GOVERNMENT OF INDIA

East Central Railway

DHABAD DIVISIO
Mechanical (Power) Department

Tender Document
OPE TEDER

Name of Work : Outsourcing of Maintenance (Management) contract of Running

Room at Barwadih under SSE(L)/BRWD for 03(Three) years.

Tender o. : 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14.

(ot Transferable)

Important information:

(i) Approx. value of the work : . 78,65,304/-

(ii) Cost of Tender Document : . 5,000/-
(iii) Earnest Money : . 1,57,310/-
(iv) Date of Selling of Tender Document : 28/07/14 to 02/09/14 up to 12.00 Hrs.
(v) Date of Dropping of Tender offer : 28/07/14 to 02/09/14 upto 14.00 Hrs.
(vi) Opening of Tender : 02/09/14 at 16.00 Hrs.
(vii) Location of Tender Dropping : Tender Box available in the office of Sr.
DME(P), East Central Railway, DRM
Office, Dhanbad (Power Branch).

M/s. _________________________
__________________________
 EAST CETRAL RAILWAY
Dhanbad Division
TEDER FORM (FIRST SHEET)

Tender o. : 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14.

ame of Work: Outsourcing of Maintenance (Management) contract of Running

Room at Barwadih under SSE(L)/BRWD for 03(Three) years.

Value of Work: . 78,65,304/- (Seventy eight lakh sixty five thousand three hundred
four) only

To,
The President of India,
Acting through the,
Sr. Divisional Mechanical Engineer (Power),
East Central Railway, Dhanbad.

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 90days from the date fixed for
opening the same and in default thereof. I/We will be liable for forfeiture of my/our “Earnest
Money”. I/We offer to do the work for East Central Railway, at the rates quoted in the attached
schedule and here by bind myself/ourselves to complete the work in all respects.

2. I/We also hereby agree to abide by the General Conditions of Contract and to carry out
the work according to the Special Conditions of Contract.
3. A sum of Rs. ___________ is here with forwarded as Earnest Money. The full value of
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 Railways that such documents are ready and
(b) I/we do not commence the work within fifteen days after receipt of order to that
effect.
4. Until a formal agreement is prepared and executed, acceptance of this tender shall
constitute 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 Witness: Signature of Tenderer

1.___________________ Date :_______________
Address of the Tenderer(s)
2.____________________
 TEDER FORM (SECOD SHEET)
Instructions and conditions of Tenders

Tender o. : 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14.

ame of Work: Outsourcing of Maintenance (Management) contract of Running

Room at Barwadih under SSE(L)/BRWD for 03(Three) years.

Contract Period : 03 (Three) Years.

Eligibility criteria : As referred in Sl. No. 26 (General Condition).

Credentials : Documents testifying tenderer’s previous experience and

financial status should be produced along with the tender or
when desired by the competent authority of E.C.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
contractor of E.C.Rly., should submit alongwith his/their tender
credentials to establish
(i) His capacity to carry out the work satisfactorily.
(ii) His financial status supported by Bank reference and other
documents
(iii) Certificates duly attested and te4stimonials regarding
contracting experience for the type of job for which tender is
invited with list of works carried out in the past.

The tenderer will submit the tender details and other Documents as per Annexure I,& II
enclosed . Railway administration if so feels; inspect the infrastructure and facilities available
with the firm so as to assess the capability of the firm to execute the work successfully.

General condition:

1. The tender papers are not transferable. No tender papers will be considered unless it is
accompanied by:

(a) Documents in proof of deposit of the sum as specified in preamble to the tender
towards the Earnest Money deposit.
(b) Particulars of similar contracts handled by him previously if any.
(c) Particulars of Eligibility criteria as referred in Sl. No. 26 (General Condition).

(d) The schedule of the work showing in Annexure-I, the rates against each occupant as
provided therein duly filled in both the words and figures and signed with seal and
date.
(e) The offer letter as in Annexure-II duly filled in and signed.
2. Earnest Money:
The tender document must be accompanied by a sum of . 1,57,310/- (Rupees One Lakh
Fifty seven thousand three hundred ten) only as Earnest money of the contract in the form
of Demand Draft or F.D.R in favour of FA&CAO/East Central Railway, Hajipur, payable
at Dhanbad, issued by Nationalized Bank failing which the tender will not be considered.
No cheque will be accepted even it is guaranteed by the bank.
2.1 The tenderer(s) shall keep the offer open for a minimum period of 90daysfrom the date of
opening of the tender. It is understood that the tender document has been sold / issued to
the tenderer (s) and the tenderer (s) is / are permitted to tender in consideration of the
stipulation on his / their part that after submitting his / their tender subject to the period
being extended further if required by mutual agreement from time to time. He will not
resile from his offer or modify the terms and conditions thereof in a manner not
acceptable to the Administration of East Central Railway. If the tenderer(s) fail to observe
or comply with the foregoing stipulation the amount deposited as Earnest Money for the
due performance of the above stipulation shall be forfeited to the Railway.
2.2 No interest will be accrued on the Earnest Money. If his / their tender is accepted, the
amount of Earnest Money mentioned above will be retained and adjusted as part of
Security for the due and faithful fulfillment of the contract in terms of General Conditions
of Contract. The amount of Security Deposit shall be forfeited if the tenderer(s) /
contractor(s) fail to sign on agreement and commence the work within 15 days after
receipt of the order to that effect.

