north eastern railway - eqmagpro.com · check list for tenderers -- 8 4 ... for a period of 90 days...

SRDEE/LJN/02/2016 Sl. No. 2

Page No. 1 Signature of tenderer(s)/Contractor(s)

NORTH EASTERN RAILWAY

TENDER BOOKLET

TENDER NOTICE NO. SRDEE/LJN/02/2016 Sl. No. 2

NAME OF WORK :- Annual Maintenance Contract

of Solar Power System for UTS at Khalilabad Railway

Station.

APPROXIMATE COST :- Rs. 3,99,600.00

EARNEST MONEY :- Rs. 8,000.00

TENDER COST :- Rs. 1,000.00

TOTAL NOS. OF PAGES :- 1 to 30

DATE OF TENDER SUBMISSION :- 16.05.2016

TIME OF TENDER CLOSING :- 15.00 Hrs.

DATE OF TENDER OPENING :- 17.05.2016

TIME OF TENDER OPENING :- 15.30 Hrs.

NAME OF TENDERER :-



INDEX

Sl. No. Description -- Page No.

1. Tender Notice -- 3 to 6

2. Instruction to tenderer -- 7

3. Check List for tenderers -- 8

4. Preamble to Tender -- 9

5. Regulation for Tender & Contract -- 10 to 21

6. Standard General Condition of Contract --

7. Tender Form (First Sheet) -- 22

8. Tender Form (Second Sheet) -- 22 to 24

9. Special Condition of Tender -- 29

10. General Information Regarding site --

11. Scope of Work & Layout -- 28

12. Price and Payment --

13. Form of Completion Certificate --

14. Agreement of Works -- 25

15. Technical Specification --

16. CEE’s Specification --

17. Preferred Makes --

18. Specification of Earthing --

19. Specification for Painting --

20. Testing of Installation --

21. Safety Procedure --

22. Work and Material Schedule -- 30

23. Drawings --

24. Format of Bank Guarantee -- 26

25. Format of Bank Guarantee Extension -- 27

26. Other Format and Instruction --



TENDER NOTICE No. SRDEE/LJN/02/2016 (IN DETAIL)

Sealed “OPEN” tender are invited on behalf of President of India for under mentioned works which will be received up

to 15.00 Hrs. on date given below in tender box of Sr. Divisional Electrical Engineer at Tender Room near Main

Entrance gate of Divisional Railway Manager, N. E. Railway, Lucknow office and in tender box of Sr. Divisional

Electrical Engineer at Divisional Railway Manager, N. E. Railway, Varanasi office. All the tenders will be opened on

the next date working day in the presence of tenderers at 15.30 Hrs at Sr. Divisional Electrical Engineer, NER, Lucknow

office.

Name of Work :-

01. Hiring of Desert Coolers for three years for Lucknow Depot Area.

02. Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station.

03. Provision of Centralized Air Cooling Plant in Running Rooms at Lucknow, Gonda, Sitapur, Mailani,

Kanpur Anwarganj and Gorakhpur.

Sl.

No.

Approx. Cost of

Work in Rs.

Earnest

Money in Rs.

Tender Cost

in Rs.

Date of

Submission

Date of

Opening

Period of

Completion

01. 27,41,310.00 54,830.00 3,000.00 16.05.2016 17.05.2016 03 Years

02. 3,99,600.00 8,000.00 1,000.00 16.05.2016 17.05.2016 60 Months

03. 38,18,400.00 76,370.00 3,200.00 16.05.2016 17.05.2016 03 Months

1. Tender document can be purchased on written request from the office of the Sr. Divisional Electrical Engineer, N.

E. Railway, Ashok Marg, Lucknow after the tender notice publication. Tender document can be purchased

personally on any working day between 10.00 Hrs. to 13.00 Hrs. till one day before of the tender opening date.

Tender document can be purchased by post through money order only till seven days before of the tender opening

date on additional payment of Rs. 500/- as postal charges. Tender cost is not refundable. Postal order & Demand

draft is not acceptable as tender cost by post. Railway will not be responsible for late receipt of tender by post.

2. The following document should be for submission along with tender.

A. List of personnel, organization available on hand and proposed to be engaged for the subject work.

B. List of plant & machinery available on hand (own) and proposed to be inducted (own and hired to be given

separately) for the subject work.

C. List of work completed in the last three financial year giving description of work, organization for the time of

award, date of award and date scheduled completion of work. Date of actual start, actual completion and final

value of contract should also be given.

D. List of works in hand indicating description of work, contract value and approximate value of balance work yet to

be done and date of award.

E. Audited balance sheet duly certified by the Chartered Accountant of last three years.

F. Tenderer should also have “A” class Electrical Contractor license issued by state Government for the work for Sl.

No. 3.

Note :-

I) In case of item C and D above, supportive documents/ certificates from the organizations with whom they worked/

are working should be enclosed.

II) Certificate from private individuals for whom such works is executed/ being executed should not be accepted.

III) Other terms & conditions and instructions to tenderers are available in tender document shall be applicable.

3. Eligibility Criteria for Tenders -

A. Eligibility Criteria for All Tenders -

Tenderer should have executed total work for minimum value of 150% of advertised tender value or have taken

payment more than this amount during last three years and current financial year for work. It will be necessary to

enclose to this effect which may be attested certificate from the employer/client, audited balance sheet duly

certified by the Chartered Accountant for the work.



The contractor not qualifying the above eligibility criteria or not submitting the certificates for the same, the offer

will be summarily rejected.

4. The details of this Tender notice and Tender document paper will also be available on web site

http://www.ner.indianrailways.gov.in and http://www.tenders.gov.in during this tender notice period, which

may be down loaded and used as tender document.

5. Tenderer(s) who are submitting downloaded (from web site) tender documents must enclose with the tender form a

non refundable tender fee of mentioned value in form of Bank Draft issued by any Nationalized/Scheduled Bank in

favour of F.A. & C.A.O., N.E. Railway payable at LUCKNOW. Tender offer not accompanying with the

requisite tender fee will be summarily rejected.

6. A certified copy of original tender document is available in the tender section of Sr. Divisional Electrical

Engineer/N. E. Railway/Lucknow, which may be seen on any working day during prescribed period for sale of

tender form. Tenderer(s) on award of contract will have to enter into agreement with Railway in format of above –

mentioned original tender documents. Tenderer(s) shall not have any right/claim to insists on signing of contract

agreement in format on which tender document were submitted by him after downloading from web site.

7. Earnest money should be deposited in cash or in shape of Demand Draft, Banker’s Cheque of the State Bank of

India or any Nationalized/Scheduled Bank in favour of F.A. & C.A.O., N.E. Railway, Gorakhpur. Deposit

Receipt & Bank Guarantee will not be accepted as Earnest money. Tenders without requisite Earnest money will

be summarily rejected.

8. The total Earnest money will constitute as security deposit for the performance of the stipulation to keep offer open

for a period of 90 days from the date of opening of tender or till the period extended by mutual agreement.

9. Railway administration reserves the right to accept or reject any or all tenders without assigning any reason there

to.

10. The successful tenderer will have to produce requisite amount stamp paper duty as per stamp duty Act issued by

the state treasury at the time of agreement.

11. Tenderer can deposit the tender cost at Divisional Cashier, N. E. Railway, Lucknow or Station Superintendent, N.

E. Railway, Lucknow in HEAD – 93652000 and received the tender paper from the office of Sr. Divisional

Electrical Engineer, N. E. Railway, Ashok Marg, Lucknow after producing the original money receipt.

Divisional Electrical Engineer/General,

N. E. Railway, Lucknow.

(For and on behalf of President of India)



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INSTRUCTIONS TO TENDERER(S) FOR SUBMITTING TENDER DOCUMENTS AFTER DOWN

LOADING FROM WEBSITE GIVEN BELOW.

TENDER DOCUMENT

FOR

WORK MENTIONED AGAINST

OPEN TENDER NOTICE NO. SRDEE/LJN/02/2016 Sl. No. 2

1.0 INSTRUCTIONS

1.1 Tenderer(s) who are submitting downloaded (form website) tender documents must enclose with the

tender form a non-refundable tender fee of Rs. 1,000.00 in form of Bank Draft issued by any

Nationalized Bank, in favour of FA & CAO/North Eastern Railway payable at Lucknow. Tender

offers not accompanying the requisite tender fee shall be summarily rejected.

1.2 A certified copy of original tender document is available in the tender section of Divil. Railway

Manager/Electrical/ North Eastern Railway/ Lucknow which may be seen on any working day during

prescribed period for sale of tender form.

Tenderer(s), on award of contract, will have to enter into agreement with Railway in format of above

mentioned original tender documents. Tenderer(s) shall not have any right/claim to insist on signing

of contract agreements in format on which tender documents were submitted by him after

downloading from website.

1.3 If during process of tender finalization it is detected that tenderer has submitted tender documents

after making any changes/additions/deletions in the tender documents downloaded from website,

then the earnest money deposited by tenderer shall be forfeited by the Railway and offer will be

summarily rejected.. Further, if after award of contract it is detected that tenderer has submitted

tender documents after making any changes/additions/deletions in the tender documents down loaded

from website then Railway will take action to remove the contractor from the work in terms of clause

62 of G.C.C./2014 and initiate such further legal action against contractor as is considered necessary.

Signature of tenderer(s)/contractor(s) For Divl. Railway Manager (Elect.),

N. E. Railway, Lucknow



CHECK LIST FOR TENDERERS

Tenderers are requested to read carefully the check list to avoid any ambiguity or dispute in finalization of the contract

and during execution.

