mechanized cleaning and housekeeping works

Mechanized cleaning and housekeeping works

of XYZ station(s)/ Trains of XYZ depot

Standard Bid Document

S.No Content

1. NIT (Notice inviting Tender

2. ITT (Instructions to tenderers)

3. FOT (Forms for Tendering)

4. SCC (Special Conditions of Contract)

5. ER (Employer’s Requirements)

6. Specifications

7. BoQ (Bill of Quantities)

8. Scope of Work for MCC, OBHS & allied services

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Notice Inviting Tender (NIT) Page 1 of 11

CONTRACT NO: -----------------

Mechanized cleaning and housekeeping works of XYZ station(s)/ Trains of XYZ depot

1. Notice Inviting Tender (NIT)

ABC Division, PQR RAILWAY

ADDRESS



INDEX

Clause Description Page No.

1.1 General 3

1.1.2 Key Details 3

1.2 Qualification Criteria 4

1.2.1 Eligible Applicant 4

1.2.2 Evaluation of Tenders 5

1.3 Tender Documents Consist 9

Instructions for online bid submission 11



NOTICE INVITING TENDER (NIT)

1.1 GENERAL

1.1.1 ABC division of PQR railway invites Open tender through E-tendering system (i.e Technical

and Financial bid) from eligible housekeeping agencies who fulfil qualification criteria as

stipulated in clause 1.2 of NIT for Mechanized cleaning and housekeeping works for XYZ

station(s).

The brief scope of the work and site information is provided in ITT clause A2.

1.1.2 The key details are as follows:

a. Name of Work Contract number: -------------:- Mechanized cleaning and housekeeping works for XYZ station(s)

b. Approximate Cost of work Rs. -----

c. Tender Security Amount* (Earnest Money Deposit)

Rs.------ Validity of Tender Security in case of BG/FDR ---------

d. Cost of Tender Documents* (Non-Refundable)

INR ------------ Non-Refundable (Demand Draft /Banker‟s cheque) in favour of “--------------- Cost of tender documents i.e, D.D./Banker‟s cheque, in original, shall be accepted only up to ----- hours on ------- in the office of ------------ at herein after address.

e. Tender Document available for sale on website

From ------ to ------ (upto ----- hrs) on e-tendering website https://eprocure.gov.in/eprocure/app Tender document can only be obtained after registration of tenderer on the website https://eprocure.gov.in/eprocure/app.

f. Pre-bid Meeting ------- at ----- Hrs at ---------

g. Last date of Seeking Clarification --------- (Upto -------- Hrs) (Queries from bidders after due date shall not be acknowledged)

h. Last date of issuing amendment, if any

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

i. Date & time of Submission of Tender

-----------(Upto ------- Hrs)

j. Date & Time of opening of Tender (Technical Bid)

--------- at --------- Hrs.

k. Date & Time of opening Of Financial Bid

Will be informed later on after the evaluation of Technical Bids (Only to the bidders who will successfully qualify the Technical Evaluation)

l. Validity of Tender 180 days from the last date of submission of tender.

m. Stipulated date of Commencement of work

Within 21 days from the date of issue of “Letter of Acceptance” or as per the instructions of Engineer-in-charge.

n. Time Period 4 Years (Further extendable by 6 months) from the stipulated date of commencement.

o. Authority and place for submission of tender cost & Tender Security (EMD), required documents (if any) and seeking clarifications on tender documents

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

* Tender cost and tender security is waived off for those Micro & Small Enterprises (MSEs) and

NSIC registered Agencies who have monetary limit more than cost of work indicated in the NIT and registered for appropriate category “Housekeeping”. The tenderer has to submit documentary evidence for the same.

https://eprocure.gov.in/eprocure/app

https://eprocure.gov.in/eprocure/app



1.2 QUALIFICATION CRITERIA

1.2.1 Eligible Applicant

i. The tenders for this contract will be considered only from those tenderers {proprietorship firms,

partnership firms, companies, corporations, consortia or joint ventures (JV hereinafter)} who

meet requisite eligibility criteria prescribed in the sub-clauses of Clause 1.2.2 of NIT. In the case

of a JV or Consortium, all members of the Group shall be jointly and severally liable for the

performance of whole contract.

ii (a) Legally Valid Entity: The Bidder/Bidding Firm shall necessarily be a legally valid entity in the form of a Limited Company or a Private Limited Company registered under the Companies Act, 1956 or Limited Liability Partnership Firm / Partner Firm under LLP Act, 2008 or Indian Partnership Act, 1932. The proof for supporting the legal validity of the Bidder/Bidding Firm shall be scanned and uploaded with the bid documents.

(b) A tenderer shall submit only one bid in the particular tendering process, either individually as a

tenderer or as a partner of a J.V. A tenderer who participates in, more than one bid, either individually or as a partner of one or more JV(s), will cause all of the proposals in which the tenderer has participated to be disqualified.

iii Tenderers shall not have a conflict of interest. All Tenderers found to have a conflict of interest

shall be disqualified. Tenderers shall be considered to have a conflict of interest with one or more parties in this bidding process, if:

(a) A tenderer has been engaged by the Employer to provide consulting services for the

preparation related to procurement for on implementation of the project; (b) A tenderer is any associates/affiliates (inclusive of parent firms) mentioned in sub-paragraph

(a) above; or (c) A tenderer lends, or temporarily seconds its personnel to firms or organizations which are

engaged in consulting services for the preparation related to procurement for implementation of the project, if the personnel would be involved in any capacity on the same project.

iv A firm, who has purchased the tender document in their name, can submit the tender either as

individual firm or in joint venture/Consortium. However, the lead partner in case of JV shall be

one who has experience of similar work i.e., Mechanized cleaning and Housekeeping works.

v. Any Central / State government department/ public sector undertaking/ other government

entity or local body must not have banned business with the tenderer (any member in case

of JV) as on the date of tender submission.

vi. Tenderer (any member in case of JV/consortium) must not have suffered bankruptcy/

insolvency during the last 4 years. The tenderer should submit undertaking to this effect in the

Appendix-14 of Form of Tender.

vii. LEAD PARTNER/NON SUBSTANTIAL PARTNERS/CHANGE IN JV/CONSORTIUM

a. Lead partner must have a minimum of 26% participation in the JV/Consortium.

b. Partners having less than 26% participation will be termed as non-substantial partner and will not be considered for evaluation which means that their financial soundness and work experience shall not be considered for evaluation of JV/Consortium.

c. In case of JV/Consortium, change in constitution or percentage participation shall not be permitted at any stage after their submission of application otherwise the applicant shall be treated as non-responsive.



d. The tenderer, in case of JV/Consortium, shall clearly and unambiguously define the role and responsibilities for each substantial/non-substantial partner in the JV agreement/ MOU submitted vide foot note (d) of Appendix- 4 of Form of Tender, providing clearly that any abrogation /subsequent re-assignment of any responsibility by any substantive/non-substantive partner of JV/Consortium in favour of other JV/Consortium partner or any change in constitution of partners of JV/Consortium (without written approval of Employer) from the one given in JV agreement/MOU at tender stage, will be treated, as „breach of contract condition‟ and/or „concealment of facts‟ (as the case may be).

The Employer in such cases, may in its sole discretion take action under relevant clause of

GCC against any member(s) for failure in tenderer‟s obligation and declare that member(s) of

JV/Consortium ineligible for award of any tender in RAILWAY ADMINISTRATION or take

action to terminate the contract in part or whole under relevant clause of GCC as the situation

may demand and recover the cost/damages as provided in contract.

1.2.2 Evaluation of the tenders shall be done as per the following system:

Two packet System:

The procedure detailed below shall be adopted for dealing with „Two Packets System‟ of Tendering:

With a view to assess the tenders technically without being influenced by the financial

bids, 'Two Packets System of tendering' shall be adopted. In this system, the tenderers shall submit their quotations/offers in two sealed envelopes; with one cover containing the Technical & Commercial offers and the other cover containing the Financial Bids. The first packet shall be with the objective of scrutinising the capability, financial strength, experience etc. of the tenderers.

The technical details and commercial conditions shall be read out before the tenderers

or their representatives at the time of opening of tenders and the same shall be evaluated by the Tender Committee. The offers of the tenderers who qualify the minimum eligibility criteria as below shall be examined further for evaluation of their technical bid. Tenderers who fail to meet the criteria shall not be considered for further evaluation and their bids shall be rejected.

However, if on the basis of information contained in the first packet, the Tender

Committee needs clarification regarding designs, specifications etc.; discussions shall be held with each individual party/ tenderer after obtaining approval of the Competent Authority.

If the technical offers are found acceptable by meeting the minimum qualifying marks as

mentioned in clause 1.2.2.2, the second packet shall be opened and the tenders shall be processed for finalisation in the normal manner (eligible lowest bidder). Those tenderers who do not meet this criterion shall not be considered for opening their financial bids.

Minimum Eligibility Criteria

(a) Work Experience :

The tenderer should have in the Qualifying period (i.e., current year and three previous financial years) completed at least one similar single work* or received payment against ongoing similar work for a minimum value of 35% of the advertised tender value.

*Similar work means “Mechanized cleaning of coaches in any of the coaching depots of Indian

Railways”

OR

mechanized en-route cleaning of trains during their stoppage under the “Clean Train Station”

scheme

OR

Providing “On Board Housekeeping Services on trains”

OR



Any other cleaning works approved by CME**

**To be decided by CME prior to floating of the tender

Notes:

The tenderer shall upload details of work executed by them in the prescribed format as per

Appendix-16 for the works to be considered for qualification of work experience criteria.

Documentary proof such as completion certificates from the client clearly indicating the

nature/scope of work, actual completion cost and actual date of completion for such work

should be uploaded. In case work is executed for private client documentary proof such as

copy of work order, Bill of quantities, Bill wise details of payment received certified by CA,

TDS certificates for all the payments received, copy of final/ last bill paid by the client should

be uploaded. The offers submitted without this documentary proof shall not be evaluated.

Value of successfully completed portion of any ongoing work up to the last day of the previous

month of tender submission will also be considered for qualification of work experience

criteria.

In case of joint venture / Consortium, full value of the work, if done by the same joint venture

shall be considered. However, if the qualifying work(s) were done by them in JV/Consortium

having different constituents, then the value of work as per their percentage participation in

such JV/Consortium shall be considered.

(b) Financial Standing: The tenderers will be qualified only if they have minimum financial

capabilities as below :-

(i) T1- Turnover: The bidder should have received total contract amount during the last three

financial years and in the current financial year equal to a minimum of 150% of the advertised

tender value. Financial data for the last four/ three audited financial years, as applicable, has

also to be uploaded by the tenderer (each member in case of JV) in Appendix-17 of Form of

Tender along with audited balance sheets. The financial data in the prescribed format shall be

certified by chartered accountant with his stamp, signature and membership number. Also, if

the tenderer provides no or NIL financial data for any of the above financial year, then his

application shall not be considered and summarily rejected. The averages turnover of JV will

be based on percentage participation of each member. Audited and signed Balance Sheet (as

on 31st March) and Income Statement for the 3 consecutive years in the last 4 financial years,

as applicable, shall be submitted by the bidder.

Example: Let member 1 has percentage participation = M and Member 2 has percentage =

N, Let the averages annual turnover of member 1 is A and that of member 2 is B, then

average annual turnover of JV will be = AM+BN

100

(ii) T2-Liquidity: It is necessary that the firm can withstand cash flow that the contract will require

until payments received from the Employer. Liquidity therefore becomes an important consideration.

This shall be seen from the last audited balance sheets and/or from the banking reference. Net current assets and/or documents including banking reference (as per proforma given in Appendix-13 of Form of Tender), should show that the applicant has access to or has available liquid assets, lines of credit and other financial means to meet cash flow INR ---- (5% of the estimated value of the work) for this contract, net of applicant‟s commitments for other contracts, as certified by the CA. Banking reference should contain in clear terms the amount that bank will be in a position to lend for this work to the applicant/member of the Joint Venture/Consortium. In case the Net Current Assets (as seen from the Balance Sheets) are negative, only the Banking references will be considered. Otherwise the aggregate of the Net



Current Assets and submitted Banking references will be considered for working out the Liquidity.

The banking reference should be from a Scheduled Bank in India or (in case of foreign parties) from an international bank of repute acceptable to RAILWAY ADMINISTRATION and it should not more than 3 months old as on date of submission of bids.

In Case of JV- Requirement of liquidity is to be distributed between members as per their percentage participation and every member should satisfy the minimum requirement.

Example: Let member-1 has percentage participation =M and member-2 has percentage participation = N.

If minimum liquidity required is „W‟ then liquidity of member-1≥ WM/100 and liquidity of member-2 ≥ WN/100 Notes:

Financial data for latest last five audited financial years has to be uploaded by the tenderer in Appendix- 17 of Form of Tender along with audited balance sheets. The financial data in the prescribed format shall be certified by Chartered Accountant with his stamp and signature. In case audited balance sheet of the last financial year is not made available by the bidder, he has to submit an affidavit certifying that „the balance sheet has actually not been audited so far‟. In such a case the financial data of previous „4‟ audited financial years will be taken into consideration for evaluation. If audited balance sheet of any other year than the last year is not uploaded, the tender will be considered as non-responsive.

Where a work is undertaken by a group, only that portion of the contract which is undertaken by the concerned applicant/member should be indicated and the remaining done by the other members of the group be excluded. This is to be substantiated with documentary evidence.

(c) The bidder must have valid ISO 9001: 2008, ISO 14001: 2004 and OHSAS 18001: 2007 or

the bidder must have IMS certification. This certificate(s) must be valid on the date of opening

of tender. As proof of validity, the bidder must attach a copy of the certificate issued by the

certifying agency and also the last surveillance audit report, if applicable. Surveillance Audit

and Re-certification, if due during the currency of the contract, will have to be ensured by the

contractor.

Self-attested copy of the referred certificates latest surveillance audit report issued by certifying agency shall be submitted by the bidder along with the tender document in Appendix 19 as per the given format. Notes:

Financial data for latest last five financial years has to be uploaded by the tenderer in Appendix-18 of Form of Tender along with audited financial statements. The financial data in the prescribed format shall be certified by the Chartered Accountant with his stamp and signature in original.

The offers of tenderers who qualify ALL the above criteria as per clause 1.2.2 shall be examined further for evaluation of their technical bid. Tenderers who fail to meet the above criteria shall not be considered for further evaluation and their bids shall be rejected.

1.2.2.1 Evaluation of Technical bid:

The bidder shall satisfy the following eligibility criteria by submitting documents in support of their claims along with the tender document itself to fulfill the minimum eligibility criteria:

S.No Weightage Technical Criteria Documentation

Scoring

1 20% Previous Work Done – -- The work order of the (a) 100 Marks if 1




Scoring

The bidder should have completed or received payment in an on-going work, in current year and three previous financial years for at least 1) 1 Contract whose value is at least 80% of the current advertised tender value or 2) 2 Contracts whose value is at least 50% of the current advertised tender value or 3) 3 or more Contracts whose value is at least 40% of the current advertised tender value where contracts are for similar work ONLY. (Similar work shall be as per para 1.2.2 (a) above.

project/s previously completed satisfying the requirements in this section. -- Proof of the annual value of the contract (duly authorized by a Chartered Accountant) -- Certificate from client firm authorizing annual value of contract and satisfactory completion of work done Client certificate for experience should show the nature of work done, the value of work, date of start, date of completion as per agreement/ status of ongoing work, actual date of completion and satisfactory completion of work. In case of a composite contract, the value of similar work done will be restricted to housekeeping and mechanised cleaning.

project > 80%, 2 projects >50% or 3 or more projects > 40% value completed or underway

(b) 50 Marks if 1 project > 50% or 2 projects > 40% value completed or underway

(c) 20 Marks if 1 project > 40% value completed

No marks if all projects < 40% value completed Deduction in score in case of Penalties:

% Penalty

% deduction

<=5 nil

5-10 5

10-15 10

15-20 20

>20 No marks

2 35% Turnover (in last three and current Financial Year)

(Less than 1.5 times the value of work is not eligible)

A per audited balance sheet certified by the CA.

(a) 100 marks - More than 25 times advertised value of work

(b) 70 marks - 10 - 25 times advertised value of work

(c) 50 marks- 5 – 10 times advertised value of work

(d) 30 marks-1.5 – 5 times advertised value of work

3 20% Number of years in operations (Firms having less than 1year of experience are not eligible)

Employers certificate clearly describing the name of work, nature of work, extent of work completed clearly defining the participation percentage of work if implemented in a JV /Consortium or letter of award coupled with last pay certificate clearly bringing out the work done, deductions, levy of penalty if any (Those works where 90 % payment has been made to the bidder will be considered as experience.)

(a) 100 marks-More than 8 years

(b) 80 marks - 5- 8 years

(c) 60 marks - 2-5 years

(d) 40 marks- 1-2 years




Scoring

4 25% Size of Workforce The Bidder must have a minimum number of personnel (as defined by Railway administration) on the organisation‟s pay roll.

EPFO challan/bank account statement in support of available manpower (duly submitted to EPFO) in respect of the previous four quarters preceding the date of opening of tender should be submitted in support of their qualification.

(a) 100 Marks if the Bidder‟s workforce on roll is between greater than 3 times of the total workforce required in this tender

(b) 70 Marks if workforce on roll is equal to or up to 3 times the total workforce required in this tender

(c) No marks if workforce on roll deployed is less than the total workforce required in this tender

1.2.2.2 The Bidder shall be required to produce attested copies of the relevant documents in support of their credentials for being considered during technical evaluation. As per the marking assigned in the table above, each Bidder shall be assigned score for Technical Bid (STB). Bidders who’s STB shall be 70 or above shall be qualified for consideration of their financial bids. Bidders who do not meet the minimum qualifying marks of 70 shall not be considered further for opening of their financial bids and their bids shall not be considered further for award of the tender.

1.2.2.3 Evaluation of Financial bid:

All technically acceptable tenders will be eligible for consideration of their financial bid/Proposals. Financial Bid of those tenderers shall only be opened whose technical submittal is found compliant to the conditions stipulated in all the clauses of NIT and clause A4.1 to A4.10 and B of ITT. The financial proposal shall be evaluated to determine the lowest tenderer / bidder. In case, the evaluated financial offers of two or more technically qualified bidders are same and Lowest (i.e. L-1), then the tender would be awarded to the bidder who is technically more sound (having scored higher marks) as per 1.2.2.2 above. No consideration will be given to other bidder(s).

1.3 Tender documents consist of the following:

a. Notice Inviting Tender

b. Instructions to Tenderers (Including Annexures)

c. Form of Tender (Including Appendices)

d. General Conditions of Contract

e. Special Conditions of Contract

f. Employer‟s Requirement

g. Specifications (Including Appendices)

h. Bill of Quantities

i. Conditions of contract on Safety, Health and Environment.

j. Drawings if any

k. Relevant Standard Codes of Practice

1.3.1 The Tenderers may obtain further information/ clarification, if any, in respect of these tender documents from the office of -------------------

1.3.2 All Tenderers are hereby cautioned that tenders containing any material deviation or reservations as described in Clause E 4.4 of “Instructions to Tenderers” and/or minor deviation without quoting the cost of withdrawal shall be considered as non-responsive and is liable to be rejected.



1.3.3 The intending tenderers must be registered on e-tendering portal https://---------------------. Those who are not registered on the e-tendering portal shall be required to get registered beforehand. After registration, the tenderer will get user id and password. On login, tenderer can participate in tendering process and can witness various activities of the process.

1.3.4 The authorized signatory of intending tenderer, as per Power of Attorney (POA), must have valid class-II or class-III digital signature. The tender document can only be downloaded from e- tendering portal using class-II or class-III digital signature. However, the tenderer shall upload their tender on https://------------------ using class-II or class-III digital signature of the authorized signatory only.

1.3.5 Tender submissions shall be done online on https://------------------------------ after uploading the mandatory scanned documents towards cost of tender documents (in the form of Demand Draft or Pay Order or Banker‟s Cheque from a Scheduled commercial bank based in India) and towards Tender Security (in the form of Bank Guarantee or Demand Draft or Pay Order or Banker‟s Cheque or FDR from a Scheduled commercial bank based in India) and other documents as stated in the tender document. Instructions for on-line bid submission are furnished hereinafter.

1.3.6 Submission of Tenders shall be closed on e-tendering website of RAILWAY

ADMINISTRATION at the date & time of submission prescribed in NIT after which no tender

shall be accepted.

It shall be the responsibility of the bidder / tenderer to ensure that his tender is uploaded online on e-tendering website https://eprocure.gov.in/eprocure/app before the deadline of submission. Railway administration will not be responsible for non-receipt of tender documents due to any delay and/or loss etc.

1.3.7 Tenders shall be valid for a period of 180 days (both days inclusive i.e. the date of submission of tenders and the last date of period of validity of the tender) from the latest Date of Submission of Tender and shall be accompanied with a tender security of the requisite amount as per clause C 7 of ITT.

1.3.8 RAILWAY ADMINISTRATION reserves the right to accept or reject any or all proposals without assigning any reasons. No tenderer shall have any cause of action or claim against the RAILWAY ADMINISTRATION for rejection of his proposal.

1.3.9 Tenderers are advised to keep in touch with e-tendering portal https://------------------------------ for updates.

1.3.10 Tenderer is to carryout their self assessment in respect of their capacity in terms of manpower, machine and finance. He may indicate separate set of manpower, machinery in different tenders. Once a tender is accepted, resources required for its execution shall not be accepted for assessment of other tender. The tenderer is to consider positive variation in annual value to the extent of 50% (rounded to nearest higher Whole number) and should be able to take up additional similar work at short notice at the accepted rate. Similarly the scope of work may also be reduced on account of poor performance and contractor shall have no right for any claims due to reduction in scope of work. Also, for type C & D stations, the deployment of manpower may be reduced from 3

rd shift or redeployed to other locations as

per requirements of RAILWAY ADMINISTRATION. The list indicating type of stations is enclosed in Appendix „A‟ of Specifications.

Tender Inviting Authority

ABC Division, PQR Railway

http://www.tenderwizard.com/DMRC



Instructions for Online Bid Submission:

The bidders are required to submit soft copies of their bids electronically on the IREPS Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the IREPS Portal, prepare their bids in accordance with the requirements and submitting their bids online on the IREPS Portal.

ASSISTANCE TO BIDDERS

Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

Any queries relating to the process of online bid submission or queries relating to tender, contact helpdesk of IREPS portal. For all other queries:

Contact at: ------------------------------------- ------------------------------------------------------ Mobile Numbers: -------------------------------- E-Mail: ---------------------------, ---------------------------


Instructions to Tenderer Page 1 of 40

CONTRACT NO: -----------------

Mechanized cleaning and housekeeping works of XYZ station(s)/Trains of XYZ depot

2. Instructions to Tenderers (ITT)


ADDRESS



INDEX

Clause Description Page No.

A. GENERAL

A1 General Description of work 3

A2 Scope of Work 3

A3 Eligible Tenders 5

A4 Qualification of Tenderers 5

A5 One Tender per Tenderer 6

A6 Cost of Tendering 6

A7 Site Visit 6

B. TENDER DOCUMENTS

B1 Content of Tender Document 7

B2 Content of supporting Documents 7

B3 Clarification of Amendment of Tender Documents 7

C. PREPARATION OF TENDERS6

C1 Language of Tender 7

C2 Document Comprising the Tender 7

C3 Form of Tender 9

C4 Tender Prices 9

C5 Currencies of Tender 10

C6 Tender Validity 10

C7 Tender Security 10

C8 Labour 11

C9 Pre Tender/ Pre Bid Meeting 11

C10 Format and Signing of Tender 11

C11 Schedule of Payment 11

D. SUBMISSION OF TENDER

D1 Sealing and Marking of Tender 12

D2 Late/ Delayed Tenders 12

D3 Modification, Substitution and Withdrawal of Tenders 13

E. TENDER OPENING AND EVALUATION

E1 Tender Opening 13

E2 Process to be Confidential 14

E3 Clarification of Tenders 14

E4 Evaluation of Tenders 14

E5 Evaluation of Financial Proposals 14

E6 Correction of Errors 15

F. AWARD OF CONTRACT

F1 Award Criteria 15

F2 Employer’s Right to Accept any tender and to reject any or all tenders 15

F3 Notification of award 15

F4 Signing of Agreement 16

F5 Performance Security 16

G. CANCELLATION OF LETTER OF ACCEPTANCE (LOA) & FORM OF TENDER 17

H. TERMS AND PROCESS OF BILL PAYMENT 17

I. TERMINATION 17

J. INFORMATION UNDER R.T.I ACT 18



MECHANIZED CLEANING & HOUSEKEEPING CONTRACT FOR XYZ STATION(S)/DEPOTS/TRAINS OF XYZ DEPOTS

INSTRUCTIONS TO TENDERERS (ITT)

A GENERAL

A1 General Description of Work

This contract is for the work of Contract Number: ----------------, for Mechanized Cleaning and housekeeping of XYZ station(s).

A2 SCOPE OF WORK FOR STATIONS /COACHING DEPOTS/ BUILDINGS

A2.1 The contractor will execute Mechanized Cleaning and housekeeping works with suitable,

uniformed and trained personnel with the use of modern equipments, machinery and eco-

friendly chemicals for the following works in stations premises:

A2.2 Cleaning and housekeeping Works consisting of: -

Cleaning of Floor areas, Vertical finishes, Roof arches, Roof ceilings, Glass panels, Doors,

windows, Rolling shutters, Railings, False ceilings, False floorings, Bitumen surfaces,

Pavements, Kerb stones, walls, Pillars, Hand rails, Mirrors, Ceramic / concrete Jalli etc. of the

following areas: -

a. Concourse,

b. Platform

c. Passages

d. Circulating area including subways, Foot Over Bridges etc connected to station

e. Pavement

f. Roads with railway premises

g. Waiting rooms, all other rooms and other areas including corridors.

h. Stair cases

i. Bath rooms and Toilets excluding Pay and Use toilets if any

j. Track in platform area

k. All track area and adjoining area within railway boundaries up to 100m from either end

of the farthest platform.

l. Additional areas as deemed fit

m. Attention to enroute passing trains including watering of coaches as required and

indicated by railway administration

n. Clean Train Station Service (CTS) for nominated CTS Stations & Trains (refer Annexure

7 for details).

o. watering of coaches at nominated stations

A2.3 Cleaning and washing of Track plinths( aprons) within the station platform of Up and Down

Tracks (Only During Block Period and/or Prior Permission of Competent Authority)

A2.4 External cleaning of overhead water tanks and area around U/G water tanks.

A2.5 Sanitation of bathrooms and Toilets including supply of consumables

A2.6 Cleaning & Attention of all the Drains available in the station area.

A2.7 Pest control, Mosquito control and Insect & Rodent control of the entire station area including

all rooms. (Light Pest Control)

A2.8 Cleaning of Traction, E&M, and Signaling, Telecommunications, and AFC & Miscellaneous

items available in Station premises (outside body only)

a. Cleaning of lighting Fixtures & Accessories

b. Cleaning of Fans

c. Cleaning of D.G. sets & connected equipments

d. Cleaning of Air conditioners

e. Cleaning of All HT & LT Equipments available in ASS room (Cleaning of HT & LT Equipments

shall be carried out only under strict supervision of authorized person of RAILWAY

ADMINISTRATION).



f. Cleaning of all LT equipments available in LT switch room (Cleaning of LT Equipments shall

be carried out only under strict supervision of authorized person of RAILWAY

ADMINISTRATION).

g. Cleaning of All Equipments available in UPS room (Electrical and Signaling Rooms)

h. Cleaning of Equipments in Signaling room

i. Cleaning of Equipments in Telecommunication room

j. Cleaning of all Automatic Fare collection equipments, Ticket vending machine and security

equipments

k. Cleaning of all Equipments available in Station Control Room, booking Offices, Excess Fare

Office

l. Cleaning of All Equipments available in Pump room

m. Cleaning of Lifts

n. Cleaning of Escalators

o. Cleaning of portable fire extinguishers/Smoke detectors/ Fire detectors

p. Cleaning of Telephones sets & accessories

q. Cleaning of Computers and accessories

r. Cleaning of Signage boards/Notice boards

s. Cleaning of furniture provided in all rooms/offices

t. Cleaning of Office equipments

u. Cleaning of Fire Hydrants, Fire Panels, All type of pipes, Valves etc.

v. Cleaning of All Switch Boards, Panel Boards.

w. Cleaning of Security equipments like Metal detectors, X-ray machines etc.

x. Cleaning of Automatic Hand Driers, Liquid Soap Dispensers etc.

y. Cleaning of all miscellaneous equipments as available or being provided from time to time.

A 2.9 Scope of Work for Mechanised Coach Cleaning, OBHS and allied services

The contractor has to undertake the following activities along with their workforce, material, cleaning agents, tools, implements, machinery duly setting up of power supply arrangement as specified in the scope of work at the requisite coaching depot. The scope of work for the composite contract of mechanized coach cleaning, allied services & OBHS is provided as follows –

1. Mechanised Cleaning of all primary / secondary maintained coached and watering of coaches

at washing lines

2. Intensive cleaning of primary coaches

3. Cleaning and watering of coaches of platform return / terminal attention trains

4. On-Board Housekeeping Services (OBHS)

5. Pest and Rodent Control Services (optional to be decided by ZR)

a. Cleaning and Watering of Coaches at Washing Lines

The areas to be covered by the contractor for train cleaning at the Depot must cover the entire train (including interior and exterior), including

▪ Coaches of different types viz. Pantry Cars, AC and non-AC coaches of different description,

inspection carriages etc. shall be cleaned in mechanized manner during the primary and

secondary maintenance/ other end maintenance/ by pass trains in the coaching depot during

the contract period using trained workforce, machines, consumables, tools and accessories

as per the resource specifications.

▪ Intensive cleaning of primary coaches

b. Cleaning and watering of coaches of platform return trains

c. Pest and Rodent Control Services (optional to be decided by ZR, it can be done as a separate contract also)



The contractor must engage a pest control service provider who is licensed to carry out pest control and is compliant with any other applicable norms. This contractor must meet the approval of the competent authority at Indian Railways.

d. On-Board Housekeeping Services

The broad set of activities defined under the scope of work for contractors engaged in On-Board Housekeeping Services (OBHS) for trains is defined as below –

▪ Washing, cleaning and disinfection of areas, including pest control ▪ Collection and proper disposal of garbage from entire train, maintenance of trash-cans ▪ Operating lost and found in the train ▪ Maintenance and complaint redressal ▪ Distribution of linen to passengers

The detailed scope of work, list of consumables, tools and machinery is given in a separate Chapter on Scope of work for Mechanised Coach Cleaning (MCC), OBHS and allied services.

A3 Eligible Tenderers

This is an open local competitive e-tender and all companies, corporations, partnership firms, consortium or Joint Ventures who are involved in execution of this type of work and those who fulfil the financial soundness and work experience criteria and other requirements laid down in this document are eligible to participate.

A4 Qualification of Tenderer

A4.1 Minimum Eligibility Criteria: As provided in NIT.

A4.2 All tenders uploaded shall include the following information:

A4.3 General information of the tenderer shall be furnished in Appendix- 4 of Form of Tender. Certified Copies of original documents defining the constitution and legal status, certificate of registration and ownership, principal place of business of the company, corporation, firm or partnership or, if a joint venture including consortium, details of each party thereto constituting the tenderer will also be required to be furnished. All the group members in a joint venture will be jointly and severally responsible for the performance under the contract.

A4.4 In the case of tender by a joint venture of two or more firms or companies as partners or as members of a consortium as the case may be, joint venture data must be furnished in the format prescribed (Appendix- 4 of Form of Tender) along with the documents as mentioned therein. The following requirements shall also be complied with.

a. In case of a successful tender, the Form of Agreement, shall be individually signed so as to be legally binding on all partners/ constituents as the case may be.

b. In case of partnership, one of the partners shall be nominated as being In-charge as Lead or Prime Partner and this authorization shall be evidenced by submitting a power of attorney signed by the partners or legally authorized signatories of all the partners. In case of consortium, it will similarly authorize a person to be In-charge and his authorization shall be evidenced by a power of attorney in favour of that person. Board resolution in favour of signatory to power of attorney may also be submitted.

c. The partner In-charge or the person In-charge as aforesaid shall be authorized to incur liabilities and receive instructions for and on behalf of any and all the partners of the joint venture or constituents of the consortium and the entire execution of the contract including payment shall be carried out exclusively through the partner In-charge of Joint Venture and person In-charge of a consortium.

d. In the event of default by any partner in the case of a joint venture and constituent in the case of a consortium in the execution of his part of the Contract, the partner/person In-charge will have the authority to assign the work to any other party acceptable to the Employer to ensure the execution of that part of the Contract.

A4.5 In case the Tenderer is an Association, Consortium or Joint Venture, the Tenderer shall provide the following:

a. The Memorandum of Understanding/Joint Venture Agreement duly notarized indicating:



(i) Nomination of one of the members of the Association, Consortium or Joint Venture to be In-charge or Lead Member. The legally authorized signatories of all members of the Association, Consortium or Joint Venture shall issue this authorization.

(ii) Details of the intended percentage participation given by each member, with complete details of the proposed division of responsibilities and corporate relationships among the individual members.

(iii) Each member of the Association, Consortium or Joint Venture shall be jointly and severally liable for the undertaking of this Contract.

A4.6 The Tenderers to qualify for award of Contract shall submit a written power of attorney authorizing the signatory (ies) of the tender to commit the Tenderer or each member of the partnership, consortium or joint venture.

A4.7 Each page of tender shall be signed by the authorized signatory of the tenderer. Power of Attorney in favour of the signatory will be required to be furnished as detailed in Clause A4.4 (b) of ITT. Power of attorney should contain specimen signature of authorized signatory of tender and should be attested by notary.

A4.8 Cancellation or creation of a document such as Power of Attorney, Partnership deed, Constitution of firm etc., which may have bearing on the tender/contract shall be communicated forthwith in writing by the tenderer to the Engineer and the Employer.

A4.9 Any information found incorrect or suppressed, the tender may not be considered or contract will be cancelled without any financial claim/arbitration from the tender. The applicant is required to certify in the statement placed at Form of Tender.

A4.10 Each tenderer, or any associate will be required to confirm and declare in the tender submittal that no agent, middleman or any intermediary has been, or will be, engaged to provide any services, or any other items of work related to the award and performance of this contract. They will have to further confirm and declare in the submittal that no agency commission or any payment, which may be construed as an agency commission, has been, or will be paid and that tender price will not include any such amount.

A5 One Tender Per Tenderer

Each Tenderer shall upload only one tender. If a Tenderer uploads more than one Tender, all the tenders in which he has participated shall be considered invalid.

A6 Cost of Tendering

The Tenderer shall bear all costs associated with the preparation and submission of his tender and the Employer will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tender process.

A7 Site Visit

A7.1 The Tenderer is advised to visit and examine the Site of Works and its surroundings and

obtain for himself on his own responsibility all information that may be necessary for preparing the Tender and entering into a contract for the proposed work. The costs of visiting the Site shall be borne by the Tenderer. It shall be deemed that the Contractor has undertaken a visit to the Site of Works and is aware of the site conditions prior to the submission of the tender documents.

A7.2 The Tenderer and any of his personnel will be granted permission by the Employer to enter upon his premises and lands for the purpose of such inspection, but only upon the express condition that the Tenderer, and his personnel, will release and indemnify the Employer and his personnel from and against all liability in respect thereof and will be responsible for death or personal injury, loss of or damage to property and any other loss, damage, costs and expenses incurred as a result of the inspection.

A7.3 The Tenderer shall note General Conditions of Contract (GCC) in which it is deemed that the Tenderer has taken into account all the factors that may affect his Tender in preparing his offer.



B TENDER DOCUMENTS

B1 Content of tender Documents B1.1 The Tender Documents, as listed below, have been prepared for the purpose of inviting

tenders for Mechanized Cleaning & Housekeeping work with Contract Number ---------- and as more particularly described in these documents.

a. Notice Inviting Tender

b. Instructions to Tenderers (Including Annexures)

c. Form of Tender (including Appendices)

d. General Conditions of Contract

e. Special Conditions of Contract

f. Employer’s Requirements

g. Specifications (Including Appendices)

h. Bill of Quantities

i. Conditions of contract on Safety, Health & Environment,

B1.2 The tenderer is expected to examine carefully all the contents of all the above documents including instructions, conditions, terms, specifications and take them fully into account before uploading his offer. Failure to comply with the requirements as detailed in these documents shall be at the tenderer’s own risk. Tenders that are not responsive to the requirements of the tender documents will be rejected.

B1.3 The Tenderer shall not make or cause to be made any alteration, erasure or obliteration to the text of the Tender Documents.

B2 Content of Supporting Documents

B2.1 The Tenderer should visit, examine and assess the Site including working conditions and will be deemed to have satisfied himself of the risks and obligations under the Contract.

B3 Clarification and Amendment of Tender Documents

B3.1 At any time prior to the deadline for the submission of tenders, the employer may, for any reason, whether at his own initiative or in response to a clarification or query raised by a prospective tenderer, modify the tender documents by an amendment. A prospective bidder requiring any clarification of the tender documents may upload their queries on e-tendering portal not later than the date of seeking clarifications given in NIT.

B3.2 The said amendment in the form of an addendum and responses to the queries raised, if any, will be uploaded on the e-tendering portal which can be seen and downloaded by the bidders.

B3.3 In order to afford prospective tenderers reasonable time for preparing their tenders after taking into account such amendments, the Engineer or the Employer may, at his discretion, extend the deadline for the submission of tenders.

C PREPARATION OF TENDERS

C1 Language of Tender

The tender prepared by the tenderer and all correspondence and documents relating to the tender exchanged between the tenderer and the Employer/Engineer shall be in the English language.

C2 DOCUMENTS COMPRISING THE TENDER

C2.1 The Tenderer shall, on or before the date and time given in the Notice Inviting Tender (NIT), submit his Tender online on e-tendering portal https://eprocure.gov.in/eprocure/app, comprising of following:

- Technical Package of "Contract Number: --------------”

- Financial Package of "Contract Number: -------------- : ” as per the provisions given in clause C4 below.



Technical Package of this submission shall contain the documents referred to in the subsequent paragraphs C2.2 (a); (b); (c); (d); (e); (f); (g); (h); (i); (j); (k); (l); (m); (n); (o);(p); (q); (r);(s); (t); (u);(v); (w); (x);(y); (z) and C2.3 (a); (b); (c) and all Annexures/ Appendices of NIT, ITT and FOT respectively.

In submission of the Tender (Tender Security, Technical Package and Financial Package), Tenderer(s) shall assign person(s) in writing to submit the tender accompanied by the original of the Tender Security which shall be submitted in a separate envelope.

Should any further documents be required pursuant to paragraphs C2.3 (b) below, the Tenderer will be instructed by the Employer which Package of the Tenderer’s submission is to contain such documents.

C2.2 The Tenderer shall submit, as his Tender, the following documents, duly completed which in

the event of acceptance of the Tender, and shall form part of the Contract:

(a) Form of Tender (Without appendices); (b) Appendix 1 to the Form of Tender; Contract Conditions; (c) Appendix 2 to the Form of Tender: (see paragraph C11 and C4); (d) Appendix 3 to the Form of Tender: The tenderer may submit minor deviations in this

annexure and a confirmation that price of every such minor deviation has been given in the financial package. Minor deviation may be in the employer’s requirements or in any other tender requirement which do not alter the basic functionality of the work or part thereof. If there is no such minor deviation, then the tenderer must write “NIL” in this appendix. Tenderer to note that such minor deviations may or may not be accepted by the employer and the tenderer shall not have any right to any claim on this account. The offer in BOQ shall be given without considering any deviation in tender conditions.

