Book No.

Pages from: 1 to 25

/Department: /Mechanical

Tender Notice No.

: MSM/Rg. Room/Contract/BXQ/TN/1/16, Dt. 21.03.2016

Name of the work

: Maintenance and providing service for the running room,

cooking and supply of subsidized meals at the running
room at Brundamal station.

Date of Closing

: At 15:00 hrs. of Dt.29.04.2016

Date of Opening

: At 15:30 hrs. of Dt. 29.04.2016

Completion Period

: 1 (One) year from the date of starting of work.

Approximate tender value

: Rs.11,51,289/-

Earnest Money Deposit

: Rs.23,030/-

Cost of tender form

: Rs.2,000/Tender form is not transferable

For Office use only

Issued to

Money Receipt / Bank

Draft No.

Issued by
DRM (Mech.)/E. Co. Railway/SBP
For and on behalf of President of India

Page 1 of 25

DECLARATION FORM
To
The President of India,
Acting through Sr. Divisional Mechanical Engineer,
East Coast Railway, Sambalpur.
1. I/We _______________________________________ have read the various
conditions of tender attached hereto and hereby agree to abide by the said
conditions. I/We also agree to keep this tender open for acceptance for a period of
90 (NINETY) days from the date fixed for opening the same and in default thereof,
I / We will be liable for forfeiture of my/our full Earnest Money. I / We offer to do the
work of Maintenance and providing service for the running room, cooking
and supply of subsidized meals at the running room at Brundamal station
at the rates quoted in the attached schedule and hereby bind myself/ourselves to
start the work within 15 days from the date of receipt of Letter Of Acceptance and
continue the work for a period of 01 (One) year. I / We also hereby agree to abide
by the General and Special Conditions of Contract detailed in the Tender Schedules
and to carry out the work according to the standard specifications for material and
works laid down by the Railway for the present contract.
2.

A sum of Rs. -----------/- (Rupees -------------- only) is herewith forwarded as full

earnest money. The full value of the full earnest money shall stand forfeited without
prejudice to any other rights or remedies if,
I / We do not execute the contract documents within (7) SEVEN DAYS after receipt
of notice issued by the Railway that such documents are ready.
OR
I / We do not commence the work within (15) FIFTEEN DAYS after receipt of
orders to that effect.

3.

4.

Until a formal agreement is prepared and executed, acceptance of this tender shall
constitute binding contract between us subject modifications, as may be mutually
agreed to between me/us and indicated in the letter of acceptance of my / our offer
for this work.
I/We have gone through the entire General and special conditions of contract,
specifications etc. embodied herein and agree to abide by the same.
Tenderers Address:

Signature of Tenderer (s)

Date:

_________________________________
Signature of Witness:
_________________________________
_________________________________ 1)
_______________________________
_______________________________

Tel. No.: ______________________

Page 2 of 25

2)
_______________________________

EAST COAST RAILWAY

NOTICE INVITING TENDER
No: MSM/Rg. Room/Contract/BXQ/TN/1/16,

Dated. 21.03.2016

For and on behalf of President of India, Divisional Railway Manager (Mech.), East
Coast Railway, Sambalpur invites sealed tenders in prescribed forms for the under
mentioned work.
Sl.
No.

Description of work

Approximate
value
(Rs.)

Earnest
Money
(Rs.)

1
1.

2
Maintenance
and
providing
service in the rest room,
cooking and supply of the
subsidized
meals
at
the
Running room at Brundamal
station.

3
11,51,289/-

4
23,030/-

Cost of
Tender
Form
(Rs.)
5
2000/-

Contract
Period

6
01 (One)
year

The prescribed non-transferable Tender forms for the above works can be obtained
on any working day from the office of the Divisional Railway Manager (Mechanical)/East
Coast Railway, Sambalpur from Dt. 01.04.2016 to Dt. 28.04.2016 between 11.00 hrs. to
17.00 hrs. on remittance of cost of tender form (non-refundable) either by crossed
DD/Bankers cheque drawn in favour of FA & CAO, East Coast Railway, Bhubaneswar on any
Nationalized/Scheduled Bank payable at Sambalpur or Money Receipt (Non-refundable)
issued by Divisional Cashier, E. Co. Railway, Sambalpur or any Station
Superintendent/Station Manager of Sambalpur Division in support of deposition of requisite
money with them. An amount of Rs. 500/- extra has to be paid if required by post.
The last date and time of issue of Tender form

: Up to 17.00 hrs. of Dt. 28.04.2016

The last date and time of receipt of tenders

: Up to 15.00 hrs. of Dt. 29.04.2016

Date and time of opening of tenders

: At 15.30 hrs. of Dt. 29.04.2016

In case, the date of opening happens to be a BANDH or a Holiday, the tender will
be opened on same time on the following working day.
The
tender
document
will
also
be
available
in
the
websites
www.eastcoastrail.indianrailways.gov.in and http://tenders.gov.in during the period from
Dt. 01.04.2016 to Dt. 28.04.2016 and can be down-loaded and used as tender documents
for submitting the offer. Separate Demand draft towards the cost of tender documents as
mentioned at Column No.5 shall have to be enclosed in addition to earnest money while
submitting the tender; otherwise the tender will summarily be rejected. Railway
administration shall not be responsible for any delay/difficulties/inaccessibility of downloading facility for any reason whatsoever.
Tender will also be accepted by post. However, Railway shall not be responsible for
any postal delay.
In case of any discrepancy between the tender documents down-loaded from
Internet and the master copy available in the office, the later shall prevail and will be
binding on the tenderer(s). No claim on this account will be entertained. For further any
information, the tenderer(s) may visit the office of Sr. Divl. Mechanical Engineer, East Coast
Railway, Sambalpur during the office hours.

Divl. Railway Manager (Mech.)

E. Co. Railway, Sambalpur
For and on behalf of the President of India

Page 3 of 25

INSTRUCTIONS TO THE TENDERER (S)

Description of work
Maintenance and providing service for the
running room, cooking and supply of
subsidized meals at the running room at
Brundamal station

Approximate
Tender Value
Rs. 11,51,289/-

Earnest Money
Rs. 23,030/-

1.

On behalf of the President of India, Divisional Railway Manager (Mechanical), East

Coast Railway, Sambalpur- 768002 (herein after referred to as Railways) invites
sealed tenders from established and reliable contractor(s)/tenderer(s) as set forth in
the Schedule of works with special terms and conditions, specification and general
instructions as laid down in the succeeding pages. The contract will be governed by
General Conditions of Contract July 2014 of Indian Railway along with up to date
correction slips except where specific terms and conditions are stipulated.

2.

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
percentage/rates he enters in the Tender Form is/are adequate and all inclusive to
accord with the provisions in clause 37 of the General Conditions of Contract, July
2014 of Indian Railway for the completion of works to the entire satisfaction of the
Sr. Divisional Mechanical Engineer.

3.

The Tenderer(s) shall quote his/their rates with reference to each item and must
tender for all the items shown in the attached schedule. The quantities shown in the
attached schedule are given as guidance and are approximate only and are subject
to variation according to the needs of Railway. The Railway accepts no responsibility
for their accuracy. The Railway does not guarantee work under each item of the
Schedule.

4.

The tenderer shall offer his/their all -inclusive rates, which include all lead, lift, sales
taxes and other taxes/charges leviable from the Central and State Govt. from time
to time against all the items mentioned in the enclosed schedule.

5.

Tenders containing erasures and alternations of the tender documents are liable to
be rejected. Any correction made by the Tender(s) in his/their entries must be
attested by him/them.

6.

There shall be no variation in rates quoted both in words and figures. In such an
eventuality, the rates quoted in words will be considered for evaluation of the offer.

7.

The works are required to be carried out for a period of 01 (One) year from the date
of starting of the work.

8.

The rate schedule has been given in two pages (at page no. 23 & 24 of this
tender document). The tenderer(s) must quote rates for each and every
items of the tender schedule; otherwise his/their offer will be summarily
rejected.