1. Schedule of guaranteed Technical Particulars for various equipments at page No. shall be filled in.

2. Makes of various equipments/ instruments shall only be accepted as specified in the Technical Specification

and preferred makes.

3. The tenderer shall submit all type test certificate along with complete test report of reputed test houses for all

equipments as desired in the technical specification along with the tender documents.

4. Tenderer shall submit PAN, Credentials and Financial certificates.

5. The Earnest money of Rs. 8,000.00 shall be deposited along with tender in favour of F.A. & C.A.O., N.E.

Railway, Gorakhpur in cash or in the form of banker’s cheque/demand draft executed by the State Bank of

India or any of the nationalized bank/Scheduled Bank. Government securities, stock certificates, Bearer Bonds,

Promissory Notes, Cash Certificates, Deposit receipts etc shall not be accepted as Earnest Money. Total Earnest

Money will constitute as Security deposit for due performance of the stipulation to keep the offer open for a

period of 90 days from the date of opening of the tender or within further period if extended by the mutual

agreement. Should be tenderer resile from his offer or modify the terms and conditions in manner not

acceptable to the Railway administration the aforesaid amount shall be liable to be forfeited.

6. The unit price of each item of Work and Material Schedule shall be furnished both in words and in figures.

7. The tender form at page No. 22 to 24 shall be filled in.

8. Tender will be received up to 15.00 Hrs. of dated 16.05.2016 and will be opened on the date i.e. 15.30 Hrs. of

dated 17.05.2016 in the office of Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow.

9. All necessary Tools and Plants for successful and satisfactory execution of work shall be arranged by the

contractor.

10. The tenderer shall submit the tender papers in original and sign each page of the tender booklet in token of their

acceptance, failing to which tender offer is liable to be rejected.

11. The U.P. Trade Tax on works contract shall be deducted from the bill at the rate prevailing at the time of

payment. The present rate of U.P.T.T. is 4%

12. Income Tax on works contract shall be deducted from the bill at the rate prevailing at the time of payment. The

present rate of Income Tax is 2% with surcharge of 10% and cess as applicable.

13. No payment shall be admissible on the supply of equipments. It should be made after a particular equipment

has been properly installed and commissioned.

14. The tenderer shall submit the Power of Attorney, if required, on non-judicial stamp paper of Rs. 65/-duly sealed

and signed by the Notary. It should be submitted in the High//district court, certified copy of the same should

be obtained. The contract agreement can only be signed on behalf of successful tenderer, who had given the

power of attorney to sign such agreement.

15. Tenderers shall also submit partnership deed, if any on non-judicial paper of Rs. 220/-. The same should be

registered in the state Registrar of the firm.

16. If the security deposit is in the form of Bank Guarantee the same should be on non judicial stamp paper of Rs.

65/- and should be valid for a period of one year after the completion of the work.

17. In the event of submitting a Bank Guarantee Bond the tenderer shall advice us the name of banker to confirm

by Sr. Divisional Electrical Engineer, N. E. Railway, Lucknow that this Bank Guarantee has been issued by

them on behalf of tenderer. The successful tenderer during signing of contract agreement shall be required to

sign the agreement with Sr. Divisional Electrical Engineer/Divisional Electrical Engineer, N.E. Railway,

Lucknow and for which the document are required to kept ready.

18. All bills and measurement book shall be signed only either by the contractor or by the person having power of

attorney in particular tender.



PREAMBLE TO TENDER

1. SCOPE:- As per tender notice at page

2. TENDER PAPER:- Conditions regarding cost of tender papers are as under.

2(a). The complete tender can obtained from the office of the Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow on

payment of Rs. 1,000.00 (Rs. One thousand only) in cash personally and Rs. 1,500.00 (Rs. One thousand five hundred

only) by money order if required through post. This amount is not refundable.

2(b). Tenderers who are submitting downloaded (from website) tender documents must enclose with the tender form a non-

refundable tender fee of Rs. 1,000.00 (Rs. One thousand Only) in the form of Bank Draft issued by any Nationalized Bank

in favour of F.A. & C.A.O., N. E. Railway payable at Lucknow. Tender offer not accompanying with the requisite tender

fee shall be summarily rejected.

3. EARNEST MONEY: - The amount of earnest money to be deposited for this tender is Rs. 8,000.00

4. SECURITY DEPOSIT:- The successful tenderer shall also be required to make a security deposit in terms of clause 16 of

General Condition of Contract.

5. LAST DATE OF RECEIPT OF TENDER: - Tender will be received up to 15.00 Hrs. on dated 16.05.2016 at the office

of Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow & Varanasi.

6. DATE OF OPENING OF TENDER: - the tender shall be opened at 15.30 Hrs. on dated 17.05.2016 in the office of Sr.

Divisional Electrical Engineer, N.E. Railway, Lucknow in presence of tenderer or their representative who may choose to

attend the opening of tender.

7. PERIOD OF COMPLETION:- All works related to this tender shall be completed in Sixty Months from the date of issue

of acceptance.

8. VALIDITY OF THE OFFER:- Tenderer shall keep the offer open for a minimum period of 90 days from the date of

opening of the tender, with in which period tenderer can not withdraw his offer, subject to the period being extended further

if required by mutual agreement from time to time.

9. ADDRESS:- Relevant address for the various paper connected to the tender are given below.

(i) General correspondence and submission of the tender:-

Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow.

(ii) Earnest money and Security deposit:-

The F.A. & C.A.O., N.E. Railway, Gorakhpur.

(iii) Matter relating to progressing of field works:-

Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow.

10. LOCATION:- KHALILABAD.

11. DRAWINGS:- As per annexure attached.

12. COST OF WORK:- The estimated cost of the work is Rs. 3,99,600.00

13. TERMS OF PAYMENT:- Terms of payment are given on page No. of tender booklet.

13.1 All payment shall be on the certificate of Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow or his authorized

representative with in a seasonable time of the issue thereof.

13.2 Unless otherwise specified, payment to the contractor shall be made by cheque but no cheque will be issued for an amount

less than ten rupees.

13.3 Contractor shall be responsible for the safe custody of materials during the transit period i.e. Supply, Installation and

Completion of the work.

14. The copy of tender paper duly signed in ink by the tenderer on each and every page in token of that he has studded the

tender papers carefully, should be attached with the tender without which offer be is liable to be ignored.

14.1 Tender should offer his Para wise/ chapter wise/ clause wise confirmation, along with the quotation clearly indicating the

deviations if any with justification.

15. PLEASE NOTE THE FOLLOWING CAREFULLY:-

15.1 Tenders not accompanied by requisite earnest money shall be summarily rejected.

15.2 Banker’s Cheque/Demand Draft of State Bank of India or any of nationalized banks submitted in lieu of cash earnest money

shall be drawn in favour of the F.A. & C.A.O., N.E. Railway, Gorakhpur. Banker’s Cheque/Demand Draft executed by the

Schedule Banks (other than the State Bank of India and the Nationalized Banks) approved by the Reserve Bank of India for

this purpose. The Railways will not accept deposit receipt as earnest money.

16. The successful tenderer will have to produce requisite amount stamp paper duty as per stamp duty Act issued by the state

treasury at the time of agreement.

17. Tenderer(s) on award of contract will have to enter into agreement with Railway in format of above – mentioned original

tender documents. Tenderer(s) shall not have any right/claim to insists on signing of contract agreement in format on which

tender document were submitted by him after downloading from web site.

18. If during process of tender finalization it is detected that tenderer has submitted tender documents after making any

change/addition/deletions in the tender documents down loaded from web site then the Earnest Money deposited by

tenderer shall be forfeited by the Railway. Further if after award of contract it is detected that tenderer has submitted tender

documents after making any change/addition /deletions in the tender documents down loaded from web sites then Railway

will take action to remove the contractor from the work in terms of clause 62 of GCC/2014 and such further legal action

against contractor as is considered necessary.



INSTRUCTIONS TO TENDERER

On behalf of the President of India, Sr. Divisional Electrical Engineer. North Eastern Railway, Ashok Marg, Lucknow (herein after

referred to as “Railways”) invites tender from the established, experience and reliable Contractors for the work given below:

Subject : - Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station. The tender documents consist of the following parts:-

Part I - Regulations for Tender & Contracts standard General Condition of Contract.

Part II - Specification for Electrical Works.

Part III - Schedule of Works.

Part IV - Form of Tenders.

Note: a) The Tenderer must read the complete booklet before filling up the tender.

b) The General Condition of Contract shall be governed by.

i) The regulation of tender and contract of the Electrical Deptt. Of Chief Electrical Engineer/ N. E. Railway,

Gorakhpur issued by his letter No L29/0/A/2817 dated 21.07.85 and as included in the tender document.

ii) General Condition of Contract 2014 of N.E. Railway included up to-date amendments and corrigendum.

The tenderer must enclose the documents as under:-

1) Earnest money in the name of FA&CAO, N. E. Railway, Gorakhpur of requisite amount in the form as published.

2) Tender form 1st sheet.

3) Latest valid Income Tax Clearance Certificate.

4) Experience certificate of work done for similar nature of work either Central State government.

5) Work and rate schedule duly filled up in all respect both in figure and words.

1.0 MATERIALS OF APPROVED MAKES: 1.1 All the material used shall be from the suppliers approved by N.E Railway as per latest ISS and preferable bearing the ISI

marking.

2.0 EXCISE DUTY: 2.1 No payment shall be made by the Railway to the contractor separately as reimbursement of excise duty. If any on the

components and raw materials used in the manufacture of the equipment forming part of this contract on the furnished

equipment (s) forming part of the contract .The contractor shall absorb all this in his prices.