(e) Appendix 4 to the Form of Tender: General Information about the Tenderer; (f) Appendix 5 to the Form of Tender: Affidavit (g) Appendix 5A to the Form of Tender: Undertaking ar per Clause 1.2.1(v) of NIT. (h) Appendix 6 to the Form of Tender: Details of Manpower (i) Appendix 7 to the Form of Tender: Details of Machineries and Equipments (j) Appendix 8 to the Form of Tender: Certificate for proposal for housekeeping

machineries (k) Appendix 9 to the Form of Tender: Chemicals and other consumables; (l) Appendix 10 to the Form of Tender: Indemnity bond fo be filled by contractor and

staff. (m) Appendix 11 to the Form of Tender: Obligation/Statutory compliance; (n) Appendix-12 to the Form of Tender: Undertaking for corrupt and fraudulent practice. (o) Appendix-13 to Form of Tender: Banking reference for liquidity; (p) Appendix 14 to the Form of Tender: Undertaking for Financial stability (q) Appendix 15 to the Form of Tender: Undertaking for Downloaded Tender Documents (r) Appendix 16 to the Form of Tender: Work Experience (s) Appendix 17 to the Form of Tender: Financial Data (t) Appendix 18 to the Form of Tender: Financial Data(work done during the last 5

financial years) (u) Appendix 19 to the Form of Tender: Work in hand (v) Appendix 20 to the Form of Tender: Undertaking for disclosure of information under

RTI Act (w) Appendix 21 to the Form of Tender: Bank a/c details for refund through NEFT/RTGS

(x) All original tender documents issued by RAILWAY ADMINISTRATION are part of Technical Package except the volume containing the Bill of Quantities (BOQ/Pricing Document) which shall be filled and submitted in Financial Package. Tenderers should carefully read and note all the conditions and provisions mentioned in original tender documents issued by RAILWAY ADMINISTRATION and it shall be deemed that all the conditions and provisions of these documents have been included in their tender submission and accepted to them. The tender shall be submitted online by using class-III/Class-II digital signature of the authorised signatory of the tenderer.

(y) Self Attested copy of the latest sale tax registration certificate (STRC)/VAT

registration certificate (VATRC) and attested copy of PAN No. under income Tax Act. The foreign based contractors shall be required to upload the necessary documents as applicable to them according to the applicable state government’s Sales Tax Act.



Registration with appropriate Sales tax authority, EPF authority and ESI authority as per relevant act are also required to be uploaded.

(z) Documentary evidence in support of monetary limit and appropriate category “Housekeeping” if the tenderer is a Micro and Small Enterprise (MSEs) and NSIC registered Agency and want to avail waiver of tender cost and tender security.

C2.3 The Tenderer shall submit with his Tender the documents that are identified in paragraphs C2.3 (a) – C2.3 (c) inclusive. Such documents will be used for the purposes of evaluating and analysing the Tender but will not form part of the Contract unless the same shall have been expressly incorporated into the Contract in accordance with paragraphs B3 above.

(a) Full details of ownership and control of the Tenderer

(b) Any further documents which are requested in writing by Employer before submission of the Tender by way of evaluation documents but which are not to form part of the Contract;

(c) Following information shall be furnished:

(A) Mechanized cleaning and housekeeping works

(i) Extent of participation by each member of the consortium in terms of percentage of the value of the proposed Contract.

Member % of participation

A

B

C

(ii) The tenderer should supply the following information, separately for each member of the consortium.

(a) Maximum value of Mechanized cleaning and housekeeping works executed in any one year during the last 5 years (in Rs. equivalent).

(b) Value of the commitments and on-going works, on yearly basis, pertaining to Mechanized cleaning and housekeeping works, to be completed during the next 48 months from the date of the month of the tender submission.

Both (a) and (b) should be updated to price level of last day of the month previous to the month in which the tender is submitted by assuming 2% inflation on foreign currency and 5% on Indian currency.

C2.4 Tenderers shall quote all prices as per relevant clauses of GCC and SCC.

C3 Form of Tender

The Form of Tender shall be completed and signed by a duly authorized and empowered representative of the Tenderer. If the Tenderer comprises a partnership, consortium or a joint venture the Form of Tender shall be signed by a person who is duly authorized by each member or participant thereof or by authorized signatory of each member. Signatures on the Form of Tender shall be witnessed and dated. Copies of relevant powers of attorney shall be attached.

C4 TENDER PRICES

C4.1 The Pricing Document is included in Bill of Quantities/Pricing Document. The Tenderer shall complete the Pricing Document in accordance with the instructions given in Bill of Quantity/Pricing Document. The completed Pricing Document including price of minor deviations in Appendix-3A of BOQ/Pricing document for such deviation as mentioned in Appendix-3 of FOT shall be submitted.

C4.2 The price of each such minor deviation will be the price which the tenderer agrees to offer to the employer from his quoted offer in BOQ if deviation is agreed by the employer. Any such deviation without a price shall not be considered and will be treated as withdrawn by the tenderer. Any other deviation mentioned anywhere in the submission other than in Appendix-3 of FOT shall be considered as if mentioned inadvertently by the tenderer and shall be considered as withdrawn without any confirmation from the tenderer.



C4.3 The tenderer shall utilize Indian labour, staff and materials to the maximum extent possible in execution of Works.

C4.4 Rates for the estimate are based on minimum wages of latest notification of the Chief Labour Commissioner order number ---------------- (as applicable)

C4.5 Format of Tentative wage card is enclosed as Appendix –B of Specifications.

C5 CURRENCIES OF THE TENDER

C5.1 Tender prices shall be quoted in Indian Rupees only.

C6 TENDER VALIDITY

C6.1 The Tender shall be valid for a period of 180 days (both days inclusive i.e. the date of submission of tenders and the last date of period of validity of the tender) from the latest Date of Submission of Tenders.

C6.2 In exceptional circumstances, prior to expiry of the original tender validity period, the Employer may request the tenderers for a specified extension in the period of validity. The request and the response thereto shall be made in writing or by telefax. A tenderer may refuse the request without forfeiting his tender security. A tenderer agreeing to the request, shall not be required or permitted to modify his tender but will be required to extend the validity of his tender security correspondingly.

C7 TENDER SECURITY (Earnest Money)

C7.1 The Tenderer shall submit with his Tender a Tender Security for the sum mentioned in NIT under key details in any one of the following forms:

(a) Demand Draft / Pay Order in favour of --------------------------- payable at ----------------- from

a Scheduled Commercial Bank based in India.

(b) Fixed Deposit Receipt (FDR) of a Scheduled Commercial bank based in India duly pledged in favour of -----------------------. and styled as ----------------------- A/c……….(Name of the Tenderer)……….

In case of joint venture/consortia, Bank Guarantee or FDR for tender security shall be in the

name of joint venture/consortia and not in name of individual members. The Tender Security shall remain valid up to date as mentioned in NIT under key details. The tender security shall be submitted in a sealed envelope clearly marked on top “Tender Security for Contract “Contract Number:-------------------”.

Any deviation in Bid security with regard to amount, validity and format shall be considered as material deviation and bid shall be dealt accordingly.

The "Original" of this Tender Security is to be submitted in an envelope in the office of the Sr. AGM/Tender (O&M) at the address given in the Tender Documents before date & time of submission of tender mentioned in the NIT.

C7.2 Any Tender not accompanied by an acceptable Tender Security, except Micro and Small Enterprises (MSEs) and NSIC registered agencies for appropriate category “Housekeeping”, shall be rejected by the Employer considering it as non-responsive and their Technical package shall not be opened and if opened then it will NOT be evaluated. No post bid clarification shall be sought on tender security. Tender Security is waived off for those Micro and Small Enterprises (MSEs) and NSIC registered agencies who have monetary limit more than cost of work indicated in the NIT and registered for appropriate category “Housekeeping”.

The tenderer who claims exemption of tender cost and tender security shall submit documentary evidence for the same before the deadline of submission of tender as shown at clause 1.1.2c and 1.1.2d of NIT.

C7.3 The Tender Security of the successful Tenderer shall be adjusted towards security deposit upon the execution of the Contract and the receipt by the Employer of the Performance Security in accordance with relevant clause of the GCC and clause 2 of SCC.

C7.4 The Tender Security of tenderers who fail in technical evaluation shall be returned after opening of financial package and preferably within 10 days of opening of Financial bid. Tender security of the unsuccessful tenderers in financial opening shall be released after



unconditional acceptance of the Letter of Acceptance (LOA) by the successful tenderer and preferably within 10 days of acceptance of LOA.

C7.5 The tender security shall be forfeited:

a. If a tenderer withdraws his tender during the period of tender validity, or

b. If the tenderer does not accept the correction of his tendered price in terms of Clause E6 of ITT or

c. In the case of a successful tenderer, if he fails to:

i. Furnish the necessary performance guarantee for performance as per Clause F5 of ITT.

ii. Commence the work as per terms & conditions of Tender after issuance of LOA

iii. Enter into the Contract within the time limit specified in Clause F4 of ITT

C7.6 No interest will be payable by the Employer on the tender security amount cited above.

C8 Labour

The Tenderer's attention is especially drawn to relevant clause of the GCC in relation to the responsibility of the Contractor for obtaining an adequate supply of labour, their Rates, Wages and Conditions.

C9 Pre-Tender/ Pre-bid Meeting.

C9.1 A Pre-tender meeting shall be held on the date and location given in the clause 1.1.2 (f) of NIT.

C9.2 The purpose of meeting will be to clarify issues and to answers to question on any matters that may be raised at that stage.

C9.3 The tenderers are requested to submit any question in writing or by facsimile, to reach the employer not later than the last date of seeking clarification as mentioned in key details of NIT.

C9.4 The text of the questions raised by the tenders and the response given will be transmitted without delay to all purchasers of the tender documents. Any modification of tender documents, which may become necessary as result of the Pre-Tender meeting, shall be made by the employer exclusively the issue of an Addendum/clarification.

C9.5 Non-attendance at the Pre-tender/Pre-bid meeting will not be a cause for disqualification of a tenderer.

C10 FORMAT AND SIGNING OF TENDERS

C10.1 The documents required to be uploaded by the Tenderer will be as described under Clause C2 of ITT herein.

C10.2 All documents which are to be submitted as scanned documents shall be typed or written in indelible ink (in the case of copies, legible photocopies are also acceptable and all the pages shall be signed by a person or persons duly authorized to sign on behalf of the Tenderer before scanning and uploading (in .pdf / .jpg / .jpeg format), pursuant to sub-paragraphs A4 of ITT, as the case may be. All pages of the Tender, where entries or amendments have been made, shall be initialed and dated by the person or persons signing the Tender.

C10.3 Documents submitted in Tender submission shall contain no alterations, omissions or additions, except those to comply with instructions issued by the Employer, or as necessary to correct errors made by the Tenderer, in which case such corrections shall be initialed and dated by the person or persons signing the Tender before scanning and uploading/submitting.

C11 SCHEDULE OF PAYMENT

a. The payment will be made on a monthly basis as per the accepted rates based on the activities carried out as in the Schedule of work defined in Annexures-4A to 4H of ITT.

b. Payment Procedure – Payment shall be made monthly. Attendance of the staff (through bio-metric machines) and details of deployment of machinery and chemicals is maintained by contractor at stations on daily basis. These records shall be submitted by 25th of each month to enable Engineer to release 75% of due payment for the current month payment may be released by 5th of the next month so that wages



shall be paid by 7th of next month by the agency. The contractor shall also submit necessary indemnity towards this effect. The detail bills complying all the statutory provisions shall be submitted by 15th of the next month so that balance 25% payment of preceding month shall be released.

c. No overtime is considered to achieve higher level of safety standards. The tenderer should consider execution of work in shifts as per Clause 1.3 of Employer’s Requirement and Appendix-6 of FOT. The agency must ensure timely payment of Salary, PF, ESI etc. and prompt medical facility to sick/injured and to all staff.

D SUBMISSION OF TENDER

D1 Sealing and Marking of Tenders

D1.1 Tenders shall be uploaded online on http://---------------------------- at stipulated date and time provided in NIT. The Employer cannot take any cognizance and shall not be responsible for any delay in submission/ uploading of Tender. The Tenderer shall ensure that they had received receipt/acknowledgement of their tender submission which is generated by the system itself on successful submission of tender online.

D1.2 Only ‘Tender Security’ and ‘Cost of Tender Document’ shall be submitted in originals (in physical form) as described below.

D1.3 The tenderer shall seal the ‘Cost of Tender Documents’ in an envelope, bearing the following identification for cost of tender document:

“COST OF TENDER DOCUMENTS”, Tender Reference No. – Contract Number: ---------------------------

and submit the same as per schedule mentioned in NIT at the address mentioned below. The tenderer shall also mention his Name and address on above envelope.

D1.4 The tenderer shall seal the ‘Tender Security’ in an envelope, bearing the following identification for Tender Security:

“TENDER SECURITY”, Tender Reference No. – Contract Number: ----------------

and submit the same before date and time of submission of tender mentioned in NIT at the address mentioned below. The tenderer shall mention his Name and address on above envelope also.

Tender Inviting Authority Address

D1.5 ‘Tender Security’ and ‘Cost of Tender Document’ submitted after due date and time shall not be accepted and online tenders of such tenderers shall liable to be rejected summarily.

D1.6 RAILWAY ADMINISTRATION will not be responsible for delay, loss or non-receipt of ‘Tender Security’ and ‘Cost of Tender Document’ sent by post / courier.

D1.7 RAILWAY ADMINISTRATION shall not be responsible for ‘Tender Security’ and ‘Cost of Tender Document’ delivered to any other place / person in RAILWAY ADMINISTRATION (like Tapal / DAK section etc) other than the designated officer and does not reach the designated officer before the dead line for submission.

D1.8 The Employer may, at his discretion, extend the deadline for submission of tenders by issuing an amendment, in which case all rights and obligations of the Employer and the Tenderer previously subject to the original deadline will thereafter be subject to the deadline as extended.

D1.9 Tenders sent telegraphically or through other means of transmission (telefax etc.) shall be treated as invalid and shall stand rejected.

D2 LATE/DELAYED TENDERS

D2.1 Submission of Tenders shall be closed on e-tendering website of RAILWAY ADMINISTRATION at the date & time of submission prescribed in NIT after which no tender shall be accepted.

D2.2 It shall be the responsibility of the bidder / tenderer to ensure that his tender is submitted online on e-tendering portal https://eprocure.gov.in/eprocure/app before the deadline of submission. RAILWAY ADMINISTRATION will not be responsible for any delay, internet connection failure or any error in uploading of tender submission. The tenderers are advices

http://----------------------------/



to upload their submissions well before the due date and time of tender submission to avoid any problem and last minute rush.

D3 MODIFICATION, SUBSTITUTION AND WITHDRAWAL OF TENDERS D3.1 Except where expressly permitted by these Instructions, the Tenderer shall not make or

cause to be made any alteration, erasure or obliteration to the text of the documents prepared by the Employer and submitted by the Tenderer with or as part of his Tender.

D3.2 No Tender shall be allowed to be modified by the Tenderer after the deadline for submission of Tenders.

D3.3 The Tender submitted online will be taken as a final bid.

D3.4 Withdrawal of a Tender during the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in the Form of Tender shall result in the forfeiture of the Tender Security.

D4 CHECK LIST FOR TECHNICAL AND FINANCIAL SUBMISSION Tenderer is required to ensure submittal of all the documents duly signed and sealed by the

authorized person(s). Check list for confirming the submission of all documents is enclosed as Appendix-22 of F.O.T. The check list is indicative and not exhaustive. The bidders must go through the complete tender document and submit the required document accordingly.

E TENDER OPENING AND EVALUATION

E1 Tender Opening

E1.1 Tenders for which an acceptable notice of withdrawal has been submitted pursuant to paragraph D3 of ITT shall not be opened.

E1.2 (a) Envelopes containing ‘Tender Security’ and ‘Cost of Tender Documents’ will be opened first. On opening of the same, RAILWAY ADMINISTRATION will first check the details of tender cost and tender security submitted by the tenderer online and cross verify the same with the hard copy submitted.

If the tenderer is a Micro and Small Enterprise(MSE) registered with Ministry of Micro, Small & Medium Enterprises(MSME) Authority such as DIC, NSIC etc and want to avail waiver of tender cost and tender security shall submit documentary evidence in support of monetary limit and appropriate category “Housekeeping”.

(b) Tenders of those tenderers who have not submitted ‘Tender Security’ and ‘Cost of Tender Documents’ shall not be opened.

(c) Tenders of those tenderers who have not submitted valid ‘Tender Security’ and valid ‘Cost of Tender Documents’ shall be considered as non-responsive and liable to be rejected summarily.

E1.3 The Technical Package of all tenderers who have submitted a valid tender security and cost of tender document shall be opened in the presence of representatives of tenderers who choose to attend on date & time as mentioned in tender document in the office of the ----------------------------------------------------------------------------------. Tenderers may visit RAILWAY ADMINISTRATION e-procurement web-site to know latest Technical Opening information after completion of opening process. Tenderers can also see the Technical Sheets (check-list) of other tenderers after completion of opening process by logging into the web-site. If such nominated date for opening of Tender is subsequently declared as a Public Holiday by the Employer, the next official working day shall be deemed as the date of opening of Technical Package. The Tender of any tenderer who has not complied with one or more of the foregoing instructions may not be considered.

E1.4 The tenderer’s name, details of the tender security and such other details as the Employer or his authorized representative, at his discretion, may consider appropriate will be announced at the time of tender opening.

E1.5 The Financial Package(s) which tenderer(s) have uploaded online will be opened on a subsequent date after evaluation of technical packages. Financial packages of only those tenderers whose submissions are found substantially responsive and technically compliant as per clause E5 of ITT will be opened. The time of opening of financial package shall be



informed though website only. Tenderer can visit RAILWAY ADMINISTRATION e-procurement website for further information.

E2 PROCESS TO BE CONFIDENTIAL

E2.1 Except the public opening of tender, information relating to the examination, clarification, evaluation and comparison of tenders and recommendations concerning the award of Contract shall not be disclosed to tenderers or other persons not officially concerned with such process.

E2.2 Any effort by a tenderer to influence the Employer in the process of examination, clarification, evaluation and comparison of tenders and in decisions concerning award of contract, may result in the rejection of the tenderers tender.

E3 CLARIFICATION OF TENDERS

E3.1 To assist in the examination, evaluation and comparison of Tenders, the Employer may ask tenderers individually for clarification of their tenders, including breakdowns of prices. The request for clarification and the response shall be in writing only through e-tendering portal but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm correction of arithmetical errors discovered by the Engineer during the evaluation of tenders in accordance with Clause E6 of ITT herein.

E4 EVALUATION OF TENDER

Tender Security and Technical packages will first be evaluated which will cover following items:-

E4.1 General Evaluation: First of all it will be determined whether each tender is accompanied with the valid tender security i.e. the required amount and in an acceptable form. Tenders not accompanied with the valid tender security shall be rejected and may not be evaluated further. Other aspects of general evaluation will be done as per Clauses E5.2, A4, and A5 of ITT.

E4.2 Evaluation of minimum eligibility criteria – This evaluation will be done to check if the tenderer qualify the minimum eligibility criteria as laid down in Clause 1.2.2 of NIT. Tenderers, which do not qualify in any of the minimum eligibility criteria shall not be considered for further evaluation and shall be rejected.

E4.3 Evaluation of Responsiveness

The employer will determine whether each tender is substantially responsive to the requirements of the Tender Documents i.e. it conforms to all terms, conditions and specifications of the tender document. In case of any inconformity, the tender shall be disqualified and rejected.

E4.4 Evaluation of Material deviation or reservation

Each tender shall be evaluated for any material deviation or reservation. Material deviation or reservation is one:

• Which contains unauthorized changes to the Memorandum of Understanding from the Memorandum of Understanding accepted for Pre-qualification.

• Which contains any deviation in tender security with regards to amount, validity, form and format.

• Which affects in any substantial way, the scope, quality or performance of the Works;

• Which limits in any substantial way, is inconsistent with the Tender Documents, the Employer’s right or the Tenderer’s obligations under the Contract; or

• Whose rectification would affect unfairly the competitive position of other tenderers presenting responsive tenders.

Tender having any material deviation or reservation shall be disqualified and rejected.

E5 Evaluation of Financial Proposals

E5.1 The Employer will, keeping in view the contents of Clause- A4 and B1 of ITT, carry out technical evaluation of submitted technical proposals to determine that the tenderer has a full comprehension of the work of the contract. Where a tenderer’s technical submittal has a major inadequacy his tender will be considered to be non-compliant and will be rejected.



E5.2 All technically acceptable tenders will be eligible for consideration of their financial bid/Proposals. Financial Bid of those tenderers shall only be opened whose technical submittal is found compliant to the conditions stipulated in clause A4.1 to A4.10 and B of ITT and all the clauses of NIT. The financial proposal shall be evaluated to determine the lowest tenderer / bidder. In case, the evaluated financial offers of two or more technically qualified bidders are same and Lowest (i.e. L-1), then the tender would be awarded to the bidder who is technically more sound i.e. who scores more points as detailed in clause 1.2.2.1 of NIT. No consideration will be given to other bidder(s).

E5.3 The evaluation of Financial Proposals by the Employer will take into account, in addition to the tender amounts, the following factors:

a. Arithmetical errors corrected by the Employer in accordance with clause E6 of ITT.

b. Such other factors of administrative nature as the Employer may consider to have potentially significant impact on contract execution, price and payments, including the effect of items or unit rates that are unbalanced or unrealistically priced.

E5.4 Offers, deviations and other factors, which are in excess of the requirements of the tender documents or otherwise will result in the accrual of unsolicited benefits to the Employer, shall not be taken into account in tender evaluation.

E5.5 Price adjustment provisions applicable during the period of execution of the contract shall not be taken into account in tender evaluation.

E5.6 Evaluation of financial offer will be based on quantities in Bill of quantities (BOQ) and rates quoted. Any alteration in BOQ will not be given any cognizance.

E6 CORRECTION OF ERRORS

E6.1 Tenders determined to be technically acceptable after technical evaluation will be checked by the bid evaluation committee for any arithmetical errors in computation and summation during financial evaluation. Errors will be corrected by the committee as follows:

a. Where there is a discrepancy between amounts in figures and in words, the amount in words will govern; and

b. Where there is a discrepancy between the unit price and the total amount derived from the multiplication of the unit price and the quantity, the unit price as quoted will normally govern unless in the opinion of the bid evaluation committee there is an obviously gross misplacement of the decimal point in the unit price, in which event, the total amount as quoted will govern.

E6.2 If a tenderer does not accept the correction of errors as outlined above, his tender will be rejected and the tender security forfeited.

F AWARD OF CONTRACT

F1 Award Criteria

F1.1 Subject to Clause E5 and F2 of ITT, the Employer will award, the Contract to the tenderer, whose tender has been determined to be substantially responsive, technically & financially suitable, complete and in accordance with the tender documents and whose evaluated tender price is determined to be lowest.

F2 EMPLOYER'S RIGHT TO ACCEPT ANY TENDER AND TO REJECT ANY OR ALL TENDERS

F2.1 Notwithstanding Clause F of ITT, the Employer reserves the right to accept or reject any tender, and to annul the tender process and reject all tenders, at any time prior to award of Contract, or to divide the Contract between/amongst tenderers without thereby incurring any liability to the affected tenderer or tenderers or any obligations to inform the affected tenderer or tenderers of the grounds for the Employer's action.

F3 NOTIFICATION OF AWARD

F3.1 Prior to the expiry of the period of tender validity prescribed by the Engineer/Employer, the Employer will notify the successful tenderer by telefax, to be confirmed in writing by registered letter, that his tender has been accepted. This letter (hereinafter and in the Conditions of Contract called 'the Letter of Acceptance') shall name the sum which the Employer will pay to the Contractor in consideration of the execution, completion of the works by the Contractor as prescribed by the Contract (hereinafter and in the conditions of



Contract called 'the Contract Price'). The "Letter of acceptance" will be sent in duplicate to the successful tenderer, who will return one copy to the Employer duly acknowledged and signed by the authorized signatory, within three days from the date of issue of LOA by him. No correspondence will be entertained by the Employer from the unsuccessful Tenderers.

AND

Letter of acceptance to the successful bidder shall be uploaded on procurement portal which can be downloaded by the successful bidder.

F3.2 Contact Details of CVO (email- -----------------------------------------Ph.----------------------------, Mob.----------------------------).

F3.3 The Letter of Acceptance will constitute a part of the contract.

F3.4 Upon "Letter of acceptance" being signed and returned by the successful tenderer as perClause F3.1 of ITT, the employer will promptly notify the unsuccessful tenderers and discharge / return their tender securities.

F4 SIGNING OF AGREEMENT

F4.1 The Employer shall prepare the Agreement in the Proforma (Annexure- 3) included in this Document, duly incorporating all the terms of agreement between the two parties. Within 45 days from the date of issue of the letter of acceptance, the successful tenderer will be required to execute the Contract Agreement. One copy of the Agreement duly signed by the Employer and the contractor through their authorized signatories will be supplied by the Employer to the Contractor.

F4.2 Prior to signing of the Contract Agreement, the successful tenderer shall also submit the following documents within a period of 30 days from the date of issue of the Letter of Acceptance:

a. Performance Guarantee

b. Power of Attorney

c. Detailed Consortium or Joint Venture Agreement (duly signed and executed) incorporating :

i. Percentage Participation of each member/partner

ii. Joint and several liability of the partners

F5 PERFORMANCE SECURITY

F5.1 The Performance Security required in accordance with relevant clause of the GCC and Clause 2 of SCC shall be for 10% of the Contract Price from the Scheduled commercial Bank (including Scheduled Commercial Foreign Banks) in India in the currency in which the Contract Price is payable which may be reduced for balance years on completion of each year. The Performance Security shall be furnished to the Employer within 30 (thirty) days of receipt of the Letter of Acceptance.

The required Performance Security for the sum mentioned above may be submitted in any one of the following forms:

(a) Irrevocable bank guarantee in the prescribed format, given in Annexure– 1in tender documents, issued by a Scheduled Commercial Bank based in India or from a branch in India of a Scheduled Foreign Bank payable at -----------. The bank issuing the bank guarantee must be on the Structured Financial Messaging System (SFMS) platform. A separate advice of the BG will invariably be sent by the issuing bank to the Employer’s bank through SFMS. The details of Employer’s bank are as under:

Bank Details of the PQR Railway

The bank guarantee issued under the SFMS platform shall only be acceptable to the Employer.

(b) Bank draft in favour of “------------------------.”, payable at “----------” from a Scheduled Commercial Bank based in India, or

(c) Fixed Deposit Receipt (FDR)of a Scheduled Commercial Bank based in India duly pledged in favour of “-----------------------------------.”

In case of joint venture/consortium, the Performance Security is to be submitted in the name of the JV / Consortium. However, splitting of the performance security (while ensuring



the security is in the name of JV / Consortium) and its submission by different members of the JV / Consortium for an amount proportionate to their scope of work is also acceptable.

The Performance Guarantee should be valid for a period of 6 (six) months beyond the completion of contract period.

F5.2 The Tenderer has to furnish other Guarantees, Undertakings, and Warranties, in accordance with the provisions of the General Conditions of Contract and Special Conditions of Contract.

F5.3 Failure of the successful Tenderer to comply with the requirements of paragraphs F4and F5 of ITT shall constitute sufficient grounds for the annulment of the award and forfeiture of the Tender Security.

G CANCELLATION OF LETTER OF ACCEPTANCE (LOA) & FORM OF TENDER

In case successful Tenderer fails to commence the work (for whatsoever reasons) as per terms & conditions of Tender after issuance of LOA then the LOA shall be cancelled and the tender security shall be forfeited.

H Terms & Process of Bill Payment

a. All the terms & conditions of the bills for payments purpose should be strictly complied with in accordance with the guide lines, issued by the competent authority from time to time.

b. Certificate as per Appendix -Cof Specifications enclosed should strictly be provided with each bill for each Station

I 1.0 Termination

This section describes the obligations of the Contractor to ensure that, following issue by the Railway administration of a Termination of Services Notice on the Contractor, there is an orderly and timely migration of responsibility for providing the Services from the Contractor to any new Contractor or to the Indian Railways with no disruption to the Indian Railways delivery of services.

I 1.1 Consequences of Termination

On termination of this contract by Indian Railways, Indian Railways shall have the right to engage the services of another agency for provision of the services. The Service Provider/ contractor shall indemnify Indian Railways against all losses, damages, costs including management and similar costs, expenses and all other expenditure or loss of opportunity or revenue whatsoever incurred or suffered by Indian Railways as a result of such termination. Upon termination of this Agreement, the Service Provider and its employees shall be required to remove all their belongings from the premises of Indian Railways within a period of 7 (seven) days. Failure to comply with this requirement shall entitle Indian Railways to seize all the items within the office and store. I 1.1.2 In case all or any of the stations/buildings is taken up for development or any other activity, the quantities in the existing contract shall be proportionately reduced, duly eliminating the particular station. The contractor shall have no claim in this regard.

I 1.2 Duty to continue services

The parties shall continue to perform their obligations under this Agreement notwithstanding the giving of any notice of default or notice of termination until the termination of this Agreement becomes final.

I 1.3 Disengagement Period

A Disengagement Period will commence on the earlier of: a) three (3) months prior to the expiry of this Contract or

b) three (3) months prior to the cancellation of Services of the Contractor

c) the date on which a notice of termination is given by Railway administration in accordance

with this Contract.



I 1.4 Disengagement Assistance in disengagement period

The Contractor must:

a) cooperate with the Incoming Contractor to ensure that the transfer of the services and related

information, assets, records, to the Incoming Contractor is carried out in an orderly,

coordinated, effective and timely manner; and

b) provide all reasonable assistance required by Indian Railways and comply with all reasonable

directions given by them, to promote the efficient and effective transfer of the Services.

I 1.5 Handover Assistance

The Contractor is obliged to:

a. Review all procedures, documentation, processes and other aspects with the incoming

contractor

b. Provide the incoming contractor with access to all necessary information relevant to the

ongoing provision of similar services

c. Conduct training/familiarisation of the incoming contractor as directed by Indian Railways

d. Comply with any other request deemed necessary by Indian Railways to assist in the orderly

handover to the incoming contractor.

I 1.6 Processes after Termination of the Contract In the event of termination by the Railways, all the machinery and equipment covered in this contract shall be taken over by the Railways. It shall be the duty of the contractor to hand over all such assets to the Railway administration in order to avoid disruption of services.

J Information under RTI Act

Railway administration is required to provide to the applicants the information under Right to Information (R.T.I) Act. Certain information may pertain to the contractor/bidder also. Bidder is required to give their unconditional consent to RAILWAY ADMINISTRATION in the format enclosed as Appendix-20 to FOT. Bidder may indicate the matters for which information cannot be provided without a specific consent from the bidder and list such matters in the same format i.e. Appendix-20.



ANNEXURE -1 PAGE 1 OF 2

FORM OF PERFORMANCE SECURITY (GUARANTEE) BY BANK (Refer Clause F5 of “Instructions to Tenderers”)

1. This deed of Guarantee made this……..day of………………………….. (Month& year) between Bank of…………………(hereinafter called the “Bank”) of the one part, and Delhi Metro Rail Corporation Limited (hereinafter called “the Employer”) of the other part.

2. Whereas ----------------------------- has awarded the contract for ……………(name of work as per clause 1.1.1 of NIT)(hereinafter called “the contract”) to M/s…….(Name of the Contractor)….hereinafter called “the Contractor”.

3. AND WHEREAS the Contractor is bound by the said Contract to submit to the Employer a Performance Security for a total amount of Rs…………………………………………(Amount in figures and words).

4. Now we the Undersigned………………………………………………………….(Name of the Bank)being fully authorized to sign and to incur obligations for and on behalf of and in the name of……………………………………………(Full name of Bank), hereby declare that the said Bank will guarantee the Employer the full amount of Rs…………………………………………………………(Amount in figures and Words) as stated above.

5. After the Contractor has signed the aforementioned Contract with the Employer, the Bank is engaged to pay the Employer, any amount up to and inclusive of the aforementioned full amount upon written order from the Employer to indemnify the Employer for any liability of damage resulting from any defects or shortcomings of the Contractor or the debts he may have incurred to any parties involved in the Works under the Contract mentioned above, whether these defects or shortcomings or debts are actual or estimated or expected. The Bank will deliver the money required by the Employer immediately on demand without delay without reference to the Contractor and without the necessity of a previous notice or of judicial or administrative procedures and without it being necessary to prove to the Bank the liability or damages resulting from any defects or shortcomings or debts of the Contractor. The Bank shall pay to the Employer any money so demanded notwithstanding any dispute/disputes raised by the Contractor in any suit or proceedings pending before any Court, Tribunal or Arbitrator/s relating thereto and the liability under this guarantee shall be absolute and unequivocal.

6. This Guarantee is valid till …………………… (The initial period for which this Guarantee will be valid must be for at least 6-months (six months) longer than the anticipated expiry date of defect liability period as stated in Clause 4.2 of the “General Conditions of Contract”.)

7. At any time during the period in which this Guarantee is still valid, if the Employer agrees to grant a time extension to the Contractor or if the Contractor fails to complete the Works within the time of completion as stated in the Contract, or fails to discharge himself of the liability or damages or debts as stated under Para 5, above, it is understood that the Bank will extend this Guarantee under the same conditions for the required time on demand by the Employer and at the cost of the Contractor.

8. The Guarantee hereinbefore contained shall not be affected by any change in the Constitution of the Bank or of the Contractor.

9. The neglect or forbearance of the Employer in enforcement of payment of any moneys, the payment whereof is intended to be hereby secured or the giving of time by the Employer for the payment hereof shall in no way relieve the bank of their liability under this deed.

10. The expressions “the Employer”, “the Bank” and “the Contractor” hereinbefore used shall include their respective successors and assigns.

ANNEXURE -1 PAGE 2 OF 2



In witness whereof I/We of the bank have signed and sealed this guarantee on the……………day of ………(Month&Year) being herewith duly authorized.

For and on behalf of the_____________Bank. Signature of authorized Bank official

Name : ……………………………..

Designation : ………………………

I.D. No. : ………………………

Stamp/Seal of the Bank : ………..

Signed, sealed and delivered for and on behalf of the Bank by the above named___________ In the presence of :

Witness 1. Witness 2.

Signature ………………………. Signature ………………………. Name …………………………… Name …………………………… Address ………………………… Address …………………………

Notes:

1. The stamp papers of appropriate value shall be purchased in the name of the Bank, who

issues the ‘Bank Guarantee’.

2. The ‘Bank Guarantee’ shall be from the Scheduled Commercial Bank based in India, acceptable to Employer.



ANNEXURE-2

FORM OF BANK GUARANTEE FOR TENDER SECURITY (Refer Clause C7 of “Instructions to Tenderers”)

(To be stamped in accordance with Stamp Act, if any, of the country of issuing bank)

1. KNOW ALL MEN by these presents that we ………………………………….…... (Name of Bank) having our registered office at ……………………… (Name of country) (hereinafter called “the Bank”) are bound unto Delhi Metro Rail Corporation Limited (hereinafter called “the Employer”) in the sum of ₹. ……………..for which payment will and truly to be made to the said Employer, the Bank binds itself, its successors and assigns by these presents.

2. WHEREAS…………………………(Name of Tenderer) (hereinafter called “the Tenderer”) has submitted its tender dated__________for ………….. (Name of the work as per clause 1.1.1 of NIT) hereinafter called the tender.

AND WHEREAS the Tenderer is required to furnish a Bank Guarantee for the sum of Rs. ……………………. as Tender Security against the Tenderer’s offer as aforesaid.

AND WHEREAS……………………………… (Name of Bank) have, at the request of the Tenderer, agreed to give this guarantee as hereinafter contained.

3. We further agree as follows: a. That the Employer may without affecting this guarantee grant time or other indulgence to or

negotiate further with the Tenderer in regard to the conditions contained in the said tender and thereby modify these conditions or add thereto any further conditions as may be mutually agreed upon between the Employer and the Tenderer.

b. That the guarantee hereinbefore contained shall not be affected by any change in the constitution of our Bank or in the constitution of the Tenderer.

c. That any account settled between the Employer and the Tenderer shall be conclusive evidence against us of the amount due hereunder and shall not be questioned by us.

d. That this Guarantee commences from the date hereof and shall remain in force till …………………. (date to be filled up) .

f. That the expression ‘the Tenderer’ and ‘the Bank’ herein used shall, unless such an interpretation is repugnant to the subject or context, include their respective successors and assigns.

4. THE CONDITIONS OF THIS OBLIGATION ARE:

a. if the Tenderer withdraws his Tender during the period of Tender validity specified in the Form of Tender, or

b if the Tenderer does not accept the correction of his tender price in terms of Clause C7.5 b of the “Instructions to Tenderers”.

c. if the Tenderer having been notified of the acceptance of his tender by the Employer during the period of tender validity : i. fails or refuses to furnish the Performance Security in accordance with Clause C7.5 c(i) of the

“Instructions to Tenderers” and/or ii. fails or refuses to enter into a Contract within the time limit specified in Clause C7.5 c(iii) of

the “Instructions to Tenderers”.

We undertake to pay to the Employer mere on demand without demur up to the above amount upon receipt of his first written demand, without the Employer having to substantiate his demand provided that in his demand the Employer will note that the amount claimed by him is due to him owing to the occurrence of any one or more of the conditions (a), (b), (c) mentioned above, specifying the occurred condition or conditions.

Notwithstanding anything contained herein:

(a) Our liability under this Bank Guarantee shall not exceed `……………(Rupees………)

(b) This Bank Guarantee shall be valid up to …………….

(c) We are liable to pay the guarantee amount or part thereof under this Bank Guarantee only & only if you serve upon us a written claim or demand on or before………….



In witness whereof I/We of the bank have signed and sealed this guarantee on the …………. day of …………… (Month & year) being herewith duly authorized.

For and on behalf of the…………………………. Bank.

Signature of Authorized Official of the Bank

Name of Official ……………………..

Designation …………………………..

Stamp/Seal of the Bank ……………………………

Signature of Witness

Name …………..…………

Address …………………………

Notes:

1. The stamp papers of appropriate value shall be purchased in the name of the Bank, who

issues the ‘Bank Guarantee’.

2. The ‘Bank Guarantee’ shall be from the Scheduled Commercial Bank based in India,

acceptable to Employer.

ANNEXURE– 3



(PAGE 1 OF 2)

(Agreement on non-judicial stamp paper on Rs.100/-)

FORM OF AGREEMENT (Refer Clause F4 of “Instructions to Tenderers”)

This Agreement is made on the ___________ day of _____________ (Month &Year) Between ------------------------------------------------------------------------ hereinafter called “the Employer” of the one part and _________________ (Name and Address of Contractor) ____________________________________________________________ hereinafter called “the Contractor” of the other part.