9.

The tenderer(s) shall put his stamp and signature in each and every page of
the tender document. The tenderer should submit the whole tender
document, duly signed in every page and in the bounded form. Tenders
received incomplete, without signature in every page or in part shall be
treated as invalid.

10.

Earnest money:
a) The tender must be accompanied by Earnest Money of Rs. 23,030/- (Rupees
Twenty three thousand and thirty rupees only) deposited in any of the forms
as mentioned below, in favour of F.A. & C.A.O., E. Co. Railway, Bhubaneswar751023, payable at Sambalpur, failing which, the tender will not be considered.
The Earnest money should be submitted in cash with the Divl.
Cashier/ECoR/SBP
or
in
the
form
of
FDR
(Fixed
Deposit

Page 4 of 25

Receipt)/Bankers Cheques/Demand Drafts in favour of FA & CAO/East

Coast Railway/Bhubaneswar, payable at Sambalpur executed by State
Bank of India or any of the Nationalized Banks or by a Scheduled Bank.
b) The Tenderer(s) shall keep the offer open for a minimum period of 90 (Ninety)
days from the date of opening of the tender. It shall be understood that the
tender documents have been sold/issued to the tenderer and the tenderer is
permitted to tender in consideration of the stipulation on his part, that after
submitting his tender he will not rescind from his offer or modify the terms and
conditions thereof in a manner not acceptable to the Divisional Railway
Manager/Sr. Divisional Mechanical Engineer/E. Co. Railway/Sambalpur. Should
the tenderer fail to observe or comply with the foregoing stipulation, the amount
deposited as Earnest Money for the due performance of the above stipulation
shall be forfeited to the Railway.
c) If the tender is accepted, the amount of Earnest Money will be retained as part
security deposit for the due and faithful fulfillment of the contract in terms of
Clause 16 of the General Conditions of Contract. This amount of security
deposit shall be forfeited if the tenderer(s)/contractor(s) fail to execute the
Agreement Bond within 07 days after receipt of notice issued by Railway that
such documents are ready or to commence the work within 15 days after receipt
of the orders to that effect.
d) The earnest money of the unsuccessful tenderer(s) will, save as here-in-before
provided, be returned to the unsuccessful tenderer(s) within a reasonable time
but the Railway shall not be responsible for any loss or depreciation that may
happen thereto while in their possession, nor be liable to pay interest thereon.
11.

Security Deposit:
a) 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 Contractors 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.
b) Unless otherwise specified in the special conditions, if any, the security
deposit/rate of recovery/mode of recovery shall be as under: i)

Security Deposit for each work should be 5% of the contract value.

ii)

The rate of recovery should be at the rate of 10% of the bill amount till the
full security is recovered

iii)

Security deposits will be recovered only from the running bills of the
contract and no other mode of collecting security deposit such as security
deposit in the form of instruments like Bank Guarantee, Fixed Deposit etc.
shall be accepted towards security deposit.

c) No interest will be payable upon the Earnest Money and Security Deposit or
amounts payable to the Contractor under the Contract.
12.

Performance Guarantee:
a) The successful bidder shall have to submit a Performance Guarantee (PG) within
30 (thirty) days from the date of issue of Letter of Acceptance (LOA).
Extension of time for submission of PG beyond 30 (thirty) days and up to 60
days from the date of issue of LOA may be given by the Authority who is
competent to sign the contract agreement. However, a penal interest of 15% per
annum shall be charged for the delay beyond 30 (thirty) days, i.e. from 31st day
after the date of issue of LOA. In case the contractor fails to submit the requisite
PG even after 60 days from the date of issue of LOA, the contract shall be

Page 5 of 25

terminated duly forfeiting EMD and other dues, if any payable against this
contract. The failed contractor shall be debarred from participating in re-tender
for this contract.
b) The successful bidder shall submit the Performance Guarantee in any of the
following forms, amounting to 5% of the contract value:
(i)

A deposit of cash.

(ii)

Irrevocable Bank Guarantee.

(iii) Government Securities including State Loan Bonds at 5% below the market
value.
(iv) Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These
forms of Performance Guarantee could be either of the State Bank of India
or of any of the Nationalized banks.
(v)

Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled

Banks.

(vi) A deposit in the Post Office Saving Bank.

(vii) A deposit in the National Savings Certificates.
(viii) Twelve years National Defense Certificates.
(ix) Ten years Defense Deposits.
(x)

National Defense Bonds and

(xi) Unit Trust Certificates at 5% below market value or at the face value
whichever is less.
Also FDR in favour of FA & CAO/C, (free from any encumbrance) may be
accepted.
c) If performance guarantee is submitted by the successful bidder in the form of
Irrevocable Bank Guarantee the same should be sent by the issuing bank
directly to the Divisional Railway Manager (Mechanical), East Coast Railways,
Sambalpur under registered post with AD, in the address DRMs office complex,
PO Modipara, Dist Sambalpur, Pin 768002. A format for the Bank Guarantee is
enclosed herewith at Annexure- I, which should be adopted.
d) A Performance Guarantee shall be submitted by the successful bidder after the
Letter of Acceptance (LOA) has been issued, but before signing of the
agreement. This Performance Guarantee shall be initially valid up to the
stipulated date of completion plus 60 days beyond that. In case, the time for
completion of work gets extended, the contractor shall get the validity of
Performance Guarantee extended to cover such extended time for completion of
work plus 60 days.
e) The value of Performance Guarantee to be submitted by the contractor will not
change for variation up to 25% (either increase or decrease). In case during the
course of execution, value of the contract increases by more than 25% of the
original contract value, an additional Performance Guarantee amounting 5% (five
percent) for the excess value over original contract value shall be deposited by
the contractor.
f) The Performance Guarantee (PG) shall be released after the physical completion
of the work based on Completion Certificate issued by competent authority
stating that the contractor has completed the work in all respect satisfactorily.
The Security Deposit shall, however, be released only after the expiry of the
maintenance period and after passing the final bill based on No Claim certificate
from the contractor.
g) Wherever the contract is rescinded, the Security Deposit shall be forfeited and
the Performance Guarantee shall be encashed and the balance work shall be got
done independently without risk and cost of the failed contractor. The failed

Page 6 of 25

contractor shall be debarred from participating in the tender for executing the
balance work. If the failed contractor is a Joint Venture or a partnership firm,
then every member/partner of such a firm shall be debarred from participating in
the tender for the balance work either in his/her individual capacity or as a
partner of any other Joint Venture/partnership firm.
h) 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:

13.

14.

15.

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

The authority for acceptance of the tender will rest with the Railway. It shall not be
obligatory on the said authority to accept the lowest tender or any other tender and
no tenderer(s) shall demand neither any explanation for the cause of rejection of his
/their tender nor the Railway undertake to assign reasons for declining to consider
or reject any particular tender or tenders.
Termination of the Contract: If the tenderer(s) fails or neglects to complete the
works mentioned in the tender schedule, the tenderer(s) will be responsible for the
loss sustained by Railways. If the tenderer(s) work is not being done satisfactorily as
per the conditions, the Railway administration on its own discretion, under clause 62
of General Conditions of contract of Indian Railway, may cease the contract totally
after issuing a written notice of 7 days to the Tenderer(s). The Railway
Administration will also reserve its right to forfeit the deposited security money and
performance guarantee. Sr. Divisional Mechanical Engineer/Sambalpur will be the
competent authority to issue such notice.
The authority for the acceptance of the tender will rest with the Railways. It shall not
be obligatory on the said authority to accept the lowest tender or any other tender
and no tenderer(s) shall demand neither any explanation for the cause of rejection
of his /their tender nor the Railways undertake to assign reasons for declining to
consider or reject any particular tender or tenders.

16.

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. In case of any wrong/false
information given by the tenderer(s) detected even after award of the contract, the
contract will be terminated and the whole amount of security deposit and
performance guarantee will be forfeited.

17.

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.

18.