2.3 The tenderer (s) who download the tender document from website
www.ecr.indianrailways.gov.in have to submit a separate Demand Draft amount
. 5,000/- (Five thousand) only on account of cost of tender form along with the offer in
favour of FA&CAO/East Central Railway, Hajipur, payable at Dhanbad, issued by
Nationalized Bank, failing which the tender will not be considered.

2.4 The Earnest Money of the unsuccessful Tender(s) will remain as it is provided, be
returned within a reasonable time.

3. Cost of Tender Document

The intending tenderer may collect Tender document from the office of Sr. Divisional
Mechanical Engineer (Power), E.C.Railway, DRM Office (Power Branch), Dhanbad on
production of Cost of Tender Document as under:
(i) Cash Receipt of the required amount i.e. . 5,000/- (Five thousand) only issued by
Sr. Divisional Cashier/E.C.Rly., Dhanbad
(ii) Demand Draft or F.D.R in favour of FA&CAO/East Central Railway, Hajipur,
payable at Dhanbad, issued by any Nationalized Bank
4. Security Deposit
4.1 The Earnest Money deposited by the contractor with his tender will be retained by
Railways as part of security for 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 running bills so that amounts so retained may not
exceed 10% of the total value of contract. 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.
(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 from the running bills of the contract.
 Security, Deposit, however, shall be released only after expiry of the contract period
and after passing the final bill based on “No claim Certificate” issued by
S.S.E(L)/BRWD. Before releasing the Security Deposit, an unconditional and
unequivocal “No-claim” certificate from the contractor should be obtained.

5. Performance Guarantee (PG)

(a) The successful bidder shall have to submit a Performance Guarantee (PG) in
the form of an irrevocable bank guarantee or FDR in favour of F.A.& C.A.O,
E.C.Railway, Hajipur, payable at Patna amounting to 5% of the contract value may be
accepted.

(b) The Performance Guarantee (PG) shall be submitted by the successful

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

(c) The P.G shall be submitted by the successful bidder after the Letter of Acceptance
(LOA) has been issued, but before signing of the contract agreement. This PG shall
initially be valid up to the stipulated date of completion plus 60 days beyond that. In
case, 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.
(d) The value of PG to be submitted by the contractor will not change for variation upto
25% (either increase or decrease). In case during the course of execution, value of the
contract increases by more than 25% of the original contract value, an additional
Performance Guarantee amounting to 5% for the excess value over the original
contract value shall be deposited by the contractor.
(e) The Performance Guarantee (PG) shall be released after physical completion of the
work based on the “Completion certificate” issued by the competent authority stating
that the contractor has completed the work in all respects satisfactorily. The security
deposit shall however be released only after expiry of the maintenance period and
after passing the final bill based on “No Claim Certificate” from the contractor.
(f) Whenever the contract is rescinded, the security deposit shall be forfeited and
Performance Guarantee shall be encashed. 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 in his /
her individual capacity or as a partner of any other JV/Partnership firm.
(g) The engineer shall not make a claim under the Performance Guarantee except for
amounts to which the President of India is entitled under the contract (not
withstanding and / or without prejudice to any other provisions in the contract
agreement) in the event of :
 (i) Failure by the contractor to extend the validity of the Performance Guarantee
as described herein above, in which event 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.

6. The tenderer shall quote his/their rates per item in figure and words of the schedule of
work attached with the tender form. The tender containing erasures and alternations in the
tender document are liable to be rejected. Any correction made by tenderer in his Tender
paper must be clearly attested by him.
7. If a tenderer expires after the submission of the tender or after the acceptance of his
tender, the Railway shall deem such tender or contract as cancelled. If a partner of the
tenderers firm expires after the submission of their tender or after acceptance of their
tender, the Railway shall deem such tender or contract as cancelled unless the firm retains
its original character. Railway administration shall approached by the firm to this effect
submitting fresh details of partnership deed etc.