Whereas the Employer is desirous that (*** certain Goods and Services should be provided and) certain Works should be executed, viz Mechanized cleaning and housekeeping Contract for XYZ station(s) hereinafter called “the Works” and has accepted a Tender by the Contractor for the execution and completion of such works (*** as well as guarantee of such works) and the remedying of defects therein.

NOW THIS AGREEMENT WITNESSETH as follows:

1. In this Agreement words and expression shall have the same meanings as are respectively assigned to them in the Conditions of Contract hereinafter referred to.

2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz:

(a) Letter of acceptance (b) Notice Inviting Tender (c) Instructions to Tenderers (Including Annexures) (d) Form of Tender with Appendix (e) General Conditions of Contract (f) Special Conditions of Contract (g) Employer’s Requirements (h) Specifications with Appendices (i) Bill of Quantities (j) Conditions of Contract on safety, Health and Environment (k) Addendums, if any (l) Other conditions agreed to and documented:

3. In consideration of the payments to be made by the Employer to the Contractor as hereinafter mentioned, the Contractor hereby covenants with the Employer to execute and complete the works by **________ and remedy any defects therein in conformity in all respects with the provisions of the Contract.

The Employer hereby covenants to pay the Contractor in consideration of the execution and completion of the works and the remedying of defects therein, the Contract Price of **₹ions thereto or deductions there from as may be made under the provisions of the Contract at the times and in the manner prescribed by the Contract.

5. OBLIGATION OF THE CONTRACTOR

The contractor shall ensure full compliance with tax laws of India with regard to this contract and shall be solely responsible for the same. The contractor shall submit copies of acknowledgements evidencing filing of returns every year and shall keep the Employer fully indemnified against liability of tax, interest, penalty etc. of the contractor in respect thereof, which may arise.

The staff/labourer recruited by the Contractor for Cleaning & housekeeping will be the sole responsibility of the Contractor and RAILWAY ADMINISTRATION will not be involved in it in any way. The staff / labour so recruited by the Contractor will not have any right whatsoever at any stage to claim employment in RAILWAY ADMINISTRATION.

6. JURISDICTION OF COURT

The Courts at -------------------------- shall have the exclusive jurisdiction to try all disputes arising out of this agreement between the parties.

ANNEXURE – 3



(PAGE 2 OF 2)

IN WITNESS WHEREOF the parties hereto have caused their respective Common Seals to be hereunto affixed / (or have hereunto set their respective hands and seals) the day and year first above written.

For and on behalf of the Contractor

For and on behalf of the Employer

Signature of the authorized official

Signature of the authorized official

Name of the official Name of the official

Stamp/Seal of the Contractor Stamp/Seal of the Employer

SIGNED, SEALED AND DELIVERED

By the said ________________________ Name ___________________ on behalf of the Contractor in the presence of: Witness _________________ Name ___________________ Address__________________ ________________________

By the said _________________________ Name ____________________ on behalf of the Employer in the presence of: Witness _________________ Name ____________________ Address___________________ _________________________

Note :

+ To be made out by the Employer at the time of finalization of the Form of Agreement. ** Blanks to be filled by the Employer at the time of finalization of the Form of Agreement. *** to be deleted if not applicable.



ANNEXURE-4A

Schedule of Cleaning and Housekeeping at XYZ Station

Item No.

Description of items App. quantity

Frequency Remarks Percentage weightage

1

Scrubbing, wet cleaning of floor, Concourse, Platform, passages, staircase and different types of floor area provided in station building including waiting rooms, all railway/other offices, retiring rooms

As available

Twice in each shift and as and when required

Kota stone; Granite,Cement Concrete etc.

40.00%

2 Cleaning and washing of Track plinth (within the station building/end to end of platform)

As available


20%

3 Cleaning of passages & different types of floor area provided in all operation and utility rooms

As available

Twice in a day and as and when required

Marble; Kota Stone, tile flooring/ false flooring etc.

8.00%

4 Cleaning of Different types of finishing works in wall cladding

As available

Once in a day and as and when required

4.00%

5 Cleaning of Different types of doors/ windows frames and shutters/louvers

As available


1.50%

6 Cleaning of Glasses fixed to the doors; windows; Ticket counters and elsewhere in the station area.

As available

Once in a day and as and when required 3.50%

7 Cleaning of Rolling shutters

As available


0.50%

8 Cleaning of Stainless steel/PVC/MS /wooden hand railing

As available


1.75%

9 Cleaning of suspended ceiling

As available

Once in a Fortnight and as and when reqd.

1.00%

10 Cleaning of Roof Ceiling etc.

As available

Once in a month and as and when required

3.00%

11 Cleaning & sanitation of Toilets & Bath Rooms (Only Staff Toilets)

As available

Thrice in each shift and as and when required

2.00%

12 Cleaning and attention of all drains at all levels

As available


0.75%

13 Cleaning of Portable fire extinguishers/smoke detectors/ Fire detectors

As available


0.20%

14 Cleaning of Fire pump panel

As available

Once in a Fortnight and as and when reqd. 0.10%

15 Cleaning of Butterfly valves /landing valves/internal hydrants/piping of all types/Fire hydrant panels

As available


16 Cleaning of Indoor light fittings& accessories

As available

Once in a week and as and when required 0.20%

17 Cleaning of Switch boards/Panels/distribution boards

As available


18 Cleaning of Fans/exhaust fans & accessories

As available


0.10%

19 Cleaning of External lighting fittings & accessories

As available


0.20%

20 Cleaning of Escalators

As available


1.00%

21 Cleaning of Lifts As available


1.00%



22 Cleaning of Computers and it’s accessories, Telephone sets and all other Misc. items

As available


23 Cleaning of Furniture, Office equipments etc.

As available


0.30%

24 Cleaning of DG room with DG set & connected equipments

As available

Once in a week and as and when required

0.20%

25 Cleaning of all HT & LT equipments available in ASS Room

As available


0.75%

26 Cleaning of all LT equipments available in LT Switch room

As available


0.30%

27 Cleaning of all equipments available in UPS room (Signaling & Electrical)

As available


0.30%

28 Cleaning of Pump room with equipments available

As available


0.30%

29 Cleaning of all equipments in Signaling room of other than the items covered elsewhere.

As available


30

Cleaning of all equipments available in station control Room, booking offices, and Excess Fare office, other than the items covered elsewhere.

As available


0.30%

31 Cleaning of cable trays, cable trench covers, Undercroft area(for u/g stations) etc.

As available


32 Cleaning of Air conditioners As available


0.20%

33 Cleaning of all equipments available in Telecom room

As available


0.25%

34

Cleaning of automatic fare collection system, Ticket Vending Machine and Security equipments such as Baggage scanners, DFMD etc.

As available


0.60%

35 Cleaning of underground/over head water tank

As available


0.30%

36

Cleaning of Pavement/ circulating area at Ground level near station entry/exit, Subway and Foot over bridge connected to station entry/exit

As available


4.00%

37 Cleaning of Sign Boards/ Name Boards/Notice boards/Advertisement boards

As available


38 Supply of Dust bins and Bio-degradable garbage disposal bags and disposal of waste, garbage, dust, dirt, rubbish etc.

As required


39 Disposal of waste, garbage, dust, dirt, rubbish in designated garbage disposal place and cleaning of dust bins.

As required


40 Light Pest control

Once in a month and as and when required (during on operational hours)

0.50%

Note: Where an item of work from the above list is not available, its weightage shall be added to item

1 of this table.

Where an item of work not in the above list is added , eg. CTS, watering of trains etc., a suitable

weightage shall be assigned to the quantum of the same depending on the work being serviced. The

weightage for the same shall be provided by making matching reduction from item 1.

The percent weightage shall be converted to daily money value (total annual value of contract x

weightage of item/ 365) to calculate the deduction from the bills when an activity is not performed.



ANNEXURE-4B

Schedule of Cleaning and Housekeeping at XYZ 2 Station

Item No.

Description of items App. quantity

Frequency Remarks Percentage weightage

1

Scrubbing, wet cleaning of floor, Concourse, Platform, passages, staircase and different types of floor area provided in station building including waiting rooms, all railway/other offices, retiring rooms

As available


Kota stone; Granite, Cement Concrete etc.

40.00%

2 Cleaning and washing of Track plinth (within the station building/end to end of platform)

As available


20%

3 Cleaning of passages & different types of floor area provided in all operation and utility rooms

As available

Twice in a day and as and when required

Marble; Kota Stone, tile flooring/ false flooring etc.

8.00%

4 Cleaning of Different types of finishing works in wall cladding

As available


4.00%

5 Cleaning of Different types of doors/ windows frames and shutters/louvers

As available


6 Cleaning of Glasses fixed to the doors; windows; Ticket counters and elsewhere in the station area.

As available


7 Cleaning of Rolling shutters

As available


0.50%

8 Cleaning of Stainless steel/PVC/MS /wooden hand railing

As available


1.75%

9 Cleaning of suspended ceiling

As available


1.00%

10 Cleaning of Roof Ceiling etc.

As available


3.00%

11 Cleaning & sanitation of Toilets & Bath Rooms (Only Staff Toilets)

As available

Thrice in each shift and as and when required

2.00%

12 Cleaning and attention of all drains at all levels

As available


0.75%

13 Cleaning of Portable fire extinguishers/smoke detectors/ Fire detectors

As available


0.20%

14 Cleaning of Fire pump panel

As available


15 Cleaning of Butterfly valves /landing valves/internal hydrants/piping of all types/Fire hydrant panels

As available


16 Cleaning of Indoor light fittings& accessories

As available


0.20%

17 Cleaning of Switch boards/Panels/distribution boards

As available


18 Cleaning of Fans/exhaust fans & accessories

As available


0.10%

19 Cleaning of External lighting fittings & accessories

As available


0.20%

20 Cleaning of Escalators

As available


1.00%

21 Cleaning of Lifts As available


1.00%



22 Cleaning of Computers and it’s accessories, Telephone sets and all other Misc. items

As available


23 Cleaning of Furniture, Office equipments etc.

As available


0.30%

24 Cleaning of DG room with DG set & connected equipments

As available


0.20%

25 Cleaning of all HT & LT equipments available in ASS Room

As available


0.75%

26 Cleaning of all LT equipments available in LT Switch room

As available


0.30%

27 Cleaning of all equipments available in UPS room (Signaling & Electrical)

As available


0.30%

28 Cleaning of Pump room with equipments available

As available


0.30%

29 Cleaning of all equipments in Signaling room of other than the items covered elsewhere.

As available


30

Cleaning of all equipments available in station control Room, booking offices, and Excess Fare office, other than the items covered elsewhere.

As available


0.30%

31 Cleaning of cable trays, cable trench covers, Undercroft area(for u/g stations) etc.

As available


32 Cleaning of Air conditioners As available


0.20%

33 Cleaning of all equipments available in Telecom room

As available


0.25%

34

Cleaning of automatic fare collection system, Ticket Vending Machine and Security equipments such as Baggage scanners, DFMD etc.

As available


0.60%

35 Cleaning of underground/over head water tank

As available


0.30%

36

Cleaning of Pavement/ circulating area at Ground level near station entry/exit, Subway and Foot over bridge connected to station entry/exit

As available


4.00%

37 Cleaning of Sign Boards/ Name Boards/Notice boards/Advertisement boards

As available


38 Supply of Dust bins Bio-degradable garbage disposal bags and disposal of waste, garbage, dust, dirt, rubbish etc.

As required


39 Disposal of waste, garbage, dust, dirt, rubbish in designated garbage disposal place and cleaning of dust bins.

As required


40 Light Pest control

Once in a month and as and when required (during non operational hours)

0.50%

Note: Where an item of work from the above list is not available, its weightage shall be added to item

1 of this table.

Where an item of work not in the above list is added , eg. CTS, watering of trains etc., a suitable

weightage shall be assigned to the quantum of the same depending on the work being serviced. The

weightage for the same shall be provided by making matching reduction from item 1.

The percent weightage shall be converted to daily money value (total annual value of contract x

weightage of item/ 365) to calculate the deduction from the bills when an activity is not performed.



ANNEXURE-5

Deduction details for Machinery (Non-Working/Short Deployment)

Sl. No.

Type of Machinery/Equipment required for the work

Make/ model

Rate of deduction

Per Machine/ Per Day (In Rs.)

1 Cold Water High Pressure Jet Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

(To be

calculated)

2 Battery operated Walk Behind Automatic scrubber dryer

Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

3 Electrically operated Walk Behind automatic scrubber drier

Karcher, Taski-Diversey, Eureka Forbes, Fasa,Roots

4 Single disc floor scrubbing machine Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

5 Wet & Dry vacuum cleaner Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

6 Hand held scrubbing machine for vertical surfaces.

Karcher, Taski-Diversey, Eureka Forbes, Fasa,Roots

7 Backpack Dry vacuum Cleaner Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

8 Automatic Escalator Cleaner cum Automatic Scrubber Dryer Machine

Karcher, Taski-Diversey, Eureka Forbes,

9 Escalator Cleaner (Wizard) Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

10 Manual Sweeper with inbuilt manual vacuum system

Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

11 Steam Cleaner Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots

The make and model are indicative. Zonal railways can decide upon the equipment as per their requirement.



ANNEXURE-6

Deduction details for Chemicals and other consumables

Sl. No.

Type of Chemical/ Consumable required for

the work Make/ model

Rate of deduction Per litre/

Per Month (In Rs.)

1 Granite/Kota/Marble/other type except wooden floor cleaning concentrate

TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

300

2 Bathroom/ Washroom/ Toilet Floor Cleaner


400

3 General washroom Cleaner


500

4

Vertical Finishes of different types like Granite/Marble/ Steel plate cladding etc


300

5 Glass/Mirror/acrylic Surface


300

6 Steel Surfaces TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

300

7 Aluminium Surfaces TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

300

8 Any other type of surfaces except wooden and porous


300

9 Urinal & WC Cleaner TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

600

10 Pest Control- Cockroaches


1000

11

Pest Control- Mosquito, Flies, Ants, Lizard & Other Flying/ Crawling Pest


1500

12 Air Freshener TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

2000

13 Refill For Auto Dispenser TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Atlantic Care and Chemicals or equivalent

500

14 Oil and Grease remover Atlantic Care and Chemicals 300

15 Spot remover from Hard Surface

Atlantic Care and Chemicals 300

16 Glass scale remover (Tough Stains)

Klean Fix Chemicals 300

17 Liquid soap TaskiDiversey/ Atlantic Care and Chemicals/ Eureka Forbes/ Atlantic Care and Chemicals or equivalent

400

18 Toilet Paper Roll 200



Annexure 7

1. SCOPE OF WORK/ SERVICES FOR CLEAN TRAIN STATION (CTS):

i) Mechanized Cleaning & allied services to be provided in the Coaches within the 20 minutes halt period of the train on all platforms shall be as follows:

S.No. Activity

1 High pressure jet cleaning and drying of coach toilets with specified pressure and general wiping of all toilet fittings in coaches.

2 Floor cleaning of doorway and vestibule area with high pressure jet and drying with wet vacuum cleaner.

3 (i) Collection of Sweepings/ Garbage from complete coach including dust bins.

(ii) Collection of garbage from doorway, vestibule and dustbins of the coach.

(iii) Taking over garbage in plastic bags from OBHS staff.

(iv) Disposal of collected garbage

4 Washbasins, mirrors and shelves in toilet and door way area to be cleaned with detergent and wiped dry.

5 Dry sweeping of complete coach

6 Mopping/swabbing of aisle area with disinfecting agent inside coach.

7 Cleaning of doors and footsteps.

8 Disinfection of toilets.

9 Water filling of all coaches using water hydrants along the platform track.

Instructions given in Annexure 8 shall be adopted to carry out the activities.

2. Nominated representatives of Railway shall inspect the coaches after cleaning activities have been performed. The quality of work will be inspected daily for each train. An objective and clear-cut system of checking quality of cleanliness for each item of work with a score card to be filled while inspecting and assessment of daily total score for each train is defined and placed at Annexure 9.



1. Fixed Installations

Since the Project is self-contained, the required Electrical Power will have to be arranged by the agency/ contractor. For estimation purposes, power required per workstation can be taken as 3KVA. The DG set shall be installed at the end of Platform preferably away from passenger for avoiding pollution and noise. The power generated will be distributed throughout the length of platform adjacent to Railway Track in GI pipe with suitable points for tapping single phase 230 Volts. The indicated specification of the DG set, cabling & wiring is given below:

Diesel Generating Set:

Rating Make Dimension of DG room

(Power House)

Accessories

As per no. of workstations, 3 Phase 415 Volts 1500 RPM

Engine: Cummins/KOEL or any other reputed make Alternator: Kirloskar/NGEF/Stamford etc.

Shall depend upon the selected kVA rating of DG set.

Fuel Tank Pipe line, Exhaust Silencer & Pipeline, AVM Pads GI Pipe Earthing, PVC Armoured cable from Alternator to Control panel, MCCB, A/V Meters with S/S, Temperature & Fuel Indicator, Low Lub. Oil indicator

A suitable enclosure for housing DG set shall have to be provided by the agency/ contractor in the space (approximately 6X6 meter) earmarked and provided free of cost by the Railways. Power Cable & Wiring:

A schematic diagram is attached as “Annexure-10” for cabling to be done by the Contractor. The contractor shall ensure all the protective measures in laying the cable alongside track. The power cabling laid alongside the Railway track shall be duly earthed as shown in the schematic diagram. Laying of electrical cables shall be in accordance with Indian Electricity Rules for safe working conditions. Detail of Material:

The detail material, approximate quantity per line and make given below are indicative, the contractor shall provide power cabling arrangement as per actual requirement without any extra cost from Railway.

Particulars Approximate Qty. Make

25 sq.mm. x 3.5 core Aluminum un- Armoured cable

600 to 700 Meters Fort Gloster/CCI/Finolex/any other reputed make

Cable termination with Gland and lugs

50 to 70 Nos Any reputed make

MCB in each Distribution Box 25 to 30 Nos MDS/L&T/Siemens/DATAR or any other reputed make

Power outlet boxes with 2 Nos.20 Amp. Metal clad plug socket with 20 Amp. SP MCB

25 to 30 Nos Metal clad Plug and Socket: MDS /BCH or any other reputed make

GI Earth 6.3 mm GI Plate for 600 to 700 meters cable

GI Pipe 50 mm dia “B” Class 600 to 700 Meters Prakash/Surya/ Jindal or any reputed make

MS Angle Support 25 x 5 mm 25 to 30 Nos any reputed make

2. Machinery/Equipments

The Contractor/ Agency is advised to utilize following types & no. of cleaning machines of state of the art technology using least possible of Water & Electricity to control expenditure to exchequer. The types of machines to be used are:

i) Portable Back Mounted High Pressure Jet Machine. ii) Portable Back Mounted Wet & Dry Vacuum Cleaner. Some of the important specifications/ features required in the machines are as follows:



1) Specification of Portable Back Mounted High Pressure Jet Machine.

Industrial High Pressure Cold Water Jet Cleaner, single phase 230 volts, 50 HZ machine, a rugged, hard wearing, portable, easy to operate, complete with Standard Accessories & technical specifications as follows: - 7 to 8 meters long sleek looking durable high-pressure hose, - Lightweight plastic pistol for impingement of jet with built-in trigger mechanism, - Two way nozzle to deliver Fan & point like water jets. - Suitable length of electric cable doubly insulated. So as to deliver:

Pump pressure...........................................80-100 Bar Water quantity (at max. pressure)...............6-7 Litres/Minute Max. Inlet temperature................................50 DegC Power consumption....................................not more than 1.6 kW Weight.........................................................not more than 12 kg Dimensions(lxbxh) in mm...........................not more than 320x200x360

2) Specification of Portable Back Mounted Wet & Dry Vacuum Cleaner.

Industrial wet & dry vacuum cleaner, a rugged, all purpose, multi functional, hard wearing, portable, easy to operate, single phase 230 volts, 50 HZ machine complete with Standard Accessories & technical specifications as follows:

- Two ply dust bag 3 nos. - Main filter - Floor nozzle - Exhaust Filter - Rubber Hose complete with snap in 38 mm dia and 2.5 meters length - Extension tube curved stainless steel 38 mm - Wheeled Floor Nozzle - Suitable length of electric cable doubly insulated.

So as to deliver:

- Power Consumption: not less than 1200 Watts.

- Protection grade (moist, dust) : not less than IP 44 - Protection class (electrical) : not less than “I” - Air flow with hose: not less

than 40 litres/sec. - Vacuum sufficient to dry wet floor: not less than 20 KPa - Container Volume: not less

than 20 litres. - Weight (Empty) : not

to exceed 10 kgs - Dimensions (HxLxB) in mm : not to exceed 550 x 400 x

400

Machine Type Quantity per workstation

Make

High Pressure Jet Machine(s)

1 for daily use with spare.

Eureka Forbes /Johnson Diversey/ or any other reputed equivalent make as per specifications

Wet & Dry Vacuum Cleaner

1 for daily use with spare.

Eureka Forbes /Johnson Diversey/ or any other reputed equivalent make as per specifications

3. Accessories/Tools:

(i) High grade Insulation Power Cable:

All the machines used for cleaning job shall have sufficient length of Power Cable so that it can take care of the coach length while tapping electrical power from DG power supply generation & distribution system. The Power cable shall be of class-I insulation material and shall be duly



protected mechanically so that wear & tear while daily handling shall not cause any leakage of current resulting into fatal consequences. It shall be double insulated for extra protection.

(ii) Back Mounting Arrangement:

The back mounting arrangement shall be such so as to carry the weight of machine to be carried by Operators. It shall have Fiberglass flat surface to take care of operator back for comfort & support. Machine shall be held in strings of Aluminum wire. It shall have a clip arrangement for holding the machine in grip. The weight of arrangement shall not exceed 1 kg.

(iii) Quick Coupling arrangement for Toilet Tap:

The Water required for cleaning shall be sourced from Toilet Tap with the help of especially designed Quick Coupling arrangement. The coupling shall be so designed that it can take care of all designs of taps connected in Indian Railways Coaches. It shall be leak proof to avoid any wastage of water in Toilets. It shall be lightweight, not more than 250 gms, and shall not take more than 15 seconds to fix. In case water is not available in the toilet, the contractor can take water supply from the platform water pipe line provided for filling of water in coaches.

(iv) Floor Mopper:

Specially fabricated for Railway coaches to meet the width of Coach Aisle area (approximately 24 inches). The mop rubber shall be made of special type of sponge material (PVA) so as to absorb & retain at least 1 litre of water. The length of the handle shall be at least 1 meter & made of mild steel or aluminum.

(v) Window glass squeegee:

It shall be made of Stainless Steel handle of preferably 10 inches length with highly durable rubber blade of size 45 cms having a locking arrangement for easier & faster removal for cleaning or replacement.

(vi) Special Cotton duster for glass cleaning:

It shall be made of Khadi cotton with a size at least 48 cms x 48 cms. (vii) Jute Cotton Duster for wash basin cleaning:

It shall be made of 100% cotton jute with a size at least 45 cms x 45 cms.

(viii) Brushes for Toilet & Door Area Cleaning:

The brush for Toilet cleaning shall be 50 cms long plastic / wooden handle having combined or mixed type bristle made of nylon & steel. Whereas the brush for Door area shall be made of only steel bristles with wooden handle of length 25 cms & width 5.5 cms.

(ix) Disposable bag for waste:

Disposable bag is required for collection of waste & litter from Coaches & Dustbin of AC coaches & after collecting the same the bag shall be disposed off to nominated municipal bin. This bag shall be made of Milky white colour Polyethylene of a size 20” x 30” minimum & minimum 80 micron gauge. Anything less than this micron size will not be acceptable for environmental reasons. The polythene bag shall be printed with the name of scheme “Clean Train Station”, name of the contractor & the name of station necessarily.

4. Cleaning Agents:

All the cleaning agents used for the project shall be bio-degradable environment friendly so that it does not cause any harm to workers, passengers & the objects for which it is used. It shall follow all the mandatory International & National standards of chemicals. Some of the specifications for various types of cleaning agents those are required for this project are given below:

Essential Ecological Requirements for All the Cleaning Agents:

• Shall have excellent biodegradability.

• Should exceed International Detergent Legislation.

• Should be Phosphate free.



• Should not be a combustible liquid according to the regulations governing combustible liquids.

• The cleaning agents should preferably have near neutral PH value in used dilution.

• Should have soothing fragrance & smell.

i) PVC Floor Cleaning Agent: Preferred brands: Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab

ii) Ceramic Toilet fittings Cleaning agent: Preferred Brand: Taski R1/Taski R6 (Johnson Diversey) or Sigla Neutral of Eco Lab.

iii) Glass Cleaning agent: Preferred Brand: Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin

iv) Deodorant : Preferred Brands Preferably water based Taski R5 or equivalent Ecolab or any water based

reputed brand

v) Disinfectant Preferred Brands: Disinfectants of reputed brands viz. Johnson Diversey, Eco Lab or any

other reputed brand.

5. Mosquito Repellent:

An aromatic insecticide spray for mosquitoes & other flies (insects) so that no inconvenience is caused to passenger due to smell. The material used for spraying mosquitoes repellent shall have following specifications & properties:

➢ It shall be a chemical composition of Deodorized LPG, Deodorized Kerosene, Allethrin Technical, and Peperonyl Butoxide.

➢ It should be bio- degradable and shall meet all the conditions of IS 8496. ➢ The chemical shall be filled in a pressurized container equipped with a valve & suitable

propellant.



Annexure-8 INSTRUCTIONS FOR WORKERS 1. Work System;

All the operational methods used in the project shall aim to maximize output in terms of quality & quantity. The total output from the resources employed shall be to ensure cleaning of the coaches and watering of coaches. Each cleaning operation shall be sequential and broken down in small tasks. The no. of manpower & machines employed in the project shall be distributed along the rake in adequate workstations. Each workstation will have a team of atleast 3 members viz Toilet Cleaner, Vacuum Drier & Coach Mopper. The contractor shall also ensure cleaning of Platform side AC coaches’ window glass, collection & disposal of Waste & litter from AC coaches’ dust Bin & spraying of Mosquito Repellent by deploying additional manpower if require.

2. Worker’s Training:

S.No. Area(s)

1 Behaviour: ➢ With Passenger ➢ With Coworker ➢ With Supervisors

2 Productivity:

2a Quality: ➢ Quality of Washing ➢ Quality of Drying ➢ Quality of Waste Collection ➢ Quality of Waste Disposal

2b Quantity: ➢ Marshalling Orders ➢ Sequence of Operations ➢ Handling of Machines

3 Safety: ➢ Electrical Safety ➢ Traffic Safety ➢ Boarding & Alighting Safety

4 Team Work: ➢ Coordination with Co-workers

5 Supervisor’s Training

3. Operating Instructions:

3.1 Code of Conduct:

• Dress code:

• Every personnel working for “Clean Train Station” scheme should always be in uniform at all times at the station.

• Dress should be clean and worn properly as shown in diagram.

• Timings;

• All personnel to report to work on the assigned time and be present till the assigned time for leaving.

• Behaviors;

• All personnel need to be courteous to passengers and Railway personnel.

• All personnel need to bear in mind that passengers have a way of right & should not cause inconvenience to passengers including carriage of machinery and equipment.

• Operators should follow supervisor’s instructions on behavior.

• Arguments with passengers and RO (Railway officials) should be avoided at all costs.

• All work related issues or objections should be directed handled by the Workstation supervisors.



• Safety

• No workmen should board or alight from a moving train.

• Supervisors will blow a whistle 1 minute before train starts.

• All persons to wind up the operation pick up their materials and get down from the train immediately.

• Movement to and from the train will be while having at least one hand free for holding the railing.

• No person will cross the Railway tracks from the platform or to the Platform ever.

• No littering on either platform or tracks will be allowed for any person.

• All debris and litter to be collected in the polybags provided.

• All accumulated litter & debris collected from sweeping the coaches & from AC coach waste bins shall finally be disposed off to the Municipality Bin made outside the Platform.

• Language:

▪ While communicating with Railway Staff all the Contractor’s men will use language understood by them. The language used shall be preferably local language.

3.2 “WORKSTATION” DO’s & DON’Ts

(1) DO’s:

i. All Workmen to clean their machines/tools before getting ready for work in each shift. ii. All Workmen & Supervisors to be in Uniform all the time in Station. iii. All Workmen to take their Workstation position 5 minutes before the arrival of trains. iv. All Workmen & Supervisors to strictly follow Safety instructions as advised by

management. v. All Workmen to report to Supervisors in case of any argument with Passenger.

(2) Don’ts: i. No workman will board and/or alight the train in moving condition. ii. No workman will move over/ cross the Railway Track. iii. No workman will fight or argue with any passenger or staff. iv. No workman will throw or offload the dirt on railway tracks or platform area. v. No workman will cause any inconvenience to the passengers while working. vi. No workman will demand anything from Passenger. vii. No workman should spit in trains or platform premises. viii. No workman to smoke, chew Pan or any such habit to observe in Trains/Platform while

on duty. ix. No Workman will sit on tracks while waiting for trains to arrive. x. No unauthorized person(s) shall be permitted in the machine room.

3.3 SUPERVISOR’S OPERATING INSTRUCTIONS:

Each Workstation Supervisors primary responsibilities will be “Quality Output”, “Quantity Output”, “Safety of Workmen” & Overall “Harmony” at Workplace.

• Each supervisor has to monitor a team of one third of workforce.

• Each supervisor has to supervise one third of the number of coaches being attended.

Following need to be supervised:

i. To ensure safety for all during operations. ii. To ensure workmen are properly dressed as per uniform norms. iii. To ensure they are present at all working hours specified in requisite number. iv. To liaison with Railway Supervisors (RS) at workstations. v. To maintain quality of work to satisfaction of RS. vi. To fill up Score Card for each train and coach with requisite details. vii. To blow whistle for operators to get onto the tracks for operation. viii. To get RS (Railway Supervisor) to check the cleaned coaches.



4. Passenger Feedback:

The “Clean Train Station” Scheme has been devised for the passenger & passenger only. Passenger is the essence & central character of the project. All efforts are to enhance the overall passenger satisfaction by providing interim cleaning of coaches under this scheme. It is therefore very essential to know their continuous feedback that the services are rendered in efficient & effective manner. Their feedback shall also be basis for continuous improvement in the services. The contractor is required to carry out monthly feedback of a sample size 1000 to 1500 minimum in given format. The feedback shall be carried out in consultation with Railways Supervisors. Any fabricating of such form shall be liable to immediate termination of contract. The monthly feedback received for the sample size shall be analyzed train wise, item wise etc. & the report shall then be duly submitted to the Sr. DME/ Officer Incharge for further action. Feedback forms shall be serially numbered for each month.

The contractor at his own cost & convenience shall carry out the passenger feedback for those trains only which are covered in the contract.

5. Departmental Monthly Reports:

The contractor shall submit following monthly reports to Railway: I. Cumulative Percentage Score as per the daily scoring. II. Target Vs Actual Performance III. Deductions on account of Occupied Toilets. IV. Passenger Feedback Analysis.



Annexure-9

SCORE CARD (TO BE FILLED BY THE RAILWAY SUPERVISOR / HOUSE KEEPING INSPECTOR)

W.O.No Date: Name of Work Name of Contractor ----------------------------------------------------------------- Name of Supervisor Designation Date of Inspection--------------------Train No.-----------------Arrival Time---------------Dep.Time------------------ No. of Coaches attended by contractor Total No. of Coaches in the train Total Scores obtained: % Inaccessible: x

SNo.

Itemized Description of work

T’let C1 C2 C3 C4 C5 C6 C7 C8 C9 C10 C11 C12 C13

1

Toilet cleaning complete including pan with High Pressure Jet machine &drying, cleaning wiping & drying of wash basin, mirror & shelves, , Spraying of Air Freshener & Mosquito Repellant

T1

T2

T3

T4

2 Cleaning, wiping & drying of outside washbasin, mirror & shelves in door way area

3

Vestibule area, Doorway area, area between two toilets and footsteps.

B1

B2

D1

D2

4 Coach aisle area cleaning

5 AC Coaches Window Glass Cleaning from Platform Side

6 Disposal of collected waste from Coaches & AC Bins.

7 Watering of coaches

Note: Please give marks for each item on a scale 0 or 1. All items as above which are inaccessible should be marked ‘X’ and shall not be counted in total score. Item not available should be marked ‘_’. No column should be left blank. Signature of Contractor’s Supervisor

Signature of Railway Supervisor

Name of Contractor

… RAILWAY “CLEAN TRAIN STATION”



Annexure -10

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of depot.

Form of Tender Page 1 of 34

CONTRACT NO: -----------------


of XYZ station(s)/Trains of XYZ depot

3. Form of Tender (FOT)


ADDRESS



FORM OF TENDER (FOT)

Note : i. The Appendix forms part of the Tender

ii. Tenderers are required to fill up all the blank spaces in this Form of Tender and Appendix.

Name of Work: As in the NIT clause No. 1.1.1

To, Tender Inviting Authority, Address 1. Having visited the site and examined the General Conditions of Contract as well as Special

Conditions of Contract, Conditions of contract on Safety,Health and Environment, Employer’s Requirements, Specifications, Instructions to Tenderers including Bill of Quantity, for the execution of above named works, and the matters set out in Appendix 1 hereto, and having completed and prepared Appendices 2, 3, 4, 5,5A, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21 and 22 hereto, we the undersigned, offer to execute and complete such housekeeping works and remedy defects therein in conformity with the said Conditions of Contract, Specifications, and Addenda (if any) for the amount as quoted in BOQ (Financial Bid) or such other sum as may be ascertained in accordance with the said conditions.

2. We undertake (jointly and severally)* (a) to keep this Tender open for acceptance without unilaterally varying or amending its terms for

the period stated in Notice of Invitation to Tender hereto (the withdrawal of any member or any other change in the composition of the partnership/joint venture/consortium on whose behalf this Tender is submitted shall constitute a breach of this undertaking)*; and

(b) If our Tender is accepted, we will furnish at our option a Bank Guarantee for Performance as security for the due performance of the Contract. The amount and form of such guarantee or bond will be in accordance with Clause 4.2 of the General Conditions of the Contract and as indicated in the Appendix-1 hereto; and

(c) to hold in confidence all documents and information whether technical or commercial supplied to us at any time by or on behalf of the RAILWAY ADMINISTRATION in connection with this Tender or with the above-mentioned Works and, without your written authority or as otherwise required by law, not to publish or otherwise disclose the same.

3. We submit with this Tender a duly executed Tender Guarantee in respect of our obligations under this Tender.

4. Unless and until a formal Agreement is prepared and executed, this Tender, together with your written acceptance thereof, shall constitute a binding contract between us.

5. We undertake, if our Tender is accepted, to commence the works within 7days of issue of the Letter of Acceptance to complete the whole of the Works comprised in the Contract upto 04 years contract period.

6. We understand that you are not bound to accept the lowest or any tender you may receive.

7. We declare that the submission of this Tender confirms that no agent, middleman or any intermediary has been, or will be engaged to provide any services, or any other item of work related to the award and performance of this Contract. We further confirm and declare that no agency commission or any payment, which may be construed as an agency commission has been, or will be, paid and that the tender price does not include any such amount.

8. We acknowledge the right of the Employer, if he finds to the contrary, to declare our Tender to be non-compliant and if the Contract has been awarded to declare the Contract null and void.

9. This Tender shall be governed by and construed in all respects according to the laws for the time being in force in India. The courts at New Delhi will have exclusive jurisdiction in the matter.

10. We agree to abide by this Tender for a minimum period of 180 days from the date fixed for receiving the same and it shall remain binding upon us and may be accepted at any time before the expiry of that period or any extended period mutually agreed to.

11. We acknowledge that the Appendix forms an integral part of the Tender.



12. We have independently considered the amount shown Clause 8.5 of the General Conditions of Contract as liquidated damages and agree that they represent a fair estimate of the damages likely to be suffered by you in the event of the work not being completed in time.

13. If our Tender is accepted we understand that we are to be held solely responsible for the due performance of the Contract.

Dated this…………day of…………. 20-- --.

Signature …………………………………

Name………………..……………… in the capacity of …………………………..

duly authorized to sign Tenders for and on behalf of…………..…………………

Address ……………………………………………………………………..………..

Witness:1 – Signature ………………………

Name ……………………………………………

Address …………………………………………

Occupation ……………………………………

Witness:2 – Signature ………………………

Name ……………………………………………

Address …………………………………………

Occupation ……………………………………

* Note:

If the Tenderer comprises a partnership, joint venture or consortium:

(a) The provisions marked with an asterisk are to be retained subject to deletion of the

brackets and inapplicable descriptions (i.e. partnership, joint venture or consortium).

(b) The liability of each member under the Tender, and under any contract formed upon its

acceptance, will be joint and several.

(c) An authorised representative of each member must sign the Tender.

(d) Signature on the Form of Tender shall be witnessed and dated.

(e) Copies of the relevant power of attorney shall be attached.



APPENDIX -1

APPENDIX TO THE FORM OF TENDER

Condition of Contract Clause No.

i. Amount of Bank Guarantee as Performance Security

Clause 4.2 of the GCC and Clause 2 of SCC

10% of the Contract Price.

ii. Latest date for commencement of the works

1.1.2 (m) of Notice Inviting Tender

Date given in LOA or Employer’s Notice to Proceed

iii. Contract Period from the date of commencement of work

1.1.2 (n) of Notice Inviting Tender

4Years

iv. ‘Defects Liability Period’ for the whole of the Works

Defect Liability period is not applicable for Housekeeping works

v. Amount of advance payment

As per clause No.15 and 16 of SCC

vi

Insurance for workers/ employees

All of the contractor’s employees shall have to be covered under ESI and ECA as per clause 21.1 of Special conditions of contract.

vii. Amount of Third Party Insurance

Rs. 0.75 Million for any one incident, with number of incidents unlimited.

viii Period in which all insurances have to be effected

Within 4 weeks from the “date of commencement”

ix. Penalty for poor quality of cleaning & housekeeping work

Sl. No.6.2.1 of Special Conditions of Contract

Spot fine: Minimum - Rs.2000/- Maximum- Rs.5000/- per day per Station.

x.

Penalty for non-completion of work

Payment to be made only for the activity performed and deductions are to be made on percentage basis as per Annexures-4(--) of ITT. Maximum penalty shall not exceed 10% of contract value

xi. Penalty for short deployment of manpower


Deduction as per daily wages plus penalty of Rs.1,000/- per day per short deployment.

xii. Penalty for short deployment of Machinery

Clause 40.0 (9) of Specifications

Deduction as per Annexure-5 of ITT & Appendix-7 of FOT

xiii. Penalty for presence of rodent


Penalty @ Rs.2500/- per case

xiv. If any theft case occurred by contractors employee

Sl. No.10 of Special Conditions of Contract Penalty @ Rs.50000/- per case

xv. Penalty for non availability of required quantity of reagents/detergents/chemicals

As per Employers Requirements clause-2.0

Deduction as per Annexure-6

Signature of authorized signatory on behalf of Tenderer

Date …………… Name …………………….

Place ………….. ………. Address ………………….



APPENDIX - 2

BILL OF QUANTITIES / PRICING DOCUMENT

(Refer Clause C4 of ITT)

We, (name of tenderer/ joint venture) hereby undertake that, the bill of Quantities & Schedule of

Payments (clause C11 of ITT) duly completed in all respect has been uploaded by us in Package 2

– Financial Package.