Delayed and Late tenders shall be dealt as per extent rules issued by Railway
Board.

19.

Tender must be enclosed in a sealed cover, superscribed Maintenance and

providing service for the running room, cooking and supply of subsidized
meals at the running room at Brundamal station. and must be sent by
Registered Post/Speed Post/Courier Post to the address of the Divisional Railway

Page 7 of 25

Manager (Mech.), E. Co. Railways, Sambalpur, DRM office complex, P.O. Modipara,
Dist. Sambalpur, Pin. 768002, so as to reach this office not later than 15.00
hrs. on Dt.29.04.2016 or deposited in the Special Box allotted for this
purpose in the office of the Divisional Railway Manager (Mech.), E. Co.
Railways, Sambalpur during the office hours from Dt. 15.04.2016 to Dt.
29.04.2016 up to 15.00 hrs. This special box will be sealed at 15.00 hrs. on
Dt. 29.04.2016 and will be opened at 15:30 hrs. on Dt. 29.04.2016 at the
above place.
20.

The successful Tenderer(s) shall be required to execute an agreement with the

President of India acting through Divisional Railway Manager/Senior Divisional
Mechanical Engineer of E. Co. Railway, Sambalpur for carrying out the work
according to the General conditions of contract and Standard Specifications 2001 of
the South Eastern Railway and special condition and specifications annexed to the
tender. In the event of any tenderer whose tender is accepted shall refuse to
execute the contract document as here-in-before provided, the Railway may
determine that tenderer has abandoned the contract and there upon his tender and
acceptance thereof shall be treated as cancelled and the Railway shall be entitled to
forfeit the full amount of earnest money and to recover the damages for such
default.

21.

The successful tenderer shall indemnify and save harmless the railway from and
against all actions, suit proceedings, losses costs, damages, charges, claims and
demands of every nature and description brought or recovered against the railways
by reason of any act or omission of the contractor, his agents or employees, in
execution of the work or in his guarding of the same. All sums payable by way of
compensation under any of these conditions shall be considered as reasonable
compensation to be applied to the actual loss or damages sustained, and whether or
not any damage shall have been sustained.

22.

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.

23.

When work is tendered for by a firm or company of contractors, the tender shall be
signed by the individual legally authorized to enter into commitments on their
behalf.

24.

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

25.

The tenderer whether sole proprietor, a limited company or a partnership firm if

they want to act through agent or individual partner(s) should submit along with the
tender or at a later stage, a power of attorney duly stamped and authenticated by a
Notary Public or by Magistrate in favour of the specific person whether he/they be
partner(s) of the firm or any other person specifically authorizing him/them to
submit the tender, sign the agreement, receive money, witness measurements, sign
measurement books, compromise, settle, relinquish any claim(s) preferred by the
firm and sign No Claim Certificate and refer all or any disputes to arbitration.

26.

Employment/Partnership etc. of Retired Railway Employee:

a) Should a tenderer be a retired engineer of the Gazetted rank or any other
Gazetted Officer working before his retirement, whether in the executive or
administrative capacity or whether holding a pensionable post or not, in
Mechanical Engineering Department of any of the Railway 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 a retired
Gazetted Officer as aforesaid, or should a tenderer being as incorporated

Page 8 of 25

company have any such retired engineer or retired officer as one of its directors
or should a tenderer have in his employment any retired engineer or retired
Gazetted Officer as aforesaid the full information as to the date of retirement of
such engineer or Gazetted Officer from the said service and in cases where such
engineer or officer have not retired from Government service at least two years
prior to the date of submission of the tender as to whether conditions for taking
such contract, if the contractor be a partnership firm or and 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 the officer as the case may be from the President of India or any
officer duly authorised by him on his behalf shall be clearly stated in writing at
the time of submitting of the tender. Tenderers 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 tenderer, as the case may be shall be
rejected.
b) Should a tenderer or contractor being an individual on the least of approved of
contractors have a relative(s) or in the case of a partnership firm or company of
contractors one or more of his share holder(s) or a relative(s) of the share
holder(s) employed in gazetted capacity in the Mechanical Engineering
department of the railway, the authority inviting tenders shall be informed of the
fact at the time of submission of tenders, failing which the tender may be
disqualified/rejected or if such fact subsequently comes to light, the contract
may be rescinded in accordance to the provision of Clause-60 of the General
Condition of Contract.
27.

Should a tenderer find discrepancies in or omission from the drawing 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 statement to all tenderers. It
shall be understood that every endeavor 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
discovered and shall make no subsequent claim on account thereof.

28.

Arbitration: In the event of any question, difference or dispute arising out between
the Railway Administration and the contractor under these conditions or in
connection with the contracts as to the respective rights, duties and obligation of the
parties here to or as to the contradiction or interpretation of any of the terms and
conditions of the contract or as to its application, except the matters, the decision
whereof its here inexpertly provided for any also excepting the matters regarding
which the contractor as submit to claim certificate, the same shall be referred for
arbitration to arbitrator(s) who shall be appointed by General Manager, East Coast
Railway, BHUBANESWAR on his discretion if issue involved are considered to be
complicated in nature, the order of the arbitrator shall normally be governed as per
extent rule applicable in Railway Contract.

29.

Variation in quantities:
The quantities mentioned in the enclosed schedule is approximate one and may vary
(increase or decrease) due to operational requirement, change of working pattern of
the crew & guards addition/deletion/extension of train service, extension of contract
period, premature termination of contract on administrative reason, or any other
unforeseen reasons. The variation of quantities in execution of the work will be dealt
as follows:
i.

ii.

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

minus 25% and payment would be made as per the agreement rate. For this,
no finance concurrence would be required.
In case an increase in quantity of an individual item by more than 25% of the
agreement quantity is considered unavoidable, the same shall be got
executed by floating a fresh tender. If floating a fresh tender for operating
that item is considered not practicable, quantity of that item may be operated

Page 9 of 25

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 SA Grade or Higher
Grade with prior finance concurrence:
1. 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.
2. Quantities operated in excess of140% but up to 150% of the agreement
quantity of the concerned item shall be paid at 96% of the rate awarded
for that item in that particular tender.
3.
Variation of 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.

Variation in quantities as per the above will apply only to the individual
items of the contract and not on the overall contract value.
Execution of quantities beyond 150% of the overall agreemental values
should not be permitted and, if found necessary, should be only through
fresh tender or by negotiating with existing contractor, with prior personal
concurrence of FA & CAO and approval of General Manager.

c.

iii.

In case where decrease is involved during execution of contract:

(a) The contract signing authority can decrease the items upto 25% of
individual items without finance concurrence.
(b) For decrease beyond 25% for individual items for 25% of contract
agreement values, the approval of an Officer not less than rank of S.A.
Grade may be taken after obtaining no claim certificate from the
contractor and with finance concurrence, giving detail reasons for each
such decrease in quantities.
(c) It should be certified that the work proposed to be reduced will 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 overall
agreement value.
30.

Railway reserves the right without assigning any reason whatsoever to:
a)

Accept or cancel any tender in respect of the whole or any portion of work
specified in the tender papers.

b)

To subdivide the quantum of tendered work among different tenderers.

c)

To accept any tender for less than the tendered quantity.

d)

To reduce/alter the quantum of work.

eaMy jsy izca/kd@;kafrzd@iwoZ rV jsyos lacyiqj

DRM(Mech)/ECoR/Sambalpur.
Hkkjr ljdkj ds jkVifr ds fy,
For and on behalf of the President of India

Page 10 of 25

SCOPE OF WORK AND SPECIAL TERMS AND CONDITIONS OF THE CONTRACT

1.

DETAIL OF INFRASTRUCTURE AVAILABLE IN THE RUNNING ROOM:

1.1

Running room is an infrastructure where the out-station running staff i.e. crew and
guard who are relieved at BXQ after working trains from the adjoining crew booking
points are provided accommodation, general service, food and catering facility and
allowed to take rest for a specified period of time after which they are booked for
working other trains. The Rest room at Brundamal is a newly constructed Running
room having minimum infrastructural facilities.