8. In case the tendering firm is a partnership firm, it shall submit all documents in support of
partnership and constitution of the firm including registration deed and power of attorney,
if any, along with the tender. Tenders not accompanied by such documents will not be
considered. The tender shall be signed by the individual(S) legally authorized to enter into
commitment on behalf of all the partners of firm.
9. Each page of the tender documents is to be signed by the tenderer or power of attorney
holder. In case of tender being submitted by partnership firm, the tender documents must
be signed by separately by each partner and in absence of any one or more of the partner,
by the person/persons holding power of attorney from such absent partner/partners
authorizing him/them to do so. In any even the names and address of all the partner must
be described in writing.
10. Rights of the Railway to deal with tender
The authority for the acceptance of the tender will rest with Railway Administration. 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 reason for declining to consider or reject
any particular tender or tenders. Railway reserves the right not to accept the lowest tender
or all tender without assigning reason thereof.

11. If the tenderer(s) deliberately 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 without assigning reason thereof.

12. The tenderer shall not increase rates in case the Railway Administration holds
negotiation for reduction of rates. Such negotiations shall not result cancellation
or withdrawal of the original offers and the rates originally quoted will be binding on
the tenderers. Validity of negotiation rates will be 90 days from the date fixed for
opening the same.
13. Submission of Tender:
The tender must be enclosed in sealed cover subscribed on the cover tender
no.02/MP.966/Tender/BRWD/14-17 Dated 18/07/14 and “Name of work in full”
addressed to the Sr. Divisional Mechanical Engineer (P), East Central Railway, Dhanbad
and shall be deposited on the stipulated date in a box allotted for the purpose in the office
of Sr. Divisional Mechanical Engineer (P), East Central Railway, Dhanbad (Power
Branch). Box will be sealed at 14.00 Hrs. on 02/09/14. Tender may also be sent by
registered post to the address “Sr. Divisional Mechanical Engineer (P), East Central
Railway, DRM Office, Power Branch, Dhanbad, PI – 826001, so as to reach this
office up to 12.00 hours on 02/9/14. The tender paper will not be sold after 12.00 Hrs.
on 02/09/14.

14. All documents as mentioned in instructions and notice of tender form of these
Conditions have to be submitted by the tenderers with their offer. Tenders received
without any of the documents as asked for will be treated as incomplete tender and are,
therefore liable to be rejected. Non compliance with any of the other conditions set forth
there in above is liable to result in the tender being rejected.

15. Opening of the Tender

The tender will be opened at 16.00 Hrs. on 02/09/14in the office of the Sr. Divisional
Mechanical Engineer (P), East Central Railway, Dhanbad, in the presence of tenderers or
their authorized Representative as may be present at the prescribed time and on the date
specified in the preamble to the tender papers.

16. Execution of the Agreement

The successful tenderer on receipt of letter of acceptance (LOA) from Railway
Authorities and on deposit of performance guarantee as mentioned above shall be execute
an agreement with the President of India acting through the Sr. Divisional Mechanical
Engineer (P), East Central Railway, Dhanbad for carrying out the work on the specific
form. Any condition put forth by the tenderer and accepted by Railway administration
shall also form part of the contract agreement.
17. Full amount of Earnest Money shall be forfeited if the successful tenderer in whose
favour the acceptance letter is issued does not deposit the performance guarantee as
mentioned above and does not execute the contract agreement as stipulated in letter of
acceptance. The successful tenderer who does not commence the work within the time
stipulated in letter of acceptance issue to him after deposit of the performance guarantee
and execution of contract agreement the full amount of security deposit shall be
forfeited/adjusted towards risk and costs incurred by the railway for getting the work
executed by alternative agency/agencies.

18. Due to non-compliance with any of the conditions mentioned herein and for not
taking rectification action as per Railway verbal/written instruction and notices in time,
the administration will be free to terminate the contract within 7 days notice without
assigning any reason whatsoever and will be free to engage an alternative agency by
single or limited tender for the balance period and portion of work and the additional
costs incurred by the Railway on this account will be at the risk and cost of the contract of
these agreement.
19. The contractor will not sub-let or assign without the prior permission of the
Divisional Railway Manager/ Sr. Divisional Mechanical Engineer (P), E. C. Railway,
Dhanbad.
20. In the event of any dispute or difference of opinion between the Railway
Administration and the contractor arising out of this agreement, the Railway should
reserve unconditional and absolute right to terminate the contract during its currency
without assigning any reason what so ever and the contactor shall not be entitled to any
sort of damage on account of any alleged loss for such premature termination.
21. The contractor must quote any other information relevant with the work in its bid. It
is clarified to the tenderers that all his commercial terms which are at variance with the
Railway and which have financial implications should be incorporated in the bid only.
Unsuitable commercial conditions offered by the tenderer having financial implication
would be examined by the TC and tender would liable to be rejected on these grounds.
22 .Rates to inclusive of all taxes
The rates quoted by the firm should be inclusive of all taxes, duties, Royalty existing or
that may be imposed in future.
23.Railway Pass orConcession
No Railway pass or concession tickets/freight for men and materials of the contractors
will be granted by the Railway.
24.Validity of the contract:
The contract will be valid for 03 (Three) years. If Railway Administration feels, the
Maintenance (Management) contract of Running Rooms at BRWD may be extended for
further time at the same cost, terms and conditions with the consent of the contractor.
25.Inspection of Provisional Acceptance:
The work will be inspected by the Sr. Divisional Mechanical Engineer (P), East Central
Railway, Dhanbad or by his authorized representative at every stage of the tender.
Railway administration reserves the right for acceptance and rejection of the work thus
inspected without assigning any reason.