Signed……

For and on behalf of

(NAME OF TENDER / JOINT VENTURE)



APPENDIX - 3 PROFORMA FOR STATEMENT OF MINOR DEVIATIONS

(Refer Clause C2.2 (d) of ITT)

1. The following are the particulars of deviations from the requirements of the Instructions to Tenderers”, “General Conditions of Contract” and “Special Conditions of Contract” :

2.

S.No. Clause Deviations Remarks (including justification)

Price adjustment for withdrawal of each deviation/s

1. We hereby confirm that the pricing for unconditional withdrawal of the above deviations has been given in the financial bid(Appendix-3A)

2. We hereby confirm that all implicit and explicit deviations. Comments and remarks mentioned elsewhere in our proposal shall be treated as Null and Void and stand withdrawn.

3. We hereby confirm that but for the deviation noted in this Appendix-3 our offer is fully and truly compliant.

Stamp & Signature of Tenderer

Note

Where there is no deviation, the statement should be returned duly signed with an endorsement indicating No Deviations’ In case, Performa of deviations is not submitted or submitted as blank, it will be construed that the tenders has not proposed any deviations from tender documents and will provide all equipments as specifications.



APPENDIX- 4

(Page 1 of 2)

GENERAL INFORMATION AND JOINT VENTURE DATA (Refer Clauses A4.3 of ITT)

A. TENDERER INFORMATION SHEET

Tenderer’ s Legal Name

Legal status of the Tenderer

Sole Proprietorship Firm / Partnership Firm / Private Limited Company / Public Limited Company / Joint Venture / Consortium (Please tick one)

In case of JV/Consortium, Legal name of each partner with percentage participation (also provide information of each member in separate sheet (page 2 of 2)

Legal Name of JV/Consortium member % participation

1.

2.

3.

Lead member of JV/Consortium

Tenderer’s legal address in India, telephone numbers, fax numbers, email address for communication

Tenderer’s authorized signatory (name, designation, address, contact no.)

Tenderer’s authorized representative (name, designation, address, contact no.)

FOLLOWING NEEDS TO BE SUBMITTED BY THE TENDERER: (by each member in case of JV/consortium) :

a) Affidavit in case of Proprietary firm.

b) Partnership Deed in case of partnership firm.

c) Memorandum & Article of Association in case of a Public/Private limited company.

d) In case of JV/Consortium, MoU/Agreement (duly notarized) entered into by the joint venture / consortium members, containing intended percentage participation, nomination of Lead Member and division of responsibility to clearly define the work of each member etc.

e) Authorization/POA in favour of authorized signatory of tenderer to sign the tender, and also in favour of authorized representative of each member in case of JV/Consortium.

Note: Tenderer’s authorised representative shall be deemed to have authority of the tenderer to receive and deliver any correspondence and attend meetings with RAILWAY ADMINISTRATION related to the tender.

Stamp &Signature of Tenderer



APPENDIX- 4

(Page 2 of 2)

STAMP &SIGNATURE OF AUTHORIZED SIGNATORY

ON BEHALF OF TENDERER

B. JV/CONSORTIUM MEMBER INFORMATION

MEMBER – 1

JV/Consortium Member’s Legal Name

Legal status of the Member Sole Proprietorship Firm / Partnership Firm / Private Limited Company / Public Limited Company (Tick any one)

Member’s country of constitution

Member’s legal address, telephone numbers, fax numbers, email address)

Member’s authorized representative (name, designation, address)

MEMBER – 2

JV/Consortium Member’s Legal Name

Legal status of the Member Sole Proprietorship Firm / Partnership Firm / Private Limited Company / Public Limited Company (Tick any one)

Member’s country of constitution

Member’s legal address, telephone numbers, fax numbers, email address)

Member’s authorized representative (name, designation, address)



APPENDIX- 5

(AFFIDAVIT ON A NON JUDICIAL STAMP PAPER OF RS.100/-) (DULY NOTARIZED)

(Ref. Clause C2.2 (f) of ITT)

1. I/We hereby confirm and declare that my/our firm/company M/s............................................is

not blacklisted/delisted or debarred or on Holiday list with any company of Private/Public Ltd.

or Government Company/Govt. deptt. from participating in the tender as on date.

2. I/We hereby confirm and declare that my/our firm/company M/s............................................

has never been terminated/ foreclosed/ reduced/ rescinded with any company i.e.

Private/Public Ltd. or Government Company/Govt. deptt./ PSU etc.

3. I/We hereby confirm and declare that my/our firm/company M/s............................................

has never been put on defaulter list by EPF/ESI/Service Tax/LaborDeptt. etc.

4. I/We hereby confirm and declare that my/our firm/company M/s............................................ is

/are not involved in any illegal activity and/or has not been charge sheeted for any criminal act

during last five years.

5. I/We further undertake that in case any of the facts sworn in as mentioned above and any

particulars mentioned in our applicationsare found other-wise or incorrect or false at any

stage, my/our firm/ company shall stand debarred from the present and future tenders of the

RAILWAY ADMINISTRATION. Besides, RAILWAY ADMINISTRATION shall be entitled to

take all such actions as may be deemed fit under the provision of this Agreement as well as

under the frame work of law including termination of contract, if awarded, without any claim

for any compensation, damages, costs etc. whatsoever on account of such premature closure

of the contract.

6. I/We do hereby undertake that none of the Central / State government department / public

sector undertaking / other government entity or local body has debarred us for business as on

the date of tender submission. Also no work has been rescinded / terminated by RAILWAY

ADMINISTRATION after award of contract to us during last 5 years due to our non-

performance.

7. I/We do hereby undertake that we have not paid liquidated damages of 10% (or more) of the

contract value in a contract due to delay or penalty of 10% (or more) of the contract value due

to any other reason during last five years with any Agency/Organisation.

I/We know that to swear a false affidavit is a crime under the law and with such knowledge only I have

swear this Affidavit.

(Signature of Authorized Signatory)

DEPONENT

Verified at ......................... on.....................that the contents of paras 1 to 7 of this affidavit are true

and correct and no part of this is false and nothing material has been concealed or falsely stated

therein.

Signature of Tenderer (Each member in case of JV)

DEPONENT

(Signature & Seal of Notary)



APPENDIX- 5-A

(Undertaking as per clause 1.2.1 (v) of NIT) (to be submitted by each member of the JV/Consortium separately)

We do hereby undertake that following is the list of all the ongoing manpower supply/ housekeeping

works (as on the last day of the previous month of tender submission) and works completed within

last one year (from the last day of the previous month of tender submission) of value more than 40%

of NIT cost of work. Applicant’s legal name ………………………… Date……………………………….

Group Member’s legal name………………………… Page ……….. Of ……….. Pages

S. No.

Contract No. & Name of Work

Name of Employer / Client

Name of the contractor including constituent members in case of JV/Consortium

Overall Performance w.r.t contract provisions.

1 Satisfactory/ unsatisfactory

2 Satisfactory/ unsatisfactory

3

Add required number of rows

Note:

a) If the tenderer or any of the constituent ‘substantial member(s)’ of JV/Consortium has reported

four or less number of works in the Appendix- 5-A then there should not be any unsatisfactory

performance in any of the works of tenderer or any of the constituent ‘substantial member(s)’ of

JV/Consortium. Otherwise, the tenderer including the constituent ‘substantial member(s)’ of

JV/Consortium shall be considered ineligible for participating in tender process.

b) In other cases, if the Overall Performance of tenderer or any member of the constituent

‘substantial member(s)’ in case of JV/Consortium, in more than 20% of the works reported in the

Appendix- 5-A (rounding off to the nearest lower whole number) is unsatisfactory, the tenderer

including the constituent ‘substantial member(s)’ of JV/Consortium shall be considered ineligible

for participating in tender process and they shall be considered ineligible applicants in terms

Clause 1.2.1 of NIT.

c) If there are any adverse remarks in the client’s completion/performance certificate, the same shall

be examined during technical evaluation.

d) If there is any misrepresentation of facts with regards to performance in any of the works reported

in the Appendix 5-A, the tenderer including the constituent ‘substantial member(s)’ of

JV/Consortium shall be considered ineligible for participating in tender process.

Stamp & Signature of Authorised Signatory

_______________________________________________________________________________

Example:

Works reported in the Appendix- 5-A

1-4 5 6 7 8 9 10 14

No. of unsatisfactory works acceptable

Nil 1 1 1 2 2 2 3



APPENDIX- 6

Deployment of Min. No. Personnel for the Cleaning & Housekeeping

(Refer Clause C2.2 (h) of ITT)

The numbers mentioned are for general guidance. ZR’s to modify them as per requirement and connect/match with the BoQ.

Sl.No

Category/ Station Min No of Personnel with shiftwise break-up

Min No of Personnel proposed to be deployed

(Per Day)

Educational qualification

Relevant Years of Experience in similar works

Gen Mor Eve Ngt Tot

1. XYZ 1

(a) Team Manager(for all 10 stations)

1 1

(b) Supervisor 1 1 1 3

(c) Housekeeper 5 5 10 20

2. XYZ 2

(a) Team Manager -



3. XYZ 3

(a) Team Manager



4. XYZ 4

(a) Team Manager



5. XYZ 5

(a) Team Manager



Total for BOQ (sample figures only)

Team Manager 01

Supervisor 30

Housekeeper 308



The major work will be carried out in night shift with specified machinery and required

manpower and chemicals.

NOTE: -

a. No Deviation in the Deployment of minimum number of personnel for Cleaning and Housekeeping works shall be acceptable. If any Tenderer proposes deviation in the Tender, such Tender shall not be considered and shall be rejected.

b. The minimum numbers of personnel as mentioned above are required to be deployed on a

daily basis in various shifts of the day as specified in this Tender.

c. The minimum number of personnel required to be deployed ( i.e. …………. housekeeper )have to be physically deployed on every day basis and therefore any personnel required to be deployed for taking care of Leave Reserve & Rest givers etc. have to be additionally provided by the contractor as per the Statutory norms or rules etc. as applicable.

d. The CVs of the Managers & Supervisors are to be submitted at office of the station Manager/Station controller and intimate the office of the Engineer.

e. The personnel should be smartly dressed in neat and clean uniforms having the firm’s logo. The uniforms and Personal Protective Equipments (eg. Shoes, helmet, gloves etc) should be provided free of cost by the Tenderer/contractors.

Managers and Supervisors should be well trained in mechanized cleaning practices through

approved training institutes as defined at clause 17.0 of Employer’s requirement. A

certificate/documentary proof to this effect shall be submitted before the start of work.




APPENDIX-7

(Reference to clause No. C2.2(i) of ITT)

DETAILS OF MACHINERY AND EQUIPMENTS TO BE DEPLOYED AT EACH STATION

The numbers mentioned are for general guidance. ZR’s to modify them as per requirement

Sl No.

Type of Machinery/Equipment required for

the work

Make/ model

Minimum number

of Machiner

y to be deployed

Details of equipment proposed by tenderer

Remarks

Qty. Make Model

1 Cold Water High Pressure Jet

Karcher, Taski-Diversey, Eureka Forbes, Fasa, RootsComac

2

2 Battery operated Walk Behind Automatic scrubber dryer

Karcher, Taski-Diversey, , Eureka Forbes, Fasa, RootsComac

1

3 Electrically operated Walk Behind automatic scrubber drier


2

4 Single disc floor scrubbing machine

Karcher, Taski-Diversey, , Eureka Forbes, Fasa, RootsComac

2

5 Wet & Dry vacuum cleaner


3

6 Hand held scrubbing machine for vertical surfaces.


2

7

Backpack Dry vacuum Cleaner


2

8 Automatic Escalator Cleaner cum Automatic Scrubber Dryer Machine


2/10 (Two

Machines for all 10 stations)

9 Escalator Cleaner (Wizard)

Karcher, Taski-Diversey, Eureka Forbes, Fasa, Roots Comac

1

10 Manual Sweeper with inbuilt manual vacuum system


2

11 Steam Cleaner Karcher, Taski-Diversey, Eureka Forbes, Fasa, Root Comac

1



12 Window glass cleaning kit with 20 ft extendable non - metallic telescopic pole


1

13 Twin Bucket wet mopping trolley with wringer for Large Areas


2

14 Complete Dry mopping system with swivel frame & nonmetallic rod with microfiber base


4

15 Complete wet mopping system with Kentucky mop head and nonmetallic rod


4

16 Complete Damp Mopping system with swivel frame and nonmetallic rod and microfiber base


4

17 Microfiber Cloth Karcher, Taski-Diversey, Eureka Forbes, Fasa, RootsComac

50

18 Floor Signage Karcher, Taski-Diversey, Eureka Forbes, Fasa, RootsComac

2

19 Carry Basket for carrying Housekeeping utility/Chemicals


4

20 Covered Dustpan with Broom


2

21

Floor Squeegee Karcher, Taski-Diversey, Eureka Forbes, Fasa, RootsComac

2

22

Folding Ladder/Hydraulic ladder To enable a person to reach areas above normally reachable height, for example roof, cable tray, false ceiling, lighting, billboards etc

General Item

2

23

Biodegradable garbage bags To dispose off the garbage accumulated at the designated area

General Item As

Required



24

General Items as required for cleaning Parking Lots like Broom, Pan, trolley.

General Item 02 Sets

25 Spatula General Item 05 Nos

26 Biometric Attendance Device

Biotime5 Bio-4 Bio Link 09

02Nos

Note:

1. Items listed from S No. 1 to 11 shall be classified as machinery and items listed from S No 12

to 26 shall be classified as equipments.

2. Details of Machines and equipments proposed to be mobilized must be entered in above

table.




APPENDIX- 8

(Reference to clause No. C2.2 (j) of ITT)

CERTIFICATE

PROPOSAL FOR HOUSEKEEPING MACHINERY

We confirm that minimum requirement of Housekeeping/ Cleaning machinery will be mobilized by us for the work in addition to other machineries, tools, plants and testing equipments required. We also confirm that this is minimum project specific mobilization and these will be suitably augmented, as required for achieving the tender requirements.

DATE

STAMP &SIGNATURE OF TENDERER



APPENDIX- 9

LIST OF SPECIFIED CHEMICALS AND OTHER CONSUMBALES

The numbers mentioned are for general guidance. ZR’s to modify them as per requirement.

(Refer clause C2.2(k) of ITT)

Sl. No.

Purpose Chemical Make

Minimum Quantity

per month per station

1 Granite/Kota/Marble/ vinyl

and all other types of

flooring except wooden

Floor Cleaning

concentrate

J Flex Stride/ Echo

Zan BK Conc-S5/

A.MelaKlean Fix K2

TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes/ Klean Fix Chemical Pvt. Ltd.

4Litres

2 Bathroom/washroom/toilet

floor cleaning

J Flex Stride/ Echo

Zan BK Conc-S5/

A.Mela

TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes

4Litres

3 General Washroom

Cleaning

J Flex Stride/ Echo

Zan BK Conc-S5/

A.Mela


3Litres

4 Vertical finishes of

different types like

Granite/Marble/ steel plate

cladding etc

J Flex Stride/ Echo

Zan BK Conc-S5/

A.Mela


5Litres

5 Glass / Mirror/ Acrylic

Surface

J Flex Glance (Non

Ammoniated)/ S3/

Plural ecolabel


1Litres

6

Steel Surfaces

Suma Inox/ Echo

De Lime/ Plural Plus


5Litres

7

Aluminium Surfaces

J Flex Stride/ Echo

Zan BK Conc-S5/

A.Mela


1Litres

8 Any Other Type of

Surface except wooden

and porous

J Flex Stride/ Echo

Zan BK Conc-S5/

A.Mela


1Litres

9

Urinal & WC Cleaner

TASKI R6/ Echo

Flush/ WC Rein


5Litres

10 Pest Control –

Cockroaches

Kilspot Nova TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes

2 Nos of

Tube of 75

gm each

11 Pest Control – Mosquito,

Flies, Ants, Lizard & Other

Flying/Crawling pest

Flyco 20 EC TaskiDiversey/ Atlantic Care and Chemicals/Eureka Forbes

10Litres

12

Air Freshener

J Flex Goodsense/

Echo Fresh RF/

POM Essence


0.05

13 Refill for Auto Dispenser

for odour control

Good Sense Refill TaskiDiversey/ Atlantic Care and Chemicals/Eureka

15



Forbes

14 Oil and Grease remover

Echo Grease Out Atlantic Care and Chemicals

1Litre

15 Spot remover from Hard

Surface

Echo kleen HSC

Plus

Atlantic Care and Chemicals

1Litre

16 Glass scale remover (Tough Stains)

Klean Fix Chemicals Pvt. Ltd.

Klean Fix Chemicals 2Litre

17

Hand Wash Liquid Soap

TaskiDiversey/ Atlantic Care and Chemicals/ Eureka Forbes or equivalent

As per site requirement

18 Toilet Paper Toilet Paper Roll

As per site requirement

➢ NOTE:-

1. The list of Chemicals/Reagents is indicative and prices have been estimated

accordingly. In the unlikely event of non availability of these chemicals/ reagents Alternative

or equivalent chemicals may be used with prior approval of RAILWAY ADMINISTRATION.

Tenderers have to submit detailed list of alternative or equivalent chemical/reagents with

material safety data sheets for approval by RAILWAY ADMINISTRATION duly indicating the

application of such chemical/reagents and their price implications. All Chemicals should be

procured from authorized dealer/ distributor of the company.

2. It is preferred to put chemicals in dispenser fixed at station in Housekeeping room.

3. The quantity mentioned in table is based on requirement of Taski-Diversey

Chemicals. The equivalent amount may be provided as per manufacturer’s specification

where chemicals other than Taski-Diversey brand is provided.




APPENDIX- 10 PAGE 1 OF 2

(On a non-judicial stamp paper of Rs.100/-)

INDEMNITY

(To be filled by Contractor)

(refer Clause C2.2(l) of ITT)

I on behalf of M/s ……………………………………………..hereby agree and undertake that I have understood all the safety rules and procedures and all staff working on behalf of M/s ………………………………..will abide by all safety rules and procedures. I declare that I M/s …………………….will be responsible for any safety violation/accident etc. RAILWAY ADMINISTRATION will not be responsible in case of any accident and will not compensate financially or otherwise. I M/s………………………..declare that all the claim raised by staff deputed by me, shall be borne by me only.

I hereby declare that I am sole responsible on behalf of M/s………………………. for giving such declaration.

………………………….. …………………….

Name of Indemnifier Signature of Indemnifier

Stamp/seal of the Indemnifier/Contractor



APPENDIX- 10 PAGE 2 OF 2

(On a non-judicial stamp paper of Rs.100/-)

INDEMNITY

(To be filled by Contractor staff individually)

I hereby agree and undertake that I have understood all the safety rules and procedures and I will abide by all safety rules and procedures. I declare that I will be responsible for any safety violations/accident etc. RAILWAY ADMINISTRATION will not be responsible in case of any accident/incident and will not compensate financially or otherwise. I shall not raise any claim against RAILWAY ADMINISTRATION. All the prescribed uniforms and PPE shall be provided free of cost to staff deployed by me. No claim shall be raised with RAILWAY ADMINISTRATION in this regard.

………………………….. …………………….

Name of Indemnifier Signature of Indemnifier

………………………….. ……..…………………….

NAME OF CONTRACTOR SIGNATURE OF CONTRACTOR



APPENDIX- 11

Obligation/ Statutory Compliance to be ensured by Contractor

(Ref. Clause C8 of ITT)

Sl.

No. Items

Compliance of Contractor (To be filled by contractor)

Yes No

1 Registration with Department of Labour, GoI/State

Govt

2 Compliance of minimum wages Act by payment of

wage on 7th of every month through Bank or in the

presence of nominated representative of employer

(RAILWAY ADMINISTRATION Supervisor/manager)

3 (a) Compliance of provision of ESI Act, EPF Act, Bonus

Act and Employees Compensation Act, ESI registration

3 (b) Ensure treatment in ESI hospital in case of

accident/injuries suffered in performance of work and

compensation under ESI Act.

4 Send Accident report to Regional Labour

Commissioner (RLC) & ESI authorities.

5 Observance of working hours, weekly rest and

overtime payments as per minimum wages Act-1948.

6 PF Registration issued by the Regional Provident Fund

Commissioner/ Competent Authority

7 Professional Tax Registration (Certificate issued by

Competent Authority)

8 PAN/TAN details of the Agency

9 Bank Account Details

Note: - A Non- filling or ‘No’ by contractor will lead to non eligibility for contractor in further tendering

process.

Signature with seal of Tenderer (Each member in case of JV)



APPENDIX- 12

(On Company’s Letter Head)

Undertaking for corrupt and fraudulent practice

(Ref. Clause C2.2 (n) of ITT)

It is confirmed that we or any of our associates have not been engaged in any fraudulent and corrupt

practice as defined in clause 4.33 of General Conditions of Contract (GCC) and that no agent,

middleman or any intermediary has been, or will be, engaged to provide any services, or any other

items of work related to the award or any payment which may be construed as an agency commission

has been, or will be, paid and that the tender price will not include any such amount. I will also abide

by the code of Integrity as given below.


(Each member in case of JV)

Code of Integrity No official of a procuring entity or a bidder shall act in contravention of the codes which includes:

(i) Prohibition of; a) Making offer, solicitation or acceptance of bribe, reward or gift or any material benefit,

either directly or indirectly, in exchange for an unfair advantage in the procurement process or to otherwise influence the procurement process.

b) Any omission, or misrepresentation that may mislead or attempt to mislead so that

financial or other benefit may be obtained or an obligation avoided.

c) Any collusion, bid rigging or anticompetitive behavior that may impair the transparency, fairness and the progress of the procurement process.

d) Improper use of information provided by the procuring entity to the bidder with an

intent to gain unfair advantage in the procurement process or for personal gain.

e) Any financial or business transactions between the bidder and any official of the procuring entity related to tender or execution process of contract; which can affect the decision of the procuring entity directly or indirectly.

f) Any coercion or any threat to impair or harm, directly or indirectly, any party or its

property to influence the procurement process.

g) Obstruction of any investigation or auditing of a procurement process.

h) Making false declaration or providing false information for participation in a tender process or to secure a contract;

(ii) Disclosure of conflict of interest. (iii) Disclosure by the bidder of any previous transgressions made in respect of the provisions

of sub-clause (i) with any entity in any country during the last three years or of being debarred by any other procuring entity.



APPENDIX- 13

[As per 1.2.2 b(ii) of NIT]

SAMPLE FORMAT FOR BANKING REFERENCE FOR LIQUIDITY

BANK CERTIFICATE

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

standing.

If the contract for the work, namely..............................................................................is awarded to the

above firm, we shall be willing to provide overdraft / credit facilities to the extent of ₹...................... to

meet their working capital requirements for executing the above contract.

___Sd.___

Name of Bank:__________

Senior Bank Manager_____________

Address of the Bank_______________

• Change the text as follows for Joint Venture:

This is to certify that M/s .................................................... who has formed a JV with M/s .................................................... and M/s .................................................... for participating in this bid, is a reputed company with a good financial standing.

If the contract for the work, namely..............................................................................is awarded to the above joint venture, we shall be able to provide overdraft / credit facilities to the extent of Rs....................... to M/s .................................................... to meet their working capital requirements for executing the above contract.

[This should be given by the JV members in proportion to their financial participation]



APPENDIX- 14

(UNDERTAKING FOR FINANCIAL STABILITY)

(Ref. Clause C2.2 (p) of ITT)

We do hereby undertake that we have not suffered bankruptcy/insolvency during the last 5 years.

STAMP & SIGNATURE OF AUTHORISED SIGNATORY

_________________________________________________________________________________

Note:

1. In case of JV/Consortium, the undertaking shall be submitted by each member of the

JV/Consortium.

2. The undertaking shall be signed by authorized signatory of the tenderer. In case of

JV/Consortium by the authorized signatory of the constituent members counter signed by the

authorized signatory of tenderer.



APPENDIX- 15

UNDERTAKING FOR DOWNLOADED TENDER DOCUMENT

(Ref. Clause C2.2 (q) of ITT)

We here by confirm that, we have downloaded / read the complete set of tender documents (as

detailed in NIT Clause 1.3)/addendum/clarifications along with the set of enclosures hosted on e-

tendering portal http://eprocure.gov.in/eprocure/app. We confirm that we have gone through the bid

documents, addendums and clarifications for this work placed upto the date of opening of bids on the

e-tendering portal [http://eprocure.gov.in/eprocure/app]. We confirm our unconditional acceptance for

the same and have considered for these in the submission of our financial bid.

Stamp &Signature of authorized signatory





APPENDIX- 16

(Part A)

WORK EXPERIENCE

(TO BE FILLED BY EACH OF THE JV MEMBER)

(Ref. Clause 1.2.2 (a) of NIT)

Applicant’s legal name…………………………........

Date………………………………. Group Member’s legal

name………………………… Page ……….. of ………..pages

For works as per clause no. 1.2.2 (a) or more at the price level on last day of month previous to the

month the tender submitted (considering escalation as per Clause 1.2.2 (a) of Notes Bullet no.3)

Similar Contract Number

______ of _______ required Information

Contract Identification

Award date

Completion date

Employer’s Name

Employer’s Address:

Telephone / Fax number:

E Mail

Role in Contract

(Individual/JV-Consortium

member)

Individual JV Member

Completion Cost

Currency (as stated in

Clients Certificate)

In equivalent INR as on last day

of the previous month of tender

submission price level

If JV member specify

percentage participation in

contract & amount (Please

refer Note-1)

% participation In equivalent INR as on last day

of the previous month of tender

submission price level

NOTE:

1. Only the value of contract as executed by the applicant/member in his own name should be indicated. Where a work is undertaken by a group, only that portion of the contract which is undertaken by the concerned applicant/member should be indicated and the remaining done by the other members of the group be excluded. This is to be substantiated with documentary evidence.

2. Separate sheet for each work along with Clients Certificate to be submitted.


Specific Work Experience



APPENDIX- 16

(Part B)

Summary of information provided in Appendix-16 (Part-A)

Applicant’s legal name ………………………….......

Date……………………………….

Group Member’s legal name………………………… Page ……….. of ……….. pages

NOTE:-

1. In case the work was done as JV/Consortium, only the value of work done by the applicant as per his Percentage participation must be given.

2. Reasons of delay whether on contractors account or on account of Employer in each applicable case need to be enclosed separately?


Name of Applicant (each member

in case of group)

Total Number of works

As per clause no. 1.2.2 (a) at the price level as on last day of the previous month of tender submission

No. of contracts delayed, i.e.,

completed beyond the original

date of completion



APPENDIX- 17

Financial DATA

(Ref. Clause 1.2.2 (b) of NIT)

Applicant’s legal name …………………………

Date ………………………………..............

Group Member’s legal name………………………… Page ……….. of ……….. Pages

Each Applicant or member of a JV must fill in this form

S.N. Description Financial Data for Latest Last 5 Years (Indian Rupees)

2012-2013 2013-2014 2014-2015 2015-2016 2016-2017

1. Total Assets

2. Current Assets

3. Total External Liabilities

4. Current Liabilities

5. AnnualProfits Before Taxes

6. Annual Profits After Taxes

7. Net Worth[= 1 - 3]

8. Liquidity [=2 - 4]

9. Return on Equity

10. Gross Annual turnover

Attach copies of the audited balance sheets, including all related notes, income statements for the last five audited financial years, as indicated above, complying with the following conditions.

1. Separate Performa shall be used for each member in case of JV/Consortium. 2. All such documents reflect the financial data of the Applicant or member in case of JV, and

not sister or Parent Company. 3. Historic financial statements shall be audited by Statutory Auditor of the Company under their

seal & stamp and shall be strictly based on Audited Annual Financial results of the relevant period(s). No statements for partial periods will be accepted.

4. Historic financial statements must be complete, including all notes to the financial statements. 5. Foreign applicants, in whose country calendar year is also the financial year, may submit all

relevant data for the last 5 years 6. Return on Equity = Net Income / Shareholders Equity

Return on Equity = Net Income is for the full fiscal year (before dividends paid to common

stock holders but after dividends to preferred stock).

Shareholders equity does not include preferred shares.

7. The above Annexure shall be duly certified by Chartered Accountant / Company Auditor under his signature, stamp and membership number.

8. In case the Liquidity is inadequate, the tenderer may submit Banking Reference to establish that they have access to the required working capital.



APPENDIX- 18

FINANCIAL DATA

(WORK DONE DURING THE LATEST LAST FIVE FINANCIAL YEARS)

(Ref Clause C2.2 (t) of ITT)

NAME OF THE TENDERER:

(All amounts in Rupees in Crores)

S.

No. DESCRIPTION

Financial Data for Last 5 Audited Financial Years

Year

2012-2013

Year

2013-2014

Year

2014-2015

Year

2015-2016

Year

2016-2017

1 2 3 4 5 6 7

Total value of works etc done as per audited financial statements

NOTE:

1.Separate Performa shall be used for each member in case of JV/Consortium.

2.Attach attested copies of the Audited Financial Statements of the last five financial years as Annexure.

3.All such documents reflect the financial data of the tenderer or member in case of JV/Consortium, and not that of sister or parent company.

4.The financial data in above prescribed format shall be certified by Chartered Accountant / Company Auditor under his signature & stamp and membership number.

5.The above financial data will be updated to last day of the previous month of tender submission price level assuming 5% inflation for Indian Rupees every year and 2% for foreign currency portions per year. The exchange rate of foreign currency shall be applicable 28 days before the submission date of tender.



APPENDIX- 19

WORKS IN HAND

(Ref. clause C2.2 (u) of ITT)

Applicant’s legal name…………………………..... Date……………………………….

Group Member’s legal name…………………… Page ……….. of ………..pages

Name and brief particulars of contract (Clearly indicate the part of the work assigned to the applicant (s)

Name of client with telephone number and fax number

Contract Value In Rupees Equivalent (Give only the value of work assigned to the applicant(s) (Assume inflation as given in Annexure1)

Value of balance work yet to be done in Rupee equivalent as on last day of the previous month of tender submission

Date of Completion as per Contract Agreement

Expected Completion Date

Delay if any, with reason

Value of work to be done on the date of submission during next 48 months

TOTAL

TOTAL

Note:

1. The financial data in above prescribed format shall be certified by Chartered Accountant / Company Auditor in original under his signature & stamp.



APPENDIX- 20

(On Company’s Letter Head)

Undertaking for disclosure of information under RTI Act

(Ref. clause C2.2 (v)

We are aware that the Ministry of Railways is required to furnish information to applicants under

Right to Information (R.T.I) Act which may include information pertaining to us. We do hereby give our

unconditional consent to RAILWAY ADMINISTRATION for providing the information/records to the

applicants as ‘third party’ information under R.T.I Act except for the following matters:

1.

2.

3.


(Each member in case of JV)



APPENDIX- 21

REFUND OF EMD THROUGH NEFT/ RTGS

(Ref. Clause C2.2 (w) of ITT)

1. Name of the firm/ Bidder:

2. Complete Address:

3. Name of the Bank:

4. Branch:

5. Address of the Bank Branch:

6. Account Type:

7. Account Number:

8. IFS Code of the bank Branch:

9. MICR Code of the Bank Branch:

10. Whether a cancelled Cheque of the Bidder/Firm submitted: Yes or No (Please tick)

(A canceled cheque to be enclosed)

Certified that the information furnished above is correct.

Signature of the Authorized person of the

Firm/ bidder with seal & Date



Appendix-22

CHECK LIST FOR TECHNICAL AND FINANCIAL SUBMISSION

Open E-Tender, in Two Bid System for Contract Number --------------- Mechanized Cleaning and Housekeeping works of------------------------ Station(s)/Trains of XYZ depot.

Name of the Firm/Tenderer : M/s . . . . . . . . . . . . . . . . . . . . . . . .

Sl. No.

Item

Submitted Reference Page No.

in the Technical Submittal

Yes No

CHECK SHEET FOR TECHNICAL SUBMISSION

1 Tender Cost and Tender security (EMD) Details

1.1 Tender Cost of requisite amount submitted in separate sealed envelope.

1.2 Tender security of requisite amount submitted in separate sealed envelope.

2 POWER OF ATTORNEY

2.1 Copy of POA/authorization in favour of authorized signatory of tender documents.

2.2 In case of JV/Consortium, POA by each member in their authorized signatory.

2.3 Does in case of foreign firm the POA/MOU/JV Agreement is notarised in the country of origin and stamped by Indian Embassy/High Commission.

2.4 Documents of constitution of the legal entity (Undertaking for proprietorship / Partnership deed / Memorandum and Articles of Association), each member in case of JV/consortium.

3 DOCUMENTS REQUIRED AS PER CONTRACT

3.1 Form of Tender (FOT) duly signed by Authourised signatory and also signed by witness.

3.2 Appendix-1 of FOT.

3.3 Undertaking for submission of duly completed BOQ/ PRICING DOCUMENT- Appendix-2.

3.4 Proforma for Statement of deviations- Appendix-3.

3.5 General information & Joint Venture Data- Appendix-4.

3.6 Affidavit (Non blacklisting/ Rescinded Etc.)-Appendix-5.

3.7 Undertaking for the list of all ongoing works-Appendix-5A.

3.8 Form for deployment of minimum number personnel- Appendix-6.

3.9 Form for details of machinery &equipments to be deployed at each station- Appendix-7.

3.10 Certificate for Housekeeping machinery- Appendix-8.

3.11 List of specified chemicals & consumables- Appendix-9.

3.12 Indemnity Bond- Appendix-10 Page 1 of 2.

3.13 Indemnity Bond- Appendix-10 Page 2 of 2.

3.14 Form for obligation/ statutory compliance to be ensured by contractor- Appendix-11.

3.15 Undertaking for corrupt & fraudulent practice- Appendix-12.



3.16 Banking Reference for Liquidity- Appendix-13.

3.17 Undertaking for Financial stability- Appendix-14.

3.18 Undertaking for downloaded tender documents- Appendix-15.

3.19 Undertaking for disclosure of information under RTI Act- Appendix-20.

3.20 Details of refund of EMD through NEFT/RTGS- Appendix-21.

3.21 Check List- Appendix-22.

4 WORK EXPERIENCE & FINANCIAL DATA

4.1 Work Experience- Appendix-16 (Part-A).

4.2 Summary of Appendix-16 (Part-A) in Appendix-16 (Part-B).

4.3 Financial data- Appendix-17.

4.4 Financial data for work done during the latest five financial years- Appendix-18.

4.5 Work in hand- Appendix-19.

4.6 All the forms, Annexures, Appendix etc. submitted as per tender document.

5 ADDITIONAL REQUIREMENTS

5.1 PAN No. submitted by tenderer.

5.2 Sales Tax Registration Certificate/VATRC and Registration with contract cell of Sales Tax Department as per "Delhi Sales Tax Act 1999".

5.3 EPF Registration No.

5.4 ESI Registration No. and Code No. as per ESI Act 1948.

5.5 Service Tax Registration No.

CHECK SHEET FOR FINANCIAL SUBMISSION

Documents required to be submitted along with the Technical Package

1 Priced Bill of Quantities.

2 Appendix-3A Statement of Minor Deviation

Note: The check list is indicative and not exhaustive. The bidders must go through the complete tender documents and submit the required document accordingly.

I have checked the above list with our submittal. I am also aware that if the application is not

containing the above documents, our application is likely to be rejected.

Seal:

Date:

(Signature of Tenderer)

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s).

Special Conditions of Contract (SCC) Page 1 of 10

CONTRACT NO: ------------------------



4. SPECIAL CONDITIONS OF CONTRACT (SCC)

ABC Division,

PQR RAILWAY

ADDRESS



SPECIAL CONDITIONS OF CONTRACT

Table of Contents

SCC Clause No.

Description Page

1 Contract Agreement 3

2 Performance Security 3

3 Facilities for and coordination with others 3

4 Sufficiency of Tender 3

5 Access Route and Right of Way 3

6 Programme, Monitoring, Penalty/Reward 3

7 Protection of environment 7

8 Electricity, Water and Gas 7

9 Supply of materials tools, and equipment by the Employer

7

10 Security of the site 8

11 Labour Laws 8

12 Housing Facility 8

13 Duties, Taxes Octroi, Royalty Etc. 8

14 Price Variation 9

15 Advances 9

16 Advance against Plant and Machinery 9

17 Recovery of Advances 9

18 Payment 9

19 Tax Deductions at source 10

20 Contractors care of the works 10

21 Insurance 10

22 Notices and instructions 10



Special Conditions of Contract (SCC)

1. Contract Agreement

The Form of Contract Agreement shall be in the format given in Annexure-3 of of ITT.

2. PERFORMANCE SECURITY The amount of Performance Security for Housekeeping contract will be 10% of contract value or as stipulated in the GCC, whichever is higher. If the contract value increases by more than 25% of the original contract value, the Performance Security will be increased accordingly.

The scheduled foreign bank or scheduled commercial bank in India must be on the Structured Financial Messaging System (SFMS) platform. A separate advice of the BG will invariably be sent by the issuing bank to the Employer’s Bank through SFMS and only after this, the BG will become operative and acceptable to the employer. It is, therefore, in the own interest of the contractor to obtain Employer’s bank IFSC Code, it’s branch and address and advise these particulars to the BG issuing bank and request them to send advice of BG through SFMS to the Employer’s Bank.

3. COORDINATION WITH OTHER CONTRACTORS

The contractor for this package shall plan and execute work in coordination and in co-operation with other contractors working for adjacent/other packages

4. SUFFICIENCY OF TENDER

The Tenderer shall be entirely responsible for sufficiency of rates quoted by him in his tender.

The Contractor (Successful Tenderer) shall be paid for only at quoted/accepted rates for the activities given in the schedule of work Annexure-4A, 4B, 4C, 4D, 4E, 4F,4G, 4H of ITT and as per specifications.

5. ACCESS ROUTE AND RIGHT OF WAY

Existing route and other public roads may be used by the Contractor to carry out Cleaning & Housekeeping activities, with prior approval of the competent authority. The Contractor shall pay the statutory vehicle license and permit fees for use of public roads.

Right of way to the work site shall be provided to the contractor and his employees. They shall always carry their photo identity card.

6. PROGRAMME, MONITORING, PENALTY /REWARD

6.1 PROGRAMME:

6.1.1.1 For stations and other buildings, the Contractor shall prepare and submit his detailed working programme as per the frequency shown in Schedule of work Annexure-4A, 4B, 4C, 4D, 4E, 4F, 4G, 4Hto ITT of tender document. It will be displayed at site by the contractor.

6.1.1.2 The contractor should work as per the programme to meet the housekeeping requirement. The major cleaning activities involving washing and detailed cleaning of passenger areas are to be carried out during Non-operational Hours. Cleaning has to be carried out in such a manner that all premises look always clean.

6.2 PENALTY:

6.2.1 For poor quality of housekeeping work i.e. improper cleaning/ sanitation, and drain blockage a spot fine for ₹2,000/- to ₹5,000/-, can be imposed. In addition to this for rodent nuisance, short deployment of manpower, machinery and cleaning reagents, a spot fine of amounts as mentioned in Appendix-1 to the Form of Tender shall be imposed. The penalty may be reviewed by the authority/ official higher than the official who levied penalty on written request by the housekeeping agency. Such request should be made within 15 days of the levy of penalty.



6.2.2 This penalty shall not relieve the contractor from his obligation to execute the works or from any other of his obligations and liabilities under the contract.

6.2.3 The Contractor shall co-ordinate his programs to the extent feasible with the programs of other contractors to be engaged at the site or in the vicinity of the site, as furnished by the Engineer so that the works can be carryout as per the overall programmed.