1.2

The running room is well equipped with furniture items, electrical equipment, steel
cots, linen items and appliances like lights, fans etc and other items required for
operation of running room.

1.3

Before starting of the work, the complete inventory of assets, equipments,

accessories, utility items, fabric items, furniture, utensils, machinery and plants,
interior decorative/utility items, electrical fixtures etc. shall be formally handed over
to the contractor. On completion of the contract, the same shall be returned to the
Running Room In-charge. Any damage or deficiency of the inventory due to
negligence of the contractors staff shall be recovered from the contractor from his
pending bills and/or security deposits of the instant contract or from any other
contractual work of other departments of Railways.

2.

SCOPE OF WORK:

2.1

Housekeeping:

2.1.1 The contractor shall arrange Dry sweeping of the building premises of the Running
room and its surrounding area twice in a day so as to keep the same clean. Dry
sweeping of the building and surrounding area of the Running room shall be done
before 07:00 hours and 17:00 hours.
2.1.2 Disposal of garbage arising out of dry sweeping should be done once in every day by
dumping at a specified place outside the railway premises.
2.1.3 The contractor shall arrange dusting of fans, lights, other electrical appliances, all
furniture items and removal of cobwebs from the walls, ceilings etc. so as to keep
the same clean. Window grills, sliding glass windows should be cleaned by soft liquid
detergent (Colin or similar) atleast once every day. The above activities should be
done by 09:00 hours every-day.
2.1.4 The contractor shall arrange wet cleaning/sponging of entire floor area of the
running room with good quality cleaning cum disinfectant agent twice every day.
The above activities should be done by 09:00 hours and 18.00 hours everyday.
2.1.5 The contractor shall arrange Washing and cleaning of bathrooms, urinals and
washbasins with good quality cleaning cum disinfectant agent twice everyday once
before 06.00 hours in the morning and once before 18.00 hours in the evening The
ceramic toilet fittings like washbasins, pans floor and wall tiles etc. are to be cleaned
with branded quality of liquid ceramic cleaner at least once in a day before 06.00
hours in the morning. The lavatory and urinals should be provided with fresh Odonil
or similar deodorizing cum disinfecting item at an interval of 10 days or complete
evaporation of the same which ever is earlier. The contractor will provide one fresh
Odonil pack or similar deodorize cum disinfecting item in each of the lavatory in the
bathroom and toilet complex at an interval of every 10 days or complete
evaporation of the same which ever is earlier. The contractor will also provide
naphthalene ball in the wash basin and urinal basin as and when required.
2.1.6 The contractor shall arrange Cleaning of kitchen and dining area and store room
with good quality disinfectant fluid twice everyday once between 13.00 hours
14.00 hours and once between 21:30 hours 22:30 hours.
2.1.7 In addition to these scheduled cleaning activities as mentioned in the clauses from
2.1.1 to 2.1.6, cleaning work shall also to be carried out at any time as per need
and as per complaints of the occupants/supervisors/inspecting officials.

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2.1.8 The contractor shall arrange cleaning of utensils and crockery, dinning table, gas
oven, etc. as and when required.
2.1.9 The contractor shall arrange cleaning and disinfecting of drains in the surrounding
area of the running room once in a day before 14:30 hours.
2.1.10 The linens, Mosquito nets, blankets etc. shall be stored with Odonil in the almirah or
space provided for this purpose.
2.1.11 The contractor shall provide all the materials like brooms, cleaning and disinfecting
chemicals/detergents, swabs, sponge cloths, etc. for the above works. The
cleaning/disinfecting chemicals, detergents to be used should be of branded quality
and approved by Divl. Mech. Engineer/SBP or the supervisor in-charge of running
room at Brundamal.
2.2

Cooking and allied activities:

2.2.1 The contractor shall arrange cooking of subsidized food items as per the menu
approved by Railway administration vide clause no. 2.3 (2.3.1 to 2.3.17) of this
tender document, for individual occupants of the running room round the clock. All
the allied activity for cooking is to be done by the contractors staff.
2.2.2 The contractor shall arrange Cooking of food and preparation of Tiffin for individual
occupants of the running room round the clock as per their choice (non-subsidized),
round the clock for which they shall supply the ration/grossery materials.
2.2.3 The contractor shall arrange Serving of food/Tiffin (subsidized meals) to the
occupant of the running room at any point of time as demanded by the occupants,
and as per train ordering.
2.2.4 The contractor shall arrange Procurement and transportation of LPG gas as per
requirement of the running room.
2.2.5 The contractor shall arrange Procurement and bringing raw materials required for
preparation of food, vegetable, food items etc. required for preparing subsidized
meals.
2.3

Providing Subsidized meals for the occupant of the running room:

2.3.1 The contractor will provide subsidized vegetarian meals to the individual occupants
of the running room on their demand. The subsidized meals will be provided for
breakfast, lunch and dinner as per the menu list furnished at Annexure - II of this
tender document.
2.3.2 The cost of food items, vegetables, edible oils, spices etc. are to be born by the
contractor. The contractor will charge a flat rate (his quoted rate as accepted by
Railway administration) for each of the subsidized meal all the time through out the
contract period. Out of the cost charged by the contractor for each subsidized meal,
90% of the cost of the meal quoted or Rs. 41/-, whichever is less will be paid to the
contractor by the Railway administration and the balance of the cost will be charged
on the individual occupant by the contractor and will be collected from the occupant
by the contractor against every subsidized meal provided to them.
2.3.3 Cost of subsidized meals (i.e. the rate that will be charged by the contractor per
meal) includes only the raw material cost (i.e. food items cost) for preparation of
such meals. The cost of engaging cook, cost of LPG gas, cost of transportation of
food items, cost of serving food, cost of cleaning of utensils and other cost
associated in preparation of such meals are not included in the cost of subsidized
meal.
2.3.4 It is the responsibility of the contractor to collect the balance of the cost of
subsidized meal. Railway will not bear any responsibility for collection of any amount
from the occupant of the running room, what so ever, on account of providing
subsidized meal to the occupant by the contractor.
2.3.5 Procurement and collection of food items, vegetables spices, edible oils etc. from the
market for subsidized meals, cooking, serving of meals, cleaning of utensils, disposal