26. Eligibility Criteria for Open Tender costing above . 50(Fifty) Lakhs
Tender will be considered only of those tenderers who fulfill the under noted
eligibility criteria.
1. Experience Eligibility Criteria At least one similar nature single work* for
Should have completed in the last 3 a minimum value of 35% of advertised
financial year (i.e. current year & three tender value of work
previsous financial years)
2. Financial Eligibility Criteria Should be a minimum of 150% of
Total contract value amount received advertised tender value. Tender Committee
during the last 3 financial year and in thewould satisfy themselves about the
current financial year. authenticity of the certificates provided by
the tenderer(s) to this effect which may be
an attested certificate from the employer /
client, audited balance sheet duly certified
by the chartered Accountant etc.
Certificates from private individuals for
whom such works are executed / being
executed will not be accepted.
* Similar Nature of Work The firm sholuld have successfully completed the work of
Maintenance (Management) contract of Running Room
OR
Day to day house-keeping and catering of Rly. Running Room,
Rest House / Inspection Bungalow, Hospital or Hostel under
Indian Rlys or Central or State Govt. Or Public Sector
undertaking (PSU).
27.Damage to Railway Property:
Contractors are responsible for all risks to the works and for trespass and shall make good
at their own expense. All loss or damage whether to the works themselves or to any other
property to the railway, or the live persons or property of others from whatsoever cause in
connection with the works until they are taken over by the Railway as per Clause 24
(Execution of work) General Condition of contract, etc. of Engineering Department East
Central Railway.

28. Condition for Variation in Contract Quantity:

(Item no. 9 to Railway Board’s letter no. 2007/CE.1/CT/18, dated 28/9/07 and
Item no. 2 to letter no. 2007/CE.I/CT/18 Pt.XII dated 31/12/2010 as per new clause 42(4) to
Indian Railways General Conditions of contrac)

(I) Individual NS items in contracts shall be operated with variation of plus or

minus 25% and payment would be made as per agreement rate. For this, no
finance concurrence would be required.

(II) In case an increase in quantity of an individual item by more than 25% of the
agreement quantity is considered as unavoidable, the same shall be got
executed by floating a fresh tender. If floating a fresh tender for operating that
item is considered not practicable, quantity of that item may be operated in
excess of 125% of the agreement quantity subject to the following conditions :

a. Operation of an item by more than 125% of the agreement quantity needs

the approval of an officer of the rank not less than S.A. Grade

(i) Quantities operated in excess of 125% but upto 140% of the

agreement quantity of the concerned item, shall be paid at 98% of the
rate awarded for that item in that particular tender:
(ii) Quantities operated in excess of 140% but upto 150% of the
agreement quantity of the concerned item shall be paid at 96% of the
rate awarded for that item in that particular tender:
(iii) Variation in quantities of individual items beyond 150% will be
prohibited and would be permitted only in exceptional unavoidable
circumstances with the concurrence of associate finance and shall be
paid at 96% of the rate awarded for that item in that particular tender.
b. The variation in quantities as per the above formula will apply only to the
Individual items of the contract and not on the overall contract value.
c. Execution of quantities beyond 150% of the overall agreemental value
should not be permitted and if found necessary, should be only through
fresh tenders or by negotiating with the existing contractor with prior
personal concurrence of FA&CAO / FA&CAO(C) and approval of
General Manager.

(III) In case where decrease is involved during execution of the contract :

a. The contract signing authority can decrease the iemsupto 25% of

individual item without finance concurrence.
 b. For decrease beyond 25% for individual items or 25% of contract
agreement value, the approval of an officer not less rank of S.A Grade may
be taken after obtaining “No Claim Certificate” from the contractor and
with finance concurrence, giving detailed reasons for each such decrease
in the quantities.
c. It should be certified that the work proposed to be reduced would not be
required in the same work.
(IV) The limit for varying quantities for minor value items shall be 100% (as
against 25% prescribed for other items). A minor value item for this purpose is
defined as an item whose original agreement value is less than 1% of the total
original agreement value.
(V) No such quantity variation limit shall apply for foundation items.
(VI) As far as SOR items are concerned, the limit of 25%would apply to the value
of SOR schedule as a whole and not an individual SOR items. However in
case of NS items the limit of 25% would apply on the individual items
irrespective of the manner of quoting the rate (single percentage rate or
individual item rate).
(VII) For the tenders accepted at Zonal Railways level variations in the quantities
will be approved by the authority in whose powers revised value of the
agreement lies.
(VIII) For tenders accepted by General Manager, variations up to 125% of the
original agreement value may be accepted by General Manager.
(IX) For tenders accepted by Board Members and Railway Ministers variations
upto 110% of the original agreement value may be accepted by General
Manager.