6.2.4 If any damage to any of the equipment installed at the station due to presence of rodent is noticed or any damage to equipment due to rodent takes place, a penalty of Rs.2500/- shall be imposed. For pest control work concerned wing in-charge will certify regarding quality of the application. Decision of Railways shall be final.

6.2.5 Contractor shall maintain the attendance Register for morning, evening night and general shift staff. If the short deployment of staff is noticed deduction shall be as per daily wages for short deployment plus suitable penalty of Rs.1000/- for each short deployment.

6.2.6 Suitable penalty for theft, loss, missing of sanitary and water supply installation/ equipment, fittings shall be imposed by Railway administration.

However total penalty should not exceed 16% of contract value.

6.3 Monitoring

In order to ensure that the performance of the contractor is as per requirements, Indian Railways will periodically monitor the adherence of the contractor to the stated requirements, the performance of the contractor on the defined scope and capture periodic passenger feedback travelling aboard the trains. Based on these parameters, the contractor’s average monthly performance will be determined, which will determine the incentive and penalty to be given to the contractor in the month.

In order to effectively monitor the performance, railways may appoint an independent third party auditor to carry out the assessment, and/or assign personnel from any railway division or department to carry out the tasks of the auditor. Both such cases will be referred to as auditor in the remainder of this document. The contractor is expected to fully comply with all the requirements of the auditor and assist the auditor wherever required.

Broadly, monitoring will be carried out on the following areas –

A. Attendance records of the janitors (25%) B. Cleanliness record (15%) C. Use of type and quantity of consumables and specified machinery (10%) D. Linen distribution, minor maintenance & other given services (10%) E. Surprise visits conducted by officials/ of Indian Railways / nominated persons (10%) F. Passenger feedback and complaints (30%)

The score from each section will be compiled and weighted based on the weights given above. Using the same, the final score will be computed for the contractor every month. The methodology for calculating the final monthly score for the contractor and the overall scorecard is given in Section 6.3.7.

Based on this score, every month the contractor’s penalty and incentive will be defined. Further details on penalty and incentive can be found in Section 6.4.

Attendance records shall be submitted by the contractor on a daily basis to the Railway supervisor. A monthly statement of attendance shall also be submitted by him. This shall be the basis for payments related to attendance. No manual attendance shall be allowed.

6.3.1 Attendance records of the janitors

a) GPRS based Bio-metric system equipment will be arranged by contractor for taking the

attendance of Janitors booked for OBHS/ housekeeping activity on all trains/station/other buildings.

b) The Executive Housekeeper of the said trains/ station/other buildings should carry the GPRS based Bio-metric system equipment set duly checking the equipment before beginning of journey and ensure that it shall be able to log date, time, and location (latitude and longitude).

c) The OBHS supervisor/EHK/ and station/other buildings supervisor to keep GPRS based Bio-metric system equipment in their safe custody. He will also carry at least one spare bio-metric attendance recorder in working order on the train.

d) The janitors booked for OBHS on train shall give attendance on above equipment as under: i. At the time of reporting /beginning of Journey.



ii. At minimum one location en-route / middle of the journey. iii. At the end of the journey. iv. In the return journey also as mentioned above should be recorded.

v. The staff attendance recorded shall be submitted after completion of the trip in printed form and soft copy.

Similarly, for housekeeping work at stations and other buildings, bio-metric attendance will be recorded at the beginning, end and minimum once in between.

e) This will be the basis for taking attendance for OBHS/housekeeping staff as above. f) It is the responsibility of the contractor to ensure that the equipment should be in good working

order throughout the trip for each train every time. g) It is the responsibility of the contractor to ensure that the Janitors booked for

OBHS/housekeeping activities shall be well trained for operation and attendance on this equipment en-route.

h) If attendance is not recorded properly as explained above, it will not be accounted in attendance record for scorecard / performance evaluation.

6.3.2 Cleanliness Record

The EHK/ supervisor is responsible for sharing geo-tagged, time stamped images of the areas of the coach where cleaning is done at the frequency that is specified by Indian Railways in every coach/location to check the level of cleanliness in the coach during the journey. Whether the coach/location meets the required level of cleanliness will be determined based on the images which will be scored on cleanliness. These scores will be used to calculate the final monthly score to determine the cleanliness record of the contractor. Necessary hardware and software will be arranged by the contractor.

6.3.3 Use of type and quantity of consumables and specified machinery

The authority will conduct check at starting station and can also conduct random checks on the use of consumables in cleaning the train anytime during the journey. Any discrepancy in the prescribed use and actual use of the consumables will be noted and recorded.

The authority will conduct check at starting station and can also conduct random checks on the use of machinery / equipment in cleaning the train during the journey. Any discrepancy in the prescribed and actual use of the machinery will be noted and reasons recorded.

6.3.4 Linen distribution, minor maintenance & other given services

Suitable register will be maintained which will be periodically checked by railway authority to see whether the required set of activities as defined by the scope of work are being carried out, in the coach during the journey. The railway authority can also conduct random checks any time.

Suitable scores will be given which used to calculate the final monthly score for performance evaluation of the contractor.

6.3.5 Surprise visits conducted by officials of Indian Railways

Surprise visits will be conducted by the officials of Indian Railways who will examine the cleanliness of the coach and fill the score card. This will be in addition to the score card filled by the authority daily. There is no maximum defined number of surprise visits which Railways may conduct in any month, but the recommended minimum number of visits is twice in a month for each train. The scores from these surprise visits will be combined to calculate the final monthly score for the same.

6.3.6 Passenger Feedback and Complaints

Passenger feedback will be collected through an app-based platform in a tablet by the EHK in which nomination of passengers is done at random and the nominated passenger will receive an SMS text message notifying them that they’ve been nominated for feedback, along with an OTP (one time password) which has to be fed into the app for the successful collection of that passenger’s feedback. This text message sent to the passenger will also ask the passenger to confirm that their feedback was collected by the EHK. They will have the option to reply with a code to a specified number, if the EHK fails to collect feedback from them within a specified amount of time as decided upon by Indian Railways. If the EHK fails to collect feedback, the contractor will be penalized. Compliance to Clean My Coach / Coach Mitra will also be included suitably. Necessary hardware and software for the above will be provided by the contractor at his cost. In future, if the Railways develops its own software, it shall be adopted and no charges shall be levied on the contractor in this regard.

In addition to the above, Indian Railways may decide to collect feedback through a variety of



means - including and not limited to a) an IVR calling system, b) a web based portal integrated with the Indian Railways website and c) through a third-party deputed for collection of passenger feedback. The passenger feedback thus collected will be consolidated over the month and will determine the final monthly score.

6.3.7 Scorecard

The contractor’s payment is linked to their performance in the following areas based on the weightage assigned, calculated on a monthly basis.

S. No. Key Performance Area Weightage

1. Attendance records of the staff (janitors and supervisor)

25%

2. Cleanliness record 15%

3. Use of type and quantity of consumables and machinery

10%

4. *Linen distribution, minor maintenance & other given services

10%

5. Surprise visits conducted by officials of Indian Railways

10%

6. Passenger feedback and complaints 30%

Total 100%

* This is relevant to OBHS work. For stations, depots and Mechanised Coach Cleaning, Linen distribution will not be considered.

6.4 Penalty and Reward System

As given in the above section, a consolidated score will be calculated based on the aggregated monthly score of all scores from the key performing areas of the contractor and the contractor will be penalized / rewarded on its basis. The table below sets out the penalties which can be levied on a poorly performing contractor. The contractor will receive a performance bonus for excellent performance in all areas.

Performance Score

Performance Benefits/Deductions

>95% Performance Bonus of 5% of monthly due payment will be awarded

85 – 95% Threshold – Payment as per monthly due payment will be made

75 – 85 % 5% penalty of monthly due payment will be imposed

65 – 75 % 10% penalty of monthly due payment will be imposed

50-65% 15% penalty of monthly due payment will be imposed

<50% 30% penalty of monthly due payment will be imposed

According to the table provided above, based on the monthly performance score of the contractor, the contractor’s payment will be determined. Each month, payment to the contractor will be made by Indian Railways only after she/he furnishes proof of payment of that month’s wages via bank transfer to all the staff employed under the contract with Indian Railways.

If the contractor’s monthly performance is not satisfactory, score is <50%, the contract review process can be initiated. The railway authority will determine the appropriate course



of action including the following –

a) A performance notice may be sent to the contractor to improve the delivery of services/correct any default or negligent performance of duty that is highlighted in the notice.

b) In the notice, the authority may provide a stipulated time for corrective action to be taken by the contractor. If the contractor does not take corrective action or the contractor’s service delivery does not improve within the stipulated time as provided, the appropriate authority may choose to initiate the termination proceedings.

7. PROTECTION OF ENVIRONMENT

The Contractor shall maintain ecological balance by preventing deforestation, water pollution and defacing of natural landscape. The Contractor shall, so conduct his cleaning operations, as to prevent any avoidable destruction, scarring or defacing of natural surroundings in the vicinity of work. In respect of ecological balance, the Contractor shall observe the following instructions.

(a) Where destruction, scarring, damage or defacing may occur as a result of operations relating to Cleaning activities, the same shall be repaired, replanted or otherwise corrected at Contractor’s expense. All work areas shall be smoothened and graded in a manner to confirm to natural appearance of the landscape as directed by the Engineer.

(b) All trees and shrubbery, which are not specifically required to be cleared or removed for cleaning purposes, shall be preserved and shall be protected from any damage that may be caused by Contractor’s cleaning operations and equipment. The removal of trees or shrubs will be permitted only after prior approval by the Engineer. Trees shall not be used for anchorage. The Contractor shall be responsible for injuries to trees and shrubs caused by his operations. The term “injury” shall include, without limitation, bruising, scarring, tearing and breaking of roots, trunks or branches. All injured trees and shrubs shall be restored as nearly as practicable, without delay, to their original condition at Contractor’s expenses.

(c) In the conduct of cleaning activities and operation of equipment, the Contractor shall utilize such practicable methods and devices as are reasonably available to control, prevent and otherwise minimize air/noise pollution.

Separate payment shall not be made for complying with provisions of this clause and all cost shall be deemed to have been included in the price in the Bill of Quantities.

Contractor shall use Environment friendly chemical/ detergents/ reagents for the purpose of Cleaning & housekeeping to the extent possible.

Contractor shall submit Material safety data sheets & shall follow the instructions written in material safety data sheets. The handling & Storage of materials shall also be done as per materials safety data sheets.

8. Electricity, Water and Gas

The Employer (Railway administration) shall make arrangements for Water supply and Electricity necessary for the cleaning and housekeeping works.

The contractor shall make his own arrangements to tap the Electricity from the nominated and existing sockets/ points. The contractor shall tap the Electricity as per IE Rules & IE Act (Latest) duly following all safety precautions. Electricity will be provided to the contractor on chargeable basis depending upon the units consumed. Where it is possible to segregate major water consumed by the contractor, water will also be provided on chargeable basis. Necessary meters will be installed by the Railways at their cost to ensure accuracy and calibration.

The contractor shall submit full scheme for the requirement of Electricity & water. If scheme mentions Electricity requirement which is beyond the capacity of the Employer, in that case the contractor shall make his own arrangements/ alternative arrangements.

The Contractor should make his own arrangements to draw the water from the available water point to the working place without affecting the premises.

9. SUPPLY OF MATERIALS TOOLS, AND EQUIPMENT BY THE EMPLOYER

No material, tools, and equipment shall be supplied by the Employer. The Contractor has to arrange all tools, equipment as well as cleaning reagents and consumables required for the work. The Contractor shall have to identify sources for supply of all such cleaning reagents and consumable materials and get them approved by the engineer before use. The Contractor shall submit the



sample to the in charge and shall use only after the sample is approved. Nothing extra shall be payable to the Contractor on this account.

The contractor should have the capacity to keep the equipments in good fettle.

10. SECURITY OF THE SITE

Security arrangements for the work shall be in accordance with general requirements and the Contractor shall confirm to such requirements and shall be held responsible for the action or inaction on the part of his staff, employees. If any employee of contractor is caught stealing Railway property, a fine of ₹50,000/- shall be imposed on the contractor plus recovery of cost of material in addition to the police action against the housekeeping staff . Decision of Railway administration shall be final.

Contractor’s employees and representatives shall wear identification Badges (cards), uniforms, helmets, gum boots & other safety/protection wear as directed by in charge, and to be provided by the Contractor. Badges shall identify the Contractor and show the employee’s name and number and shall be worn at all times while at site.

All vehicles used by the Contractor shall be clearly marked with the Contractor’s name and identification mark. Contractor shall submit the police verification of each employee and staff. In case, the employee is changed, then the contractor shall inform Station Manager /Station controller and the Engineer and also submit the police verification of the new person. In case of theft of railway material by contractor’s staff, action as per RPUP Act will also be taken.

11. LABOUR LAWS

11.1 The Contractor shall, if required by the Employer, deliver to the Engineer or to his office; a return in detail, in such form and at such intervals as the Employer may prescribe, showing the number of labour employed in different categories by the Contractor or his sub-contractors on the Site. Clause 24 of “Employer’s Requirements” may also be seen in this regard.

12. HOUSING FACILITIES The Contractor shall have to make his own arrangements for housing facilities for his staff.

13. DUTIES, TAXES, ROYALTY ETC AND CHANGE IN TAXES/DUTIES

The rates quoted by the tenderer for all materials, required to be purchased for the satisfactory performance of this contract, shall be deemed to be inclusive of all duties, taxes, octroi, royalties, rentals etc.

The Contractor shall ensure full compliance with tax laws of India with regard to this contract and shall be solely responsible for the same. He shall submit copies of acknowledgements evidencing filing of tax returns every year and shall keep the Employer fully indemnified against liability of tax, interest, penalty etc, of the Contractor’s in respect thereof, which may arise.

13.1 The bidders shall quote their Price as per the Tender Conditions and shall show separately the AMOUNT and RATE of all applicable Taxes viz. Service Tax, VAT etc which are included in the bid price / quote for the tender. The said Rate and amount of all Taxes (as shown separately in the bid / contract price) will be applicable as on the due date of submission of the tender”.

13.2 Any change in tax laws due to the following may be considered and compensated to the contractor if such change in the tax laws occurs after the due date of submission of the tender: (i) Any new tax imposed post due date of tender submission. (ii) Change in the rate of any existing tax after due date of tender submission.

13.3 The increase/decrease in taxes due to the above conditions will be compensated/ adjusted by the Railway administration, if there is net variation in the amount of such taxes over and above the AMOUNT and RATE of all applicable Taxes viz service tax,



VAT etc which are included in the bid price/ quote for the tender as applicable on the due date of tender submission.

14. PRICE VARIATION

For cleaning of station and other areas, any escalation in the minimum wages due to revision of wages, revision in VDA notified through government order/circulars etc after the date of submission of tender shall be compensated by the Railway administration. For train cleaning, the labour component shall be treated as 70% of the work and shall be compensated for the proportionate increase in minimum wages and VDA as notified by government orders. No other component shall be considered for price escalation.

15. ADVANCES

No advance shall be paid to the Contractor except advance against plant and machinery.

16. ADVANCE AGAINST PLANT & MACHINERY

This advance is payable for plant, equipment and machinery, provided the same have reached the site, or firm purchase order has been placed for items meant specifically for the works and the invoices received. The plant and machinery shall be valued by the Engineer as follows:

a) New items: 75% of purchase price.

b) Items valued less than Rs.25,000/- per unit shall not to be considered.

c) The total advance for Plant and Machinery shall be limited to 5% of the Contract value and shall be paid against acceptable Bank Guarantee issued from a scheduled commercial bank in India.

Interest on advance, as per applicable rules, shall be levied.

17. Recovery of Advances

The recovery of advance against Plant and Machinery shall be made in 36 equal instalments from monthly bills of the contractor and it will commence after three months of payment of advance as per relevant clause of GCC. In case of delay in repayment of advance interest will be charged at the rate of 2% above State Bank of India Base Rate or 12%p.a whichever is higher as prescribed under para 1264(f) of the Engineering code.

18. PAYMENT

18.1 For the purpose of On-account payment, the contractor shall submit detailed activities carried out as per BOQ recorded in Measurement sheets, Abstract sheets along with recorded bill for the item actually executed for checking and payment. Payment will be effected based on unit rates as approved in the Bill of Quantities.

18.2 The payment of Bill will be made on monthly basis. Attendance of the staff (through bio-metric machines) and details of deployment of machinery and chemicals is maintained at stations on daily basis. These records shall be submitted by 25th of each month to enable the Engineer to release 75% of due payment for the current month by 5th of the next month so that wages shall be paid by 7th of next month by the agency. Change in employment of contractor’s staff shall be only with the information and vetting of railway administration.

The detailed bill complying all the statutory provisions shall be submitted by 15th of the next month so that balance 25% payment of preceding month shall be released.

18.3 The contractor shall submit certified copies of vouchers showing quantity of cleaning and consumables brought to site for in-charge’s record.

18.4 If any activities not carried out as per the schedule of work as per Annexure-4A, 4B, 4C, 4D, 4E, 4F, 4G and 4H of ITT, the proportionate amount will be deducted from the bill. If any work is carried out through other agency under the intimation to the contractor, the cost incurred on it will be deducted from the contractor’s bill. In addition the applicable penalty will be levied as per Clause No.6.2 of SCC and Appendix-1 of FOT.

18.5 The payment shall be made on a monthly basis for numbers of days /Shifts worked in a month. Payment shall be made only as per attendance recorded in bio-metric machines in all circumstances. At the end of the month, the contractor shall submit necessary documents & Bill in the standard format for payment.



19. Tax Deductions at Source

Tax deduction at source from each on-account progress bill shall be made by the employer as per the provisions of the statutes/acts of statutory bodies/local authorities etc.

20. Contractor’s care of the works

20.1 The Contractor shall not demolish, remove or alter structures or other facilities on the site without prior approval of the in-charge.

20.2 All garbage/debris shall be removed from site daily or as they accumulate. All garbage/debris shall be disposed to the approved Municipal/Railway locations in covered position. The necessary materials required i.e. cartons/ dustbins (Transparent) etc to be provided by the contractor at his cost. The transportation for disposing the debris shall also be arranged by the contractor. The Waste disposal shall be done in sealed condition without affecting the Environment. Each dustbin shall have a polythene cover kept inside & will be emptied when it is 75% full in a bigger Dust Bin. Bigger dustbins shall be Sealed & Transported to Municipal/Railway location, where they are emptied. Spare Dustbins shall be kept for rotation.

20.3 All surface and sub-soil drains shall be maintained in a clean, sound and satisfactory state of performance.

20.4 All Electrical and Electronic equipments shall be cleaned by trained and authorized staff under the supervision of an authorized representative of the Railways.

20.5 The contractor shall clean only those areas of the Electrical/ Electronic & other specified equipments which are either mentioned in the specifications or are permitted by the Employer or mentioned by the authorized representative of the Employer.

20.6 Accidents;- It shall be the entire responsibility of the contractor to adopt all the safety measures & deploy cleaning personnel who are adequately trained in safety. If any accident occurs within the station area due to cleaning & housekeeping operations or due to negligence on the part of the contractor’s personnel, it shall be the full responsibility of the contractor.

21. Insurance

21.1 All of the contractor’s employees shall have to be covered under ESI as per extant rules. The Contractor shall take insurance policy as specified in the Employee’s Compensation Act only for those employees who are not covered by ESI.

21.2 The contractor shall insure against liability to third parties in the joint name of the Employer and the contractor for any loss, damage, death or injury which may occur to any physical property (except things insured otherwise) or any person (except person insured by employer, staff of other contractor working in the premises, contractor’s staff under sub clause 21.1) which may arise out of the performance of the contract as per extant rules.

22. NOTICES AND INSTRUCTIONS

The Contractor shall furnish to the Employer/Engineer the postal address of his office. Any notice or instructions to be given to the Contractor under the terms of the contract shall be deemed to have been served on him if it has been delivered to his authorized agent or representative at site or if it has been sent by registered post to the office, or to the address of the firm last furnished by the Contractor.

The Contractor shall establish an office in the divisional headquarter/ approved city in consultation with the in charge for planning, co-ordination and monitoring the progress of the Work and intimate the same in writing to in charge. In addition, the Contractor may set up field offices at convenient and approved locations for co-ordination and for monitoring the progress of fieldwork at his own cost.


Employer’s Requirement Page 1 of 14

CONTRACT NO: -----------------



5. Employer’s Requirements (ER)


ADDRESS



EMPLOYER’S REQUIREMENT FOR CLEANING AND HOUSE KEEPING

1.0 Cleaning and Housekeeping Operations Timings:

1.1 All cleaning and housekeeping operations should be carried out as per the Schedule of work given in Annexure-4 of ITT, as per special conditions of contracts & as per the specification.

1.2 All major Cleaning and Housekeeping activities should be completed during Non-operational

hours of the stations. The non-operational hours may be from 23.00 hrs to 5.00hrs. The Cleaning and Housekeeping activities should be completed between 00.00 & 04.30 hrs. If there is any change in the non-operational hours, the same shall be intimated to the contractor as and when such timings changes. In day shifts cleaning and housekeeping activities should be carried out as per shift wise and it should be carried out as per schedule of work and as and when required.

1.3 The Cleaning and Housekeeping works in the stations are to be carried out with special care

during commercial hours in such a manner that it does not affect the movement of passengers, does not cause any accident to the personnel & passengers and in a manner that all areas in the station always gives a perfect clean look. The tentative shift timings of stations are as follows: -

1) 07.00 hrs. to 16.00* hrs. – Morning shift 2) 15.00 hrs. to24.00* hrs. – Evening shift 3) 23.00 hrs. to 08.00* hrs. – Night shift

*Each shift duration includes 1(one) hour break. Above shifts and breaks may be staggered to ensure continuous availability of cleaning and housekeeping personnel.

2.0 Cleaning materials/detergents/ reagents:

2.1 The environmental friendly cleaning reagents/ detergents to the extent possible to be used

for cleaning & housekeeping operations. These should be free from chemical reactions, odorless and should not affect to Commuters, Employees, materials & equipment etc. Employers approval should be obtained before using the cleaning detergents/ reagents materials. The contractor shall submit the final list of Eco friendly reagents/detergents/chemicals with all the necessary Technical details & Test reports which are needed for approval within 3 days of awarding of contract. The Contractor will also submit details of Disinfectants, chemicals / pesticides for pest control / Rodent control with full technical details within 3 days for approval. Employer has a right to alter the given approval any time during the period of contract.

2.2 The Cleaning & Housekeeping works are to be carried out as per these International norms/standards like ISO-14001 & OHSAS 18001 for Environment, Health & safety, as applicable, and in such a manner that all premises always look neat &Clean. Eco friendly chemicals /Reagents to the extent possible shall be used. Similarly, the waste disposal is also carried out in totally sealed manner without affecting the Environment. For all Chemicals / Reagents which are to be used, Material safety data sheets will be required to be submitted.

2.3 If in any case it is found that the monthly consumption of Reagents/detergents/chemicals is less than the prescribed monthly consumption then deduction for lesser consumption shall be made as per details provided in Annexure-6.

3.0 Cleaning & Housekeeping Machineries/Equipments etc.:

The Machine & Equipment provided for Cleaning and Housekeeping should have adequate capacities in such manner that all Cleaning and housekeeping operation are comfortably completed during non operational hours and during shift hours. Machineries & Equipment are to be provided as per Appendix- 7 of FoT. The contractor shall also keep adequate nos. of spare machine & equipment so that during any failure, the contractor is able to provide spare machine& equipment without affecting cleaning work. The upkeep and performance of machinery and equipment shall be full responsibility of contractor



The Machineries &Equipments used in passenger areas like circulating area, concourse, staircases, platforms etc. should be Battery operated & battery should have sufficient capacity to complete the cleaning & housekeeping operations in one go without replacing the battery at least in one shift. The contractor shall use adequate no. of spare batteries which are kept in charged condition. The contractor will have to use his own battery chargers.

The Machineries &Equipments used should be energy efficient & should draw the current in

proportion of the machine capacity. The contractor shall use only well maintained Machineries &Equipments.

The agency is required to submit undertaking in Appendix- 8 of FoT regarding mobilization of

minimum necessary machinery and equipment.

If in any case it is found that any machine is not working, the necessary compensation shall be deducted as per details provided in Annexure-5 of ITT.

Only Adequately trained personnel shall use the Machines &Equipments. 4.0 Toilet cleaning

4.1 Housekeeping agency shall be fully responsible for any loss, theft or missing of all the

sanitary and water supply fittings installation and equipment in toilets. Any damaged/loss of

fittings shall be made good within 24 hrs failing which suitable penalty will be imposed as

mentioned under para6.2 of SCC.

4.2 The toilet in housekeeping possession should be kept clean & in hygienic condition and swept every 3 hrs. The drain and sewerage pipe line should be regularly cleaned in a programmed manner. It should be ensured that the choking material such as pocha/polythin/both etc. are not dropped in drain pipes line. Effort for speedy cleaning the drainage system must be ensured.

5.0 CLEANING & HOUSE KEEPING RECORDS:

Contractor will have to maintain proper records of Cleaning & Housekeeping for each activity. Similarly, Contractor will have to make a Cleaning & Housekeeping Plan. Some of the records to be maintained are as follows:

1. Deployment of Manpower in morning, evening, night and general shifts. 2. Availability of Machines. 3. Utilization of machines 4. Stock details & utilization of Chemicals / Reagents. 5. Details of Cleaning & housekeeping activities carried in each shift as per Cleaning &

housekeeping schedule of work. 6. Monthly summary of work carried out as per schedule of work. 7. Apart from the above, the Manager/Supervisor in each shift will have to sign the

cleaning & housekeeping monitoring booklets which will be kept in the station control room. These booklets will be also signed by the representative of the Employer in each shift. Two Bio-metric machines will be kept in the station control room at each station. All cleaning & housekeeping personnel including Team leader/Manager/Supervisor will have to go to station control room & mark their attendance in these bio-metric machines at the starting and at the end of a shift. Station in-charge/nominated RAILWAY personal shall ensure proper working of bio-metric machine.

6.0 RESOURCES REPORT

The Contractor shall submit to the in charge each month a detailed list by trade classification, of manpower employed during the report period as also a list of all serviceable major items of cleaning machineries / equipment on site.



7.0 Cleaning and housekeeping Personnel: The personnel deployed for the cleaning & housekeeping operations should be qualified and trained in the relevant work and have the knowledge of safety procedures. The minimum qualification and experience of housekeeping personnel should be as mentioned below.

S. No. Description Minimum

Qualification required

Minimum Experience required

1. Team Leader/Manager Diploma in Engineering/

IIHM/Graduate

6 Years

2. Supervisor Diploma in Engineering/

IIHM/Graduate

3 years

3. Housekeeping Staff Semi skilled/ skilled like ITI/PMKY

The Personnel deployed should be covered with all statutory requirements at the cost of the contractor. The payment to housekeeping staff be made through bank except in unavoidable circumstances. Details of payments duly certified by the bank to be submitted with next month’s bill without which payment will not be released. The personnel should be smartly dressed in neat and clean uniforms having firms logo, the uniform and personal protection equipment (Shoes, helmet, gloves etc) should be provided free of cost by the contractor.

7.1 Housekeeping Personnel for OBHS:

Where linen distribution is not included in OBHS, normally for every three (3) coaches (one work station) there shall be one Janitor. There shall be 1 Executive Housekeeper to supervise the work in the train. For example in a train with 18 reserved class coaches, a total of 6 Janitors and one Executive House-Keeper (EHK) will be required. If there are 19 reserved class coaches, a total of 6 janitors and 1 EHK will be provided. If there are 20 reserved coaches then 7 janitors and 1 EHK shall be provided. Number of work stations will also be calculated in the similar way i.e. 19 reserved class coaches will be taken as 6 work stations. If there are 20 reserved class coaches, 7 work stations will be counted.

For AC Coaches where linen distribution work is combined with OBHS, one janitor / attendant

/ housekeeper will be provided for each AC Coach.

The contractor must make his own arrangements for lodging their housekeeping personnel.

8.0 SUBMITTAL BY THE SUCCESSFUL TENDERER AND COMMENCEMENT OF WORK Successful Tenderer shall submit the following for getting the approval from the Employer within 3 days from the date of issue of LOA.

8.1 Deployment of min. man-power as mentioned in Appendix–6 along with CVs of the personnel. Each CV shall have the current photographs of the person and shall be signed by the person. Each CV shall be submitted duly verified by the contractor’s authorized representative and shall contains the following information but not limited to :-

a) Name in full b) Father’s name c) Date of Birth d) Present Address e) Permanent Address f) Educational Qualification g) AADHAR Card Number h) Cleaning & Housekeeping experience i) Any other experience



On top of every CV, the proposed category is also to be indicated. In case the individual does not have AADHAR Card, it is the contractor’s obligation to provide necessary assistance in obtaining the same within one month of deployment of said staff on duty.

8.2 Deployment of min. no. of Machinery &Equipments as mentioned in Appendix-7 long with Technical details like make, capacity, present conditions etc are to be submitted for approval.

8.3 The list of Chemicals/Detergents/Reagents/Disinfectants & Pesticides which should be environment friendly to the extent possible along with their applications and Material safety Data sheets are required to be submitted for approval.

8.4 Detailed Cleaning and Housekeeping procedures for all Cleaning and Housekeeping which shall contain the following but not limited to:-

a) Step by step procedure.

b) Details of machinery and Equipment, Ladders, Elevated platforms, Mops, special cleaning equipment etc to be used.

c) Details of Chemicals/Reagents/Detergents/Pesticides/Disinfectants to be used. However, the successful Tenderer shall commence the work within 7 days from the date of issue of letter of acceptance irrespective of approval of the same by the Employer.

9.0 Communication facility:

i. The Managers shall be provided with mobile/WLL telephone ii. Supervisor of each station shall be given a mobile/WLL telephone, which shall be

used by all shift-cleaning supervisors round the clock. 10.0 Cleaning procedures:

10.1 In few cases it may happen that employer has provided cleaning & housekeeping procedures

for particular equipments. The Contractor will have to follow the same. In certain cases, Cleaning & Housekeeping operations may be required to be performed when such equipments are in operational condition or they are in energized condition. If employer does not give cleaning and housekeeping procedures, the contractor shall give the cleaning and housekeeping procedures and the same shall be got approved by the Employer. Contractor shall submit the detailed Cleaning procedures for different type of Cleaning & Housekeeping as mentioned in the Tender at various places.

10.2 All Electrical & electronic equipments shall be cleaned under the supervision of an authorized

representative of the RAILWAY. 10.3 The contractor shall clean only those areas of the Electrical/ Electronic and other specified

equipments, which are either mentioned in the specification or permitted by the Employer or mentioned by the authorized representative of the Employer.

10.4 Before starting the cleaning and housekeeping operations, detailed procedures including the deployment of staff, machines equipments etc. and the detergents/reagents to be used shall be submitted within 3 days from the date of issue of LOA.

10.5 Eco friendly cleaning detergents /reagents/ chemicals shall be used with the approval of RAILWAY. Contractor shall ensure that availability of the cleaning detergents/reagents chemicals etc. adequately. The proper records shall be maintained indicating the stock level of the cleaning detergents/reagents/chemicals etc on daily basis.

11.0 Accidents:

11.1 It shall be the sole responsibility of the contractor to adopt all the safety measures & deploy Cleaning personnel who are adequately trained in safety.

11.2 If any accident occurs within the station area due to cleaning & Housekeeping operations or

due to negligence on the part of the contractor’s personnel it shall be the full responsibility of the Contractor.



11.3 If any damage occurs to the structures/ material & equipment due to Cleaning and Housekeeping operations, the cost of damage will be recovered from the contractor’s bill.

11.4 Contractor shall submit the indemnity bond such that the contractor’s staff shall not claim of any type, payment, and employment etc with employer. After completion of contract the contractor shall withdraw all of his staff from the site without any claim.

12.0 Safety & Display of Signages:

12.1 Contractor shall adopt the necessary safety procedures to avoid any type of accidents to passengers, Employer’s personnel, any other personnel & to avoid damages to station assets.

12.2 The contractor shall display necessary signages with the approval of the Employer or his

authorized representative. The type of signages will also be got approved from the Employer or his authorized representative. While carrying out the work, necessary signages shall be deployed.

13.0 Consumables to be supplied by the contractor:

The following consumables shall be supplied during the contract period at the contractor’s cost. a. All cleaning chemicals and consumable items as listed in Appendix-9 of FOT.

b. Wherever soap dispensers are not available, contractor shall provide liquid soap with small soap dispensers as approved by the Engineer. Similarly, dispensers for odor control shall also be provided wherever found unavailable.

c. The schedule to be displayed in toilets and inspected by the official (i.e. station Manager/Supervisor)

All items as mentioned above shall be made available by the contractor. Whenever, any item is consumed, the same shall be replaced immediately. And all above mentioned item and other consumable chemical would be kept in custody of Station Manager/Station Controller and got issued as per daily requirement. Station Manager/Station Controller will maintain ledger of daily basis use of Chemical.

14.0 Uniforms, Name badges & Photo identity cards:

14.1 Uniforms are to be provided by the agency to worker/staff free of cost.

All Managers, Supervisors and Cleaning & Housekeeping staff shall wear neat & smart Uniform (Shirt, Pant, shoes etc.) with Firm’s logo. All Team Leaders, Managers, Supervisors & housekeeping & cleaning staff shall be provided with Name badges & Photo identity cards. A copy of the photo identity card will be submitted to the Employer having the color photographs of the personnel and not the copy of photographs. Necessary Personnel protective Equipments shall be provided by the contractor as per the requirement for implementation of ISO 14001 & OHSAS 18001. The contractor will have to get the Police verification done for all the Cleaning & Housekeeping personnel deployed in stations. Intimation for deployment of new housekeeping staff after police verification to be submitted every month along with bill raised.

15 Staff engaged for works not covered under scope of work 15.1 During any urgency on written requisition of employer representative additional manpower is

to be made available for works not covered under scope of work. For extra manpower deployment payments will be made on verification of employer representative in a Format as given below:-

Date Time No. of Manpower

Required Reason

Sign. of Station Incharge

Sign. Of Contractor From To



15.2. The contractor shall keep record of all the activities carried out in each shift on a format

approved by RAILWAY. The contractor shall raise the bill on the basis of a monthly summary of

the activities (on a format approved by RAILWAY) executed and verified by the Contractor &

Station Managers respectively. The payment would be made on the actual quantity of work

executed.

15.3 The official of RAILWAY would carryout minimum one weekly inspection to assess the

performance of contractor’s work. On the basis of their evaluation a suitable penalty may be

imposed. The penalties imposed would be deducted from the monthly bills and would be in

addition to the deduction of the amount for activities not executed by the contractor.

15.4 The broad criteria for assessing the performance of contractor’s work is mentioned below.In

addition to the various provisions of tender documents relating to performance he broad criteria

is as below:

A. Floor:

Sl. Parameter Range Grade Remark

1 Shine Level

>70 Excellent To be measured with a reference gloss meter at 10 locations , once daily

70-60 V. Good

60-50 Good

50-40 Average

<40 Poor

2 Dust Level

No dust Excellent To be measured with a reference white blotting paper rubbed on floor at 10 locations , once daily

75% Dust V. Good

60% Dust Good

50% Average

<50% Poor

3 Foot Marks

No Marks / Sqm Excellent To be inspected once daily 2-3 Marks / Sqm V. Good

4-6 Marks / Sqm Good

7-9 Marks / Sqm Average

>10 Marks / Sqm Poor

4 Pan &Ghutka Stains No stains Excellent To be inspected once daily Any stains Poor

5 Bird Droppings No Droppings Excellent To be inspected once daily Any Droppings Poor

B. Stairs:

S.No. Parameter Range Grade Remark

1 Shine Level >70 Excellent To be measured with a reference gloss meter at 5 locations, once daily

70-60 V. Good

60-50 Good

50-40 Average

<40 Poor

2 Dust Level No dust Excellent To be measured with a reference white blotting paper rubbed on stair tread at 5 locations, once daily

75% Dust V. Good

60% Dust Good

50% Average

<50% Poor

3 Foot Marks No Marks / Sqm Excellent To be inspected once daily 2-3 Marks / Sqm V. Good

4-6 Marks / Sqm Good

7-9 Marks / Sqm Average

>10 Marks / Sqm Poor

4 Pan &Ghutka Stains No stains Excellent To be inspected once

daily Any stains Poor




C. Walls & Claddings:

S.No. Parameter Range Grade Remark

1 Shine Level >70 Excellent To be measured with a reference gloss meter at 5 locations, once daily

70-60 V. Good

60-50 Good

50-40 Average

<40 Poor

2 Dust Level No dust Excellent To be measured with a reference white blotting paper rubbed on floor meter at 5 locations, once daily

75% Dust V. Good

60% Dust Good

50% Average

<50% Poor

3 Pan &Ghutka Stains No stains Excellent To be inspected once daily Any stains Poor


D. Steel Works:

S.No. Parameter Range Grade Remarks

1 Shine Level High Gloss Excellent To be inspected at 5 minimum locations, once daily

Medium Gloss Good

Low Gloss Poor

2 Bird Dropping No Droppings Excellent To be inspected once daily Any Droppings Poor

3 Finger/Palm Marks No Finger prints Excellent To be inspected once daily

Any finger prints Poor

4 Dust Level No dust Excellent To be measured with a reference white blotting paper rubbed on surface at 5 locations, once daily

75% Dust V. good

60% Dust Good

50% Average

<50% Poor

No dust Excellent

5 Water Hardness Marks

No Marks Excellent To be inspected once daily Some Marks V. Good

Thick Deposits Poor

E. Glass Work/Finishes with frames



2 Finger/Palm Marks No Finger prints Excellent To be inspected once daily Any finger prints Poor

3 Dust Level No dust Excellent To be measured with a reference white blotting paper rubbed on glass at 5 locations, once daily

75% Dust V. Good

60% Dust Good

50% Average

<50% Poor

No dust Excellent

F. Escalators:



2 Finger/Palm Marks No Finger prints Excellent To be inspected once daily Any finger prints Poor



3 Dust Level No dust Excellent To be measured with a reference white blotting paper rubbed on floor at 5 locations, once daily

75% Dust V. Good

60% Dust Good

50% Average

<50% Poor

G. Toilets:


1 Mirrors Clean Mirrors with no water marks

Excellent All mirrors to be inspected

Clean Mirrors with some water marks

Good

Clean Mirrors with thick deposits

Poor

2 Wash Basins Sparkling Clean Excellent All wash basins to be inspected Clean with few marks Good

Dirty Poor

3 WC Seats Sparkling Clean Excellent All WCs to be inspected Any Marks Poor

4

Floor Clean & Dry Excellent All toilets to be inspected Clean but wet Good

Dirty Poor

5 Odour Fragrance Excellent All toilets to be inspected Smell Poor

An average grade in every surprise inspection would be worked out on the basis of the aforementioned criteria and a penalty amounting to Rs 15,000/- or Rs 10,000/- shall be imposed for grades falling in Poor & Average category. For the evaluation of a grade following points would be assigned to grades:

Grade Excellent V. Good Good Average Poor

Point 10 8 6 5 3

This penalty imposed would be in addition to penalties imposed for non-working machines & unsafe practices and deduction for deficient manpower and activities not performed, as mentioned elsewhere in the tender document.