Page 12 of 25

of garbage and all associated works are to be done by the contractor by engaging
his own manpower and means.
2.3.6 The contractor will display in the dinning hall of the running room the menu list of
the food items to be supplied in breakfast, lunch and dinner on a regular basis and
the subsidized cost to be paid by each of the occupant for taking such meal.
2.3.7 The subsidized meal should be palatable, good quality and delicious. The rice,
wheat, flour, spices, edible oils, salts etc. to be used for preparing subsidized meals
must be of Ag Mark quality. The vegetables should be fresh ones. A variety
should always be maintained for meals, especially vegetable preparations.
Subsidized meals should be prepared in consultation with the Divl. Mech.
Engineer/Sambalpur or the Railway Supervisor in-charge of the Running Room at
BXQ or Ch. Crew Controller/SBP. If the food items used for subsidized meals is
found not up to the standard (Ag mark quality) then penalty as stipulated under
penalty clause of this schedule will be charged against the contractor.
2.3.8 The Quantity of each food items as mentioned in the menu list at annexure - II
must be strictly adhered to.
2.3.9 No. of Subsidized Meal Per Occupant:
(d) For a stay of initial 8 hours, an occupant shall be entitled for 2 (two) nos. of
subsidized meals.
(e) For a subsequent stay of more than 8 hours and upto 24 hours, an occupant
shall be entitled for a total of 3 (three) nos. of subsidized meals (1 additional
+ 2 as in (a) above)
(f) Breakfast shall be provided from 7.00 hours to 10.00 hours every day as per
menu.
(g) In addition to the above, every occupant is entitled for one packed meal, if so
desired by the occupant.
(h) There shall be no provision of packed meal in between 23.00 hours and 6.00
hours.
2.3.10 Tea/coffee shall be part of every subsidized meal, be it breakfast, lunch or dinner.
The contractor shall serve tea/coffee as per choice of the occupant at any time as
and when required by the occupant. However, the number of tea/coffee to be served
against the subsidized meals shall not exceed the corresponding number of
subsidized meals admissible to the occupants depending upon the hours of his stay
in the Running Room.
2.3.11 Any additional beverages including additional non-subsidized tea/coffee required by
the occupant may be served against a prescribed charge. The contractor shall not
charge for the additional beverages at a cost which is not acceptable by the Railway
administration. For this purpose, the contractor shall suggest his price list to the
committee of officers for monitoring the quality of food in the Running Room (Clause
no. 2.3.17), on approval of which the same shall be charged from the occupants.
The contractor shall display the price list of such beverages at the serving counters
of the dining hall. Collection of such charges shall be the sole responsibility of the
contractor. Alcoholic drinks in any form are strictly prohibited.
2.3.12 The contractor will keep a record for the no. of subsidized meals supplied to the
individual occupants of the Running room. The occupant will put his initial against
the record of the subsidized meals supplied to him for every stay in the Running
room.
2.3.13 In no case any cooked food items will be served to the occupant after 4 hours of its
preparation and in case of any wastage of food item, the loss will be borne by the
contractor. A standard quality of meals should be always maintained. If it is noticed
that the quality of food is not maintained and food items are served after 4 hours of
its preparation then penalty as stipulated under penalty clause will be raised against
the contractor for each case. Decision of Divl. Mech. Engineer, Sambalpur or the

Page 13 of 25

supervisor in-charge of running room, Brundamal will be final in this regard and
binding on the contractor.
2.3.14 The contractor will also arrange to cook non-subsidized meals or any food item as
per the choice of the individual occupants. The raw material for the non-subsidized
meals/food items will be procured and brought by the individual occupants opted for
such meal, at their own expenses OR the occupant may pay the cost of raw material
to the contractor. The contractor will not charge any extra amount like cost of
cooking, cost of cooking gas etc associated with preparation of such meals, from the
occupants.
2.3.15 Subsidized/non-subsidized meals shall be made available round the clock by the
contractor. The contractor shall provide subsidized/non-subsidized meal as per the
option of the individual occupant at any time whenever the occupant places a
demand for meal.
2.3.16 The meals (Subsidized/non-subsidized) shall be made ready for serving within two
hrs. of order for the meals is placed. A record of the time of ordering of the meal
and the type of meal (subsidized/non-subsidized) will be maintained by the
caretaker in a separate register at the time check in of the occupant. Late serving of
meal beyond 15 minutes will be penalized as per penalty provision in clause no. 6.2.
2.3.17 There shall be a committee comprising of Sr. Divisional Mechanical Engineer,
Sambalpur, Sr. Divl. Electrical Engineer, Sambalpur and Sr. Divl. Medical Officer,
Sambalpur as its members, who will conduct inspection of the running room on
quarterly basis to ensure the quality of food being served under the scheme of
subsidized meal.
2.4
General Service and Care Taking:
2.4.1 The contractor shall arrange allotment of bed, preparation of bed, supply of drinking
water, newspaper, magazines etc., general service for the occupants and care taking
of the entire running room round the clock. The formats for check-in, check-out and
other time/information recording formats have been computerized.
2.4.2 The contractor shall arrange maintaining occupancy register and other registers as
per Railway Administrations approved format in separate forms if so desired by
Railway Administration.
2.4.3 The contractor shall arrange to make alert the occupant, to whom call book is
served, to work a train immediately after receiving information of the call, so that
the particular occupant can report his duty well in time.
2.4.4 The contractor shall be vigilant for the proper functioning of all the electrical
equipment/appliances, furniture items, condition of civil infrastructure, cooking and
dinning equipments etc. Any failure of equipment, unserviceable condition of the
infrastructural items in the running room must be brought to the notice of the Divl.
Mech. Engineer/SBP or the Supervisor in-charge of the running room or to the on
Duty Crew Controller/SBP within 10 minutes of the occurrence of such
failure/unserviceable condition. A register in this regard shall be maintained by the
contractor duly indicating the name/nature of failure, date and time of failure, time
at which Railway officials have been informed about the failure and the time of
rectification etc.
2.5

Washing/Cleaning of Linens:

2.5.1 Every occupant on arrival shall be provided with 2 nos. of washed and ironed bed
sheets, 1 no. of washed and ironed pillow cover and 1 blanket (on demand). As such
the bed sheets and pillow cover should be washed after every use. The bed sheets
and pillow cover must be given boiling wash with branded quality of detergent and
suitably disinfected, dried and ironed.
2.5.2 Washing of mosquito net, followed by ironing shall be done once in every fortnight.
2.5.3 Dry cleaning of blankets shall be done once in a month.
2.5.4 The contractor will arrange to take out all the used bed sheets and pillow covers
used by a particular occupant and arrange cleaning/washing of the same in the
same day irrespective of summer, winter and rainy season. Everyday approximately

Page 14 of 25

14 sets of bed sheets (2 bed sheet and 1 pillow cover comprises of one set)
shall be cleaned by the contractor for approximately 14 no. of occupants. Besides
that quantity as offered by the authorized representative of Sr. Divl. Mechanical
Engineer, Sambalpur for cleaning of mosquito nets and blankets shall also be
cleaned/dry cleaned and to be returned within 2 days after being washed and
ironed. However, ultimately it will be the responsibility of the contractor to ensure
that each occupant is provided with washed and pressed bed sheets, pillow cover
and clean mosquito net etc.
2.5.5 On getting instructions from Divl. Mech. Engineer/SBP or the Supervisor in-charge of
the running room or Ch. Crew Controller/SBP, linens, blankets, mosquito nets may
require to be cleaned or dry cleaned at a frequency more than that specified in the
above clauses. Keeping of the proper account of linens including bed sheets, pillow
covers, mosquito nets, blankets, etc. is the responsibility of the contractor.
3.

MANPOWER AND RESOURCES TO BE DEPLOYED BY THE CONTRACTOR:

3.1

The contractor will engage sufficient manpower for performing the above stated
activities round the clock.
Preferably, a cook cum bearer (High Skilled
Category) shall not work for more than 8 hrs. in a day. The contractor must
deploy 3 nos. of Cook Cum Bearers of High Skilled Category for execution of
the works for different running room activities. The cooks engaged by the
contractor must be expert in preparing all types of common Indian food/dishes both
vegetarian and non-vegetarian, which shall satisfy the taste of a common Indian.
The cook shall also serve the meals/tiffin in the dining room, preparing beds for the
occupants and for providing service for the basic requirements of the occupants,
exchanging of the empty gas cylinder with loaded one from the local LPG distributor
and cleaning of utensils and crockery, dinning table, gas oven, cooking bench,
kitchen, dinning rooms, all furniture items, maintaining the garden and surroundings
of the running room etc. as and when required. He shall also knock/make alert the
occupants for working the trains as per their train ordering. For this, he shall make
liaison with the authorized representative of Railway administration about the
expected time of such ordering.

3.2

One number Safaiwala (Unskilled category) will also be provided for

cleaning of bathrooms, toilets, urinals, verandah and for attending the
other cleaning/sanitation activities of the Running room and its premises
etc.

3.3

The contractor shall furnish the list of staff deputed by them for the running room
work and the list shall be up-dated as and when new staffs are deployed/replaced.
No other person shall be allowed in the Running room to work without proper
identity card issued by the contractor. The cost of providing identity card shall be
borne by the contractor.

3.4

The running room staff deployed by the contractor shall be free from any chronic,
infectious or any skin diseases. The approved staff engaged in the various activities
of the running room shall undergo periodical medical check by any registered
medical practicioner. Any payment made by the contractor for medical check up of
his staff at Registered Medical practicioner will be borne by the contractor.
However, Railway Administration shall not take any responsibility for treatment of
contractors staff nor shall make any payment in this regard.