(X) The aspect of vitiation of tender with respect to variation in quantities should be
checked and avoided. In case of vitiation of the tender (both for increase as well as
decrease of value of contract agreement), sanction of the competent authority as per
single tender should be obtained.

Special Condition of Work

Tender o. : 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14

1. SCOPE OF WORK:
Maintenance and Management contract of Running Room at Barwadih which
includes (i) Preparation of veg. / non-veg. meals for running staff separately and
servicing of prepared food to that staff as per their requirement round the clock
(24hours) including cleaning of Utensils,(ii) Cleanliness of Running Room and its
premises with cleaning agent twice dailyincluding Steam cleaning of Kitchen and
Lavatory cleaning with abundant of Phenyl and other cleaning agent and deodorant
materials so that no fouling smell, (iii) Supply of LPG for cooking of meals, (iv)
Washing&Ironing of linensand Dry cleaning of Blankets and change the same after
every occupancy (v) Supply of daily Newspapers &Fortnightly / Monthly Magazines
(One English & one Hindi each), (vi) Maintenance of Desert Cooler, Water Cooler,
Aqua Guard etc. and Gardening (vii) Spray of insecticides/ Pesticides medicine like
DDT, Bleaching Power etc. twice daily.
 It also includes cost of subsidized food / meal as per menu attached as Annexure-III to
the occupant’s who are willing to pay cash amount the difference between awarded
rate and Rs.27/- if awarded rate is more than Rs. 30/- or 10% of the awarded rate if
awarded rate is less than Rs. 30/-.

2. : The estimated average occupancy is as under:

Running Room Average Occupancy per day (Approx.)
Barwadih 122.21*

* Rough estimate of occupants who are expected to take subsidized meal

is 89.51 per day. However maximum 3 meals may be given on subsidized
rate per occupancy.
The contractor will be required to maintain a separate occupancy, Meal
Register and complaint register for each month. Occupancy Register for
BRWD Running Room will be as per format to be given along with
acceptance letter (LOA) and at the end of the month, Occupancy Register,
Meal Register and complaint register will be submitted to the office of
Running Room in-charge.

3. : After commencement of the work following material will be supplied to

the contractor on demand.
i) Cots, Mattresses, Pillows, Bed sheets, Pillow covers, Blankets and Mosquito
Nets and Pardahs (Curtains).
ii) L.P.G. Connection (Cylinder & Regulator, Gas-filling to be arranged by the
contractor.
iii) Dining Table, chairs, Lockers and other furniture available in the Running
Room
(iv) Gas oven, utensils and all other materials as maintained in the running
room dead stock.
All the above materials should be utilized during the contract period and these
materials are required to be maintained properly during entire contract period
by the contractor. After completion of the contract period all the materials
should be handed over to SSE(L)/BRWD in good condition.