16.0 ENTRY PERMIT CARD FOR HOUSEKEEPING STAFF:

Identity card to each housekeeping staff shall be issued by the Chief Security Commissioner

office of RAILWAY on payment of requisite fee for police verification and cost of card. The

contractor should submit application for this in the prescribed format clearly providing basic

details affixing photograph and finger prints of the concerned staff. In the absence of valid

identity card, the housekeeping staff shall not be permitted to enter into the station premises.

17.0 TRAINING FOR MANAGERS/SUPERVISERS:

Team leader, Manager and Supervisors employed for cleaning and housekeeping works

should be trained and certified by BICS (British Institute of Cleaning Sciences, Gurgaon) or

Forbes Pro Academy of Eureka Forbes or accredited PMKY institutions and All India Institute

of Local Self Government, New Delhi (AIILSG). They shall in turn train their other

Housekeeping Personnel under them. Certificate of Team leader, Manager and supervisor

should be produced before start of work.



Training

For On-Board Housekeeping Services

In addition to the above qualification/ training, all the OBHS staff employed by the contractor have to

compulsorily undergo training in both hard skills and soft skills required to provide the cleaning and

housekeeping services efficiently.

a) Soft Skills Training – All the contractor’s staff must compulsorily undergo training in soft skills

such as courteous and polite behavior with all the passengers, to Railway /staff, with co-workers

etc.

b) Cleaning – The contractor has to provide comprehensive training to all the staff in the required

cleaning, appropriate use of machinery, use of consumables etc. before the start of work.

c) Electrical/ Mechanical Repairs – This training would be provided by Indian Railways to all the staff

employed by the contractor free of cost. The contractor must ensure that each and every member

of her staff undergoes this training and is certified by the competent Railway authority before the

start of actual work.

d) Maintenance of Bio-toilets – Indian Railways will provide the training in the cleaning and proper

maintenance of Bio-toilets free of cost. The contractor must ensure that each and every member

of her staff undergoes this training and is certified by the competent Railway authority before the

start of actual work.

The requisite competency certificates must be provided by the Contractor. This has to be provided by

the contractor compulsorily to all the staff before the start of work.

Uniform

The contractor must provide uniforms and accessories as specified below to all their staff. However,

this list is indicative and the contractor must provide for any other accessory as may be required for

maintenance, cleaning etc. prescribed under any law currently in-force in India and as decided by

Railway. The frequency of replacement of the below mentioned gear is annual. However, in the

course of the year, replacement of any and all of the above must be provided by the contractor as and

when it becomes necessary, whatever the reason of such necessity. The workforce must have the

appropriate gear in proper and good working condition at all times during the duration of the contract.

The indicative /suggested description for the uniform of janitors is provided below.

a. Coverall: A full / two piece (shirt and pant) adequate pockets & dark blue water protective apron distinguishing logo as specified by Indian Railways shall be provided to the janitors on Board the train at a minimum of 4 sets per annum. Sample should be get approval from the Railways. The uniform worn by the Janitor on Board the trains must be neat and clean.

b. Cap: A bright yellow coloured cap shall be supplied to each Janitor/EHK. The flap of the cap should have the text inscribed on it as under.

“Housekeeping Services ______________________ (Name of Primary Depot/ Station)

______________________ (Name of Railway)”

c. Hand gloves: Janitors shall wear good durable quality rubber gloves all the time while working in the coaches.

d. Shoes: Good quality durable synthetic shoes/gum boots shall be provided to all janitors. e. Face mask: Each janitor shall be given a surgical type mask for avoiding any direct infection from

the toilets. f. Goggle for Protection of Eyes: For the protection of eyes, each worker working on jet machine

shall be given at least 1 goggle to avoid back splash. It shall have plain colorless glass or plastic

only for the protection for eyes.

g. Badges: Each janitor and staff shall wear a badge on the left-hand side on the cover all. The name badge should be made of white coloured ebonite of size 6 ½”x1” with the name of the janitor inscribed on it in Block letters in Black. Additionally, all the janitors as well as the EHK must



wear a badge ‘No Tips’ at all times on board a train and are not allowed to seek or solicit tips from the passengers in anyway.

h. Identity Card: All the OBHS staff must carry their photo identity card with them at all times.

Uniform and other accessories for Executive Housekeeper/ Supervisor:

S. No Items Type & colour

1. Trouser Five sets of Navy Blue carpenter baggy type / salwar kameez

2. T shirt Five sets of Steel Grey colour with distinguishing logo and name badge.

3. Cap Yellow coloured (same as for Janitor)

4. Shoes Black leather shoes of any reputed make

5. Torch Handy torch of any reputed makes.

6. Whistle Metallic type for raising safety alarm.

For winter, all the staff must be provided with similar coloured jerseys as their uniform. The

uniform and other provisions must be replaced annually. In the intervening period, they must

be replaced as and when required. However, the Railways have power to review the uniform during

the currency of the contract.

Code of Conduct

Dress code

Every personnel working for Mechanized Rake Cleaning in Depot should always be available in

uniform at all times.

Dress should be clean and worn properly.

Timings

All personnel to report to work on the assigned time and be present till the assigned time for

leaving or completion of cleaning activity whichever is later.

Behaviors

All personnel need to be courteous to Railway Staff.

Operators should follow supervisor’s instructions on behavior.

Arguments with Railway staffs and RO (Railway officials) should be avoided at all costs.

All work-related issues or objections should be directly handled by the Site Supervisors.

Language

While communicating with Railway Staff all the Contractor’s staff will use language understood by

them.

The language used shall be preferably local language.

18.0 MONTHLY AUDIT OF MACHINERIES/CONSUMABLES:

Audit on working of Tools, Equipment and machinery and utilization of cleaning chemicals

shall be conducted every month on a specified date by RAILWAY. In addition to this the

surprise inspection shall also be conducted during cleaning operations.

19.0 The cleaning of additional surfaces, areas, or additional works or execution of works/items

related to cleaning and housekeeping works not provided in the tender shall be undertaken by

the contractor as per relevant clause of General Conditions of Contract (GCC).

20.0 In emergent situations the personnel deployed at one stations may be shifted to another

neighboring stations in the package for performing cleaning works. Contractor shall not prefer

any claim on this account.

21.0 (a) The contractor shall issue Employment Card to its workmen in Form-XIV within three

days of employment. (CL(R&A)C Rules 76 Chapter-VII).



(b) The contractor shall issue Service Certificate to its workmen on termination of

employment in Form-XV. (CL(R&A)C Rules 77 Chapter-VII).

22.0 The contractor shall display Notices Showing the rates of wages, hours of work, wage period,

date of payment, Name and address of the Inspectors having the jurisdiction and the date of

payment of unpaid wages shall be displayed in English and in Hindi. CL(R&A)C Rules

81(1)(i). A copy of notice shall be sent to the Inspector and whenever any changes occur the

same shall be communicated forthwith. [CL(R&A)C Rules 81(2)].

23.0 The contractor shall maintain all the statutory Registers including the following:

(a) Registers of persons employed in Form-XIII. CL(R&A)C Rules 75 Chapter-VII. (b) Muster Roll Register in Form-XVI. CL(R&A)C Rules 78(a)(i) Chapter-VII. (c) Wage Register in Form-XVII. CL(R&A)C Rules 78(a)(i) Chapter-VII. (d) Deduction Register for Damage or Loss in Form-XX. CL(R&A)C Rules 78(a)(ii)

Chapter-VII. (e) Register of Fines in Form-XXI. CL(R&A)C Rules 78(a)(ii). (f) Register of Advances in Form-XXII. CL(R&A)C Rules 78(a)(ii). (g) Register of Overtime in Form-XXIII. CL(R&A)C Rules 78(a)(ii).

24.0 The contractor shall strictly follow all the statutory labour laws including but not

limited to:

(a) The contractor shall within fifteen days of the commencement or completion of each

contract work under each contract submit a return to the Inspector in Form-VIA.

CL(R&A)C Rules 25(2)(iii).

(b) The contractor shall send half yearly return in Form-XXIV (in duplicate) to the Dy.

CLC office not later than 30 days from close of the half year. CL(R&A)C Rules 82(1).

(c) The contractor shall allow its worker a day of rest every week. (Rule-23 of Minimum

Wages (Central) Rules, 1950).

(d) The contractor shall pay wages to his workmen not below the rate of Minimum Wages

as notified by the State Government or Central Government, whichever is higher,

through Bank transfer. The contractor shall submit every month, a documentary

evidence of having transferred the gross minimum wages to each of the workman

failing which his bills shall not be passed.

(e) The contractor shall deposit PF contribution in respect to all its employees up to the

wage ceiling limit of ₹15,000/- or as applicable. The PF shall be computed on

Minimum Wages. Splitting of wages will not be allowed.

(f) The contractor shall be covered under ESI act 1948, comply its provisions and

facilitate benefits under this act to its workmen.

(g) The contractors shall pay overtime at the rate of double the ordinary rate of wages,

when a worker works for more than nine hours on any day or for more than forty-eight

hours in any week. (Rule-25 of the Minimum Wages (Central) Rules, 1950).

(h) The contractor shall disburse wages at the presence of Authorized Representative of

the Principal Employer (sec-72, CL(R&A)C Rules), where ever applicable.

(i) The contractor shall issue wage slips to its workmen at least one day prior to the

disbursement of wages. (CL(R&A)C Rules 78(b) Chapter VII) – as per Annexure-11

(standardized performa).

(j) All payments of wages shall be made through bank transfer in advance and in case

the work is completed before the expiry of the wage period, final payment shall be

made within 48 hours of the last working day. CL(R&A)C Rules-67 Chapter-VI.



Contract Labour (Regulation & Abolition) Central Rules

FORM XIX

See Rule 78(1)(b)

Wage Slip

Name and Address of Contractor

Name and Address of Workman

Nature and location of work

Name and Father’s/Husband’s name of the workman

For the Week/Fortnight/Month ending

1. No. of days worked

2. No. of units worked in case of piece-rate workers

3. Rate of daily wages/piece-rate

4. Amount of overtime wages

5. Gross wages payable

6. Deductions a) Contribution for PF________________________________

b) Contribution for ESI________________________________

c) Others, if any (head wise, with amount)________________

7. Net amount of wages paid

Initials of the Contractor

Representative



Form D

(See rule 5)

ANNUAL RETURN- BONUS PAID TO EMPLOYEES FOR THE ACCOUNTING YEAR ENDING ON

THE ..................

1. Name of the Establishment and its complete postal address:

2. Name of Industry:

3. Name of the Employeer:

4. Total number of employees:

5. Numbers of Employees benefited by bonus payments:

Total amount payble as bonus under section 10 or 11 of the payment bonus Act,1965 as

the case may be

Settlement, if any, reached under section 18(1) of 12(3) of

the industrials disputes Act 1947 with date

Percentage bonus declared to be paid

(1) (2) (3)

Total amount of bonus actually paid

Date on which payment made

Weather bonus has been paid to all the employees, if not, reasons for non

payment

Remark

(4) (5) (6) (7)

Signature of the Employer of his Agent

Contract Number :----------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Specifications Page 1 of 26

CONTRACT NO: -----------------

Mechanized cleaning and housekeeping works of XYZ station(s)/Trains of XYZ depots

6. Specifications


ADDRESS



SPECIFICATIONS FOR MECHANIZED CLEANING & HOUSE-KEEPING WORKS

The Cleaning & Housekeeping of station buildings should be carried out as per frequency given in (as per Annexure-4 of ITT) by using adequate no. of specified machineries & equipments. The contractor may have to use the suitable cleaning & washing Detergents/ Reagents etc. or as specified by RAILWAY ADMINISTRATION. 1.0 CLEANING OF ARCHETECTURAL WORKS (a) Floor at concourse, platform, passages, entry & exit structures.

Different types of floors provided for concourse, platform, passages including entry and exit structures provided in the Station Building shall be kept in neat and tidy conditions by using wet and dry cleaning methods with adequate trained personnel machines and equipments. The eco-friendly disinfectants detergents/ liquids shall be used. The machines/ equipments and disinfectant detergents/ liquids should not destroy the surface of flooring. Cleaning and housekeeping operations shall not cause any damage to the buildings, equipments, personnel etc. the concourse, platform passages area to be cleaned daily during non operational hours before the first train starts and then after cleaning to be done twice in each shift and as and when required without affecting the passengers movements. The necessary signage boards shall be used to avoid any accidents. Undercroft area to be cleaned once in a week.

(b) Different types of floor area in all rooms of station buildings.

Different types of floors including vinyl flooring/ wooden flooring and skirting/ dado provided in different rooms of station buildings to be cleaned as per the frequency by using wet and dry cleaning methods by deploying specified cleaning equipments/ machines. The cleaning area should be kept in neat and tidy condition. All rooms to be cleaned during non operational hours and during shifts and as and when required. While cleaning no damage shall occur to the flooring, carpet and equipments provided in the rooms. (c ) Parking Area

Parking lots provided at stations shall be cleaned using required tools and equipments on as per specified frequency and as and when required and malba/sweepings disposed off safely in approved manner to the nearest disposal site of Municipality/ Railways.

2.0 Different types of finishing works to walls, pillars etc.:

Different type of finishes like mosaic tile, vitrified tiles, granite stone, washed stone grit plaster, acrylic polyurethane enamel paint applied on wood or metal works etc. shall be cleaned as per frequency given in the scope of work by using wet & dry cleaning methods with specified & cleaning equipments. While cleaning no damage should occur to the provided finishing works. 3.0 Cleaning of doors/window frames & shutters:

Different type of paneled or glazed doors/windows like wooden, Aluminum, Galvanized steel sheet doors, fire rated door etc. shall be cleaned by suitable (wet or dry or both) cleaning methods as per frequency. No scratches or damages shall occur on the surfaces being cleaned.

3.1 Cleaning of Glasses fixed to the doors, windows, Ticket Counters etc: The Glass surface shall be cleaned gently with wet/dry cleaning methods as per frequency given in the scope of work. While cleaning the high raised glass surface proper care should be taken so that no cracks/ breakages occur. Suitable detergent/ reagents to be used for cleaning.

4.0 Cleaning of Rolling shutters: Various sizes of rolling shutters provided in the station are required to be cleaned by using suitable methods & trained personnel. The colour of the cleaned surface & the lubrication material like grease, oil etc. should not be deteriorated while cleaning.



5.0 Cleaning of stainless steel / mild steel/PVC hand railing:

Stainless steel/ mild steel/PVC hand railing provided to the stair cases/balconies etc. to be cleaned along with the balusters by wet/dry cleaning methods. While cleaning no damage shall occur to the cleaning surfaces.

6.0 Cleaning of suspended ceiling:

Different type of ceiling like Armstrong ceiling, gypsum ceiling etc. to be cleaned with suitable method and specified equipments. This activity should be carried out with due care, while cleaning no commuters or other personnel should be affected. While cleaning no damage to be occurred to the cleaning surfaces.

7.0 Cleaning of Platform roof ceiling: The Plat form roof Ceiling provided with different type of roof sheets on the steel tubular truss etc. to be cleaned by using suitable methods with adequate trained personnel and cleaning equipments. The contractor shall take adequate care so that no accident occurs & cleaning operation does not cause any damages. The contractor shall make necessary arrangement to clean elevated surfaces with due safety. The Roof Ceiling Cleaning in the platform area to be carried out as per the frequencies mentioned duly availing the Shadow Power Block & Permit to work from operations staff.

The Platform ceiling area is also having 25000 V AC Traction overhead equipments. Cleaning in such areas would need special permits to be issued by the authorized representative of the employer, without which Cleaning should not be attempted.

The Cleaning of such areas will have to be done during Non-Operational hours only after obtaining the PTW from station Controller.

DO‟S AND DON‟TS FOR HOUSEKEEPING STAFF

DO‟S

1. In case of fire / anything unusual on electric traction equipment or wires, inform the station

controller/Manager. 2. Extinguish fire by special extinguishers (carbon tetrachloride or carbon dioxide type, if

available. 3. Ensure no water jet to be directed at the fire under any circumstances. 4. Before taking up the work on a line running parallel to 25 KV AC lines, the line shall be

earthed on both sides. Ensure that the distance between the two earths used for protection does not exceed 1km.

5. Keep clear of the track and avoid contact with the rails when electric train within 250m. 6. Special care should be taken to carry long pipes, poles or ladders so that it should not come

in contact with or within 2 meters of live OHE. 7. Cleaning work other than that of surface (i.e. of beam, pillars etc.) should be done during

block period only. 8. Whenever washing or cleaning using water jets is done, take appropriate power block. 9. Cases of electric shock arising out of contact with 25 KV A.C traction equipment shall be

reported immediately to TPC. DON‟Ts

1. Do not approach within 2 meters of any traction wires or live equipment. 2. Do not work on or near traction wires or any live equipment unless they are made dead,

earthed and shut down notices/ permit to work obtained.



3. Do not enter any switching station or remote control centre unless specially permitted. 4. Do not touch a person in contact with live traction wires. Remove body only after power

supply is switched off & earthed. 5. Do not touch any traction wire hanging from the mast or fallen on the ground and do not

allow any one else to touch it. 6. Cleaning work with conducting materials like Aluminium/ Steel rods should be avoided at all

times when power block is not availed. 7. Do not lift or raise your tools towards traction wires. 8. Do not damage the plinth continuity, connection to BEC, OPC and handrail continuity. 9. Do not use steel tape or metallic tape or tape with woven metal reinforcement in electrified

area. 10. Do not forget to give artificial respiration to the victim as per the prescribed procedure laid

down at shock treatment charts. 11. Metallic telescopic rods are prohibited for use in the RAILWAY ADMINISTRATION station. 12. Do not throw garbage in haste. Dispose it properly at designated place. 13. Do not dispose dirty water in to

Contractor has to submit undertaking in specified Performa w.r.t Does & Don‟ts related to danger of work in the vicinity of 25KV traction

8.0 Cleaning of Bitumen Surface:

Bitumen surface provided for the service roads, circulating area/-parking area is to be cleaned by using dry cleaning methods as per frequency given in the scope of work (as per Annexure-4 of ITT). Proper safety signage is to be used while cleaning to avoid any accidents. No traffic movements to be affected due to cleaning operations.

9.0 Cleaning of Pavement:

Pavement of concrete blocks, stone blocks etc. to be cleaned by using dry sweeping or any suitable method, which is provided along with, service roads/ circulating area/parking area. Proper safety signage is to be used while cleaning to avoid any accidents. No traffic movements to be affected due to cleaning operations.

10.0 Traction, E&M, Signaling, Telecom & AFC Equipments & Miscellaneous items available in Station premises.

All Safety precautions are to be followed while cleaning the electrical equipments. Any accident if occur while Cleaning, shall be the sole responsibility of the contractor. All HT & LT panels are to be cleaned with the permission of authorized representatives of the Employers while Cleaning of Electrical equipments person shall wear suitable Hand-gloves & Safety Shoes. All Electrical Equipments should preferably be cleaned during non-commercial hours when they are switched off or as per the advice of the Employer‟s representative. 11.0 Cleaning of Lighting Fixtures & Accessories

All type of Lighting Fixtures (In-door as well as Outdoor) provided in various locations of Stations are to be suitably cleaned without affecting the Fixtures & its accessories & without causing any damages to them. The frequency of attention shall be as per the schedule of cleaning and housekeeping given in Annexure-4 of ITT.

The Lighting Fixtures along-with accessories like Bulb, Covers, Ballasts etc. are to be cleaned carefully by Trained personnel.

Special precaution needs to be taken for Cleaning of Lighting Fixtures which are provide in Platforms, Platform ceiling arches etc which are in the close vicinity of 25000V AC system. Cleaning of Lighting fixtures & accessories to be carried out as per the frequencies mentioned duly availing the Shadow Power Block & Permit to work from operations staff.



12.0 Cleaning of Fans: All Type of Fans provided in various locations of the stations are to be

cleaned as per the frequency given in schedule of work. No stations or impressions should remain as fan body & fan blades. While Cleaning, the fastening should not get loosened which supports the ceiling fans.

. 13.0 Cleaning of D.G. Sets & Connected Equipments: The D.G. sets, connected panels,

Battery Chargers, Fuel Tanks, Oil Barrels etc are to be cleaned by using a suitable method. D.G. set room contains flammable items; therefore extra care needs to be taken. The cleaning frequency shall be as per the schedule of cleaning and housekeeping given in Annexure-4 of ITT

14.0 Cleaning of Air-Conditioners: All type of Air-conditioners like Window type, Split type, package type etc are to be cleaned by using suitable cleaning methods as per the frequency given in Schedule of work. All safety precautions need to be taken while cleaning Electrical Equipments only outer body of equipments along with Louver etc. are to be cleaned.

15.0 Cleaning of All HT & LT Equipments available in ASS room: All HT & LT equipments

available in the ASS rooms are to be cleaned by using a suitable cleaning method. Only outer Louvers of the Equipment panels need to be cleaned by using Dry-Cleaning method. The cleaning has to be done in the presence of an authorised representative of the Employers or based on the permit given by the Authorised representative of the employer.

16.0 Cleaning of all LT equipments available in LT switch room: All LT equipments available

in LT switch room are to be cleaned. Only outer body portion without live portion needs to be cleaned by using a suitable Dry cleaning method. All safety precautions are to be used. No damage shall cause while cleaning such equipments.

17.0 Cleaning of All Equipments available in UPS room (Electrical and Signalling Rooms)

The different types of equipments available in UPS room are to be cleaned by suitable methods & equipments. No operational services should be disrupted due to cleaning operations. While cleaning, the safety has to be ensured by the cleaning personnel. No equipment should be damaged due to cleaning. All safety precautions are to be used.

18.0 Cleaning of Equipments in Signalling room: -

All equipments available in the Signalling room and Station premises are to be cleaned without causing any damage by using suitable cleaning method. The Signalling rooms contain a lot of Electrical/Electronic Equipments, which are required to be carefully cleaned. The Signalling room is normally closed. The cleaning of Signalling equipments would need special permit by the authorized representative of the employer.

19.0 Cleaning of Equipments in Telecommunication room:-

All Equipments available in Telecom room & Station premises are to be cleaned. The Telecommunication equipments include the following: - a) All type of Passenger Information Display system equipments. b) All type of CCTV equipments c) All type of Master Clock equipments d) All type of Fiber optics equipments e) All type of Telephone & other communication equipments. The Cleaning of Telecommunication equipments need to be done very carefully since many Electronic Components are used. The cleaning of Telecommunication equipments would need special permit to be given by the authorized representative of the contractor.



20.0 Cleaning of all Automatic Fare collection equipments All Automatic Fare collection equipments need to be cleaned very carefully by using

suitable cleaning methods. All safety precautions need to be taken. The Cleaning of Automatic fare collection equipments would need special permit to be given by the authorized representative of the Employer. The Automatic Fare collection equipments include station computers, AFC panels, all type of gates, Ticketing machines, Automatic Ticket Vending Machine, Power supply equipments, Ticket readers etc.

21.0 Cleaning of all Equipments available in Station Control Room, Booking Offices, Excess Fare Office: - All Equipments, panels etc available in these rooms are to be cleaned by using suitable cleaning method duly taking all necessary precautions.

22.0 Cleaning of All Equipments available in Fire fighting room: The different types of equipments available in Fire fighting room are to be cleaned by

suitable methods & equipments. No operational services should be disrupted due to cleaning operations. While cleaning, the safety has to be ensured by the cleaning personnel. Any accident, if occurs, shall be the sole responsibility of the contractor. No equipment should be damaged due to cleaning

23.0 Cleaning of All Equipments available in Pump room

The different types of equipments available in Pump room are to be cleaned by suitable

methods & equipments. No operational services should be disrupted due to cleaning operations. While cleaning, the safety has to be ensured by the cleaning personnel .Any accident if occurs, shall be the sole responsibility of the contractor. No equipment should be damaged due to cleaning

24.0 Cleaning of Lifts:-

The Lifts are to be cleaned. Basically the Lift room meant for passengers to be cleaned. The Floor, walls Electrical Fan & Light fittings are to be cleaned. The Switch panel inside the Lift room & outside the Lift room are also to be cleaned including indication panel & communication equipment. Similarly, Lift Doors inside & Outside are to be cleaned. All Safety precautions are to be taken while cleaning the Lifts.

25.0 Cleaning of Escalators: -

All Escalators are to be carefully cleaned. The Cleaning may need special cleaning procedure to be followed, which is to be given by the Escalator manufacturer. If manufacturer does not give any cleaning procedure, then the contractor has to propose a suitable cleaning procedure, which will have to be approved by the Railways. The Escalator steps, Balustrade and other items as permitted by the authorized representative of the Employer alone one are to be carefully cleaned. The cleaning should not cause any damage to the Escalators.

26.0 Cleaning of portable fire extinguishers/Smoke detectors/ Fire detectors:

The portable fire extinguishers, smoke detectors, Fire detectors wherever available in the station building area are to be kept in neat condition.

27.0 Cleaning of butterfly valves / landing valves /internal hydrants, piping of all types: All type of valves provided for fire fighting pipe lines are to be carried out as per

frequency given in the schedule of work (as per Annexure-4 of ITT)) by dry and wet cleaning methods. It should be ensured that no dust should be accumulating on the valves. The exposed surface of the pipe should also to be cleaned and kept in neat condition always.

28.0 Cleaning of Cable Trays, Cable Trench Covers etc:- All types of Cable Trays, Cable

Trenches covers etc are to be cleaned by using suitable cleaning method.



29.0 Cleaning of Telephones sets & accessories: Telephone instruments provided in all the rooms of station building are to be cleaned by using suitable method. Telephone instrument should not be affected due to cleaning operations.

30.0 Cleaning of Computers and accessories:

Computers and its accessories like CPU; UPS; Printer, Keyboard Monitor etc. are to be cleaned as per frequency given in the schedule of work (as per Annexure-4 of ITT)) by suitable method. No data should be deleted or functioning of computer with held due to cleaning operations.

31.0 Cleaning of Signage boards/Notice boards: Different types of Signage boards/Notice boards etc. provided in station buildings are to be cleaned as per frequency by suitable methods. The said boards should be kept neat & clean always.

32.0 Cleaning of furniture provided in all rooms/offices:

The different type of furniture provided in all rooms /offices of station building are to be cleaned as per frequency by suitable methods.

33.0 Cleaning of Office equipments

Different types of office equipments like Almirahs, Bookshelves, Rakes etc. are to be cleaned as per frequency given in the Schedule of work (as per Annexure-4 of ITT))

34.0 Supply and Cleaning of Dust bins:

Supply of dust bins and Bio-degradable garbage disposal bags a. The contractor shall supply adequate number of small ( approx. 1 ft dia) and big (

approx. 2 ft min dia) stainless steel dustbins with the approval of employer. Appropriate fixing & tilting / clearing arrangement will be provided by contractor for big / large dustbins. In manned rooms at least one dust bin to be provided.

b. Separate dustbins will be provided for bio-degradable and non bio-degradable waste. c. Sample of dust bin should be approved by the employer. d. Dust bins should only be provided in waste collection/ Refuse room for collection of

waste generated during cleaning. e. Dustbins should be cleaned as per the requirement on daily basis. f. Dust bins shall be provided with bio-degradable garbage disposal bags/cover inside.

Such dustbins should be sealed and be emptied in the approved RAILWAY/ MUNICIPAL locations. The dustbins should be transported in a sealed condition only. Spare dustbins should be kept for waste collection when dustbins are sent / removed for waste disposal.

g. The dustbins are to be kept in neat and clean manner and should be cleaned and washed on daily basis.

35.0 Cleaning & sanitation of Bathrooms & Toilets:

The Bathrooms & Toilets provided in the Station premises are to be cleaned and to be kept neat & in hygienic condition. Necessary disinfectant is to be used for cleaning of toilets/ urinals/wash basins & flooring. Liquid soap, toilet tissues, odozoires etc to be provided on consumable basis as & when required at the cost of contractor. These items should be made available in the adequate quantity at various places in the Bathrooms & Toilets etc. The blockage in the Sewage/water supply pipes shall be attended immediately. The water leakage in pipe fittings i.e. Taps, Bends, Valves etc. to be attended immediately. The Employer will supply the required fittings or contractor shall make his own arrangements with the approval of the Employer. The blockage / leakage or any type of attention required for Sanitary fittings like Washbasins, Cisterns, W.C. pans etc. to be made immediately. The washbasins, cisterns etc. if overflows due to blockage or due to any defects in the fittings should be attended immediately. The over flow in water tanks shall be attend immediately. Contractor should take care about no water stagnation in the



station premises due to leakage of pipes/overflows & spillage of water. Drain blockage caused due to negligence will be panelize as specified

36.0 Pest control:

Pest Control to be carried out as per frequency. General Pest Control: once in a month and as when required Treatment for: Cockroaches, lizards, Flies and ants, Silver fish and all other flying / crawling pests Honey Bee control Rodent/Carpet Treatment: once in a month and as when required Household Rodent, Climbing rats, sewer rats, Bandit coots Carpet beetles- Pesticide used should not leave any strain on the carpet.

37.0 Removal /disposal of garbage/debris/waste: The collected garbage/debris/waste shall be disposed off to the RAILWAY/ MUNICIPAL approved locations in closed condition by arranging vehicle at his end daily/as and when required by Station Manager without causing inconvenience to anybody. The contractor shall submit necessary procedure for removal / disposal of garbage/debris/waste for approval. The garbage /debris/waste may be required to be disposed several times in a day if required.

38.0 Cleaning & washing of Track plinth in the station area:

By using adequate trained personnel & equipments/machineries, the contractor should clean track bed structure with in the station area limit for up & down lines. Washing of track plinth should be done with suitable methods as per the frequency given in the (as per Annexure-4 of ITT). While cleaning proper care should be taken, so that no accident occurs. Any accident if occurs, shall be the sole responsibility of the contractor. Track bed structure should not be destroyed while cleaning. While cleaning lubricant material, which is applied to the track fastenings should not be affected. The cleaning work shall be done only during non- operations hours. This work would need a special permit to be given by Authorised Representative of Employer. One or both rails might be used for traction return current. While cleaning the Track Bed, the contractor shall not disturb the existing track arrangement, other Traction, E&M, Signaling, Communication equipments provided near the Track.

39.0 Cleaning of Drainage System of entire Station premises

The drains provided at different locations i.e. Platform, Sub surface drains along the service roads, parking areas etc. to be cleaned regularly and ensure that no blockage of water should occurs. If any blockage occurs, it should be removed immediately & disposed off to the approved RAILWAY/ MUNICIPAL locations. While cleaning proper care should be taken to avoid any accidents. If it happens to clean the Platform drains during operation hours, work should be carried out with the permission of the Employer‟s authorized person and necessary Safety Signages should be provided. While removing the cover slabs proper care should be taken so that no cover slabs should be broken and the cover slab should be put back after the completion of cleaning work.

40.0 Type of Machines and their Specifications

1. Cleaning machine must be of same make/model and brand as specified below (or superior) and compatible to detail technical specifications as mentioned below.

2. The specifications of machines as mentioned below are for guidance only and not exhaustive. There may be minor variation in machines of different make. Specifications, of similar machines of specified brand shall be strictly adhered. No reduction in the minimum number & specification of machines & equipment required to be deployed shall be accepted.



3. No alternate machines shall be permitted. All the machines must have authentic branding clearly displayed on it and shall be of latest version and make. New machines must be deployed initially.

4. No under capacity machines would be acceptable.

5. Laminated sheets of „DOS‟ & „DONTS‟ must be supplied by the equipment Supplier in at least two regional languages, with each machine deployed. Certification of origin shall be produced by the equipment manufacturing company stating that the machine or equipment are genuine and procured from the said manufacturer.

6. The above list is indicative only and if the bidder feels that to serve the intended purpose some additional machines will be required he may include the same and quote his rates as a deviation. The tenders will be evaluated on likewise basis of L1. RAILWAY ADMINISTRATION reserves the right to exercise this option.

7. All the machines deployed in cleaning operations should be kept upto-date in proper working condition by replacing worn out parts as per the frequency/renewal period of parts.

8. For high rise cleaning or cleaning at height and where ever required, the contractor shall provide safety belt and other personal protective equipments to the cleaning and housekeeping personnel.

9. Penalty shall be levied at the prescribed rate in each case of short deployment of machinery. In case of breakdown, the machine should be repaired within 48 hours of reported time. Deployment of non specified/under capacity/old machines shall be treated as short deployment.

41.0 Technical Specifications for Different Machines to Be Used

Cold Water High Pressure Jet: This machine is required to pressure wash platform area, tracks, drains etc. The machine should be equipped for cleaning hard floor areas, stair cases & walls with pressurized water. The machine should be rugged, ergonomically designed and should be of a make of worldwide repute and proven utility. Rotatory nozzle should be provided with the machine. Technical Specifications:

Should have a Total Stop System, i.e., On the release of the gun trigger, the motor

should stop immediately to avoid damage during the bypass phase.

On pulling trigger the jet should start automatically immediately to provide maximum

pump protection.

Should have a wobble plate system to minimize moving elements and prevent wear &

tear

Should have a separate detergent tank with low pressure detergent suction through

VENTURI effect, to lower the operating pressure of the machine.

The motor pump should have Three ceramic pistons brass pump

Should have Glycerin pressure gauge

Should have Hi-Pressure Hose Reel.

The machine should have an option of sand blasting.

Operating pressure should be between 725 to 1740 psi

Delivery rate should be between 650 to 700 l/h

Power consumption should be upto 3.2 KW

Machine RPM should be between 2500 to 3000 (Min and Max respectively)

Machine weight should be between 28 KG to 32 KG

Operating voltage should be 240 V ~ 50 Hz

Power cable length minimum 5 Meter

Should be a pressure regulator installed to increase or decrease pressure based on

surface type to prevent damage to the surface

Detergent tank should be inbuilt



Motor should be of 4 HP

Machine dimension should be of 59 x 37 x 87 cm

Battery Operated Walk behind automatic Scrubber Dryer

The machine is required for scrubbing and buffing the metro station platform, concourse area, lobby, gallery etc which has a smooth surface. The machine shall perform wet scrubbing and drying simultaneously on the floor surface, and should also be capable of buffing. Technical Specifications:

The Auto Scrubber Drier should have brush system with flexible brush coupling. The

flexible brush coupling helps in delivering even allocation of brush pressure on

the floor. Also, the brush follows the floor profile on the full working width. This helps in

removing complete soil from all types of floors.

Should have a V shaped squeegee. V shaped squeegee allows excellent water pick up

on the full working width. Innovative shape helps in pickup of bigger pieces of dirt.

The squeegee should have a flexible suspension. The flexible suspension follows track of

brushes exactly and retracts when in contact with an obstacle. This helps in 100% edge

to edge water pickup. Also, protects furniture and other equipment if hit by squeegee

The Squeegee should have a click mechanism for squeegee fixation. Squeegee can be

easily removed / fixed with the click mechanism.

Should have a direct suction i.e. no bends in the suction hose. Removes larger pieces of

dirt without clogging. This results in better performance and reduced downtime

Should have a Dual Axle System. Dual axle gives a excellent maneuverability and a very

small turning radius. Thus give efficient cleaning in congested smaller areas

Should have an ergonomically designed handle. Ergonomically designed handle helps in

easy use of the operator regardless of his/ her height. Gives safety and allows long

working periods without tiredness.

All regularly used functions should be in full sight. Viz. Water, Brush and Vacuum On/Off,

squeegee lifting and brush lifting. All working functions are in full sight of the operator and

can be operated without leaving the working position

Should have internationally coded maintenance points (Yellow colour). Points to be

maintained are yellow in colour. Viz. Floater, Recovery tank - including sieve, Fresh

water filter, Brush and Squeegee. This helps in fast and efficient maintenance and

reduced service needs

Recovery tank should have an wide opening. Wide opening is easy to remove and clean.

Squeegee body made of one single aluminum piece. Squeegee blades can be used from

all the four sides. Blades can be changed by opening one single screw. Thus is easy to

clean and change blades. The mounting of blades is easy

The chasis of machine should be of Polypropylene reinforced with glass fibre. Innovative

material that is light weight and highly robustness (used in automotive industry -cross

country). Extremely durable construction of the chasis of machine

Brush Hood should be flexible and allow deflection. No cracks in case of mechanical

impact

Ideal performance should be 1290 square meter per hour, so that entire area can be

covered under the specified schedule.

Working width should be 430 mm

Scrubbing/buffing tool should be Disc Brush only.

Capacity of solution tank should be 40 Liters and same should be of the recovery tank

also

Noise level permitted maximum 58 db

Nominal consumption should be 900 Watts

Rated voltage must be 24 Volts

Class 3 protection must with CE, CB, S+ (Safety Mark) certificates and IPX4 water splash

protection grade



Vibration should not be more than 0.13 M/sec/sec

Machine dimension should be 1160x475x1195 mm

Squeegee width should be 690 mm

Wheel diameter 200mm and castor wheel diameter 100 mm

Should have at least 3 meter cable length for charging

Brush diameter 430 mm with 165 rpm

Brush pressure required 43 kg

Suction power in terms of air flow should be 34 l/s

Battery capacity should be 50 to 70 Ah/C5

Electrically Operated Walk behind automatic Scrubber Dryer The machine is required for scrubbing and buffing the metro station platform, concourse area, lobby, gallery etc which has a smooth surface. The machine shall perform wet scrubbing and drying simultaneously on the floor surface, and should also be capable of buffing. Technical Specifications:

The Auto Scrubber Drier should have brush system with flexible brush coupling. The

flexible brush coupling helps in delivering even allocation of brush pressure on

the floor. Also, the brush follows the floor profile on the full working width. This helps in

removing complete soil from all types of floors.

Should have a V shaped squeegee. V shaped squeegee allows excellent water pick up

on the full working width. Innovative shape helps in pick-up of bigger pieces of dirt.

The squeegee should have a flexible suspension. The flexible suspension follows track of

brushes exactly and retracts when in contact with an obstacle. This helps in 100% edge

to edge water pickup. Also, protects furniture and other equipments if hit by squeegee

The Squeegee should have a click mechanism for squeegee fixation. Squeegee can be

easily removed / fixed with the click mechanism.

Should have a direct suction i.e. no bends in the suction hose. Removes larger pieces of

dirt without clogging. This results in better performance and reduced downtime

Should have a Dual Axle System. Dual axle gives a excellent maneuverability and a very

small turning radius. Thus give efficient cleaning in congested smaller areas

Should have an ergonomically designed handle. Ergonomically designed handle helps in

easy use of the operator regardless of his/ her height. Gives safety and allows long

working periods without tiredness.

All regularly used functions should be in full sight. Viz. Water, Brush and Vacuum On/Off,

squeegee lifting and brush lifting. All working functions are in full sight of the operator and

can be operated without leaving the working position

Should have internationally coded maintenance points (Yellow colour). Points to be

maintained are yellow in colour. Viz. Floater, Recovery tank - including seieve, Fresh

water filter, Brush and Squeegee. This helps in fast and efficient maintenance and

reduced service needs

Recovery tank should have an wide opening. Wide opening is easy to remove and clean.