3.0 TAXES:

3.1 Taxes as livable shall be deducted from the contractor bill at the prevailing rates. At present the taxes to be deducted from

the contractor bill as under

I. UP Sales tax on works contract 4.0 % (On contract value)

2. Income Tax on works contract 2.0 % + 10% surcharge (On contract value) and cess as applicable.

4.0 PAYMENT:

5.0 On account of payment and final payment will be made as per Para 46 and 51 respectively of General Condition of

Contract.

REGULATIONS FOR TENDER AND CONTNACT FOR THE GUIDANCE OF ENGINEERS AND CONTRACTORS FOR

USE IN CONNECTION WITH ELECTRICAL ENGINEERING WORKS.

Meaning of terms:- Definition and Interpretations:

(1) DEFINITIONS:- In these regulations for tender and contract the following terms shall have the meaning assigned here under except where the

context otherwise require:

a) “Railway” shall mean the President of the Republic of India or the Administrative officers of N.E. Railway or of the Successor

Railway authorized to deal with any matter with which these present are concerned on his behalf.

b) “General Manager’ shall mean the officer in administrative charge of the whole N.E. Railway and shall mean and include the

General Manager of the successor Railway.

c) “Chief Electrical Engineer’ shall mean the officer-in charge of the Electrical Engineering Department of N.E. Railway and

shall also include the Addl. Chief Electrical Engineer. N. E. Railway and shall mean and include the Engineers of the

successor Railway.

d) ‘Engineer’ shall mean the Senior Divisional Electrical Engineer/ Divisional Electrical Engineer/ Assistant Electrical Engineer

in executive charge of the work and shall include the superior officers of the Electrical Engineering Department of N. E.

Railway and shall include the Engineers of the successor Railway.

e) “Engineers Representative” shall mean the Div. Electrical Engineer’ in direct charge of the work and shall include any

Resident Engineer or Sub- Engineer or any inspector of the Electrical Engineering department appointed, by the Railway and

shall mean and include the Engineers representative of the successor Railway.

I) “Contract” shall mean the person, firm or company whether incorporated or not who enters into the contract with the Railway

and shall include their executors, administrators, successors and permitted assigns.

g) “Contractor shall mean and include the Agreement or work order, the accepted schedule of rates of the schedule of Rates,

N.E. Railway modified b the tender-percentage for items of works quantified or not quantified forms if any.

h) “Works” shall mean the works to be executed in accordance with contract.

i) “Specifications” shall mean the specifications for materials and works, N.E. Railway issued under the authority of the Chief

Electrical Engineer or as amplified, added to or superseded by special specification if any.

j) “Schedule of Rates” N.E. Railway shall mean the schedule of Rates issued under the authority of the Chief Electrical Engineer

from time to time.

k) “Drawings” shall mean the map, drawing, plans and tracings or prints thereof annexed to the contract and shall include any

modification of such drawings and further drawings as may he issued by the Engineer from time to time.



l) “Constructional Plant” shall mean all appliances or things of what so ever nature require for the execution, completion or

maintenance of the works or temporary works ( as hereinafter defined) hut does not include materials or other things intended

to form or forming part of the permanent work.

m) “Temporary Works” shall mean all temporary works of every kind required for the execution, completion or maintenance of

the works.

n) “Site” shall mean the lands and other places on, under, in or though which the works are to be carried out and any other lands

or places provided by the Railway for the purpose of the contract.

o) “Period of Maintenance” shall mean the specified period of maintenance from the date of completion of the work as certified

by the Engineer.

p) “Contractor’s Representative” shall a person in supervisory capacity who shall be so declared by the contractor and who shall

be authorized to receive material issued by the Railway to the Contractor for the works. He shall be responsible for proper

execution of works at each or all places and shall take order from Engineer/Engineers and carryout the same.

q) “Equipment” means all or any equipment considered necessary for the Engineer/Engineers for the satisfactory operation as a

whole of the installation including structure, foundation etc.

r) “Material” means all equipments, components, fittings and other materials required to complete the work.

s) “Sub-Contractor” means and individual or a firm of contractor to whom the contractor sublet the portion of the contract after

obtaining the specific prior approval of Railway in-writing to such sub-letting of contract.

t) “Writing” includes all matters written, type written or printed either in whole or in part.

2) SINGULAR & PLURAL:-

Works importing the singular number shall also include the plural and vice- verse where the contract requires.

3) The heading and marginal heading in these general conditions are solely for the purpose of facilitating reference and shall not

be deemed to be part there of or be taken into consideration in the inter -precaution of construction thereof or of the contract.

4) INTERPRETATION:

These regulations for tenderer and contracts shall be read in conjunction with the General Condition of Contract 2014 which are

preferred to here in and shall be subject to modification, additions or super session by special condition of contract and or

special specification if any annexed to the tender form.

5) TENDER PAPERS/TENDER DOCUMENT:-

The instruction to tenderer and conditions of tendering, General conditions of contract, Special condition of contract,

specification schedule and form for tender shall be read as part of tender. These are hereafter collectively referred to as the

tender paper/tender documents.

Tender paper/tender document can he had from the office of the Sr. Divisional Electrical Engineer/ N.E.Railway /Lucknow

between 10.00 hrs to 13.00 hrs. on any working day before one of the opening date of tender on-payment of cost thereof as

specified in the tender notice which is not refundable. The cost of the tender document is to be deposited in cash or through

money - order. Demand draft and postal order are not acceptable.

In ease the tender papers tender document are desired to he sent by post the “non-refundable” payment shall be Rs. 1,500.00

The intending tenderer is advised to study the tender paper carefully. The submission of tender shall be deemed to have been

done after careful study and examination of the tender paper with a full under standing of the implication thereof.

The intending tenderer must obtain for himself on his own expense, all information which may be necessary for the purpose of

making a tender offer and for entering into a contract, lie shall examine the drawing and specification and shall consider and

inspect the site of work acquaint himself with all local condition .The period and stage of work means of access to be the

work, nature of the work, nature of the contract and all other aspect pertaining thereof before submitting the tender. The

intending tenderer will be deemed to have satisfied himself by actual inspection of the site and locality of the work, that all

conditions liable to be encountered during the execution of the work are taken into account and that the rates be entered in the

tender forms are adequate and all inclusive for the completion of the work to the entire satisfaction of the Railway.

6) VALIDITY OF TENDER:

The tenderer shall keep his offer open for acceptance for a minimum period of ninety (90) days from the date of the opening of

the tender.

7) TENDERS IN ENGLISH ONLY: The information in the tender shall be given in English. Information in any other language shall be accompanied by its

authorized translation in English. In the event of any discrepancy between any tender in a language other than English and in

English translation shall prevail.

8) METRIC UNITS :

Dimension. Volume, Weights etc. shall be quoted in metric unit.

9) TENDER TYPE WRITTEN OR IN INDELIBLE INK:

The tender shall be either type written or written neatly in indelible ink and correction if any attested by the individual signing

the tender corrections. And over writing shall be strictly avoided in respect of the rates both in words as well as in figure.

10) TIME SCHEDULE: The Railway requires the entire work specified under the contract to be completed within SIXTY MONTHS from the date of

issue of letter of acceptance of the tender. The priorities will be fixed by the railways from time to time depending upon the

situation arising after the award of contract. The contractor shall be prepared to progress all the work simultaneously and

complete them satisfactory in the given time. The basic consideration and the essence of the contract shall be the strict

adherence to the said period of completion of work.

11) TIME PROGRESS: The tender shall also enclose with his tender the scheme of work proposed to be followed by him and also a “Bar chart”

showing the period of time that will be take for the various item of works duly amplifying the planning for the priority work

etc. The tenderer shall indicate the assumption and the basis adopted for the preparation of the time schedule.



12) CREDENTIAL OF TENDERER :- The tenderer shall provide satisfactory credentials acceptable to Railway to the showing that :-

i) They are an established, experienced and reputed construction firm, who regularly undertake works of the type, tendered for

and have adequate technical knowledge and practical experience in the field.

ii) They have adequate financial resources to fulfill the obligations under the contract. They are also required to submit a report

from a nationalized schedule commercial bank or a financial institution regarding his/their financial standing.

iii) They have an established technically competent and adequately stalled organization equipped to ensure that the services

required under this tender can be satisfactorily rendered at all stages of the construction.

iv) They have sufficient equipments, plants and machinery to meet the obligations under the contract and to complete the work

contracted for within the time schedules offered by him.

In addition to the above, further information regarding their capacity, capability etc. if required by the Railways, shall be

shown submitted by the tenderer.

13. INVITATION OF TENDERS FOR WORKS EXCEEDING RS. 10,000/-.

Procedure laid down in General Manager’s Circular No. I of 1962 together with latest amendments then to issue from time to

time will be followed.

14. FORM OF NO’FICE FOR TENDERS:

The notice for inviting tender shall be as per specimen form Annexure-I. Sufficient notice shall be given for submission of

tenders, which in case of large works should not he less than one month.

15. DISPLAY OF TENDER NOTICE: The tender notice should he displayed on the notice hoard as per instructions laid down in G.M’s Circular No. I of 1988.