4. Contractor shall be responsible for round the clock supervision of Running

Room and any loss or damage of Furniture, Linens, Blankets, Utensils, LPG
Gas Oven etc. or such materials given to him for use and any of the Railway
property and the cost of such loss of damage will be recovered from the
running bills or Security Deposit. SSE(L)/BRWD will maintain a register for
such loss or damage of Railway property. Cost of the lost / damage will be
assessed on the book value of the item.
5. Contractor staff including cook / Bearer engaged in running room should wear
proper uniform with Nameplate. Uniform of the staff will be as per Railway
Board’s Dress code i.e.
For Cook, Bearer, Caretacker – Bushshirt half sleeves Terry-cotton Grey,
Trouser Terry-cotton Grey.
For Safaiwala - Shirt half sleeves, cellular Dark Grey,
Trouser drill Dark Grey. For winter
Trousers serge ordinary blue.
6. The contractor and all contractual labourers / staff should have “Entry Permit
Card” which is urgently required in the Railway premises and to be issued
before commenting the work but the contractor should submit required
information for this purpose as per format which will be issued at the time of
issue Letter of Acceptance. “Entry Permit Card” shall not be used as proof or
claim for permanent employment in Railway.
7. Name of all the staff of the contractor including cook and bearer should be
displayed on a board in each shift and all of them must have Medical fitness
certificate after examined by Railway Medical Officer should be submitted to
SSE (Loco)/BRWD. If any of them found unfit a new staff by the contractor
should replace him. All the staff working under the contractor should be free
from any contagious disease.
8. : PEALTIES :
(i) No outsider should be allowed in the premises of the running room.
If any unauthorized boarder is found, a penalty of .1000/- will be
charged against the contractor per head.
(ii) Any delay on the part of the staff of contractor in supply of prepared
food to the running staff resulting in inconvenience or delay of train
operation a penalty of .2,000/- on each of occasion will be charged.
(iii) Any type of intoxication is highly prohibited. If any of the staff employed by
the contractor found in intoxicated condition, a penalty of .1,000/- will be
imposed. The staff concerned should immediately be expelled from the work.
(iv) Any complaint on account of Cleanliness of Running Room & its premises
and washing of Linens on the part of contractor, a penalty of .1000/- will be
charged against the contractor on each occasion.
(v) No outsider or the contractor employee is allowed to avail the facility of
running room. If anybody found doing so, a penalty of .1000/- will be
imposed on eachoccassion.
(vi) Any other lapses regarding maintenance of assets like electrical appliances etc
included in the Scope of work, a penalty of .500/- will be charged for each
asset if not attended within 3 days.
(vii) For slackness on the part of the contractor for not timely reporting any
problem like failure of electrical / engineering appliances e.g. water problem,
light, fan not working, etc. to the running room in-charge in time, which
affects comforts and services to the occupants or any other unusual things
which creates mass resentment among occupants, a penalty of .2,000/- on
each occasion will be charged.
The amount shall be deducted from the contractor bill or from the security deposit. In
case of any penalty being deducted from security money, the contractor should
replenish the deducted amount within 15 days from the date of deduction thereof.

9. : In case of persistent unsatisfactory performance on the part of contractor

Including delay of servicing of prepared food or improper washing,
DRM/DHN or any officer nominated by him reserves the right to get the work
done from elsewhere at the risk and cost of the contractor without giving any
notice. Whether the performance is satisfactory or not, shall depend on the
sole discretion of the Railway Administration.
10. : Authorized official of the railway at any time without prior notice can
inspect the quality of the work being carried out. The Railway administration
can impose a fine for lapses noticed during such inspections on the jobs as
specified above.

11. : Validity period of the tender offer will be 90 days from the date fixed for
opening the same.

12. : The validity of contract can be extended for period as specified byRailway
Administration on the mutual consent of the Railway administration and the
contractor on existing rates and terms & conditions.

13. Income Tax

Income Tax @ 2% and surcharge @ 15% will be recovered from the running
bills. The Railway reserves the right to make any other deduction as per
statutory provision applicable from time to time.

14. Agreement
The successful tenderer on receipt of letter of acceptance (LOA) from Railway
Authorities and on deposit of performance guarantee or F.D.R as mentioned
above shall execute the contract agreement on the specific form. Any
condition put forth by the tenderer and accepted by Railway administration
shall also form part of the contract agreement.

15. Discrepancies in Tender Books downloaded from website

If any discrepancy is found in the tender books downloaded from the
website the original book available in this office will prevail as authenticated
and genuine tender book.

16. Attestation of Alteration

No scribbling is permissible in the tender documents Tender containing
erasures and alterations in the tender documents are liable to be rejected. Any
correction made by the tenderer /tenderers in his / their entries must be attested
by him / them.

17. Errors, Omission & Discrepancies

The contractor(s) shall not take any advantages of any misinterpretation of the
conditions due to typing or any other error and if in doubt, shall bring it to the
notice of the Sr. Divisional Mechanical Engineer (P)/Dhanbad without delay.
In case of any contradiction, only the printed rules, and books should be
followed and no claim for the misinterpretation shall be entertained.
18. Completion of Work
The work should be completed within 03 years from the commencement of the
work.
19. Submission of Bills
The Firm /Contractor will submit bills on monthly basis to the office of Sr.
Divisional Mechanical Engineer (P), E. C. Rly., Dhanbad in triplicate duly
countersigned and certified by the Sr. Section Engineer (Loco)/Running Room
in-charge / BRWD, ADME/BRWD as per contract rate alongwith
Measurement Book.
20. Release of Security Deposit
Security Money deposited unless forfeited in whole or in part according to
Terms and conditions of the contract, will be released after three months from
the date of completion of the contract on receipt of a certificate from the
S.S.E.(L)/BRWD. No interest shall be payable to the contractor on the
Security deposit.

21. Arbitration
All disputes and difference of any kind whatsoever arising out of or in
connection with the contract, whether during the progress of the work or after
its completion and whether before or after determination of the contract, shall
be referred by the contractor to the Railway and the same shall be dealt under
clause 63 & 64 of General Condition of Contract of Railway “Engg. Dept.”in
so far as it relates to the present contract.