Squeegee body made of one single aluminium piece. Squeegee blades can be used from

all the four sides. Blades can be changed by opening one single screw. Thus is easy to

clean and change blades. The mounting of blades is easy

The chasis of machine should be of Polypropylene reinforced with glass fibre. Innovative

material that is light weight and highly robustness (used in automotive industry -cross

country). Extremely durable construction of the chasis of machine

Brush Hood should be flexible and allow deflection. No cracks in case of mechanical

impact

Ideal performance should be 1290 square meter per hour, so that entire area can be

covered under the specified schedule.



Working width should be 430 mm

Scrubbing/buffing tool should be Disc Brush only.

Capacity of solution tank should be 50 Liters and same should be of the recovery tank

also

Noise level permitted maximum 69 db

Nominal consumption should be 1500 Watts

Rated voltage must be 240 V ~ 50 Hz Volts

Class 1 protection must with CE, CB, S+ (Safety Mark) certificates and IPX4 water splash

protection grade

Vibration should not be more than 0.13 M/sec/sec

Machine dimension should be 1160x475x1195 mm

Squeegee width should be 690 mm

Wheel diameter 200mm and castor wheel diameter 100 mm

Should have at least 25 meter cable length for working

Brush diameter 430 mm with 165 rpm

Brush pressure required 30 kg

Suction power in terms of air flow should be 34 l/s

Single Disc Floor Scrubbing Machine: The machine is required for regular cleaning, maintaining & buffing/crystallization of metro stations & concourse areas, which have a smooth surface. The machine will perform wet scrubbing of floors and small areas of metro stations. Technical Specifications:

Should have closed handle, with ergonomic design which Gives protection to

hands. Also, gives high electrical safety due to double insulation.

Double safety lock to ensure safety, and wire loop to prevent damage to the

wire/machine

Adjustable and foldable handle for easy mobility and ease of use

Should have a Floating pad drive to ensure a constant working pressure and enables the

machine to be used on uneven floors

Cleaning solution distribution shall be from the centre of the pad. This ensures that the

whole surface of the pad is utilized.

Machine should be capable of multiple applications, so that wet scrubbing, Stripping,

Buffing, spray cleaning and crystallization can be done.

Vacuum Unit and Suction Skirt facility should be available. This ensures, that the dust

emission in to the air is prevented and can operate without vacuum cleaner also.

Working width should be of 43 cm

165 RPM speed with 42 Kg of weight

Vertical clearance should be 31.5 cm

Nominal consumption to be 1100 watts

Cable length should be at least 15 meter

Must be free from HAVS (WEF), with certification ENV 25349

Noise level should not be more than 57db

WET & DRY VACUUM CLEANER This machine is required for all purpose picking up of coarse, fine, dry and damp dirt as well as water and other liquids from surface. To be used jointly with Single disc floor scrubbing machine. Technical Specification:

Container capacity should be 22Liter in wet operation

Container capacity in dry operation should be 28 Liter

Machine Container volume should be 45 Liter

Machine Weight with cable should be 10.5 Kg

Sound level should be maximum 64 db



Nominal consumption of power should be 1000Watts

Vacuum created should be 22KPa

Max air flow should be 60 L/S

Dimensions should be 390x630x440

Cable length minimum 10m

Suction hose length should be 2.2m

Must have Castors, 5 in number for easy and smooth portability

Castor diameter should be 50mm

Protection class must be Class II

SEV, OVE certifications are must

Handheld Scrubbing Machine for vertical surfaces This machine is required to perform cleaning of awkward places, hard to reach areas, stairs, vertical surfaces, corners etc with scrubbing function in a mechanized cleaning environment. The machine should be battery operated and should have provision of an extension so that operator can reach areas where physically its difficult to reach or working area is not adequate, like under seats etc. Technical Specifications:

Cleaning brush RPM should be 350

The battery should be charged in 45 minutes

After full charge, machine should be capable of operating for 30 minutes

Should have extendable handle, with handle minimum length should be 110 cm and

maximum length should be 137 cm. the handle should have control to operate the

machine when used with handle.

Machine must be operatable by single hand when not attached to handle, hence weight

including battery is maximum 5 kg

Should be accompanied with a quick charger of 9.6 Volts

Scrubbing brush dia should be 18 cm and pad holder fix dia 14.5 cm

Manufacturer should provide complete machine with all accessories, no external

fabrication/modification is permitted on the machine.

Backpack Dry Vacuum Cleaner This machine is required for dry vacuuming to pick up dust, debris and other coarse particles from vertical surfaces, vacuuming of AC vent outlets, false ceilings, cable tray etc areas. This machine shall be on the back of the operator for easy, comfortable and efficient operation. Technical Specifications:

Machine should be with multiple nozzle system for different applications.

For easy carrying, weight with cable should not be any more than 5.9 KH

Should have inbuilt strap system for easy wearing

Dustbag should be of 4.7 Liter capacity.

Sound level should not be more than 78 db

Vacuum pressure should be 20 KPa

Power consumption should be 900 Watts

Suction hose length should be 2 meters

Electric cable length shall be 15 meters

Dimension should be 300x320x520 to comfortable set on back and at the same time

provide optimum capacity and ergonomics

Sound level should be less than 79db

Automatic Escalator Cleaner cum Automatic Scrubber drier This machine is required for automatically cleaning of elevators even if the operator is not with the machine after fixing it up. The machine should be able to serve dual purpose, one is escalator cleaning and the other is Automatic floor scrubbing as a walk behind automatic floor scrubbing machine.



Technical Specification:

Cleaning path should be 510 mm

Should have facility of dry cleaning as well as wet cleaning

Solution tank should be present, 35 liters capacity and same for the recovery tank also.

Brush pressure should be 30 KG with 400 rpm

Vacuum power should be equivalent to 2100 mm of H2O

Cleaning capacity should be 100 square meter per hour ideally

Vacuum motor & Brush motor should be separate

Consumption for vacuum motor should be 700 watts & brush motor 900 watts

Must be fully automatic after setting up for escalator cleaning, there should be no need

for the operator to be present to operate the machine.

Squeegee length should be 870 mm

Weight of the machine is recommended to be 96 Kg, dimension 970x600x740 mm

Should have double roller brushes and brush head must rotate 180 degree to clean both

sides of the escalator, independently from the width of the steps.

Manual Sweeper with inbuilt Manual Vacuum Cleaner

The machine is required for manual sweeping of station area, external area etc for dust cloud free sweeping. The machine should be rugged, ergonomically designed, should be operated without any power source, purely on kinetic energy. Technical Specifications:

Equipped with cartridge filter

Retains small particles and can be easily removed for maintenance / replacement.

Used new generation plastics Ensures shock absorption and longer durability.

No batteries / fuel required

Should have 3 numbers of wheels (1 front ( pivoting ) – 2 rear)

Ideal working speed should be 3 Km per hour

Height including handle bar should be 937 mm

Length with side broom should be 1296 mm

Width with 1 side broom should be 824 mm

Full rubber Non marking type wheels should be present

Side brush diameter should be 320 mm

Main brush width and diameter should be 500 mm x 240 mm 10 section of bristles,

adjustable

Type of filter should be Paper cartridge

Real capacity of dirt container ( REAR ) should be 4 Liter (Reverse Drive)

Real capacity of dirt container ( FRONT ) should be 26 Liter (Forward Drive)

Cleaning path only main broom productivity should be 1,500 sq\mts\hr ( theoretical )

Cleaning path with main & Side broom productivity should be 2,100 sq\mts\hr (

theoretical )

VACUUM SYSTEM- Should be Manual by belt movement with wheel.

The toilets shall be cleaned using prescribed cleaning chemical as per specified frequency by

using water jet machine, vacuum cleaner and disinfecting by using steam cleaning machine.

The specifications of the steam cleaning machine can be decided by the Railways.



S. No. TYPE OF MACHINE & SPECIFICATIONS (EUREKA FORBES)

Machine:- Cold Water high Pressure Jet Model No:-KA-3200

1 Machine is equipped with total stop

2 Wobble type

3 Separate tank available

4 Brass type

5 Ceramic coated

6 Available (opetional)

7 2175 psi/150 bar

8 600 l/h

9 2.9 kw

10 2800

11 32 kg

12 5 mtrs

13 53x43x93

Machine:- Battery Operated Walk Behind Automatic Scrubber Dryer Model No:- ABILA 20 B

1 V-shape squeegee

2 Suspension type

3 Click & lock type

4 Aluminum type

5 Polypropylenes reinforced type

6 Wide opening Recovery tank

7 Direct type

8 Dual Axle system

9 510 MM

10 510 MM

11 680 MM

12 1600 M²/h

13 135

14 27-35 kg

15 45 L/S

16 40 Ltr

17 60 db

18 IPx4, Class 3

19 870 Watt

20 24V

21 102 AH

22 1165x5410x995

Machine:- Electrically Operated Walk Behind Automatic Scrubber Dryer MODEL NO:- SIMPLA – 50 E

1 V-shape squeegee

2 Suspension type

3 Click & lock type

4 Direct Type

5 Dual Axle system

6 510 MM

7 510 MM



8 755 MM 1785 M²/h

9 210 25-35 kg

10 50 L/S

11 50 Ltr

12 69 db

13 IPx4

14 1300 Watt

15 1300x500x1010

Machine:- Single disc floor Scrubbing machine MODEL NO:- MEGA - 43

1 44 Kg

2 165

3 34 cm

4 1100 Watts

5 3 lock on machine

6 Available

7 Available

8 15 Mtrs

9 50 db

10 43 CM

Machine:- Wet N Dry Vacuum Cleaner MODEL NO:- 2W-35SS

1 More than 28 ltr

2 More than 22 Ltr

3 9 Kg + Access. Weight

4 70 db

5 1350 W

6 22 Kpa

7 54 L/S

8 36x36x72

9 10m

10 3m

Machine:- Backpack dry Vacuum Cleaner MODEL NO:- BACK VAC

1 1100 W

2 6.5 ltr

3 68.2 db

4 2 mtr

5 15 mtr

6 Approx. ok

7 4.5 kg

Machine:- Manual Sweeper MODEL NO:- W 565 A

1 3

2 95.0 cm

3 135 cm

4 85 cm

5 35.0 cm

6 48x25

Machine:- Cold Water high Pressure Jet MODEL NO:- KA 3200

1 Machine is equipped with total stop

2 Wobble type

3 Separate tank available

4 Brass type



5 Ceramic coated

6 Available

7 2175 psi/150 bar

8 600 l/h

9 2.9 kw

10 2800

11 36 kg

12 5 mtrs

13 44x42x94

Machine:- Battery Operated Walk Behind Automatic Scrubber Dryer MODEL NO:- ABILA 20 B

1 V-shape squeegee

2 Suspension type

3 Click & lock type

4 Aluminum type

5 Popypropylene reinforced type

6 Squeezee Suction direct type

7 Wide opening Recovery tank

8 Direct Type

9 Dual Axle system

10 50 MM

11 500 MM

12 755 MM

13 1750 M²/h

14 140

15 25-30 kg

16 45 L/S

17 40 Ltr

18 60 dn

19 IPx4, Class 3

20 870 Watt

21 24V

22 102 AH

23 1165x541x995

Machine:- Battery Operated Walk Behind Automatic Scrubber Dryer MODEL NO:- SIMPLA 50 B

1 V-shape squeegee

2 Suspension type

3 Click & lock type

4 Direct Type

5 Dual Axle system

6 510 MM

7 510 MM

8 755 MM

9 1785 M²/h

10 210

11 25-35 Kg

12 50 L/S

13 50 Ltr

14 69 db

15 IPx4

16 1300 Watt

17 1300x500x1010



SL.NO TYPE OF MACHINE & SPECIFICATIONS (ROOTS)

Machine:- Wet and Dry Vacuum Cleaner Model:- ROOTs SOTECO PLAYES 515 VACUUM CLEANER

1 Number of Motor 01

2 Power 1500

3 Volt 230V

4 Water Lift 2180 mm

5 Air Flow 205 m3/h

Machine:- Manual Swipper Model:- ROOTS FLIPPER + MANUALLY OPERATED SWEEPING MACHINE

1 Working Width with side Brush 650 mm

2 Working width without side Brush 460 mm

3 Machine Width with Side Brush 780 mm

4 Height with Handle 1010 mm

5 Weight (ready for operation) 26 Kg

6 Capacity of Hopper 40 Lit

7 Maximum Theoretical Area Performance 2600 m2/hr

Machine:- Battery Operated Scrubber Drier Model:- B4545 Battery Operated Automatic Scrubber Drier

1 Working Width 450 mm

2 No. of Brush 1 No

Brushes diameter/working width 450 mm

Effective suction width 760 mm

Theoretical area performance 1800 m2/h

Working Speed 4 Km/Hr

Vacuum Pressure 70-80 mm Hg

Rated volt 24 V

Nominal Power, total 1100 W

Brush Motor Power (Input) 720 Watt

Vacuum Motor Power 370/15.4 W/A

Brush Speed 180 RPM

Specific brush pressure 0.275-0.375 N/sq cm

Fresh Water Tank 45 Liters

Dirty Water Tank 45 Liters

Length 1200 mm

Width (without / with squeegee) 480/760mm

Height, ready for operation 1130 mm

Weight 210 Kg

Noise Level 67 db

Machine:- Electrical Automatic Scrubber drier Model:- E6050 AUTOMATIC SCRUBBER DRIER

1 Working Width 500mm

2 No. of Brush 1No

3 Brushes diameter/working width 500 mm

4 Effective suction width 850 mm

5 Theoretical area performance 2000 m2/h

6 Working Speed 4 Km/Hr

7 Vacuum Pressure 80-85 mm Hg

8 Mains Rating 230 / 50 V/Hz

9 Nominal Power, total 1200 W

10 Brush Motor Power (Input) 800 Watt

11 Vacuum Motor Power 400 Watt

12 Brush Speed 180 RPM

13 Specific Brush Pressure 0.30-0.40 N/sq cm



14 Fresh Water Tank 60 Liters

15 Dirty Water Tank 60 Liters

16 Length 1370 mm

17 Width (without/with squeegee) 600/850mm

18 Height, ready for operation 1100 mm

19 Weight 160 Kg

20 Noise Level 70 db

Machine:- Single Disc

Model:- SD43 SCRUBBER-MAINS OPERATED

1 Working Width 430 mm

2 Speed 175 RPM

3 Weight ( Including Brush) 30 Kg

4 Working height 380 mm

5 Power Consumption 1000 W

6 Noise Level 67 dB(A)

7 Cable Length 15 Meter

8 Protection Class I

9 Tank Capacity 10 Ltr

10 Machine Size 560x475x1230 mm (1xbxh)

Machine:-Back pack vacuum cleaner Model:- Rocket vac – back pack vacuum cleaner

1 Vacuum Motor Power – 900 W

2 Water Lift – 2400 mm

3 Airflow – 32 L/S

4 Working Height – 380 mm

5 Filter Bag – 450 g/m2 Polyster , 99% efficiency @ 1 micron

6 Bag Cap – 4.5 Litres

7 Secondary – “U” media EUS

8 Exhaust – Media 13mm foam 24 pores

9 Weight – 4.8 Kg

10 Noise – 1.72 db (A)

11 Electrical – Class II Double Insulated

12 Floor Tools – 300mm wide combination hard floor

13 Vac Hose – 32mm dia x 1.2m long

14 Power Head – Optional

Machine:-Cold water high pressure jet Model:-767 High pressure jet cleaner

1 Operating Pressure – 30-130 Bar

2 Volume – 300-600 1/h

3 Inlet Water Temp.- 50 Degree

4 Phase/Voltage/Frequency – 1/230/50

5 Power – 3200 W

6 RPM – 1400

7 Detergent Tank – 7.5 L

8 Electric Cable Length – 4.5 Mtr

9 Width – 430mm

10 Length – 730mm

11 Weight – 880mm



SL.NO TYPE OF MACHINE & SPECIFICATIONS (LAVOR WASH-FASA)

Machine:-Automatic floor Scrubber Drier Model:- Battery Powered model A5 50

1 Power – 24 Volt DC

2 Scrubbing width - 500 mm

3 Squeegee width – 800mm

4 Working capacity – 2000 Sqm/hr

5 Clean water tank – 44 ltr

6 Dirty Water tank – 50 Ltr

7 Traction - mechanical

8 Vacuum motor - 480 Watt

9 Vacuum motor – 1280 mmh20

Machine:-Automatic floor scrubber Drier Model:- Electrical Power model A5 50E

1 Power - 230 Volt AC


3 Squeegee width – 800mm

4 Working capacity - 2000Sqm/hr

5 Clean water tank - 44 Ltr

6 Dirty Water tank – 50 Ltr

7 Traction - mechanical

8 Vacuum motor - 1000 W

9 Vacuum motor – 1280 mmh20

Machine:-Pressure washer Model:- Artic 1211 XP

1 Pressure bar - 30 to 120 bar

Pressure in PSI – 725 to 1740

Water flow - 660 I/h

Power - 3,3 kw

RPM - 2800

Voltage – 230 volt

Piston – Three ceramic coated steel

Pump – Brass Axial Pump head with Built in By pass valve

Automatic stop – yes

Machine:-High Jet Pressure washer Model Model:- Ocean 1211 LP

1 Pressure bar – 30 to 50 bar

2 Pressure in PSI - 435 to 1740

3 Water flow – 660 I/h

4 Power – 3 kw

5 RPM - 1450

6 Voltage – 230 volt

7 Motor – 4 pole Electrical motor

8 Pump – Brass Pump head with Built in By pass valve

9 Pump type – brass Pump head

10 Automatic stop - yes

Machine:-Single Disc floor Scrubber

Model:- ODM R-45G-130

1 Type - Low Speed

2 Brush Speed - 165


4 Voltage - 230 volt, 50 hz

5 Power - 1300 W

6 Brush Pressure - 40.8 g/cm2

7 Noise - 60 dba

8 Cable length – 12 m



9 Body height – 280 mm

10 Dimension 54,2x42,5x120

Machine:-Manual floor Sweeper machine Model:- OTKM 651M

1 Main brush - 500 mm

2 Main brush +1 side brush – 700mm

3 Collection tank – 40 Ltrs

4 Max working capacity – 1500 m2/hr

5 Pressure on brushes – regulable

6 Dust luing system - direct

7 Operation - manual power

Machine:-Wet / Dry Vacuum Cleaner Model:- GTX 32E

1 Power max – 1400 W

2 Vacuum depress M bar – 270

3 Tank capacity - 30 ltr

4 Aurflow - 70 I/s

5 Voltage 230 volt / 50 hz

Machine:-Hand Scrubber Model:-

1 Brush RPM - 300 – 3000 rpm Aman make

2 Power - 900 Watt

3 Weight – 8 Kg

4 Brush Dia – 6”

Machine:-Mopping trolley Model:- S 118 Aman Make

1 Tank – 25/25 ltrs

2 Frame – Plastic

3 Wringer – Down press

42. Scope of Work for Mechanised Coach Cleaning, OBHS and allied services

The contractor has to undertake the following activities along with their workforce, material, cleaning agents, tools, implements, machinery duly setting up of power supply arrangement as specified in the scope of work at the requisite coaching depot. The scope of work for the composite contract of mechanized coach cleaning, allied services & OBHS is provided as follows –

1. Mechanised Cleaning of all primary / secondary maintained coached and watering of

coaches at washing lines

2. Intensive cleaning of coaches

3. Cleaning and watering of coaches of platform return/terminal attention trains

4. Pest and Rodent Control Services- if included in contract (It can be done as separate

contract also, to be decided by ZRs.)

5. On-Board Housekeeping Services (OBHS)

Brief scope / outline is given below. The detailed scope of work, list of consumables, tools and machinery is provided in Chapter titled „Scope of work for MCC, OBHS & allied services‟.

A. Cleaning and Watering of Coaches at Washing Lines

The areas to be covered by the contractor for train cleaning at the Depot must cover the entire train (including interior and exterior), including

Coaches of different types viz. Pantry Cars, AC and non-AC coaches of different

description, inspection carriages etc. shall be cleaned in mechanized manner during the

primary and secondary maintenance/ other end maintenance/ by pass trains in the



coaching depot during the contract period using trained workforce, machines,

consumables, tools and accessories as per the resource specifications.

Intensive Cleaning of primary coaches

Padlocking of Coaches

After arrival of train on PF and after alighting of passengers the shutters of the coaches to be

dropped. All doors of vestibuled coaches are to be locked from inside, light & fan switches to be switched off. Only one door to be locked from outside. All non vestibuled coaches to be locked

from inside except one door which should be locked from outside.

After placement of coaches in pitline/washing lines the doors will be opened by opening the

padlocks and latches from inside.

B. Cleaning and watering of coaches of platform return / terminal attention trains

C. Pest and Rodent Control Services (if included in contract)


Basic model conditions / guidelines are as circulated vide Railway Board‟s letter No. 2000/M(C)/141/7 Vol. IV, dated 21.12.2010 with necessary additional / supplementary instructions issued by Railway Board / Railways.

D. On-Board Housekeeping Services

The broad set of activities defined under the scope of work for contractors engaged in On-Board Housekeeping Services (OBHS) for trains is defined as below -

Washing, cleaning and disinfection of areas, including pest control Collection and proper disposal of garbage from entire train, maintenance of trash-cans Operating lost and found in the train Maintenance and complaint redressal Distribution of linen to passengers

42.1 Other Conditions

42.1.1 The Work has to be carried out as per the train maintenance schedule as per the

programme given by depot in charge. The work should be completed within the stipulated time

of train maintenance. The contractor should invariably attend buffing work as programmed

otherwise the coach will be skipped off from buffing and contractor will be liable for penal

action.

42.1.2 The contractor‟s staff should report early in advance to the concerned

Supervisor.

42.1.3 Machinery and tools required to be transported to the spot early in advance.

42.1.4 The no. of coaches furnished is approximate and may change according to

operational convenience.

42.1.5 All required material will be provided by the contractor. The Railway will not

provide any staff or material. Electricity, water, compressed air, welding plants, material

handling equipment and suitable storage place for keeping contractor‟s equipment will be

provided free of cost by Railways as per the requirement.



42.1.6 The buffing/polishing work has to be done to the entire satisfaction of Railway

Administration. Any re-work required shall be done by the contractor at her own cost.

42.1.7 The contractor‟s staff should take the planning in advance from the concerned

depot.

42.1.8 Due to any exigencies if the coaches could not be offered for buffing on any day,

the contractor has no right to claim any compensation on that account. Payment will be

arranged only for actual work done.

42.1.9 Adequate safety precautions are to be taken to ensure safety of workers

engaged.

42.1.10 The contractor should take care and ensure that no damage to the train/coaches/

Railway property taken place due to any act of workers, while carrying out the works under this

contract.

42.1.11 During the course of working, the contractor or their staff notices any suspicious

activity which any have related anti-social/terrorist activities, the matter to be brought to

the notice of on duty officials immediately.

42.1.12 On account of lapses of contractor staff safety of the Railway staff working on the

coach should not be affected.



“APPENDIX-A”

Benchmark S. No. Station/ Building Station code

Station Category – A1

Station Category – A

Station Category – C (if needed)

Other buildings


SpePage of 26 Specifications page 26 of 26

Appendix- B

Wage Card ( an example- zonal railways to modify it as per prevalent circulars)

Revised Minimum Wages w.e.f. 01.10.2016 (CLC @ New Delhi order No. 1/43(3)2016-LS-II dated 30-09-2016)

S No

Worker Category

Wage Rate per Day

Monthly Wage(26 Days)

Employer's Contribution under EPF Act(12% of (iv)

Employee Share under EPF Act(12% of (iv)

Employer's other charges(EDLI+Admn Expenses) 1.36% of (iv)

Employer's Contribution under ESI Act(4.75% of (iv)

Employee Share under ESI Act(1.75% of (iv)

Net Wages Payable (iv-vi-ix)

Contractor's liability (iv+v+vii+viii)

(i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi)

Unskilled Worker (Housekeeper)

374 9724 1166.88 1166.88 132.25 461.89 170.17 8386.2

5 11485.02

2 Semi Skilled (Plumber)

414 10764 1291.68 1291.68 146.39 511.29 188.37 9283.9

5 12713.36

3 Skilled (Supervisor)

456 11856 1422.97 1422.97 161.24 563.16 207.48 10225.

55 14003.37

4 Highly Skilled (Manager)

495 12870 1544.40 1544.40 175.03 611.33 225.23 11100.

37 15200.76


SpePage of 26 Specifications page 26 of 26

Appendix- C

CERTIFICATE BY CONTRACTOR (Cleaning & Housekeeping works)

Name of Station: …………………………… Period: ……………………………. 1. In compliance to the provision of the minimum wages act 1948 and rules made there

under in respect of any employees engaged by me/us. I/We hereby declare that the labour engaged by me/us have been fully paid for. In the event of any outstanding due to be payable to any labour / labours engaged by me/us, corporation is entitled to recover the same from any money due to accruing to me/us in consideration of payment to such labour / labours.

2. Certified that all valid insurance policies as per GCC clauses are available. Copies of

Insurance policies are enclosed/already submitted. 3. Certified that EPF Act 1952. Minimum wages act 1948, Workmen compensation Act

1923, Contract Labour Act 1938, Factories Act 1948 have been fully complied with by Me / Us. Photocopies of challans for EPF/ESI deposited are enclosed herewith

4. The cash payment if any has been made to the employees in presence of station

Manager as per Minimum wages Act, 1948 (As per latest notification). The attached photocopy of ESI & EPF challans has been verified from original.

5. Certified that out of ……. Nos. of housekeeping staff ……. Nos. has been paid through

the bank transfer. 6. Certified that weekly off is given to all the employees and overtime payment, if required,

is made to the concerned as per the prescribed rates. 7. We have paid wages as per notification No. ------------------------ or later (whichever is

applicable) issued by the state government / govt of India. 8. I also undertake that, if at any point of time during progress of work or after completion

of work it is found that any of the statutory provisions like EPF Act 1952. Minimum wages act 1948, Workmen compensation Act 1923, Contract Labour Act 1938, Factories Act 1948 etc. has not been complied, with than I shall be held morally, financially and legally responsible. I also undertake to indemnify RAILWAY ADMINISTRATION for such lapses.

Signature of contractor with seal

Station Manager (Verified) Railway‟s Authorized Contract Manager


Page 1 of 28

Scope of work for MCC, OBHS & allied service

CONTRACT NO: -----------------

Mechanized cleaning and housekeeping works of XYZ station(s)/Trains of XYZ depot

8. Scope of Work for MCC, OBHS & allied services


ADDRESS


Page 2 of 28


S.No Description Page No.

1. Scope of work in brief

3

2. Cleaning and watering of coaches at washing lines

3

3. Intensive cleaning of coaches

7

4. Cleaning and watering of coaches at other end and platform return trains.

8

5. Attention to cleaning related complaints at major stations

9

6. On Board Housekeeping Services (OBHS)

9

7. Providing toiletries in AC coaches as per scale

13

8. Pests and Rodent Control on Coaches

13

9. Specifications for Project for MCC

14

10. Annexure 17-28


Page 3 of 28


Scope of work for MCC, OBHS & allied services

1.0 The scope of work for the composite contract of mechanized coach cleaning, allied services & OBHS

is as follows –

a) Cleaning and watering of coaches at washing lines b) Intensive cleaning of coaches c) Cleaning and watering of coaches of platform return / terminal attention trains d) Attention to cleaning related complaints at major stations e) On Board Housekeeping Services (OBHS) f) Providing toiletries in AC coaches as per scale g) Pest and Rodent Control on Coaches (Optional with Coach cleaning contract, to be

decided by ZRs. It can be done as separate contract also) 2.0 Cleaning and watering of coaches at washing lines 2.1 Exterior coach cleaning:

Removal of old labels/charts: All old labels/reservation charts tied/pasted on the window bars/exterior panels or kept in label holders should be removed. Papers glued on panels should be soaked thoroughly with water and removed.

Shutters to be closed before cleaning: Before starting the cleaning operations, all shutters, both glass and Venetian, should be pulled down on the side which is taken up for washing and cleaning.

Dusting: While pulling down the Venetian shutters, they should be dusted hard from inside to dislodge the dust and wiped with detergent dipped cloth.

Destination boards: Destination Boards should be removed, if required and cleaned separately and refitted on the coaches to indicate correct destination of the outgoing coach. The area underneath destination boards shall be duly scrubbed and cleaned.

Roof top ventilators and curved surface should be brushed to dislodge the dust. All exterior panels including end panels and window shutters should be watered with HP jet and thoroughly scrubbed with long handle brush with application of appropriate exterior coach cleaning compound and then washed with high pressure jet.

Sole bars not covered by external body panels should be brushed to make them dirt free.

For AC coaches, external windows have to be cleaned and wiped dry thoroughly using glass cleaning solvent and squeeze.

Hand rails, window bars and steps should then be washed and wiped clean free of dust and dirt. Care should be taken to wash and clean body panels under the handrails and window bars using special brushes manually. All water & detergent marks shall be removed after the cleaning and washing.

External cleaning of coaches attended at Automatic Coach Washing Plant (ACWP): for external cleaning of coach surface left after washing at ACWP, following portion shall be attended: Main doors, side strips of main doors (behind hand rails), Windows, Turn under, End panels of GS & SLR and Main doors, side strips of main doors (behind hand rails), Windows, Turn under, End panels of AC coaches. For these left over surface areas cleaning shall be mechanized and manual as well, using high pressure jet machine and appropriate chemical.


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2.2 Interior coach cleaning 2.2.1 Toilets

For cleaning door and side walls: Above the waist level, it should not be hosed with HP jet water, but should be thoroughly cleaned in detergent solution taking care that no water goes in to the mirrors. For the remaining area, flush it with high pressure jet to remove loose debris and soiling.#

The sidewalls below waist level and the banjo shutters should be hosed with water and thoroughly cleaned. All dirty spots should be removed with the use of detergent like soft detergent solution. The ceiling and the sidewalls should thereafter be wiped dry.#

Any scribbling available on lavatory panels should be removed.

The mirrors should be cleaned with glass surface cleaner and wiped dry using squeeze or by appropriate chemicals to clean the mirror using manual window cleaning kit.

Washbasins should be cleaned with detergent powder and wiped dry with a duster. *

The lavatory floor should be first scrubbed washed clean with a broom and water.

Indian style commode pans should be cleaned with consumables/detergent. All stains or dirty spots on the stainless-steel pan should be removed with diluted acid and immediate flushing with adequate quantity of water to remove all traces of acid.

The European style commode should also be washed with diluted hydrochloric acid and flushed well with water. The plastic commode seats and covers should be washed with detergent solution and wiped dry.

The commode chutes should be cleaned with a circular brush throughout its length.

Disinfectant solution followed by deodorant should be sprayed in the lavatories from ceilings and corners.

Apply appropriate chemical on to the toilet bowl and the wash basin and scrub to remove stains and leave it for 10 minutes.

Spray appropriate chemical on the toilet floor and scrub wherever required to remove the stains.

Flush the toilet bowl and the entire floor with high pressure water jets.

Clean all inside walls, doors and ceiling by applying appropriate solvent and wipe dry.

Remove mucks from the commode chute by scrubbing with circular brush followed with high pressure jet flushing. Use steam to disinfect and deodorize.

Apply disinfectant by wiping with cloth dipped in disinfectant and spraying.

The plastic commode seats and covers should be washed with detergent solution and wiped dry.

The commode chutes should be cleaned with a circular brush and concentrated cleaning agent to remove scaling throughout its length.

Disinfectant solution should be sprayed in the lavatories.

Overhead tanks / water tanks should be completely filled with fresh water.

Spraying of Room Freshener.

Cleaning of lower portion of lavatory pan & commode chute.

* The dirt and from the wash basin to be removed and wash basin to be cleaned with water and required chemicals.

# High pressure jet should not be utilized to clean sidewalls, wash basin etc. toilet floor area is to be cleaned and scrubbed using mop and if required using stain cleaner. Only the toilet and squat pan to be cleaned using high pressure jet.

2.2.2 Doorway, Gangway, Compartment & vestibule area

The entire coach length shall be swept dry, manually and all litter, dust & debris shall be collected in polybags to be disposed off at a nominated bin later. Under no circumstances should sweepings be thrown on the washing line.

The floor and the corridor should be swept dry with brush banister and sweepings collected in a dust bin.


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A little wet mopping with cleaning agent.

No tissue, no litter and no foot-print should be left behind. Aluminum chequered plate in doorway; corridors between lavatories should be cleaned with scrubbing machine

All ceiling panels should be wiped with a duster and all permanent stains/head grease, dirty spots of all interior paneling/ Rexene / upholstery, metal beading, wall protectors, lavatory pans, wash basins, shutters, seats/berths, racks etc., should be cleaned with a duster dipped in detergent solution, wiped clean and dry.

Table tops in the compartment should be cleaned with cloth dipped in detergent solution and wiped dry.

To remove dirt, stains due to coffee/tea, betel spittoon etc. and clean the ceiling and floor of the coach.

Dust bin from AC and NAC (wherever available) coaches should be emptied and cleaned with chemicals and rinsed.

The magazine pockets should also be cleaned of rubbish and paper litter, if any.

The mirrors in the compartments should be cleaned with a duster and stains, if any, removed with detergent solution.

The window panes shall be cleaned with glass cleaning agent and dried.

Side wall fittings including tumbler holder and small luggage racks should be cleaned.

All varnish finished, painted or polish finished panels or laminated plastic panels should be dusted and dry cleaned. Oil stains or head stains, if any, should be cleaned either with mild detergent solution or cleaning fluid taking care not to affect the surface being cleaned.

Electroplated fittings should also be dusted and, if required, cleaned with detergent solution and wiped dry.

Cushions should be cleaned with a duster. Oil or head stains and dirty spots, if any, should be cleaned with mild detergent solution and wiped dry.

Dust the seats/berths thoroughly, specially the corners and crevices

Each berth/cushion must be cleaned with a cloth soaked in detergent and wiped dry.

Carpet if provided should be Vacuum cleaned and at least once in a month or as condition demands should be dry shampooed to remove stains.

All fittings, cupboards, almirahs, furniture etc. to be wet wiped and disinfected.

Water based deodorant / mild & pleasing air freshener shall be sprayed to the curtains and all nooks and corners.

Clean the window glass from inside with appropriate solvent and wipe dry and naphthalene balls should be provided inside the window glasses.

Vacuuming, Mopping - No tissues, no litter, no foot-prints, no gum, no dirt/residual marks should be left behind.

Vestibule area should be swept and mopped. It shall be cleaned with the help of detergents.

All window sills should be cleaned with wet duster. Muck and dirt which gets collected in the corners should also be scraped and cleaned. (Remark: Where ever cleaning is required to be carried out appropriate cleaning solutions should be used)

The window glasses should be cleaned by detergent solution and wiped dry with a dry duster.

The sliding and other doors should be wiped dry, the dust from the corners and ends cleaned and removed.

2.2.3 In addition to the above, in every pantry car –

Pick up the litter and large debris and sweep the area.

The interior metal portions such as store room racks, staff room walls, kitchen room, partition mesh, grills, gas room etc. should be scrapped and cleaned thoroughly with appropriate cleaning solution to remove soot, stains due to grease, oil fumes etc.

The floor shall be scrubbed with cleaning solvent daily.

Vacuum dry the floor using wet and dry vacuum cleaner

The windowsills, louver shutters, glass shutters should be scrapped and cleaned to remove all muck and stains. The glass should be transparent after cleaning.


Page 6 of 28


The aluminum chequered plates on the floor should be attended for removal of muck, stickiness and oil accumulation etc. The other flooring areas should also be cleaned.

All stainless steel fittings like food racks, hot case, counter etc are to be cleaned with application of appropriate solvent, disinfected and wiped dry and polished using stainless steel polisher.

The hot cases, stoves, washbasins, Rexene surfaces should be thoroughly cleaned.

Parcel and luggage van cleaning

The luggage portion is required to be cleaned intensively and disinfected to remove muck and odor using scrubber and vacuum drier

The entire interior portion, i.e., side walls, luggage racks, floor, etc., should be washed with water, swept clean and all drain holes opened up.

Dog boxes should be thoroughly washed disinfected and its drinking water trough well cleaned.

The vestibule area shall be washed with HP jet and cleaned thoroughly with brushes to remove all deposits. It shall be sprayed with phenyl for hygiene.

2.2.4 Details of chemicals for coach cleaning ( Normal cleaning )

SN Name of Chemical Approved brands Quantity

per coach

1 PVC Floor Cleaning Agent:-

Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab/ Chela brand or APC F of Haylide

50 ml

2 Ceramic & stainless steel Toilet fittings Cleaning agent:-

Taski R1/Taski R 6 (Johnson Diversey), Spiral HD or Sigla Neutral of Eco Lab or Sterix A Super of Haylide

50 ml

3 Glass Cleaning agent:- Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin or Klean & Shine of Haylide 20 ml

4 Laminated Plastic Sheet & Berth Rexene cleaner:-

Taski R7/Taski R2 (Johnson Diversey) or OC Neutral cleaner of Eco Lab or Solvex for hard stains can be used occasionally or /Chela brand or APC F of Haylide

50 ml

5 Painted Surface cleaner:- Approved Brands: Spiral (Johnson Diversey) or Absorbit of Eco Lab or Super max / Chela brand or APC F of Haylide

90 ml

6 Disinfectants TRIAD-III (Johnson Diversey) or Antiback of Eco Lab or Nimyl

10 ml

7 Air Freshener Preferably water based Taski R5 or equivalent Ecolab or / Air Fresh of Chela or Freshex of Haylide or any water based reputed & approved brand

10 ml

8 Cleaning agent for removing old labels, stickers, glue marks etc.-

Erazel Gel / Plus of Chela or Stainex G / SC of Haylide or other Brand as approved by Railway 10 ml

2.3 Locking and Unlocking of Coaches

The contractor has to ensure padlocking of all the coaches primarily/secondarily maintained by the requisite depot duly deputing their staff.

On arrival of the trains on platform and after alighting of passengers, all the shutters should be closed and the coaches should be padlocked for securing of coaches. Pad locks will be supplied by Railways.

All doors of vestibule coaches are to be locked from inside, light & fan switches to be switched off. Only one door to be locked from outside. All non-vestibuled coaches to be locked from inside except one door, which should be locked from outside.


Page 7 of 28


The contractor has to ensure pad locking of coaches within the prescribed time (20-30 minutes of arrival).

The padlocks should be opened on pit lines before commencement of work.

All coaches should be padlocked after completion of the work on pit line.

The padlocks should be opened after berthing of trains on platforms 45 min before departure or as advised by CDO/SSE depot in-charge.

3.0 Intensive cleaning of coaches

3.1 Scope of work for intensive cleaning of coaches: The purpose of intensive cleaning is to remove stains, all dirt from coach/dirt & muck etc. The schedule of intensive cleaning is as under: Pantry car: Every trip. All other coaches except pantry car: Monthly.

During daily cleaning, effort would be to maintain the rake within acceptable cleanliness and hygiene level. Since intensive cleaning will upgrade the cleanliness level of coaches, this activity shall be carried out at specified periodicity without fail. Any reduction in contract quantity will not be permitted for this activity. Payment for intensive cleaning would be made on the basis of score assigned by Railway Supervisor for the rake (Annexure A-1). To ensure proper cleaning separate gang should be deployed for intensive cleaning. Following activities are to be performed.

All items of daily cleaning attention

Apply polish to the stainless steel wash basins and other items as required.

Buffing of stainless steel items such as wash basins, wall protector, lavatory pans etc. as advised by railway.

Steam cleaning of toilet area and wash basins as required.