16. EARNEST MONEY:

(a) The tenderer shall required to deposit Earnest Money a sum of Rs. 8,000.00 with the tender for the due performances with the

stipulation to keep the offer open till such date as specified in the tender, under the condition of tender. It shall be under stood

that the tender documents have been sold/ issued to the tenderer and the tenderer is permitted to tender in consideration of the

stipulated on his part, that after submitting his tender, he will not resile from his offer or modify the terms and conditions

thereof in a manner not acceptable to the Chief Electrical Engineer/Senior Divisional Electrical Engineer/Divisional Electrical

Engineer of N. E. Railway. Should the tenderer fail to observe or comply with the said stipulation, the aforesaid amount shall

be liable to be forfeited to the Railway. PSUs owned by Ministry of Railways like RITES, IRCON, KRCL, CRIS, RAILTEL

etc. are exempted from submission of EMD in works contract.

(b) If his tender is accepted this earnest money will be retained as part security for the due and faithful fulfillment of the contract

in terms of clause 16 of the General Condition of Contract. The Earnest Money of other tenderer shall save as herein before

provided, be returned to them, but the Railway shall not be responsible for any loss or depreciation that may happen there to

while in their possession, nor be liable to pay interest thereon.

(c) The Earnest money should be in cash or in any form of the following forms :-

(i) Banker’s Cheque/Demand Draft. These forms of earnest money should be either of the State Bank of India or any of the

nationalized banks. No confirmatory advice from the Reserve Bank of India will be necessary.

(ii) Banker’s Cheque/Demand Draft executed by the Schedule Banks (other than the State Bank of India and the Nationalized

Banks) approved by the Reserve Bank of India for this purpose. The Railways will not accept deposit receipt as Earnest

Money.

17(A). WRONG INFORMATION:

If the tenderer deliberately gives wrong information in his tender or wrongfully creates circumstances for acceptance for his

tender. The Railway reserves the right to reject such at any stage.

17(B). EXPIRY OF TENDERER: If a tenderer expires after the submission of his tender or alter the acceptance of his tender the Railway shall deem such tender

as cancelled. If a partner of a firm expires alter the submission of their tender or after the acceptance of their tender the

Railway shall deem such tender as cancelled, unless the firm retains its character.

18. ACCEPTANCE:

Acceptance of tender will be communicated by telexes telegram, express letters or by a normal letter of acceptance of tender.

When acceptance is communicated by telex, telegram or express letter, the normal letter of acceptance will be sent to the

tenderer as soon as possible. But telex/telegram or express letter should be deemed to conclude the contract.

19. SECURITY DEPOSIT:

The successful tenderer shall also be required to make a security deposit in terms of clause 16 of General Condition of

Contract with latest amendment.

(i) The Earnest money deposited by the contractor with his tender will be retained by the Railways as part of security for the

due and faithful fulfillment of the contract by the contractor. The balance to make up the security deposit, the rates for which

are given, may be deposited by the contractor in cash or may be recovered by percentage deduction from the contractor’s “on

account” bills. Provided also that in case of defaulting contractor the Railway may retain any amount due for payment to the

contractor on the pending “on account bills” so that the amount so retained may not exceed 10% of the total value of the

contract. The security deposit shall be released only after the expiry of the maintenance period and after passing the final bill

based on “No Claim Certificate”.

(ii) Security deposit will be recovered only from the running bills of the contract and no other mode of collecting SD such as

SD in the form of instruments like BG, FD etc shall be accepted towards Security Deposit. PSUs owned by Ministry of

Railways like RITES, IRCON, KRCL, CRIS, RAILTEL etc. are exempted from submission of Security Deposit in works

contract.

20. PERFORMANCE GUARANTEE:



The successful bidder should have to submit a Performance Guarantee (PG) within 30 (thirty) days from the date of issue of

Letter of Acceptance (LOA). Extension of time for submission of PG beyond 30 (thirty) days and upto 60 days from the date

of issue of LOA may be given by the Authority who is competent to sign the contract agreement. However, a penal interest of

15% per annum shall be charged for the delay beyond 30 (thirty) days i.e. from 31st day after the date of issue of LOA. In case

the contractor fails to submit the requisite PG even after 60 days from the date of issue of LOA, the contract shall be

terminated duly forfeiting EMD and other dues, if any payable against that contract. The failed contractor shall be debarred

from participating in re-tender for that work.

The successful bidder shall submit the Performance Guarantee (PG) in any of the following forms, amounting to 5% of the

contract value:-

(i) A deposit of cash;

(ii) Irrevocable Bank Guarantee;

(iii) Government Securities including State Loan Bonds at 5% below the market value;

(iv) Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of Performance Guarantee

should be either of the State Bank of India or of any of the Nationalized Banks;

(v) Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled Banks;

(vi) A Deposit in the Post Office Saving Bank ;

(vii) A Deposit in the National Savings Certificates;

(viii) Twelve years National Defence Certificates;

(ix) Ten years Defence Deposits;

(x) National Defence Bonds and

(xi) Unit Trust Certificates at 5% below market value or at the face value whichever is less.

Also FDR in favour of FA&CAO (free from any encumbrance) may be accepted.

The Performance Guarantee shall be submitted by the successful bidder after the letter of Acceptance (LOA) has been issued

but before signing of the contract agreement. This PG shall be initially valid upto the stipulated date of completion plus 60

days beyond that. In case, the time for completion of work gets extended, the contractor shall get the validity of P.G. extended

to cover such extended time for completion of work plus 60 days. The value of PG to be submitted by the contractor will not charge for variation upto 25% (either increase or decrease). In case

during the course of execution, value of the contract increases by more than 25% of the original contract value, an additional

Performance Guarantee amounting to 5% (five percent) for the excess value over the original contract value shall be deposited

by the contractor.

The Performance Guarantee (PG) shall be released after physical completion of the work based on ‘Completion Certificate’

issued by the competent authority stating that the contractor has completed the work in all respects satisfactorily.

Wherever, the contract is rescinded, the security Deposit shall be forfeited and the performance guarantee shall be enchased.

The balance work shall be got done independently without risk and cost of the failed contractor. The failed contractor shall be

debarred from participating in the tender for executing the balance work. If the failed contractor is a joint venture or a partner

ship firm then every member/ partner of such a firm shall be debarred from participating in the tender for the balance work

either in his/ her individual capacity or as a partner of any other joint venture/ partnership firm.

“Bank Guarantees (BGs) to be submitted by suppliers/contractors should be send directly to the concerned authorities

by issuing Bank under registered Post A.D.”

21. EXECUTION OF AGREEMENT:

The successful tenderer shall be required to execute an agreement for carrying out the work according to condition of

tender/contract accepted rate specifications, schedule of price and time schedules such as agreement shall be executed with the

President of India acting through the Sr. Divisions Electrical Engineer/Divisional Electrical Engineer, N.E. Railway,

Lucknow. The cost of stamp duty on the agreement shall be born by the tenderer.

22. INSPECTION AND TESTING OF MATERIALS:

1. Material to be supplied in the execution of the work shall be clearly specified and shall be strictly in accordance with the

samples which shall b submitted along with the tender and approved by Engineer or his authorized representative.

2. All the materials to be used for the work viz, wooden materials, cables, switches, meters should be got approved by the

Engineer in-charge before us and shall be in accordance with the approved samples.

3. These materials shall be inspected by the purchaser’s representative at site jointly with contractor’s representative and

certificate shall be issued by the purchaser’s representatives regarding their conformity to the samples, supplied or details

specified. Any unforeseen delay in inspection shall be give due consideration for extension of time for completion of the work,

if found necessary.

4. All installation work will be will be subject to the inspection by the purchaser to ensure that the work is done in accordance

with the specification. The requisite facilities, including all tools, plants, instruments gauges etc. for type and routine tests at

the manufacturer’s works and tests at site installation shall be made available to the purchaser representative by the contractor

at his own cost.

5. The contractor should get approval of his work in one unit quarter as a token of approved sample of work before proceeding

further on the work by the Engineer in-charge of the work.

6. The decision of the Sr. Divisional Electrical Engineer/N. E. Railway/Lucknow shall be final in respect of acceptability or

otherwise of any material fittings component or equipment required for works.

7. The estimated quantities have been mentioned in the tender schedule and are subject to variation within +/- 25 %.

8. On completion of work to the satisfaction of the Sr. Divisional Electrical Engineer, Lucknow, it will be taken over, from that

date the contractor shall be responsible for the maintenance of the works installation for a further period of 12 calendar

months. During the period he shall take immediate action to remedy or rectify any hidden defects or flows in workmanship

which may make themselves apparent and which he may be called upon to d by the Sr. Divisional Electrical Engineer.



Lucknow by notice in writing, should the contractor fails to make adequate arrangement within 7 days of the receipt of such a

notice, the Sr. D. E. E. may without further notice make his own arrangement for rectification of the defects and the cost of

this rectification shall be recoverable from the security deposit retained by the N. E. Railway or from any other money due to

the contractor under this or any other contracts. Any approval or acceptance by the Railway at any stage of the work shall not

in any way absolve the contractor’s liability under this clause.

23. REFUND OF EARNEST MONEY DEPOSIT: The earnest money of the unsuccessful tenderer shall be returned them after the tender is finalized.

24. INCOME TAX CLEARANCES CERTIFICATE:

As per the Railway Board’s Letter No. 94/CE-1/CT/4 (Pt.-II) dt. 06.05.2003, ITCC is not necessary for the Tender.