3.5

The contractor shall make own arrangement for accommodation of the running room
staff deputed by them for working in shift. In no case the running room staff shall
occupy the room/bed meant for the occupants nor shall they stay in the running
room when they are not in duty. In no case the facilities available in the Running
Room shall be availed by the staff of the contractor.

4.

SPECIAL CONDITIONS

4.1

The contractor will arrange to procure commercial cooking gas (LPG) cylinders and
arrange transportation of empty LPG cylinder and filled LPG cylinder(s) between
running room premises and go-down/outlet of the local supplier of LPG at his/their

Page 15 of 25

own cost, manpower and means. A ready stock of at least 01 no. of filled
commercial LPG cylinder will always be maintained. The cost of procurement of
cooking gas and transportation of cooking gas will also be borne by the contractor.
4.2

If it is established that any part of the infrastructure of the Running room, garden,
trees and plants, furniture items, linen items, electrical equipments and appliances,
utensils, kitchen and dining equipments etc. and any infrastructure of the station
premises of Brundamal Railway station or any other Railway property is damaged
due to the negligence of the contractor or the staff deputed by him, the cost of
replacement of the same will be recovered from the contractor. In this regard,
decision of Sr. Divl. Mechanical Engineer/Sambalpur will be final and binding on the
contractor.

4.3

Any damage done to the Railway equipment or Railway properties due to negligence
of the contractors staff during execution of the activities of the contract, the same
will be charged to the contractor as per Railway conditions and the loss sustained by
the Railway Administration will be realized from the contractor.

4.4

Railways will not be liable for any injuries sustained by the contractors men during
execution of the work. However as a goodwill gesture First Aid may be provided and
other Medical assistance may be arranged, if possible.

4.5

It will be the responsibility of the contractor to ensure that the staffs deputed by him
for the activity of loading and unloading and carrying of line boxes of crew and
guard are well acquainted with the station area and all safety precautions to be
taken by them during execution of the work. The contractor will be solely
responsible for the safety of the staff deputed by him.

4.6

The safety measures to be adopted during execution of various activities of the work
by the contractors staff shall lie with the contractor only. The contractor should give
adequate instruction and training to the staff deployed by him regarding the safety
precautions to be taken during execution of various activities as indicated in the
scope of work. Railway Administration will bear no responsibility in case of any
accidental injury/casualty to the contractors staff deployed for execution of the
work.

4.7

The contractor will provide all the necessary safety equipments etc. to the staff
engaged by him/them. The contractor will provide necessary training to all the staff
deputed by him/them, so that they are well acquainted with the scope of work.

4.8

The Contractor shall furnish complete details of the personnel to be deployed. The
name/list of all the employees and supervisors along with fathers name, detail
address indicating nearest police station and nearest Railway station, police
verification, age, phone no. (if any) etc. should be submitted to Sr. Divl. Mechanical
Engineer, Sambalpur or his authorized representative before starting the actual
work. Any changes in the labour/staff deployed by the contract shall be intimated to
the above authorities immediately.

4.9

The contractor will ensure compliance of Payment of wages act 1936 and Payment of
minimum wages act 1948 and the rules there under. The Contractor has to pay at
least the minimum wages to the labours deployed by him. He should take into
consideration of the above while quoting rates in his tender offer.

4.10

The labours deployed by the contractor for the entire work must have
individual Bank account in their own name. The payment to the labour by
the contractor shall be done through bank accounts of the individual labour
only and not in cash. The contractor while submitting the on account/final
bill for a particular month shall enclose the photocopy of the bank
statement showing that payment has been made directly to bank account of
the labours in the previous month. The payment of the contractor will not
be released on failure to submit the bank statements for each and every
labour.

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4.11

The contractor must abide by the provisions Contract Labour (Regulation and
Abolition) Act 1970, Contract Labour Central Rules, 1971 and any amendment there
to. The contractor should have valid license under the aforesaid act.

4.12

The contractor should be registered under Employees

Miscellaneous Provisions Act, 1952.

4.13

The contractor should be registered under Employees State Insurance Act, 1948.

4.14

Documents of licenses/certificates in regards to the above items should be made

available in original for verification as and when required.

4.15

It is responsibility of the contractor to abide by all the statutory provisions and Laws
of Central and State Government including Hours of Employment Regulation.

4.16

No child labour shall be employed by the contractor. No female labour shall be

deployed between 6PM to 6AM.

5.

PAYMENT TERMS:

5.1

Bill for the entire work of the Running room activities should be submitted on
monthly basis on a On Account contract bill form to Ch. Crew Controller/SBP or his
authorized representative who based on the certificates furnished by SMR/BXQ
indicating satisfactory/unsatisfactory execution of the work on daily basis against
each item of the rate schedule and forward the same to the Divl. Mechanical
Engineer, Sambalpur for verification and test check certification of payment by Sr.
Divl. Mechanical Engineer, Sambalpur. The bill will be forwarded to Sr. Divl. Finance
Manager, Sambalpur for payment.

5.2

Payment will be made basing on the actual workload handled by the contractor
against each item of the rate schedule, duly certified by the SMR/BXQ/ Ch. Crew
Controller/Sambalpur or any authorized representative of Railway administration.

5.3

NEFT/RTGS payment: The contractor shall give consent in a mandate form for
receiving payment through NEFT/RTGS. The contractor shall provide the details of
bank account in line with RBI guidelines for the same. These details will include Bank
name, Branch name and address, Account type, Bank Account No. and Bank and
Branch code as appearing in the MICR cheque issued by the bank. The contractor
should attach certificate from their bank certifying the correctness of all the above
mentioned information.

5.4

If the tender(s) is maintaining account with bank branches having no IFSC code,
may get their account transferred to bank branches having IFSC code so that
payment can be made through NEFT/RTGS mode as per Central Vigilance
Commissions guidelines.

5.5

The successful contractor shall be in possession of a valid PAN card. A photocopy of

the PAN card shall be submitted to Railway Administration before execution of
Agreement for the contract.

5.6

Delay in payment or non-payment of contractors bill will under no circumstances be

accepted as an excuse for contractors failure to carry the terms and condition of the
contract satisfactorily. Bills preferred by the contractor after six months of its
becoming due, must be accompanied by sufficient justification for delay in
submission and the administration, reserves the right to reject such claims as barred
and untenable. A bill preferred after three years of its becoming due, will under no
circumstances be entertained. A bill should be preferred for the actual workload
handled by the contractor.

5.7

The following statutory deductions will be deducted from the payment to be made to
the contractor.
a)
b)
c)
d)

Provident Fund and

Income tax @ 2%.

Surcharge on income tax @ 10%
Education cess @ 3% on income tax and surcharge.
Conservancy cess as per the prevailing rate depending upon the no. of labour
employed by the contractor.

Page 17 of 25

5.8

e)
Any other tax as levied by Central and sate Government from time to time.
Any penalty if attracted, as indicated in clause-6 will also be deducted.

5.9

The above taxes are indicative and may vary as per applicable tax laws from time to
time.

5.10

Any penalty if attracted, as indicated in clause 6, will also be deducted along with
the rate of that item (if any) from the monthly payments.