PVC floor cleaning using electric floor scrubber and vacuum cleaner. Corners and inaccessible area to be cleaned using hand held electric scrubber.

Cleaning of Seat/Berths using portable electric disc scrubber. Berth flap should be cleaned with wet cloth.

Cleaning of LP Sheet and Roof. No graffiti/sticker/cobweb/spot should be visible after cleaning attention.

Cleaning of Doorway & vestibule area with scrubber and Vacuum machines. Corners and dustbins to be cleaned with nylone brush. No muck/stain should be visible. Footsteps to be cleaned thoroughly.

Cleaning/polishing of amenity fittings/electrical fittings, door handles.

All glass window should be cleaned so that no spot is visible. Panes of Louver shutter should also be cleaned with wet cloth.

Window sill area needs special cleaning to remove pan stains/spit stains using portable electric scrubber.

Visible portion of Roof should be cleaned using long brush.

Cleaning of area underneath the berth.

Cleaning of turn under

Every month water tanks may be flushed completely.

3.2 Details of chemicals for coach cleaning in Intensive cleaning

SN Name of Chemical Approved brands Quantity

per coach


Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab/ Chela brand or APC F of Haylide

50 ml


Taski R1/Taski R 6 (Johnson Diversey), Spiral HD or Sigla Neutral of Eco Lab or Sterix A Super of Haylide

50 ml


Page 8 of 28


3 Glass Cleaning agent:- Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin or Klean & Shine of Haylide

20 ml


Taski R7/Taski R2 (Johnson Diversey) or OC Neutral cleaner of Eco Lab or Solvex for hard stains can be used occasionally or Chela brand or APC F of Haylide

50 ml

5 Painted Surface cleaner:- Approved Brands: Spiral (Johnson Diversey) or Absorbit of Eco Lab or Super max or APC F of Haylide

90 ml

6 Stainless Steel Polisher Suma Inox (Johnson Diversey) or Chromol of Eco Lab. 10 ml


10 ml


10 ml


Erazel Gel / Plus of Chela or Stainex G / SC of Haylide or other Brand as approved by Railway

10 ml

4.0 Cleaning and watering of coaches at other end and terminal attention /platform return trains

4.1 Scope of Work

Dry sweeping of coach interior and collection of garbage in poly bags and dumping them in the dust bins.

High pressure jet cleaning of toilet squat pans & bowels and disinfections of all coach toilets. (Preference to be given to reserved class over unreserved class).

Scrubbing and moping of toilet floor ..

Cleaning of all mirrors and washbasins inside and outside of toilets area.

Cleaning and mopping of doorways, vestibule area and fall plates with proper cleaning solvent and disinfestations.

Cleaning of Footsteps, handrail, surrounding area & bottom portions of walls of doorways and disinfestation.

Sweeping /swabbing /mopping of entire floor area of coach with cleaning agent and disinfestation with the help of proper mopping tool.

Spraying of deodorant and anti mosquito agent in all the coaches.

Wiping of AC window glasses from inside and outside (only platform side).

Disposal of collected waste from all the coaches & underneath the Wash Basin from AC coaches. The contractors’ nominated representative / supervisor in charge will liaison with the SSE in-charge/nominated representative of the railways for disposal of accumulated waste at nominated place.

Dusting of all seat /berth and cleaning with suitable cleaning agents, if required.

Vacuum Cleaning of carpets and doormats in Ist AC coaches/inspection carriages.

Cleaning of pockets for book and newspaper etc. in the all coaches.

Cleaning and wiping of flap table in all coaches.

Locking and unlocking of coaches before starting cleaning work and at specified time after finishing the work respectively. Guidelines in this regard can be taken from SSE in-charge or his representative.

Cleaning of any other area / surface of coach which is giving dirty look or causing unhygienic conditions or giving unpleasant feeling to the passengers.

Overhead tanks / water tanks should be completely filled with fresh water.

At periodical interval water tanks may be flushed completely on request of depot in-charge. If the rake is stabled at washing line for more than 4 hours then activities prescribed for complete coach cleaning shall be done.


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4.2 Details of chemicals for coach cleaning at platform

SN Name of Chemical Approved brands Quantity per

coach


Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab or Chela brand or APC F of Haylide

50 ml


Taski R1/Taski R 6 (Johnson Diversey), Spiral HD or Sigla Neutral of Eco Lab or Sterix A Super of Haylide 50 ml

3 Glass Cleaning agent:- Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin or Klean & Shine of Haylide

20 ml


Taski R7/Taski R2 (Johnson Diversey) or OC Neutral cleaner of Eco Lab or Solvex for hard stains can be used occasionally or Chela brand or APC F of Haylide

50 ml


10 ml


10 ml


Erazel Gel / Plus of Chela or Stainex G / SC of Haylide or other Brand as approved by Railway 10 ml

5.0 Attention to cleaning related complaints at major stations. Passenger complaints related to cleaning of enroute trains excluding CTS nominated trains at

major stations shall be attended by the contractor staff.

6.0 On Board Housekeeping Services (OBHS) The broad set of activities defined under the scope of work for contractors engaged in On-Board

Housekeeping Services (OBHS) for trains is defined as below -

Cleaning and disinfection of areas,

Collection and proper disposal of garbage from entire train, maintenance of trash-cans

Operating lost and found in the train

Maintenance issues

Distribution of linen to passengers Other guidelines on OBHS as circulated vide Railway Board’s letter No. 2006/M(C)/165/9, dated 17.02.2016 are to be followed. In case of any difference / discrepancy, the provisions / requirements given in the present document will apply. 6.1 Cleaning and Disinfection Under this tender, cleaning and disinfection of the train has to take place in the following areas under OBHS – The areas to be covered by the contractor for on-board housekeeping must cover the entire train (including interior and exterior), including –


Page 10 of 28


A. Entire train including all reserved AC and sleeper coaches, Chair Car, Engine Room, Cargo Coach, Guard Room in the train

B. Within each coach the scope of services for cleaning will involve –

i. Wet / Dry cleaning of coach toilets and their fittings including washbasins, mirrors, pans etc, mopping & spraying of disinfectant

ii. Sweeping/brushing of the passenger compartments, aisle area, cleaning and mopping of doorways, gangways and cleaning of vestibule portion. Cleaning and mopping of washbasins & mirrors in doorways. Sweeping should be shoved into collector in each compartment so as not to discomfort passengers

iii. Walls and ceilings (for entire coach, including general area, washrooms, cabins and

coach area; cleaning of walls and ceilings to include cleaning of any accessories on the same including switchboards, hooks, fans, lights, windows, curtains, grills, rails, pockets and any other accessories found in the coach area or vestibule area)

iv. Berths and Cabins (cleaning of floor of cabins and area under berths) v. Spraying mosquito repellent in all coaches only in toilets and vestibule area. It should be

done prior to spraying of deodorant vi. Spraying air freshener in the AC coaches after cleaning work or as and when

demanded by passenger. This shall be done where auto dispensers are not available vii. Maintaining a liaison with C&W ground staff for ensuring watering of trains at nominated

en-route stations viii. Wiping of platform side window glasses of all the AC coaches at those stations where

stoppage is 10 minutes or more and the station is not nominated 'Clean Train Station' for the particular train.

ix. Emergency en-route attention to bio-toilets as advised by railway

C. Toilets and wash basins to be cleaned at least twice each between 05.00 hrs. – 10.00 hrs. and 18.00 hrs. – 22.00 hrs and at least once between 13.00 hrs. - 15.00 hrs. and as necessary and also as required on demand at all hours. These are indicative timings which may be modified by railways to suit specific train timings and other local conditions. Doorways, gangways and vestibules should also be cleaned frequently.

6.2 Collection and disposal of garbage including maintenance of trash-cans The contractor will also be responsible for collection of garbage through the train as well as maintenance of trash-cans, dustbins and other disposal areas through the train, including cleaning, minor repair and upkeep. The frequency for cleaning of trash cans must be thrice per garbage bin every 24 hours, at the end of every shift. Furthermore, in case the trashcan is found to be more than half-full at any time during the day, the contractor will be considered responsible for cleaning the garbage bin. This will be over and above the periodic cleaning of the garbage bin to be undertaken by the bidder (thrice per garbage bin every 24 hours). The shift times and durations have been defined in section 2.8 The contractor must make provision for the disposal of sanitary napkins/diapers in each toilet in every coach throughout the train. The contractor must also ensure publicity of the provision of the same by making sure there are notices posted in each toilet of all coaches in the train with clear instructions on how to dispose sanitary napkins/diapers printed in both English and the appropriate vernacular language. The garbage / litter shall be collected from the coaches in polybags / eco-friendly bags. These bags shall

be sealed with a rubber band/ cable tie to avoid spilling of garbage and shall be handed over to the

railways representatives at nominated en-route stations for each train for further disposal. Janitor shall

carry the list of nominated garbage disposal points issued by the CDO/Sr DME for specific train.

In case, any trash-cans are found to be damaged beyond repair, the contractor will be responsible for informing the appropriate authority within Indian Railways regarding the nature of the trash-can so that an appropriate replacement may be installed.


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In case of any dispute between contractor and Indian Railways, the designated authority nominated by Indian Railway’s decision will be considered. 6.3 Operating Lost and Found in the train The contractor will be responsible for collection of lost items in the train and submitting them to the competent authority assigned by railways at the originating station of the train. The contractor must also maintain a lost and found register, wherein all items found must be entered (the register must be maintained and updated at all times and shared with the Railways authority whenever requested). Under no circumstances is the contractor to retain any of the items found on the train premises beyond the completion of the train journey and must hand them over to the assigned competent authority at the originating station, at the first instance after the close of the journey. In case of any instance where it is found that the contractor has contravened this provision, a penalty will be imposed on her/him as decided by the appropriate railways authority which will be considered final. 6.4 Minor Maintenance throughout the train

The contractor is responsible for the minor maintenance and minor repairs in the train. Before each journey, the staff must examine and ensure that any mechanical fittings such as windows, doorways, berths etc. and plumbing – taps, water supply, latches on the toilet doors as well as garbage bins placed throughout the train are in working condition. If any of them are faulty, that has to be noted down in the maintenance register and repaired on board at once. If it is not possible to repair on board by the contractor’s staff, it has to be noted and the maintenance department of Indian railways must be notified at once so that it can be repaired at the next major station, if possible. This exercise must take place at the end of every train journey where the contractor’s staff must conduct a thorough examination of each coach, must switch off all lights, fans, AC vents and other electrical equipment and check the working condition of all mechanical, electrical and plumbing accessories, and report any damage/fault for immediate repair, if necessary. The contractor must ensure that all complaints that have been registered on train journey are resolved before the next journey has taken place. If for any reason, complaints have not been resolved, reasons for the same must be recorded and submitted to Railway supervisor. For the same, the contractor must also maintain a maintenance register where complaints by the passengers are compiled and collated along with resolution of the issues. The contractor must also ensure that sufficient publicity of the existence of the maintenance register by posting notices regarding the same in every coach of the train. A lightweight toolkit made of FRP containing all types of tools for minor plumbing/carpentry related repairs should be available with contractor. The contractor must ensure that any passenger who wishes to complain can do so about any maintenance/cleanliness issue and record the complaint in the complaint register noting down the name of the passenger, PNR number, coach and seat number, contact details and description of the complaint. The contractor must ensure that the complaint is taken care of within two hours of it being registered. If it is beyond the scope of the contractor, the same must be reported to the maintenance department of Railway supervisors. If it is found that the contractor was unavailable or refused to record a passenger’s complaint for any reason whatsoever, denied the existence of the maintenance register to any passenger or did not resolve the complaint within two hours of receiving it, will be penalized for each such incident reported. The passengers who have registered a complaint will be contacted randomly by Indian Railways for follow up and if it is found that the contractor falsified passenger information or signature, it will be recorded and the contractor will be penalized. A sticker shall be pasted at suitable location at the doorways of each coach at suitable location near toilets at bot end under the scheme duly having mobile number of the contractor (or the appropriate authority identified by the contractor) as well as indicating the existence of the maintenance register. This number must be reachable at all times during the course of the journey. This sticker must also feature the


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mobile number of the requisite Railway authority, to be contacted if the contractor (or the appropriate authority identified by the contractor) is not reachable. 6.5 Distribution of linen to passengers

All passengers boarding AC coaches including RAC passengers and to be provided with fresh bedroll within 30 minutes of their boarding. He should handover the linen duly packed in the cover in courteous manner. He should maintain proper personal hygiene and cleanliness. Before 30 minutes of alighting of passengers he should collect the used linen and keep them properly accounted for.

At originating point he will take over the linen pillows etc after duly counting numbers for both onward and return trips and keep in the shelf of the coach. After completion of return trip, he should handover the soiled linen to linen contractors/Railway representatives with proper accountal.

6.6 Details of chemicals for OBHS

SN Name of Chemical Approved brands /Specification Quantity

1 PVC Floor , Rexine and wall panels

R2/Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab or Mokleenor RIO 38 or Guardisan Fresh of M/s Chela or APC F of Haylide

50 ml per coach /day

2 Ceramic & Stainless steel Toilet fittings Cleaning agent

Taski R1/Taski R 6 (Johnson Diversey) or Sigla Neutral of Eco Lab or Harpic or RetoilorDomex or Guardisan Fresh of M/s Chela or Sterix A Super of Haylide


3 Glass Cleaning agent Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin or Mokleen or Eurowash 1000 of M/s Chela or Klean & Shine of Haylide


4 Disinfectants R1/Stride (Johnson Diversey) or Equivalent brand of Eco Lab or Lizol or Guardisan Fresh of M/s Chela


5 Air Freshener Water based Taski R5 or equivalent brands of Eco Lab or Premium or Hazel or Obious or Air Fresh of Chela or Freshex of Haylide or any water based reputed & approved brand


6 Mosquito repellent Spray Hit /Baygon/ Mortein or similar brand approved by Railway

500ml /round trip /train

7 Liquid soap ( Liquid soap container shall be filled to full capacity at washing line and platform as and where basis . Quantity required for OBHS is to top up after consumption during journey)

Lifebuoy/ Dettol / Palmolive /Fem / Fresh Hands LQ ELQ, Perl of Haylide for 1

st AC coaches.

Aquagold/ Henko for other AC coaches or other brand as approved by Railway or Suitable foam soap cartridge as per MDTS 209

400 ml per AC coach /day round trip

8 Tissue paper for Western AC coach toilet

Spec- two ply of 34 GSM white colour about 25 mtrs each ply of approx 10 cm wide should have about 200 pulls) Johnson Diversey or Padumjee Pulp or equivalent as approved by CME

02 roll per AC coach /round trip


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SN Name of Chemical Approved brands /Specification Quantity

9 Deodorant stick / cake for each toilet in AC coaches

Odonil or Air fresh of M/s Chela or suitable brand approved by Railway To last for trip

10 Glue board for rodents: (to be supplied by Pest & rodent control contractor)

As prescribed in existing pest & rodent control contract

02 glue board /train / round trip


Erazel Gel / Plus of Chela or Stainex G / SC of Haylide or other Brand as approved by Railway

10 ml

Note: Equipment, tools, consumables etc and Multipurpose cleaning chemical if available in market and approved by Railway shall be as per OBHS Resource specification in proportionate quantity. 7.0 Providing toiletries in AC coaches as per scale

Liquid soap: For each AC coach, 1600 ml (@200ml per toilet per journey) to be supplied for both to and fro trips. Preferred Brand- Lifebuoy/ Dettol or Fresh Hands LQ ELQ, Perl of Haylide or other brand as approved by Railway

Tissue Paper Roll in the Western Toilet of AC coach Total 2 rolls one each for each trip (@ 1 roll per western toilet per trip) -( Spec- two ply of 34 GSM white colour about 25 mtrs each ply of approx 10 cm wide should have about 200 pulls).

For failure to supply required quantity, penalty will be imposed as specified.

Toiletories in AC coaches

SN Item Brand /Specification Quantity

1 Liquid soap Lifebuoy/ Dettol / Fem or Fresh Hands LQ ELQ, Perl of Haylide or other brand as approved by Railway 1600 ml (@200ml per toilet per journey) to be supplied for both to and fro trips

1600 ml (@200ml per toilet per journey) to be supplied for both to and fro trips

2 Tissue paper for Western style toilet

Spec- two ply of 34 GSM white colour about 25 mtrs each ply of approx 10 cm wide should have about 200 pulls. Johnson Diversey or Padumjee Pulp or equivalent as approved by CME

Total 2 rolls (@ 1 roll per western toilet per trip

3 Deodorant cake coach toilets

Odonil or Air Fresh of Chela or Suitable brand as approved by Railway

To last for trip

4 Room freshener

Preferably water based Taski R5 or equivalent Ecolab or / Air Fresh of Chela or Freshex of Haylide or any water based reputed & approved brand

10 ml /AC Coach

5 Personal Commode Seat Cover

Suitable make and specification as approved by CME

As per occupancy of Coaches

8.0 „Pests and Rodent Control on Coaches (if included in contract)

Odonil or equivalent deodorant should be filled to ensure adequate quantities left in containers at any point of time in each AC toilet of the coach.

After the work of cleanliness is completed, all AC coaches & RAs are to be sprayed with suitable room freshener as per requirement so that it is effective for the feel of passengers.


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Basic model conditions / guidelines are as circulated vide Railway Board’s letter No. 2000/M(C)/141/7 Vol. IV, dated 21.12.2010 with necessary additional / supplementary instructions issued by Railway Board / Railways.

9.0 Specifications for “Project Resources for MCC”

1 Qualifications of the contractor staff:

Qualification of the operator Semi skilled/ skilled like ITI / PMKVY

Qualification of Gang Supervisor Diploma in Engineering/ IIHM/Graduate

Qualification of Project Manager Diploma in Engineering/ IIHM/Graduate with 3 to 4 years of relevant experience in housekeeping or hospitality field.

Age Group 18-55 years

2 Uniform for Supervisors: Grey colour Safari suit or any other type approved by the Sr. DME/C&W with black shoes (Similar colour jersey in winter). The uniform must be provided in the adequate quantity so that the uniform worn remains neat and tidy.

3 Uniform for workers: Blue colour paint & shirt or any other type approved by the Sr. DME/C&W with water protective luminous jacket/ apron with adequate pockets to facilitate ease in carrying of items/equipments with approved printed logo. Face mask/nose mask, gloves, shoes/boot & name badges are part of uniform. The uniform must be provided in the adequate quantity so that the uniform worn remains neat and tidy.

4 Machines: Following types & no. of cleaning machines shall used for cleaning

(i) For coach cleaning:

Machine Type Nos. of machines to be deployed on a train of 24 coaches

Location of use

Portable high pressure jet machines.

1 per pit line & 1 Spare for all pit lines.

Coach exterior washing. These machines can also be utilized as standby machines when contractor opt for using Railways high pressure jet plants. High pressure jet cleaning plants are available at JP on washing lines. If railway will provide this, then contractor will operate & maintain this plant during currency of contract including spares, consumables, nozzles and pipe line etc.

Portable powered single disc floor scrubber/mopper

4(1 for6 coaches) & 1 spare

PVC floor & Aluminum chequered plate etc.

Hand held single disc electrically operated mini scrubber


For scrubbing toilet floor ,skirting and panels etc.

Portable high pressure jet machine of smaller size


For squatting pan, wall protector, commode pan etc.

Portable wet & dry vacuum cleaner.

1 per pit line & 1 spare for all pit lines

For intensive cleaning.

Portable powered single disc floor scrubber.

1 per pit line & 1 Spare for all pit lines

For intensive cleaning of coach floor.

Hand held single disc electrically operated mini scrubber

1 per pit line & 1 Spare per pit line for all pit lines

For intensive cleaning of coach panels & Rexene etc .


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(ii) For Cleaning of platform return trains

Machine Type Nos of machines to be deployed per gang

Location of use

Portable high pressure jet machine.

2 Toilet area

Note:(i)Non deployment of machines in required quantity shall attract penalty as per Penalty clause. Contractor shall do proper maintenance of the machines and keep spare machines of each type to ensure above deployment of machines at all times. (ii) ….. No. of pitlines are available at ……...

5 Specifications/ salient features required in the machines are as follows:

(i) Portable High Pressure Jet Machine:

It should be light weight and easily operatable by a single person.The machine shall have motor mounted vertically on reciprocating type pump having Ceramic pistons. The pump shall be made of brass cylinder head. The machine shall be user friendly, lightweight having separate detergent injector, Automatic Start – stop,.

The high- pressure machine shall be supplied with necessary attachment, which can clean drains.

The machine shall be made of anti-corrosive body preferably ABS Plastic, Galvanized stainless steel, Rust& corrosion Free Body Frame. The machine shall have all the protection devices such as Overloading Protection. Overheating Protection etc.

The mechanized system shall have a facility of detergent or chemical injector built in for effective cleaning.

The machine shall have a maximum water discharge rate of 10 to 15 ltr/minute.

Pressure- 20-180 bar with continuously variable pressure regulator.

(ii) Hand held single disc electrically operated mini scrubber:

Scrubbing dia- Max. 6”

Variable brush speed

(iii) Portable Wet & Dry Vacuum Cleaner:

Air flow requirement- Minimum 40 ltrs. /sec.

Container minimum volume about 25 ltrs.

Machines should be capable of working at 200-240 Volts

(iv) Portable powered single disc floor scrubber/mopper.

It should have features to wet the floor, scrub, wash, clean & leave the surface dry.

It should enable the scrubber to go under the lower berth.

Productivity- Min. 250 sqmtr/hr.

Note: Before starting the work, contractor shall furnish inspection/test certificates /MTC of machines and equipments to be deployed for cleaning work. Railway shall verify the same before contractor puts the machines and equipments in use.

6 Accessories/Tools:

(i) High grade Insulation Power Cable:-class-I insulation material, double insulated for extra protection.

(ii) Floor Mopper:- approximately 24 inches wide

(iii) Window glass squeegee / Window cleaning Kit:- highly durable rubber blade of size approximately 45 cms

(iv) Commode cleaning brush

(v) Hand brush- Brushes used in toilets shall be coloured red and shall not be mixed with brushes used for other locations.

(vi) Special Cotton duster for glass cleaning:

(vii) Jute Cotton Duster for wash basin cleaning:-.

(viii) Eco-friendly Disposable Bag for waste of a size 20” x 30” minimum & minimum 80 micron gauge.

(ix) (a) Suitable equipment for removal of choking of toilets used in coaches. (b) Any other mechanized equipment identified by railways for the above purpose. (c) Any other tool/equipment with the approval of Sr. DME/C&W

7 Broad guidelines for cleaning and Disinfecting chemicals: It may be ensured that cleaning and


Page 16 of 28


Disinfecting chemicals are conducive for use in bio-toilets, are bio-degradable and eco-friendly. The cleaning agents being used should conform to norms specified by State Pollution Control Boards and do not require special permission/license for their usage. While separate cleaning compounds have been specified for different applications, a common cleaning solvent for more than one area can also be accepted. The quantity of consumables given above are only indicative on per coach basis. Different brands may have different quantity for same cleaning effect accordingly. Railways may accept quantity as per specific branch as per local conditions or based on prior successful trial / demo with the approval of CME. Contractor may have to use more quantity than what is indicated above in order to achieve desirable standard of cleanliness. Contractor should ensure use of accepted / approved brands of consumables as per contract agreement. The contractor should ensure that the stock of cleaning agents and consumables kept is always more than 1 months’ required quantity. Consumables shall be deposited in the custody of attached custody stores of the depot from where requisite quantity as demanded by the contractor staff can be issued.

Approved brands for different cleaning surfaces are given below:

(i) PVC Floor Cleaning Agent:- Approved brands: Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab or APC F of Haylide

(ii) Ceramic & stainless steel Toilet fittings Cleaning agent:- Approved Brands: Taski R1/Taski R 6 (Johnson Diversey), Spiral HD or Sigla Neutral of Eco Lab or Sterix A super of Haylide

(iii) Glass Cleaning agent:- Approved Brands: Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin or Klean & Shine of Haylide

(iv) Laminated Plastic Sheet & Berth Rexene cleaner:- Approved Brands: Taski R7/Taski R2 (Johnson Diversey) or OC Neutral cleaner of Eco Lab or Solvex or APC F of Haylide or Stainex G of Haylide for hard stains can be used occasionally.

(v) Painted Surface cleaner:- Approved Brands: Spiral (Johnson Diversey) or Absorbit of Eco Lab or Super max or APC F of Haylide

(vi) Stainless Steel Polisher:- Approved Brands: Suma Inox (Johnson Diversey) or Chromol of Eco Lab.

(vii) Disinfectant- Approved Brands: TRIAD-III (Johnson Diversey) or Antiback of Eco Lab or Nimyl

(viii) Air Freshener (Water based)- Preferably water based Taski R5 or equivalent Ecolab or / Air Fresh of Chela or Freshex of Haylide or any water based reputed & approved brand

(ix) Cleaning agent for removing old labels, stickers, glue marks etc.- Erazel Gel / Plus of Chela or Stainex G / SC of Haylide or other Brand as approved by Railway

(x) Following chemicals of M/s Chela Ltd. /U.K. -Guardisan fresh- surfaces of coach interior Eurowash 1000-Surfaces of coach exterior Airfresh-Deodorant-cum-air freshener Erazel Gel/Plus-Graffiti remover from all types of coaches.

(xi) Any other brand with the approval of Railway

10.0 Some sample formats for checking, feedback, scoring, etc. are attached as Annexures A-1 to A-3 and Annexures B-1 to B-5 which may be modified suitably. However, IT / APP based technology solutions will be preferred.


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Annexure A -1

Score card for normal coach cleaning and watering at washing line (To be filled by the supervisor/Nominated representative of CDO/ADME)

Agreement No & date--------------------------------- Name of Contractor --------------------------- Date of Inspection: ----------------------Name of Depot …………………Name of Supervisor………………….. Train No. ---------------------- Time Work Started--------------------Time Work Completed…………………… No. of Coaches In the rake------------------------------No.of Coaches attended --------------------------

Maximum Marks will be 12 for internal cleaning. This will be counted as under: Very Good-3, Satisfactory-2, Poor-1, Not attended-0

In above example there are 9 marks for internal cleaning, therefore rating will be 9/12x100=75%

Maximum Marks will be 3 for exterior cleaning & washing. This will be counted as under: Very Good-3, Satisfactory-2, Poor-1, Not attended-0

% can be derived as per the marks separately.

In above example there are 3 marks for exterior cleaning, therefore rating will be 3/3x100=100%. Signature of Contractor’s Supervisor Signature of Auth. Rep. of Sr.DME/CDO

Sr Coach position 1 2 3 4 5 6 7 8 9 10 11 ….

Coach No

(A) Coach Interior

1 Cleaning and wiping of toilet area and fittings including wash basins, mirrors. Cleaning of mugs in AC coaches etc.

1

2 Interior Cleaning of compartments, doorways, gangways, vestibules, window glass, window shutter etc.

2

3 Cleaning & wiping of all berths, panels, rexene& amenity fittings.

3

4 Floor including area under the seats/berths etc.

3

(B) Coach Exterior: Exterior Cleaning/washing including end panel

3

(C) Watering (Please mention Yes/No)


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Annexure A -1 (Back side)

Date:……………………Train No…………………… Payment cum Penalty Schedule for normal coach cleaning: Payment calculation as per rating:

Coach No. Total

% Rating

Payment In Rs

Penalty schedule:

Sr Clause No. Item 1 2 3 4 5 ….

Total

Coach No

1 22(ii) If on any day cleaning activities are not carried out for reasons other than those attributed to force majeure, then penalty of Rs. 5000/- per day/rake shall be imposed. In such cases no separate penalty for shortage of manpower shall be imposed.

2 22(iii) Penalty to the tune of Rs. 500/- shall be imposed per rake per instance for not locking/unlocking of coaches as detailed under the ‘Schedule of Work’.

3 22(iv) Penalty of Rs. 250/- per coach per occasion shall be imposed for not watering any coach.

4 22(v) Penalty of Rs. 250/- per machine/pit line shall be imposed for not deploying machine as per resource specification.

5 22(vi) In case of adverse remark on cleaning quality and method by any inspecting official or in the event of any passenger complaint, the contractor will be liable for a penalty of minimum Rs. 1000/-(Rupees one thousand only) or / and the compensation awarded to complainant in any court of law and/or in consumer court.

6 22(vii) Penalty of Rs. 200/- per occasion if flooding of water inside coach (other than toilet floor) is reported during cleaning activity.

7 22(viii) Penalty of Rs. 500/- shall be imposed per occasion for dropping garbage, collected from the coaches during dry sweeping, on the railway track/ maintenance line.

8 22(ix) Penalty of Rs. 100/-per coach per case shall be imposed if the toiletries is not supplied as per the prescribed quantity.

9 22(x) Penalty of Rs. 500/- per rake per case shall be imposed if chemicals used are of unapproved brand or less than the prescribed quantity.

10 22(xiii) A penalty of Rs. 100/- per day per incidence shall be imposed for non attending the hydrants within 48 hours.


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11 22(xiv) A penalty of Rs. 100/- per person will be levied for the staff having improper uniform.

12 22(xv) Penalty of Rs. 100/- shall be imposed for not attending the window glass/window shutter per coach during the pit line examination.

13 22(xvi) Penalty for shortage of manpower

14 - Any other penalty as specified

Total Penalty

Signature of Contractor’s Supervisor Signature of Auth. Rep. of Sr.DME/CDO


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ANNEXURE A-2 Score card for intensive cleaning

(To be filled by the supervisor/Nominated representative of CDO/ADME)

Agreement No & date--------------------------------- Name of Contractor --------------------------- Date of Inspection: ----------------------Name of Depot …………………Name of Supervisor………………….. Train No. ---------------------- Time Work Started--------------------Time Work Completed…………………… No. of Coaches In the rake------------------------------No.of Coaches attended ------------------------

(B) Coach Exterior : Outside Washing of the Coach including end panels and turn under { All unauthorized stickers need to be removed}

3

(C) Watering (Please mention Yes/No)

Maximum Marks will be 15 for interior cleaning .This will be counted as under: Very Good-3, Satisfactory-2, Poor-1, Not attended-0

In above example there are 10 marks for interior cleaning, therefore rating will be 10/15x100=66.6%

Maximum Marks will be 3 for exterior cleaning & washing. This will be counted as under: Very Good-3, Satisfactory-2, Poor-1, Not attended-0

% can be derived as per the marks separately.

In above example there are 3 marks for exterior cleaning, therefore rating will be 3/3x100=100% Signature of Contractor’s Supervisor Signature of Auth. Rep. of Sr.DME/CDO


Coach No

(A) Coach Interior

1 Toilet (Panel, Ceiling, Floor, Skirting Items, Mirror, Stickers & graffiti etc.)

3

2 Vestibules , Doorways & Gangways including washbasin, mirror & dustbins

2

3 Floor/Floor PVC including skirting and under the berths/seats

1

4 Seats & Berths (For pantry car: Cup boards, shelves, counter kitchen area etc. shall be additional items for this category)

3

5 Panels, Ceiling, Window Sills, Window Glasses, Shutters Snack Tables & all others items

1


Page 21 of 28


Annexure A -2(Back side) Date:……………………Train No……………………

Payment cum Penalty Schedule for intensive coach cleaning: Payment calculation as per rating:

Coach No. Total

% Rating

Payment In Rs

Penalty schedule:

Sr Clause No.

Item 1 2 3 4 5 …. Total

Coach No


2 22(iv) Penalty of Rs. 250/- per coach per occasion shall be imposed for not watering any coach.

3 22(v) Penalty of Rs. 250/- per machine/pitline shall be imposed for not deploying machine as per resource specification.

4 22(vi) In case of adverse remark on cleaning quality and method by any inspecting official or in the event of any passenger complaint, the contractor will be liable for a penalty of minimum Rs. 1000/-(Rupees one thousand only) or / and the compensation awarded to complainant in any court of law and/or in consumer court.



7 22(ix) Penalty of Rs. 100/-per coach per case shall be imposed if the toiletries is not supplied as per the prescribed quantity.


9 22(xi) Penalty equivalent to the rate (100%) of the coach for intensive cleaning shall be imposed for not attending the intensive cleaning.


11 22(xv) Penalty of Rs. 100/- shall be imposed for not attending the window glass/window shutter per coach during the pit line examination.





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Annexure A -3 Score card for coach cleaning at platform (To be filled by the supervisor/Nominated representative of CDO/ADME)

Agreement No & date--------------------------------- Name of Contractor --------------------------- Date of Inspection: ----------------------Name of Depot …………………Name of Supervisor………………….. Train No. ---------------------- Time Work Started--------------------Time Work Completed…………………… No. of Coaches In the rake------------------------------No.of Coaches attended --------------------------

Maximum Marks will be 15. This will be counted as under: Very Good-3, Satisfactory-2, Poor-1, Not attended-0

In above example there are 9 marks, therefore rating will be 12/15x100=80%



(A) Coach No

1 Cleaning and wiping of toilet area and fittings including wash basins, mirrors. Cleaning of mugs in AC coaches etc.

1

2 Interior Cleaning of compartments, doorways, gangways, vestibules etc.

2

3 Cleaning & wiping if required of all berths, panels, rexene& amenity fittings.

3

4 Floor including area under the seats/berths etc. & wiping if required

3

5 Disposal of garbage 3


Page 23 of 28


Annexure A -3 (Back side) Date:……………………Train No…………………… Payment cum Penalty Schedule for coach cleaning at platform: Payment calculation as per rating:

Coach No. Total

% Rating

Payment In Rs

Penalty schedule:

Sr Clause No.

Item 1 2 3 4 5 …. Total

Coach No

1 22(ii) If on any day cleaning activities are not carried out for reasons other than those attributed to force majeure, then penalty of Rs. 5000/- per day/rake shall be imposed. In such cases no separate penalty for shortage of manpower shall be imposed.


3 22(v) Penalty of Rs. 250/- per machine/gang shall be imposed for not deploying machine as per resource specification.

22(vi) In case of adverse remark on cleaning quality and method by any inspecting official or in the event of any passenger complaint, the contractor will be liable for a penalty of minimum Rs. 1000/-(Rupees one thousand only) or / and the compensation awarded to complainant in any court of law and/or in consumer court.







Total Penalty



Page 24 of 28


ANNEXURE B-1

Passport size photograph duly attested by the CDO/Sr.DME

Shri ___________________________________________, Employee of M/s _____________________________

is authorized to travel On Board the following primary trains of is depot for their round trip journey for providing ON BOARD HOUSEKEEPING SERVICES under a contract awarded by …………..division/HQ during the period from ________________ to______________.

Note:

This authority is valid up to four Months only.

The travelling authorities of all the On Board staff should be handed over by the contractor's representative to the Executive House Keeper & should be returned, on arrival along with the attendance from the other end.

In case of loss of this authority, contractor should ensure that FIR is registered and any misuse is prevented. Intimation for the same should be given to Railway authority concerned.

Name & Signature of the CDO with stamp

S.NO TRAIN NO. (PAIR) NAME OF TRAIN


Page 26 of 28


Annexure – B3

FEED BACK FORM FOR ON BOARD HOUSEKEEPING SERVICES

Dear Passenger,

Our endeavour is to provide you the most hygienic On Board Housekeeping services during 06.00 to21.00 hrs Feedback: Passengers are requested to give feedback regarding services provided by OBHS staff, in the forms available with OBHS staff , Based on your feedback payment to the contractor will be made & it will help us to serve you better, Kindly spare minutes and rate the area as given at Sr 1 to 5 in table below:

Passenger feedback ( please mark ( ) in space

Sr

Areas of Cleaning / Services

Very Good

Satisfactory

Poor

Not attended

1 Cleaning & disinfection of toilets, toilet door, mirror and walls & drying / mopping

2 Cleaning of wash Basin & Surrounding area

3 Availability of toiletries in AC coaches (liquid soap, tissue paper in western type lavatories) deodorants etc. in AC coaches.

4 General Cleaning of compartments:

5 Behavior and Hygiene of Janitors / Supervisors including their uniform and attitude towards attending complaints

For office use only. Scores

Passenger Satisfaction Index( PSI)

Calculation of passengers Satisfaction Index( PSI) Maximum Marks will be -15 Very good -3, Satisfactory-02, Poor-1 Not attended-0

Passenger Name ------------------------ Date of Journey-------------------------- P.N.R. No. ---------------------------------------- Train no.------------------------------- Mobile / Telephone No. ---------------------------- Coach / Berth/Seat no. ------------------------- Signature of Passenger ---------------------- Signature of contractor’s representative ---------------------


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ANNEXURE B-4 Trip Card for OBHS

Depot/Station: - Division - Railway:- Train no.:- From: - To:- No. of coaches to be attended:-

Staff details

S. No.

Name Designation Traveling Authority

Uniform Presence of staff at other end

1 EHK

2 Janitor

3 Janitor

4 Janitor

5 Janitor

6 Janitor

7 Janitor

8 Janitor

Tool, cleaning agents, other consumable & implements:-

Cleaning agents and other consumables

QD- Quantity at departure QA- Quantity available at other end

All the tools, cleaning agents and other consumables & implements should be serially

numbered and of prescribed brands for easy monitoring. Supervisor (C&W) of primary-end Supervisor (C&W) of other-end

Item Suitable brush with handle For cleaning of compartment & other area

Garbage collector

Squeeze Mop with handle

Commode toilet brush with Bristol or better design with any suitable equipment for removal of chocking of toilets

Bucket/absaned basket upto 10 liters cap or of better designto carry items

Uniform Along with water protective apron / dress

Face mask/ Nose mask

Shoes Other items if any

QD

QA

Item Sponge Duster

Micro Fibre cloth

Disinfectant Multi-purpose cleaning agent

Glass cleaner

Spray Bottle /Guns

Disposable bags

Tissue Toilet paper roll

Liquid hand wash

Other items / Stickers

QD

QA


Page 28 of 28


Annexure B-5

Score card cum Penalty Schedule for OBHS: Train No. …………………………………….Date………………………….. Payment calculation as per PSI:

Coach No. 1 2 3 4 5 …. Total

% Rating

Payment in Rs.

Penalty:

Sr Clause No.

Item 1 2 3 4 5 …. Total

Coach No

1 24(i) No EHK: This shall be liable to penalty equal to Rs. 1000/- per EHK per round trip of the train.

2 24(i) Less Janitor staff: In the event of less deployment of staff or staff not being available en- route, best 3 coaches will be considered as not at all attended for 1(one) staff and payment for 3 coaches shall also be deducted. If more than 1 (one) staff is absent, then the overall feedback score for full train will be taken as 'zero'. No payment in addition to penalty of 50% of the accepted rate will be made, irrespective of passenger feedback.

3 24(ii) Inadequate Resources: Tools & implements, consumables and other items: Any discrepancies in availability/ working shall attract a penalty of Rs. 100/- per item per incident.

4 24 (iii & iv)

In case of adverse remark on cleaning quality and method by any inspecting official or in the event of any passenger complaint, the contractor will be liable for a penalty of minimum Rs. 1000/-(Rupees one thousand only) or / and the compensation awarded to complainant in any court of law and/or in consumer court.

5 24(v) In the event of a complete train/coach not being attended for On Board Housekeeping services, no payment shall be made for that round trip journey. Besides, a penalty of 50% of the accepted rate for the train/coach shall also be imposed.

6 24(vi) Penalty of Rs 100/- per staff per trip will be imposed for staff not in uniform.


Total Penalty