Signature of Tenderer (K.N.S.Yadav)

Sr. Divisional Mechanical Engineer (P)
East Central Railway, Dhanbad
TEDER FORM (THIRD SHEET) AEXURE – I
Open Tender otice o. 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14

SCHEDULE OF WORK FOR OUTSOURCIG OF MAITEACE (MAAGEMET) COTRACT

OF RUIG ROOM AT BRWD
Description of Work Approx Unit Rate in Rs.
Sl. average
occupa Figure Words
o.
ncy per
day
1. 2. 3. 4. 5. 6.
1. Maintenance (Management) contractof Running 122.21 Each
Room at BRWD which includes Occu-
pancy
(i) Preparation of veg./ non-veg. meals for
running staff and servicing ofprepared food to
that staff as per their requirement round the
clock (24hours) including cleaning of Utensils
(ii) Cleanliness of Running Room and its
premises with cleaning agent twice daily
including Steam cleaning of kitchen and
lavatory cleaning with Phenyl/ Deodorant
(iii) Supply of LPG for cooking of meals,
(iv) Washing &Pressing of linens and Dry
cleaning of Blankets and change the same after
every occupancy
(v) Supply of Newspapers & Magazines (One
English & one Hindi each),
(vi) Maintenance of Desert Cooler, Water
Cooler, Aqua Guard & other electrical
appliances etc. and Gardening
(vii)Spray of insecticides/ Pesticides medicine
like DDT, Bleaching Power etc. twice daily.
2. Cost of Meal (Breakfast/Lunch/Dinner including 89.51 Each
Tea) to be supplied by thecontractor (Av1.47 meals meals meal
to be supplied to the per occupant who are willing to per
take meals at subsidized rate). day
1. Execution of the work will be inspected by Sr. Divisional Mechanical Engineer (Power), East
Central Railway, Dhanbad or his authorized representative.
2. Approx. average occupancy has been mentioned in column no. 3. The quantities shown in above
schedule are approximate and are only as a guide to give the tenderer idea of quantum of work
involved.
3. The Railway reserves the right to increase / decrease and / or delete any of the work given above
and no extra rate will be allowed on this account.
4. The tenderer should quote their rates for the work in figure and words.
5. Maximum 3(Three) meals including breakfast may be given in subsidized rate per day. Out of 3
meals, one may be given to the occupant in parcel on their demand.
6. The rate quoted should be inclusive of all taxes and will be applicable during the tenure of the
contract one year.
7. As per Railway Board’s directives, 90% of the cost of the readymade meal (including tea) or
Rs.27/- (whichever is less) will be borne by the Railway administration, remaining charge will
be paid by the users/occupant to the contractor on the spot in cash.

Signature of the Tenderer

 AEXURE – II
To
The President of India,
Acting through
Sr. Divisional Mechanical Engineer (Power),
East Central Railway, Dhanbad.
Dear Sir,
Reg : Open Tender Notice No. 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14
Name of Work : Outsourcing of Maintenance (Management) contract of Running Room at
BRWD under SSE(L)/BRWD

I/We_______________________________________have read the condition on tender attached

hereto and agree to abide such conditions. I/We also agree to abide by this tender for a period of 180(one
hundred eighty) days from the date of fixed for opening the same and in default of my/our so doing will
make me/us liable for forfeiture of my/our security deposit for the due performance of this stipulation to
keep the offer open for period of 120(One hundred twenty) days
I/We offer to do the works for____________________________________________

In Dhanbad Division as the rates quoted in the attached schedule (Annexure-I) and hereby bind
myself/ourselves to complete the work in all respect as per schedule and from the date of execution of
agreement.

I/We further agree to sign on agreement to abide by General Condition of Contract and the special
conditions attached herewith and to carry out all works according to the East Central Railway, Mechanical
Department.

2. A sum of Rs.___________ herewith forwarded as Earnest Money.The full value of the earnest
money shall stand forfeited without prejudice to any other right of remedies, if
(a) I/We do not executed the agreement within fifteen days after receipt of notice from the
Railway that such document ready or
(b) I/We do not commence the work within Ten days also receive or orders to that effect.
3. I/We further agree that in case I/We fail to abide by the condition of keep open this order for a
period of 90(Ninety) days. I/we shall have no objection to the forfeiture of security deposit and earnest
money and the said amount realized by the President of India.

4. I/We have deposited with the Sr. Divisional Cashier, East Central Railway, Dhanbad/ Chief
Cashier, E.C.Railway, Hajipur, the required earnest money amounting to _________ only for which receipt
no.__________ date __________has been granted which is enclosed.