5.10.1 The contractor is solely responsible for payment of service tax to appropriate
authority. The contractor shall have to produce documentary evidence issued by
appropriate authority in regard to submission of service tax (if applicable) on
demand by Railway Administration, as and when required.
5.10.2If the tenderer participating in this tender is a service tax, EPF and ESI
payer as per the applicable rules, he shall submit the registration certificate
issued by appropriate authority alongwith his tender offer and indicate his
applicability at schedule-B in the appropriate column as YES alongwith
the rates at schedule-A.
5.10.3 If the tenderer(s) is applicable to pay service tax, EPF and ESI as per the
applicable rules, then taxes under schedule B as per the prevailing rate
will be reimbursed to the contractor on production of relevant documentary
evidence showing payment of tax, issued by appropriate authority.
5.10.4If the tenderer participating in this tender is not liable to pay service tax as
per the applicable rules, then the tender should submit a declaration to the
effect that the aggregate value of the service provided by him during the
last financial year has not exceeded Rs. 10 lakh and also in the subsequent
financial year during the contract period. His offer will be evaluated basing
on the rate quoted by him at Schedule-A only.
5.10.5If the tenderer is not liable to pay service tax, EPF and ESI as per the
applicable rules, then the tenderer shall mention NO at the relevant
column of Schedule-B.
5.10.6 If the tenderer fails to mention anything at the relevant column of
Schedule-B i.e Yes or No and leaves the column blank, then the
applicability of the tenderer to these taxes (EPF, ESI & Service Tax) will be
treated as not applicable and no taxes (EPF, ESI & Service Tax) will be paid
to the contractor during the entire contract even if he produces the
documents in regard to submission of the same in future.
6.

PENELATIES:

6.1

In case the contractor fail to supply cleaned bed sheet/pillow cover/mosquito

net/blanket, a penalty of Rs. 200/- will be charged for each case of such
detection/complaint.

6.2

In case the contractors staffs fail to supply cooked food/Tiffin to the occupant
within the stipulated time following ordering to do so as stipulated vide clause no.
2.3.16, penalty will be charged at the rate of Rs. 200/- for each occasion of delay.

6.3

In case the contractor fail to serve call book/knock the occupant of the running
room for attending his duty in time causing any delay in reporting for duty by the
occupant, penalty will be charged at the rate of Rs. 200/- for each occasion of
delay.

6.4

In case the contractor fail to maintain hygienic condition in the running room and
fails to arrange proper cleaning of toilet, urinals, bathrooms, kitchen, dinning
room, bed rooms and the adjoining areas of the running room as per the
provisions stated in this tender document, penalty will be charged at the rate of

Page 18 of 25

Rs. 300/- for each case of non compliance in addition to immediate attention for
the same.
6.5

Penalty will be raised at the rate of Rs. 300/- per meal for serving perished food
(prepared before 4 hours of serving) to the occupants. The same penalty will also
be charged per meal for using non standard/non Ag mark food items for preparing
meals.

6.6

Penalty will be raised as per the report of any inspecting official/officer of Railway
or based upon complains recorded in the complaint books, after duly verifying
the same by authorized representative of Sr. Divl. Mechanical Engineer, Sambalpur
or SMR/Brundamal.

6.7

If it is observed by Railway administration that the performance of the contractor

in execution of the various activities as mentioned above or part of the activities is
not satisfactory or against the interests of railways, appropriate penalty will be
imposed. The decision of Sr. Divl. Mechanical Engineer, Sambalpur in the above
matter will be final and binding on the contractor.

7.

Inspection: Inspection will be done at any time by SMR/Brundamal who will be

the supervisor-in-charge of the work or any authorized representative of Sr. Divl.
Mechanical Engineer, Sambalpur or Chief Crew Controller/Sambalpur or their
authorized representative on a regular basis. SMR/Brundamal will monitor the day
to day activities and will certify the execution of the work. At least 20 % of the
work executed by the tenderer will be test checked by Divl. Mechanical Engineer,
Sambalpur. Apart from the above inspection will also be carried out by other
Railway officers and supervisors at any time. The staffs of the contractor shall
provide free and easy access to information and documents on demand by the
inspecting officer. In case of any irregularities noticed, action will be taken as per
GCC. The assessment of the inspecting official in regard to satisfactory/
unsatisfactory will be final and binding on the contractor

Divl. Railway Manager (Mechanical)

E. Co. Railway, Sambalpur
For and on behalf of President of India.

Page 19 of 25

Annexure-I
IRREVOCABLE GUARANTEE BOND
(To be used by State Bank of India/Nationalized Banks only)
1. In Consideration of the President of India acting through the FA & CAO, East Coast
Railway, Sambalpur (herein after called the Government) having agreed to exempt
M/s/Sri _____________________(herein after called the said contractor(s)) from the
demand under the terms and conditions of Acceptance Letter No. ___________ made
between the Divisional Railway Manager (Mechanical), East Coast Railway, Sambalpur
and M/s/Sri ____________ for execution of the work _____________ (hereinafter
called the said Agreement) the performance Guarantee for the due fulfillment by the
said Contractor(s) of the terms and conditions contained in the said Agreement on
production

of

the

irrevocable

Bank

Guarantee

for

Rs________/-

(Rupees

_____________ only).
We, _______________ (hereinafter referred to as the Bank) at the request of M/s /Sri
______________ do hereby undertake to pay to the Government an amount not
exceeding Rs. ________/- against any loss or damage caused to or suffered or would
be caused to or suffered by the Government by reasons of any breach by the said
Contractor(s) of any of the terms or conditions contained in the said Agreement with
regard to performance.
2. We, ______________do hereby undertake to pay the amounts due and payable under
this guarantee without any demur merely on demand from the Government stating that
the amount claimed is due by way of loss or damage caused to or would be caused or
suffered by the Government by reason of any breach by the said Contractor(s) of any of
the terms or conditions contained in the said Agreement or by reason of the
contractor(s) failure to perform the said Agreement. Any such demand made on the
bank shall be conclusive as regards the amount due and payable by the Bank under this
guarantee. However our liability under this guarantee shall be restricted to an amount
not exceeding Rs. ________/- (Rupees ___________only)
3. We, ____________undertake to pay to the Government any money so demanded not
withstanding any dispute or disputes raised by the contractor(s)/Supplier(s) in any suit
or proceeding before any court of tribunal relating there to our liability under this
present being absolute and unequivocal. The payment so made by us under this bond
shall be a valid discharge of our liability for payment there under and the
contractor(s)/supplier(s) shall have no claim against us for making such payment.
4. We _______________ further agree that the guarantee herein contained shall remain
in full force and effect during the period that would be taken for the performance of the
said agreement and that it shall continue to be enforceable till all the dues of the
Government under or by virtue of the said Agreement have been fully paid and its
claims satisfied or discharged or till _______ (Office/Department). Ministry of

Page 20 of 25

__________certifies that the terms and conditions of the said Agreement have been
fully and properly carried out by the said Contractor(s) and accordingly discharge the
guarantee. Unless a demand or claim under the guarantee is made on us in writing on
or before the _________ (date). We shall be discharged from all liability under this
guarantee thereafter.
5. We ______________further agree with the Government that the Government shall
have the fullest liberty without our consent and without affecting in any manner our
obligations hereunder to vary any of the terms and conditions of the aforesaid
agreement or to extend time of performance by the said contractor(s) from time to time
or to postpone for any time or from time to time any of the powers exercisable by the
Government against the said contractor(s) and to forbear or enforce any of the terms
and conditions relating the said agreement and we shall not be relieved from our
liability by reason of any such variation or extension being granted to the said
Contractor(s) or for any forbearance act or omission on the part of the Government or
any indulgence by the Government to the said contractor(s) or any such matter or thing
whatsoever which under the law relating to sureties would but for this provision have
effect of so relieving us.
6. Since our branch is situated outside the geographical jurisdiction of East Coast Railway,
our local branch located at and operating with in the geographical jurisdiction of E. Co.
Railway is hereby authorized to endorse the irrevocable bank guarantee for encashment
as and when presented by E. Co. Railway Administration.
7. The period of validity of the above irrevocable Performance Bank Guarantee shall be as
under:The BG shall be valid up to expiry of the maintenance period i.e up to dt: _____ The
time limit as above shall also be applicable in case of extension of performance BG
already submitted.
8. We _______________ lastly undertake not to revoke this guarantee during its currency
except with the previous consent of the Government in writing.

Dated the Day of .. .

For .. Bank
Note: Clause no. 6 is applicable in case the BG issuing bank branch is situated out side the
geographical periphery of E. Co. Railway.