25. ASSOCIATION OF RETIRED GUZETTED OFFICERS OF GOVT. SERVICE WITH THE TENDERERS:

Should a tenderer he a retired Engineer or a Gazetted rank or any other Gazetted officer in the executive or administrative

capacity or holding a pension-able or non-pension-able post in the Electrical Engineering Department of any of the Railway

owned and administrated by the President of India. For the time being or should a tenderer being partnership firm, have as one

or one or more its partners a retired Engineer or a retired Gazetted officer, as aforesaid, or should a tenderer being

incorporated company have any such retired Engineer or retired officer as one of its Directors, or should a tenderer have in his

employment any retired or retired Gazetted Officer as aforesaid the fill information as to the date of retirement of such

Engineer or Gazetted Officer from the said service and in cases where such Engineer or Officer had not retired from

Government service at least two years prior to the date of submission the tender as to whether permission for taking such

contract has been taken, or if the contractor been partnership firm or an incorporated company, become a partner or Director as

the case may be, from the President of India or any Officer duly authorized by him in this behalf shall be clearly stated in

writing at the time of submitting the tender. Tenders without the information above referred to or the statement to the effect

that no such retired Engineer retired Gazetted Officer is to associate with the tenderer as the case may be, likely to be rejected.

26. RELATIVE IN GAZETTED CAPACITY:

Should a tenderer or contractor being an individual on the list of approved contractors have a relative employed in Gazetted

capacity in any department the Railways or in the case of partnership firm or company incorporated under the Indian

Company Law should a partner or a relative of share holder I employed in Gazetted capacity in ant department of the

Railways, the authority inviting tenders shall be informed of the fact at the time of submission tender failing which the tender

may be rejected or if such fact subsequently comes to light, the contract may be rescinded.

27. SIGNING OF TENDERS:

Any individual(s) signing the tender or other documents connected there with should specify whether he is signing:

(i) As sole proprietor of the concern or as attorney of the sole proprietor.

(ii) As partner or partners of the firm.

(iii) As a Director, Manager or Secretary in the case of limited company duly authorized by a resolution passed by the Board of

Directors or in presence authority confirmed by a Memorandum of Association.

In case of a firm not registered under the Indian Partnership act, and the partners or the attorney duly authorized by all of them

should sign the tender and other connected documents.

Requisite Power of Attorney or such other documents empowering the individual or individuals to sign should be furnished to

the Railways for verification if required.

The Railway will not be bound by any Power of Attorney granted by the tenderer or by changes in the composition of the firm

made subsequent to the execution of the contract. It may however, recognized such Power of Attorney and changes after

obtaining proper legal advise, the cost of which will I chargeable to the contractor.

28. SUBMISSION OF TENDER:

Tender duly signed on each page shall be submitted in a double envelop the inner envelop containing the offer. Both the

envelop must be sealed at super scribed “Annual Maintenance Contract of Solar Power System for UTS at

Khalilabad Railway Station.” and addressed Sr. Divisional Electrical Engineer/ Divisional Electrical Engineer, N. E.

Railway, Ashok Marg, Lucknow. And must be sent by Register Post acknowledgement due so as to reach this office not later

than 15.00 Hrs. on Dt. 16.05.2016 or deposited in the special box allotted for the purpose in the office of Sr. Divisional

Electrical Engineer, Lucknow. The tender box will be sealed at 15.00 Hrs. on the notified date viz. 16.05.2016. Tenders

received after date and time are liable to be rejected.

29. TENDERER’S ADDRESS: The tenderer shall state in the tender his postal address fully and clearly. Any communication sent in time to the tenderer by

Post. At his said address shall be deemed to has e reached the tenderer duly and in time. Important documents will be sent by

registered Post.

30. PRECAUTION TO TENDERER: Telegraphic hid will not be accepted tinder any circumstances.

Bid received from those who have not purchased the tender documents shall also not be accepted. The Railways will not be

responsible for the loss of tender document delay in postal transit.

31. OPENING OF TENDERS: The tenders will be opened at 15.30 Hrs. on the notified date, place in the person of such of the tenderer or their authorized

representative who may like to be present.

32. TENDER CONFIDENTIAL: The tenderer shall treat the content of tender as private and confidential. He shall also treat the prices quoted by him as strictly

confidential till the tenders are opened.

33. CONVASSING AND BRIBERY: No tenderer shall canvass any Government Official or the Railway Engineers in respect of this or any other tender.

Contravention of this condition will involve rejection of the tender.



34. NO OBLIGATION TO ACCEPT LOWEST TENDER: It shall not be obligatory on the part of Railway to accept the lowest tender and no tenderer shall demand any explanation for

the cause of rejection 01’ his tender.

35. NO CLAIM FOR REJECTION OF TENDERS: The tender, when submitted, shall constitute an agreement that the tenderer shall have no cause, action or claim against the

Railways for rejection of his offer. The Railways shall always he at liberty to reject any tender or all tenders and when tenders

arc called to accept a tender in whole or in part without assigning reasons for any such action shall not be called into question

and the tender shall have no claim in that regard against the Railways.

36. CONSIDERT1ON OF TENDERS:

Tenders will he considered by a tender committee duly constituted by the General Managers and accepted by the competent

authority in accordance wish GM’s Circular letter No. W/3 12/0/A/Pt. I1/W-5 dated 09.02.1983. copy enclosed I & II. or as

per amendment there to, if any, issued by the competent authority from time to time.

In case when only one tender is received in response to a call for limited tenders or even tenders as distinct firms single Lender

tinder the rules in force and it is decided not to call for fresh tenders because the work is of very urgent nature in terms of

Railway Board’s Letter No. 59/W-II/CT/15 dated 13.05.60, the only tender received shall be treated as a single tender and

dealt with accordingly. The desecration to class work as very urgent for this purpose rests in an officer not lower than

Divisional Superintendent now DRM who shall record fill reasonable justification such course of action.

37. EXECUTION OF CONTRAT DOCUMENT: The tenderer whose tender is accepted shall be required to appear at the office of the Chief Electrical Engineer/ Sr. Divisional

Electrical Engineer as the case may be in personnel if firm or corporation a duly authorized representative shall so appear, and

to execute the contract documents within seven days after notice that the contract has been awarded to him. Failure to do so

shall constitute a breach of the agreement effected by the acceptance of the tender in which case the Railway shall impose

penalty and recover damages in terms of Para 61 of the GCC 2014 with latest amendment.

In the event of an tenderer whose tender is accepted shall refuse to execute the contract documents as herein before provided,

the Railway may determine that such tenderer has abandoned the contract, and there upon his tender and the acceptance there

of’ shall be null and void and the Railway shall be entitled to impose penalty and recover damages for such default.

38. FORM OF CONTRACT DOCUMENTS:

Every contract shall be completed in respect of the document it shall constitute not less than 2 copies of the contract document

shall be signed by the competent authority and the contractor and one copy given to them.

For contract or specific works, valued at more than Rs. 25,000/- the contract document required to be executed by the tenderer

whose tender is accepted shall be either an agreement as per specimen for Annexure - IV or a work order as per specimen

form Annexure -V as may be prescribed by the Railway.

39. VARIATION ON CONTRACT QUANTIES:

As per Railway Board’s letter No.2007/CE.I/CT/18 Pt. XII dt. 31.12.2010, the procedure detailed below shall be adopted for

dealing with variations in quantities during execution of works contracts:-

1) Individual NS items in contracts shall be operated with variation of plus or minus 25% and payment would be made as per the

agreement rate. For this, no finance concurrence would be required.

2) In case an increase in quantity of an individual item by more than 25% of the agreement quantity is considered unavoidable,

the same shall be got executed by floating a fresh tender. If floating a fresh tender for operating that item is considered not

practicable, quantity of that item may be operated in excess of 125% of the agreement quantity subject to the following

conditions:

a) Operation of an item by more than 125% of the agreement quantity needs the approval of an officer of the rank not less

than S.A. Grade;

(i) Quantities operated in excess of 125% but upto 140% of the agreement quantity of the concerned item, shall be paid at

98% of the rate awarded for that item in that particular tender;

(ii) Quantities operated in excess of 140% but upto 150% of the agreement quantity of the concerned item, shall be paid at

96% of the rate awarded for that item in that particular tender;

(iii) Variation in quantities of individual items beyond 150% will be prohibited and would be permitted only in exceptional

unavoidable circumstances with the concurrence of associate finance and shall be paid at 96% of the rate awarded for that

item in that particular tender.

b) The variation in quantities as per the above formula will apply only to the individual items of the contract and not on the

overall contract value.

c) Execution of quantities beyond 150% of the overall agreement value should not be permitted and if found necessary

should be only through fresh tenders or by negotiating with existing contractor, with prior personal concurrence of

FA&CAO/FA&CAO(C) and approval of General Manager.

3) In cases where decrease is involved during execution of contract;

a) The contract signing authority can decrease the items upto 25% of individual item without finance concurrence.

b) For decrease beyond 25% for individual items or 25% of contract agreement value, the approval of an officer not less

than rank of S.A. Grade may be taken, after obtaining ‘No Claim Certificate’ from the contractor and with finance

concurrence, giving detailed reasons for each such decrease in the quantities.

c) It should be certified that the work proposed to be reduced will not be required in the same work.

4) The limit for varying quantities for minor value items shall be 100% (as against 25% prescribed for other items). A minor

value item for this purpose is defined as an item whose original agreement value is less than 1% of the total original agreement

value.

5) No such quantity variation limits shall apply for foundation items.



6) As far as SOR items are concerned, the limit of 25% would apply to the value of SOR schedule as a whole and not on

individual SOR items. However, in case of NS items, the limit of 25% would apply on the individual items irrespective of the

manner of quoting the rate (single percentage rate or individual item rate).

7) For the tenders accepted at Zonal Railways level, variations in the quantities will be approved by the authority in whose

powers revised value of the agreement lies.