5. I/We enclosed the requisite earnest money in form of ________________for Rs._______ only in
respect of this tender. I/We have no retired Engineer or Gazetted Officer of the Mechanical Engineering
Department or any of the Railway and none of my/our relative working in Railway at present.
Witness : Yours faithfully,

Signature of the tenderer (s)

With seal and date.
MEU LIST (For subsidized Meal) AEXURE – III

Sl. Description of Meal (Menu List)

o.
1. Breakfast (asta)
(i) Kachori/Poori/Rooti – made up of 100 gm Maida/Ata OR Slice Bread – 10Pieces
with fruit Jam
(ii) Jelibi – 100 gm OR Chhola / Ghugni – 100 gm
(iii) Sabji / egg Omlette (of two eggs). (iv) Tea
Lunch (Veg.)
(i) Rice (Cooked) – 150 gm (ii) Roti made up of 100 gm Ata – 05 nos.
(iii) Dal (Rahar/Mung/Musur/Urad/Chana) – 50 gm.
(iv) Fried Sabji / Bhujia – 100 gm (v) Curry/ Sabji - 100 gm
(vi) Salad /Chokha/ Papad /Dahi.
Dinner (Veg.)
(i) Rice (Cooked) – 50 gm (ii) Roti – made up of 150 gmAta .
(iii) Dal – 50 gm.(iv) Fried Sabji / Bhujia – 100 gm (v) Curry/ Sabji - 100gm.
(vi) Salad(vii) Sweets / Fruits.
on – veg. Meal
(i) Rice (Cooked) – 150 gm (ii) Roti – made up of 100 gmAata – 05 nos.
(iii) Dal – 50 gm. (iv) Fried Sabji / Bhujia – 100 gm
(v) Mutten / Chicken/ Fish/ Egg Curry ( 02 pieces each).
(vi) Salad

Note : * The contractor may have to supply day meal in place of breakfast, if required by
the occupants.
* There will be same rate for Veg. & Non-Veg. meals Breakfast / Lunch / Dinner
 EAST CENTRAL RAILWAY
Tender for the workMaintenance ( Management)contract of Running Rooms at Barwadih
Under Sr. Section Engineer (Loco), East Central Railway, Barwadih.

Open Tender Notice No. 02/MP.966/Tender/BRWD/14-17 Dated 18/07/14

For and on behalf of President of India, Sr. Divisional Mechanical Engineer (P), EastCentral
Railway, Dhanbad invites sealed Open Tender from the competent, reliable and resourceful
contractors who fulfills the prescribed eligibility criteria for the following work in prescribed
tender forms.

1. Name of Work with its Location : Outsourcing of Maintenance (Management) contract of

2. Approx. Cost of the work
3. Cost of Tender Form
4. Address of the office from
where the Tender Form can be
purchased
5. Earnest Money to be deposited :
6. Completion of the work
7. Date & Time for submission of : Tender form duly filled and accompanied with
Tender and Opening of Tender
8. Website particulars and
Notice Board Location where
complete details of tender canNotice Board will be available at Power Branch and
be seen
Running Room at Barwadih, under SSE(L)/BRWD for
03 (Three) years.
: .78,65,304/- (Seventy eight Lakh sixty five thousand
three hundred four) only.
: .5,000/- (Five thousand) only.
: Office of the Sr. Divisional Mechanical Engineer (P),
DRM Office, (Power Branch), East Central Railway,
Dhanbadon any working day from 28/07/14 to
02/09/2014 up to 12.00 hrs.
. 1,57,310/- (One lakh Fifty seven thousand three
hundred ten) only to be deposited in the form of Demand
Draft or F.D.R issued by any nationalized bank in favour
of FA&CAO/East Central Railway/Hajipur payable at
Dhanbad
: 03 (Three) years from the commencement of the work.
relevant documents can be dropped in the nominated
Tender Box from 28/07/14 to 02/09/2014 up to 14.00 hrs.
in the Office of the Sr. Divisional Mechanical Engineer
(P), DRM Office, Power Branch, East Central
Railway,Dhanbad.
Tender Box will be opened at 16.00 hrs. on 02/09/14 in
the Office of the Sr. Divisional Mechanical Engineer (P),
DRM Office, East Central Railway, Dhanbad.
: East Central Railway –
www.ecr.indianrailways.gov.in
at the office of Office of the Asstt. Divisional Mechanical
Engineer, East Central Railway, Barkakana.

In case of unusual occurrence i.e. BANDH, STRIKE, HOLIDAY etc. falls on the day of last
selling of Tender paper / closing of Tender /Opening of tender, the date will be extended by
one day / one working day respectively.

Sr. Divisional Mechanical Engineer (Power)

East Central Railway, Dhanbad.
(For and on behalf of President of India)