Page 21 of 25

Annexure-II
MENU LIST FOR SUBSIDIZED MEAL (LUNCH AND DINNER):
Sl. No.
Name of the Item
1.

Quantity

2.

Rice/Chapati/Paratha
Rice-Brand: Rice Queen/ Lashkari/Dawat
Arhar Dal /Sambhar

As per requirement
occupant
As per requirement
occupant
As per requirement
occupant
As per requirement
occupant
1 no.

3.

Seasonal Vegetable (curry)

4.

Seasonal Vegetable (Dry)

5.

Papad

6.

Pickles

1 sachet

7.

Dahi (thick)

100 gms.

8.

Salad (seasonal)

9.

Banana

of the
of the
of the
of the

As per requirement
1 no.

NOTE:
1) The occupants of the Running room will have the liberty to opt for rice or chapatti or
paratha or combination of rice and chapatti/paratha as per their requirement.
2) The vegetable curry/vegetable (dry) shall be prepared with fresh seasonal
vegetables in consultation with the authorized representative of Sr. Divl. Mechanical
Engineer/ Sambalpur. A clear variety of vegetable preparation should be maintained.
MENU LIST FOR SUBSIDIZED MEAL (BREAKFAST):
Sl. No.
Name of the items and quantity
1.
2.
3.

4.

Puri Max.-10 nos., Sabji (chhole or ghugni type) 250 gm., pickle 01
sachet, Sweet- 50 gms.
Idli Max.-8 nos., Sambhar as per requirement, Chatni as per
requirement, Sweet 50 gms.
Bread Max-10 slices and double Omelet/double boiled egg (for non
vegetarians).
For vegetarians, Bread- Max-10 slices with Amul butter-20 gm. and Kissan
Jam-30 gms. And Sweet 50 gm.
Dosa (Large size) 02 no. (Plain or masala as per choice of the occupant),
Sambahar as per requirement, Chatni as per requirement and Sweet 50
gms.

NOTE:
i. Tea/coffee shall be part of the subsidized meal (breakfast) in addition to above
menu.
ii. Any two breakfast items of the above list having a distinct variety from each other
should be made ready for serving in the breakfast each day.
iii. No breakfast menu shall be followed consecutively for more than two days.
iv. Any additional breakfast menu other than those mentioned above in equivalent cost
may be suggested by supervisor in-charge, Running room or Divl. Mechanical
Engineer, Sambalpur, and that are to be followed by the contractor.
v. The timings for breakfast shall be from 7.00 hours to 10.00 hours every day.

Page 22 of 25

East Coast Railway

RATE SCHEDULE
SCHEDULE OF RATE AND QUANTITY (RATE TO BE QUOTED BY TENDERER(S))
Name of the work :- Maintenance and providing service for the running room, cooking and
supply of subsidized meals at the running room at Brundamal station.
Contract Period: 01(One) year from the date of starting of the work.
Schedule A
Sl.
No

Description of the
work

Unit

Washing of mosquito
nets

Per
piece

Approximate
Quantity in 1
year
336

Depart
mental
estimat
ed rate
7.49

Rate

Rate per piece

Rs. _______________
(in figure)
Rupees _______________________
__________________________only

2.

Dry
cleaning
blankets

of

Per
piece

168

(in words)
Rate per piece

26.75

Rs. _______________
(in figure)
Rupees _______________________
__________________________only

3.

4.

Washing and ironing

of one set of bed
sheet and pillow cover
Note:
One
set
comprises of two
bed sheets and one
pillow cover

Per
set

Cost of supply of
subsidized
cooked
meal (veg meal) as
per the menu list for
the occupants of the
Running
room
(considering 20 no. Of
meals per day)

Per
Meal

5110

(in words)
Rate Per Set

8.56

Rs. _______________
(in figure)
Rupees ______________________
__________________________only
7300

(in words)
Rate per meal

45.56

Rs. _______________
(in figure)
Rupees _______________________
__________________________only
(in words)
(Continued in the next page)

Divl. Railway Manager (Mech.)

E. Co. Railway/Sambalpur.

Signature of Tenderer(s)
Rubber stamp of the tenderer(s)

For and on behalf of President of India

Date:

Page 23 of 25

Continued..
SCHEDULE OF RATE AND QUANTITY (RATE TO BE QUOTED BY TENDERER(S))
Name of the work: Maintenance and providing service for the running room, cooking and
supply of subsidized meals at the running room at Brundamal station.
Sl.
No

Description of the work

Unit

5.

Manpower cost per day

for General Rest room
activities associated with
the Running room on
daily basis.

Per
Day

Approxi- Departmen
mate
tal
Quantity estimated
in 1 year
rate
365
1546.60

Rate

Rate Per day

Rs. _______________
(in figure)
Rupees _______________________
__________________________only
(in words)

6.

Material cost required for

General
activities
of
Running room and other
misc. Items including the
LPG cylinder cost.

Per
Day

365

95.37

Rate Per day

Rs. ______________
(in figure)
Rupees _______________________
________________________ only
(in words)

Schedule-B (Cost component towards Service Tax, EPF & ESI)

Tax components on the manpower cost for the Running room activities as per the prevailing
rates:
Column-1

Column-2
Applicability (please mention Yes/No against under
mentioned item no. (i), (ii) & (iii) of this schedule.
Unit

Deptt.
Estt.
Rate

Applicability

(Yes/No)
5
Please
mention
Yes/No
at
column
no.
4
towards
applicability of Service Tax.

(i) Service Tax @ 14.5% Per day 203.87

including Swachh Bharat Cess or
the latest
(ii) EPF @ 13.61% or the latest

Per day 191.35

(iii) ESI @ 4.75% or the latest

Per day

Please
mention
Yes/No
at
column
no.
4
towards
applicability of EPF.
Please
mention
Yes/No
at
column
no.
4
towards
applicability of ESI.

66.78

* NOTE:
(1) If the rate quoted by the tenderer(s) in figure varies with the rate quoted by the
tenderer(s) in words, then the rate quoted by the tenderer in words will only be taken into
consideration.
(2) The tenderer shall quote his rate inclusive of the staff cost, cost towards providing uniform,
identity card, specified protective gears to their staff, any other ancillary cost and the
statutory taxes.
Divl. Railway Manager (Mech.)
E. Co. Railway/Sambalpur.

Signature of Tenderer(s)
Rubber stamp of the tenderer(s)

For and on behalf of President of India

Date:

Page 24 of 25

(3) Tenderer has to clearly mention the applicability of EPF, ESI, Service Tax by
mentioning Yes/No in the schedule B at appropriate place. In absence of non
mentioning of Yes/No, it will be deemed that the tenderer is not applicable to pay
these taxes and his applicability will be treated as NO throughout the contract
period and once No is mentioned by the tenderer at Schedule-B, under no
circumstances, these taxes will be reimbursed to the contractor even though tax
vouchers are produced in future indicating payment of these taxes with the
competent authority.
(4) If the tenderer mentions No at the Schedule-B against Service Tax, then he
should submit a declaration alongwith his tender document indicating that the
aggregate value of the service provided by him during the last financial year has
not exceeded Rs. 10 lakh and also in the subsequent financial year during the
contract period.
(5) Merit position of the tenderer will be evaluated basing on the rates quoted by
him/them at Schedule-A only after eliminating the tax component amount against
Schedule-B even if the tenderer is applicable to pay these taxes.
(6) The contractor is solely responsible for payment of service tax to appropriate
authority.
(7) No corrections/Overwriting is desirable while quoting rates. If any correction/overwriting is
made the same should be attested by the tenderer(s) with similar signature as done in other
places. No shortcut is permitted. If done so it will be the discretion of the railway to accept or
reject the tender. No claim in this regard will be entertained.

Divl. Railway Manager (Mech.)

E. Co. Railway/Sambalpur.

Signature of Tenderer(s)
Rubber stamp of the tenderer(s)

For and on behalf of President of India

Date:

Page 25 of 25