8) For tenders accepted by General Manager, variations upto 125% of the original agreement value may be accepted by General

Manager.

9) For tenders accepted by Board Members and Railway Ministers, variations upto 110% of the original agreement value may be

accepted by General Manager.

10) The aspect of vitiation of tender with respect to variation in quantities should be checked and avoided. In case of vitiation of

the tender (both for increase as well as decrease of value of contract agreement), sanction of the competent authority as per

single tender should be obtained.

40. Arbitration Clause :

In the event of any disputes or differences between the parties arising under this contract or in connection with this contract,

the same shall be referred to the sole arbitration of General Manager of N. E. Railway, Gorakhpur or any Gazetted Railway

Officer nominated by him. The provision mentioned in clause 63 and 64 of GCC 2014 shall be applicable to this arbitration

clause, subject to provisions contained in the Arbitration and conciliation Act 1996 and the rules there under and any statutory

modifications thereof for the time being in force shall be deemed to apply to the arbitration proceedings under this clause.

41. PVC CLAUSE IN WORKS CONTRACT:

Price variation Clause (PVC) shall be applicable for tenders of value more than Rs. 50 lac irrespective of the contract

completion period and PVC shall not be applicable to tenders of value less than Rs. 50 lac. The conditions will be follow with

up-to-date correction slips.

CONTRACTOR’S SIGNATURE

SPECIFICATION OF ELECTRICAL WORKS:

Name of Work : Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station. General Condition of Contract as given in Regulation for tenderer and GCC. 2014 issued by Engineering Department. N. E.

Railway will be applicable for purpose of works contract initiated in Electrical Department. The term Chief Engineer.

Engineers and Engineer’s representative will be read as Chief Electrical Engineer, Sr. Divisional Electrical Engineer/

Divisional Electrical Engineer and Assistant Divisional Electrical Engineer respectively.

Any damage caused to the building as a result of execution of Electrical works, shall be the responsibility of the Electrical

contractor. The damage so caused shall he made good by the contractor promptly at his own cost to the entire satisfaction of

the Electrical Engineer in charge.

All the Malba shall be removed on the same day after the execution of work at cost of contractor.

All the materials required to be used in the work should be got approved from the Electrical Engineer, in charge before

installation. All the required material should be removed from the site immediately.

Watch and ward of the installation work shall be contractor’s responsibility till the same are finally handed over to the

concerned department on completion. Drawing showing the layout of can be seen in the office of Sr. Divisional Electrical

Engineer. N. E. Railway, Lucknow. The Engineer in charge reserves the right of charging the layout irrespective the layout

shown in the drawing. No claim from the contractor for any change in the layout shall be entertained by the Department.

If there are varying or conflicting provisions in the documents or part of the contract, the Engineer in charge shall be deciding

authority with regard to the intensions of the provisions and his decision shall be final and binding on the contractor.

The Railway reserve the right to execute any of’ the “Schedule” item on reasons of the rates not acceptable or subsequent

change of design for evaluation of tenders and deciding the contracts.

SCOPE OF WORKS:

The work to be governed by this contract shall cover designing, manufacturing, supply, transportation till destination, safe

custody at site, insurance, erection, testing and commissioning of the following Electrification works.

The work to be under taken by the contractor shall inter-alia include the following:

a) Detailed design of equipment including shop testing of such equipment(s) contained in Technical Specification.

b) Complete manufacture including shop testing of said equipment(s).

c) Providing Engineering Drawings. Technical Data, Operating Manuals catalogues, spares parts list etc. for the said

equipments.

d) Packing and transportation of the said equipment(s) from the manufacture’s factory to the Railway site at

KHALILABAD.

e) Receipt including unpacking of the said equipment(s) at the site, storage, preservation and conservation at the Railway

site at KHALILABAD.

f) Insurance of complete work governed by the contract, including the said equipment(s).

g) Unpacking, checking for Damage shortage cleaning and erection.

h) Commissioning test.

i) Warranty obligation.



j) Cable trenches and road crossings with hume pipes as required at site.

k) Earthing of installations as per relevant Indian Standard specification.

I) All other earthwork and masonry works required to be done in connection with the Electrical works.

ELECTRIC SUPPLY:

The contractor shall make his own arrangements for electricity required by him for the purpose of execute of the contract. If

possible Railway at its own discretion may arrange electricity for the contractors at the rate of current tariff per unit such

arrangement will be made only at a fixed point from where the contractor can arrange drawing power to the requisite location.

However, the Railway will arrange the power supply for testing and commissioning of the works completely by the contractor.

SPARE PARTS AND SPECIAL TOOLS: The Railway may order some spare items for maintenance and operation. The contractor shall quote the spares along with

tender.

The prices of the spares items and special tools will not be taken into consideration for the evaluation of tenders.

The tenderer shall keep the offer for spares items open for acceptance for a period of days after issue of advance letter of

acceptance for the works.

The list of spare items and the quantities required shall be discussed if necessary by the Railways with the contractor within

the said period of days and the final list arrived at.

The Railway reserve the right to order within the said period of days any of the spares items quoted by the tenderer in quoted

quantities required by the Railway.

During the period of commissioning! warranty the Railway may permit the contractor subject to the Railway’s convenience to

draw any of the items and special tool available with the Railways and needed by the contractor for fulfilling contract warranty

obligations, but the contractor shall replace the same free of cost within days of such drawl.

The contractor shall complete the works in a period of months/days from the date of award of contract. The individual batches

of housing blocks shall be completed within months days of completion of Civil Engineering Work.

The Railways attach utmost importance to the timely completion of the work on or before the date contracted for. In this

connection, the attention of the contractor is specially invited to the clauses regarding “Liquidated Damages” and

determination of the contract owing to default of contractor provided for in General condition of Contract.

SCHEME OF WORK AND PROGRESS REPORT:

The contractor shall within days of the date of award of the contract submit a Pert Chart under the various key phases of work

such as design, procurement, manufacturing, transportation, field erection start up, trial operation and performance guarantees.

The contractor shall indicate in the notes of the assumptions and the basis of adopted for the preparation of this pert chart.

The contractor shall submit a monthly progress report detailing the actual progress report made in all the activities as

compared to the above Pert Chart. The monthly progress report shall indicate the reason for variations, if any, between the

schedule and actual progress the action proposed for corrective measures wherever necessary.

For reviewing the progress under the different activities and for monitoring the progress of the contract as whole there shall be

periodical meeting between the Railway and the contractor.

The contractor shall coordinate with other agencies like Railway consultancy contractor if any and other contractors in the area

and work in close Liaison with them.

Where there is concealed wiring in buildings the Electrical Contractor will have to carry his works in close coordination with

Civil Contractors at all stages and avoid held up of construction work addition work specially in making arrangements for

fixing cable conduits, electric equipments etc. where ever Electrical Contractor has to cut the wall roof etc. for fixing wiring

/equipments he can do so with the permission of the Railway Engineers and site and cover them up neatly to the satisfaction of

Railway Engineers without any extra cost.

USE OF RAW MATERIALS SECURED WITH GOVERNMENT ASSISTANT: a) Where any raw materials for execution of the contract are procured with the assistant of the Government either by issue from

Government stocks or purchase under arrangements made or permits or license (s) issued by Government. the contractor shall

held the said material economically and solely for the purpose of contract against which they are issued and not dispose of

them without the permission of Government and return if required by the Railways all surplus or unserviceable materials that

may be left with him after the completion of the contract or at its termination for any reasons whatsoever on his being paid

such price as Government may fix with due regard to the condition of the material. The freight charges for the return of

material accordingly to the direction of the Railways shall be borne by the contractor in the event of the contract being

cancelled for any default on his part. The decision of the Government shall be final and conclusive.

b) In the event of the breach of the aforesaid conditions the contractor shall in addition to throwing him self open to action for

contravention of terms of the license (s) or permit (s) and/or for criminal breach of trust be liable to account to Government for

all money, advantages or profits resulting or which in the usual course would have resulted up him by reason of such breach.

REPRESENTATION OF WORK: The contractor shall, when he is not personally all the site of the work/ place, keep the responsible agent at the work during

working hours.

Who shall on receiving reasonable notice, present himself to the engineer and orders given by the engineer or the engineers

representative to the agent shall be deemed to have the same force as if they had been given to the contractor. Before absenting

himself the contractor shall furnish the name and address of his agent for this purpose of this clause and failure on the part of

the contractor to comply with this provision at any time shall entitle the railways to rosined the contract.

TOOLS AND MACHINERY:

The contractor shall arrange at this won cost. All tools, plant and facilities for creation and testing of the equipment in

compliance with the specification.

QUALITY OF MATERIAL AND QUALITY CONTROL:



All material used in the execution of the contract shall he of the best quality and of the class approved most suitable for the

purpose specified components, assemblies and equipments to obtain from sub-contractor should he from proven sources The

work shall also conform to the following Act, Rules and orders:

i) Indian Factories Act.

ii) Indian boiler Act.

iii) Indian Explosive Act.

iv) Indian Electricity Rules.

v) National Building code.

All erection work shall be of the best quality to the entire satisfaction of the railways the contractor shall ensure that the

equipments and service under the scope of this contrast whether manufactured or performed within the contractors premises or

at his subordinates premises or at the railways site or at any other place are strictly in accordance with the provision of the

contract for the purpose, the contractor shall adopt necessary quality assurance program to control such activities at all stages.

SECRECY: The contractor shall take all reasonable steps necessary to ensure that all persons employed in any work in connection with the

contract; have fill knowledge the official secret act and any regulation there under.

