partnership deed or power
of attorney executed before or after the execution of the contract, will be recovered from the
contractor for obtaining legal Advice from Law Officer.
24. 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 Railways
reserve the right to reject such tender at any stage.
CONTRACTOR

24

25. Omissions and Discrepancies: - Should a tenderer find discrepancies in or omissions from
the specification or any of the Tender Forms or should he be in doubt as to their meaning, he
should at once notify the authority inviting tenders who may send a written instruction to all
tenderers. It shall be understood that every endeavour has been made to avoid any error which
can materially effect 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 recovered and shall make no
subsequent claim on account thereof.
3. INSTRUCTION
3.1 If the tender Document is downloaded from Railways internet site then at the time of
submission of tender the cost of tender booklet Rs 2000/-(Rs Two Thousand only) shall be
submitted through demand draft payble to Sr.DFM/WCR/Jabalpur. Failing this the tender
shall be rejected summarily.
3.2 The tenderer should note that , no alteration must be done in downloaded tender documents.
The tender documents along with corrigendums if any available at Sr.DEE/TRS, New Katni
Junction, (W.C.Rly) only will be considered authorized version in case of any
dispute/variation. It must be noted that the tenderer / firms who are found to be indulging in
altering / ading or deleting the contents of tender documents will be liable to face suitable
action which could be removal from approval list/banning/suspension of business dealing etc.
In addition to forfeiture of Earnest Money.
3.3 The advertised tenders are governed by advertised tender document. Latest version of the
same can be downloaded from the link available on the tender notice page on our website at
www.tenders.gov.in .In addition ,General condition contract 1999 ,the basic governing
conditions document can also be down loaded from the same location.
3.4 You are requested to kindly carefully go through the relevant instruction Condition /
requirement content in tender documents/general conditions of contract ,as the case may
be, before submitting the offer .Various conditions /Instructions will be taken as read and
agreed if not specifically indicated to be discharged/ deviated.
3.5 Railway reserve the right to accept / reject any or all tenders with out assigning
reasons to any or all tenderers.
26.6 Though all efforts have been made to ensure the correctness of all information in web
version of tender documents. However administration dis-owns any responsibility
regarding incorrectness / data corruption etc. In case of any dispute, the hard office copy
of tender document shall be considered as final.
26.7 With the existing system ,it is not possible to keep record of the tenderer down loading
the tender document. If there be any corrigendum /addendum to the NIT/tender document
the same will be posted on the website and requirement of separate communication by
post to the tenderer who have already downloaded the tender document will not be
applicable to the tenderers using the tender document down loaded from the website .It
will be the responsibility of the tenderers down loading the tender documents to check
from time to time for corrigendum to the tender if any and submit their offer accordingly.
CONTRACTIOR

25

Note :- Please sign and submit this

page with the following declaration alongwith your

offer .In absence of this the offer will be rejected without any reference.

DECLARATION
c) I/We have read and understood the above instruction and hear by agree to abide by them.
d) I/We am/are encloseing tender document cost Rs.............................vide Demand Draft
No.........................dated ............................issued by ..............................
e) Iwe am /are enclosing requisite Earnest money of Rs............................... vide Demand Draft/
Cash receipt/FDR No...........................................dtd.....................issued by..............................
f) I/We have filled and signed the tender documents and the same are enclosed herewith.
g) I/We declare that the the information /tender form down loaded is original and in the event of
this being different from original tender document ,my tender form may be rejected by
Railway administrations including forfetiture of Earnest Money.
h) Declaration by tenderer for the tender document down loaded.

Signature of Contactor

Sr.DEE/TRS/NKJ

I/We hereby declare that I/We have down loaded the tendered document from West
Central Railway web site www.tenders.gov.in and printed the same .I/We have verified the
content of the printed document from the website and there is no edition no delition and or no
alteration to the content of the tender document.

Signature of Contactor/ tenderer

With seal and Name
Capacity /Authority to sign
Full Adress

27. ARBITRATION:- In the event of any question, dispute or differences arising under these conditions or any
special conditions of contract, or in connection with this contract (except as to any matters the decision of which is
specially provided for by these or the special conditions) the same shall be referred to the sole arbitration of person
appointed to the arbitrator by the General Manager, if however, the arbitrator is a Railway servant he will not be one of
those who had opportunity to deal with the matters to which the contract relates or who in the course of their duties as
railway servant have expressed views on all matters under disputes or difference. The award of the arbitrator shall be
final and binding on the parties to this contract. In the event of the arbitrator dieing neglecting or refusing to act, or
signing or being unable to act for any reason, or his award being set aside by the court for any reason, it shall be lawful
for the authority appointing arbitrator to appoint another arbitrator in place of the outgoing arbitrator in the manner
aforesaid. It is further a term of this contract that no person other than the person appointed by the authority as aforesaid
should act as arbitrator and that if for any reason that is not possible, the matter is not to be referred to arbitrator at all.
The arbitrator may from time to time with the consent of all the parties to the contract enlarge the time for making the
award. Upon every and any such reference the assessment of the cost incidental to the reference and award respectively
shall be in the discretion of the arbitrator.
Subject as aforesaid, the Arbitration and reconciliation Act 1996 and the rules there under and any statutory
modifications thereof for the time being in force shall be deemed to apply to the arbitration proceedings under this
clause. Work under the contract shall, if reasonably possible continue during the arbitration proceedings and no payment
due to or payable to the contractor shall be withheld on account of such proceedings.
The venue of arbitration shall be the place from which the acceptance note is issued or such other
places as the arbitrator at his discretion may determine.In this clause the authority to appoint the arbitrator includes, if
there be no such authority the officer who is for the time being discharging the functions of the authority, whether in
addition to other functions or otherwise.

Contractor

/ Sr.DEE/TRS/NKJ

26

West Central Railway

Electric Loco Shed,NKJ

PART-IV
SCHEDULE OF PRICE

Tender No : NKJ/TRS/T/4 /09

Due Date : 10.09.2009
Name of Work - Requirement of Data Entry Operator at ELS/NKJ.
S.N
.

Description of work

Qty.

Unit Rate in
Rs.
Per Men day

Total Cost
in Rs.

Requirement / Provision of 10 nos. 10 x 365 Men

Data Entry Operator per day for days =3650
feeding data/record in computer/PC s Men days
of various sections for day to day
maintenance work of AC locomotives
at ELS/NKJ inclusive of minimum
wages, PF, ESIC and service charges
etc.
( Total 10 nos. staff required per day)

1.0

Total cost of work (in figure) : ..............................................................

Total cost of work (in words) : ..............................................................

NOTE:3. The contractor must carefully read the specification of work, general condition & Special
conditions of work & quote the rate taking the consideration these.
4. No variation in rates, for what so ever reason shall be intertained during the currency of
contract. However the provision of minimum wages act, PF, ESIC, Service tax etc as
mention in clause No. 4.4 & 4.5 of special conditions should be kept in mind by tenderer
for
complete period of contract.
5. The contractor should quote the rates in words as well as in figure, the tender offers
liable
to be rejected if rates are not quoted in words.
6. Please note that the tender may be evaluated/finalized on the basis of total cost of
schedule item 1.0 on the basis of Minimum wages & statutory provisions applicable on
tender opening date ie 10.9.2009.
7. The rate quoted in schedule item 1.0 should be firm and without any rebate/discount. No
other rebate/discount are to be quoted.
8.

Details of EMD : ...................................................................................................................

9.

Details of tender book cost ( if down loaded from govt.web site/net) Demand Draft No.---------------------------------------------------------------------------

Contractor Signature & Address

Sr.DEE/TRS/NKJ

27