Any information obtained in the course of the execution of the contract by the contractor, his servants or agents or any person

so employed as to any matter whatsoever, which would or might be directly or indirectly of use to any enemy of Indian must

be treated as secrete and shall not at any time be communicated to any person.

ELECTRICAL LICENSE:

The work shall be carried out only by a contractor having a valid ‘A’ class license issued by the government of U.P. or any

State Government for carrying out the installation work of the voltage class involved, under the direct supervision of the

persons holding valid certificate of competency for the same voltage classes issued on the recognized by the State

Government. The tenderer should furnish with his tender the particulars of the license held by him. The successful tenderer

shall furnish the names and particulars of the certificates of competency of the supervisors and workmen to be engaged for

carrying out this work.

The inspection officer(s) for this contract shall be nominated by the Railways and indicated in the contract.

INSPECTION:

The cost of the inspection will be on Railway account subject to any other provisions contained hereunder or also where in the

contract. One week’s notice must he given by the contractor to the inspection Officer to take up the inspection.

The contractor shall provide without any extra cost to the Railways all materials, equipments, tools, labour and maintenance of

every kind which the Railways Inspecting Officer may consider necessary for any test and examination to be made at the

contractors of the sub-contractor’s premises and at site and shall pay all cost attended thereon.

The Inspecting Officer or his authorized representative shall have at all times free access to the contractor’s premises and shall

have the power to:

1. Inspect and examine the materials and workmanship of the work at any time during the manufacture at the time of

manufacturer’s premises or in the premises of the sub-contractor or at the site of the erection.

2. Certify before any equipment is submitted for inspection that it can not be in accordance with the contract owing to the un-

satisfactory method employed.

3. Reject any part of the work submitted by the contractor as not being in accordance with contract.

4. Reject the whole of the work including equipment tendered for inspection if after the inspection of such portion as may, in his

discretion think fit he is satisfied that the same is un-satisfactory.

5. Mark the reject equipment with a rejection work so that the same may be easily identified.

6. Re-inspect at the time of erection at site any equipment both previously inspected and approved by the inspecting officer at the

Contractors or Subcontractors premises not withstanding any approval given earlier, the contract shall make goods such

rejections made based on such re-inspection at the site to the satisfaction of the Engineer.

7. The decision of the inspecting officer as regard to the acceptance of rejection of the equipment work shall be final and binding

on the contractor.

MATERIALS RECEIVED FOR WORK:

(a) The contractor shall utilize all material procured specially for the purpose of execution of the work or for supply of spares or

other requirements. My surplus materials left over at the end of the works shall not be disposed off without prior approval of

the Railways in writing. The Railways may, within a period of 6 months from the date of provisional acceptance notify’ the

contractor of the Railways interest in any or all of the surplus materials and shall have the right to take over the materials the

materials so indicated at prices indicated in schedules. If the materials notified is not listed in schedules the prices of such

materials will be fixed by negotiation. The materials so notified by the Railway shall he taken over by the Railways and paid

in for fill. The contractor may use, in any manner deemed fit only such surplus materials which are not covered by the

Railways notification after getting the approval of the Railways in writing.

(b) The contractor shall make his own arrangements for loading for unloading of all materials at his depot or at work site.

(c) The Railways may hire, if available to the contractor such facilities as cranes, lifting tractor trolleys etc for use during

execution of the work on such terms as may be specified in a separate agreement for such hire non-availability or delay in the

hiring of such facilities by the Railways shall in no way diminish the responsibility of the contractor to execute the work in

accordance with the time schedule specified in the contract.

PROPERLY IN MATERIALS AND PLANT:

The materials and plant brought by the contractor upon the site or on the land occupied by the contractor in connection with

the work and intended to be used for the execution thereof shall immediately, they are brought upon Use site or the said land,

be deemed to he the property of the Railways. Such of them as during the progress of the works are rejected by the Engineer

under provision of theses condition or are declared by him not to he needed for the execution of the work or such as remain



unused shall immediately on such rejection declaration or grant cease to be deemed the property of the railway and the

contractor may then (but not before remove than for the site or the said land. This clause shall neither in any way diminish the

liability of the contractor nor shall the railway be in any way answerable for any loss or damage which may happen to or in

respect of any such material or plant either by the same being lost, stolen, injured or destroyed by fire, tempest or otherwise.

CONSEQUENCE OF REJECTION:

On the equipment/assemblies being rejected by the inspecting officer of the Railways at destination the contractor shall

replace such rejected equipment/assemblies of the work forthwith but in any event not later than a period of a week in the ease

of minor equipments and 16 weeks in the case of major equipments from the date of rejection. The contractor shall bear all the

cost of such replacement including freight etc. but without being entitled to any extra time on this account. The decision as to

whether the equipment is to he classified as minor or major for the purpose of this clause shall be that of Engineer and it is not

questionable.

The contractor shall, if the equipment(s) assemblies are rejected at the destination by the consignee be liable, in addition to his

other liabilities including refund of price recoverable in respect of the equipment/assemblies so rejected to reimburse to the

Railway, the freight.

INSTALLATION AND ERECTION: All the work connected with and inclusive of installation and erection under this contract shall he done in accordance with the

standard establishment methods of installation and erection of electrical equipments and shall comply with relevant Indian

Electricity Rules. ISI Codes, specifications and standards. The work shall also he strictly in accordance with the instructions

recommendation of the manufacturers, the equipments shall be leveled carefully before being fixed finally in position. All

fragile and sensitive equipments shall he protected adequately and handled carefully during installation and erection.

ALTERNATE BRANDS: If the tenderer includes a number of manufacturer or any equipment or element, the Railways reserves the right to choose only

one of the makes so offered and the contractor shall have to supply and install the particular make of equipment so chosen by

the Railways in the event of his offer being accepted. My alternative make in place of the tender and accepted make shall only

be used with the approval of the Railways.

LAYOUTS OF SWITCH BOARDS AND CONDUITS:

The location for switchboards and conduits under ground cables shall be correctly set out with the approval of Railways.

QUALITY OF WORK: All installations and erection work shall he subject to inspection by the Railways to ensure that the work is done in accordance

with the approved specifications, design and drawings.

COMMISSIONING TEST:

As soon as the installation are ready for commissioning/ energisation the contractor shall arrange for all the test/inspection as

required by the relevant ISS and or IE Rules and advise the Railways and other concerned. Railways shall depute their

Inspecting Officer for witnessing the test and to carry out inspection independently and also jointly with other concerned

agencies wherever necessary and only after the installation passes the required test and inspection it should be commissioned

energized with the approval of the Chief Electrical Inspector or his authorized representative.

The contractor shall take hill responsibilities for all the tests. For site tests the Railways, where possible, may permit the

contractor for the purpose of testing, the use of the instruments/ apparatus and electric power which the Railways can

conveniently spare. if further the tests are required due to contractor’s work not complying with the specifications, the

Railways at their discretion may ask the contractor to pay the cost of providing the additional energy required. The contractor

shall provide all apparatus and energy, which may be required for drying out the equipments in a manner approved by the

Railways. If by reasons of the contractors failing to comply with any of the provision of this clause, any of the eased tests are

to be repeated the contractor shall pay all fees and expenses in connection therewith.

VISLAL INSPECTION:

Visual inspection shall include check for satisfactory workmanship, all connection, painting, plastering, cleanliness of all

fittings etc. and compliance with Indian electricity rules.

ACCEPTANCE OF INSTALATIONS:

Immediately after the completion of the work of installation and erection the contractor will certify and advise the railway in

writing that the work in complete and read for commissioning tests. The contractor shall then arrange to conduct under this

supervision the start up. Trail operation and performance guarantee tests (herein after referred to as commissioning tests) as set

forth in the relevant clauses of the special conditions of the contract and the technical specifications. The commissioning tests

shall be carried out by the contractor in presence of the Engineer or his representative. Railway would, subject to the

provisions special conditions of contract, provide necessary raw materials, energy and staff for assisting the contractor to

carryout the commissioning tests. On successful completion of the commissioning tests and if the Engineer is satisfied with

the working of the installations an “Acceptance certificate” signed by both the parties will be issued. The warranty provision

as given in the special condition of the contract will come into operation from the date of the “Acceptance Certificate”.

METERS:

The energy meters shall be checked for their calibration, scale, accuracy etc. for compliance with the specified requirement.

CABLES AND CONTROL WIRES:

All cables and control wires to be supplied by the contractor shall be tested at manufacturer’s works in compliance with

relevant standards. All cables and connections after erection shall be tested as required by the Railways for: -

i) Pressure Test. ii) Insulation Test.

EARTHING:

Earth resistance shall he measured separately for each earth electrode and when they are connected together and to the

equipment and recorded.

WARRANTY:



The contractor shall guarantee that all the equipment and the work executed in this contract shall be free from the all defects

and faults in material, design, workmanship and manufacture and shall be acceptable standards for the contracted work are in

full conformity with the technical specification, drawings and other contracted obligations.

This warranty clause will not apply to defects arising from design made, furnished or specified by the Railways and for which

the contractor has disclaimed responsibility in writing within months from the date of the letter of acceptance of tender.

This warranty shall survive inspection of payment for an acceptance of the work but shall expire 12 months from the date of

acceptance of the completed work by the Railways except in respect of defects noticed to the contractor before the expiry of

the warranty period. Any approved or acceptance by the Railways at any stage of the work contracted shall not in any way

absolve the contractors liabilities under this warranty.

The contractors liability in respect of any complain defect and or claim shall be limited to the execution, installation and

erection or replacement of parts free of charge, or the repair of defective parts only to the extent that such replacement or

repair are attributable to or arise from faulty workmanship or design or material in the manufacture of the equipment/stores

and/or negligence in any manner and also in the event of failure of the equipment of perform as intended.

The contractor shall if required, replace, execute and/or install the goods or such portion thereof as is rejected by the railway

free of cost at site or at the option of the Railways the contractor shall pay to the Railways the value thereof and such other

expenditure and damage as arise h reason of the breach of the condition herein specified.

All replacement and repairs that the Railway shall call upon the contractor to deliver or confirm under this warranty shall be

delivered and performed by the contractor within the 3 months promptly and satisfactorily. In cases where such replacement,

repair, execution and or installation takes place during the warrant period the provision of this warranty clause shall apply to

that portion to replace or renew until the expiry of 12 months from the date of such replacement, repair, execution and/or

installation. This executed period shall herein after be referred to as “Extended warranty period”.

If an defect is not remedied satisfactorily within 3 months, the Railways may proceed to do the work at contractor’s risk and

cost and also without prejudice to any other rights of the contractor under this contract.

If the contractor so desires, the replaced part can he taken over by him or his representative for disposal as deems fit within a

period of 3 months from the date of replacement of goods/parts. At the expiry of this period, no claim whatsoever shall lie on

this Railway. The Railways may, at its discretion recover the ground rent for the goods/parts which have been rejected during

the warranty period for the specified period of 3 months, if the rejected materials are not taken over within that period (3

months) by the contractor or his representative.

The warranty herein contained shall not apply to any material which have been repaired or altered by the Railways or on its

behalf in any way without the consent of the contractor so as to affect its strength, performance and reliability or to any defects

to any part due to misuse negligence of accidental to items of normal wear and tear to be specifically mentioned by the

contractor in his offer and got accepted by the Railways. The decision of the Railways in regard to contractor’s liability and

the amount, if any payable, under this warranty shall be final and conclusive.

INFRINGEMENT OF PATENTS :

The contractor is for bidden to use any patents or registered drawings process or patterns in fulfilling his contract without the

prior consent in writing of the owner of such patent. drawing pattern or trade except there arc specified by railways itself,

royalties where payable for the use of such patented processed, registered drawings or patterns shall be borne exclusively by

the contractor. The contractor shall advice the railways of any proprietary rights that may exist on such processes drawing or

patterns, which may be use of his own accord.

REPAIRS PATENTED ARTICLES

In case of patents taken out by the contractor of the drawing or patents drawing or patterns for which hw holds a license the

signing of the contract automatically gives the railways the right to repair by himself the purchased articles covered by the

patented by any person or body chosen by him and to obtain any sources he desires the component parts required by him in

carrying out the repair work. In the event of infringement of any patent right due to above action of the railway it shall be

entitled to claim damages from the contractor on the ground of any loss of any nature, which it may suffer e.g.. in the case of

attachment because of counterfeiting.

INDEMNIFICATION BY THE CONTRACTOR: In the event of any claim or demand being made or action being brought against the railways for infringement of letter /patent

in respect of any equipment, machines, plant, work or thing used or supplied by the contractor under this contract or in respect

of any method of using or working by the railway of such equipment, machine plant. work or thing, the contractor shall

indemnify the railway and keep him indemnified and harm less against all claim, cost charges and expenses arising from or

incurred by reason of such claim provides that the railway shall notify the contractor immediately any claim made that the

contractor shall he all liberty, if he is so desires with use assistance of the railway if required but at the contractors expense, to

conduct all negotiations for the settlement of the same or any litigation that may arise there from and provided that no such

equipment, machine plant, work or thing shall be used by the railway lot any purpose or in any manner other than that for

which they have supplied by the contractor and specified under this contract.

LIQUIDATED DAMAGES: The time for completing the work by the date fixed for completion shall be deemed to be the essence of the contract and if the

contractor shall fail to complete the work within the time prescribed, the Railway shall, if satisfied that the works can be

completed by the contractor within the reasonable short time there after be entitled, without prejudice to any other right or

remedy available on that behalf, to recover by way of ascertained and liquidate damages a sum equivalent one half of one

percent of contract value of the works for each week or part of the week the contractor is in default, and allow the contractor

such further extension of time as Engineer may decide. If the Railway not satisfied that the work can be completed by the

contractor and in the event of failure on the part of the contractor to complete the work within the further extension of time

allowed as aforesaid the Railway shall be entitled, without prejudice to any other might or remedy available in that behalf to

appropriate the contractor’s security deposit and rescind the contract whether or not actual damage is caused by such default.



INSURANCE:

The contractor shall arrange to secure and keep enforce a policy of insurance as may be necessary for such amounts and

periods to protect the working including all materials, plant equipment and stores against all risks to be accepted under this

contract. The form and limit of such insurance, which shall be taken from any Nationalized Insurance Company, shall be

acceptable to the Railways. However, irrespective of such acceptance by the Railways the responsibility to maintain the

insurance at all times during the currency of the contract shall be with contractor alone. The contractor’s failure in this regard

shall not relieve him or any of his contractual responsibilities and obligations. The risk that are to be covered under the

insurance shall include but not he unlimited to loss or damage in transit, theft, pilferage, riot, civil commotion, whether

conditions accidents of all kinds, tire, war risk etc. the scope of all such insurance shall cover the entire value (and duration) of

the work from time to time.

Any insurance of contractor personnel at the site shall be arranged by the contractor at his cost. All costs in account of

insurance liability covered tinder the contract will be on contractor’s account will be deemed to have been included in the

contract price.

COMPLETION PLAN AND CERTIFICATE: The work shall he carried out in accordance with the drawing enclosed with the tender and also in accordance with

modification there to from time to time approve by the Engineer-in-charge. For all works costing more than Rs. 10,000/-

completion certificate after completion of work, shall be submitted to Engineer in-charge. Completion plan drawn to a suitable

scale in tracing cloth with ink indicating the following along with the blue print copies of the same shall also be submitted.

a) General layout of the buildings.

b) Location of main switchboard and the distribution fuse boards, indicating the circuit numbers controlled by them.

c) The runs of various mains and sub-mains.

d) Position of all points with their classifications and controls.

e) Position of fittings viz, fluorescent pendants, brackets, bulkheads, fans etc.

f) Name of work, job No., accepted tender reference, date of completion, names of division/sub-division, name of firm who have

executed the work with their signatures.

In the case of works costing less than Rs. 10.000/- the completion plan shall be prepared by the department and signed by the

contractor before final payment is made.



ANNEXURE II

TENDER FORM


Tender No. :- SRDEE/LJN/02/2016 Sl. No. 2

Name of Work :- Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station.

TO,

The President of India,

Acting through the Sr. Divisional Electrical Engineer, N. E. Railway, Ashok Marg, Lucknow.

1.

I/We……………………………………………………………………………………………………………………………

…..……………………………………………. have read the various conditions to tender attached here to and agree to abide by the

said condition. I/We also agree to keep this tender open for acceptance for a period of 90 days from the date fixed for opening the

same and in default thereof, I/We will liable for forfeiture of my/our “Earnest Money”. I/We offer to do the work for N. E. Railway,

at the rates quoted in the attached schedule and hereby bind myself/ourselves to complete the work in

………………………months/days from the date of issue of letter of acceptance of the tender.

2. I/We also hereby agree to abide by the General Condition of Contract corrected up to printed/advance correction slip

No……………. dated ……………….. and to carryout the works according to the Special condition of contract and specifications of

materials and work as laid down by Railway in the annexed Special Conditions/Specifications and the

………………………………….. Railway works Hand book Part will corrected up to printed/advance correction slip No.

……………………………………… dated …………………………………. Sanitary works hand book corrected up to

printed/advance correction slip No. ……………………………… dated …………………………….. Schedule of rates part II

corrected up to printed/advance correction slip No. ………………………. Dated ………………………… for the present contract.

2. A sum of Rs …………….. is herewith forwarded as Earnest Money. The full value of the earnest money shall stand

forfeited without prejudice to any other right or remedies in case my/our Tender is accepted and if :-

a) I/We do not execute the contract documents within seven days after receipt of notice issue by the Railway that such

documents are ready; and

b) I We do not commence the work within fifteen days after receipt of orders to that effect.

3. Until a formal agreement in prepared an executed, acceptance of this tender shall constitute a binding contract between us

subject to modification as may be mutually agreed to between to us and indicated in the letter of acceptance of my/our offer for this

work.

Signature of Witnesses …………………………

1. ……………………………… Signature of Tenderer(s)

2. ………………………………. Dare ……………………….

Address of the Tenderer(s)

NOTRH EASTERN RAILWAY

TENDER FORMS (SECOND SHEET)

TENDER DOCUMENTS

1. Instructions to tenderers and conditions of tender :-The documents form part of tender/contract:-

a) Tender Form – First sheet and Second sheet.

b) Special Conditions/Specifications (enclosed)

c) Schedule of approximate quantities (enclosed)

d) General Condition of Contract and Standard specifications for materials and works of North Eastern Railway, as

amended/corrected up to correction slips mentioned in First Sheet of Tender Form, copies of which can be seen in the office of

Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow or obtained from the office of Chief Electrical Engineer, N. E.

Railway on payment of prescribed charges.

e) Schedule of Rates, as amended/corrected up to correction slip as mentioned in First Sheet of Tender Sheet of Tender Form,

copies of which can be seen in the office of Sr. Divisional Electrical Engineer, N.E. Railway, Lucknow or obtained from the

office of Chief Electrical Engineer, N. E. Railway on payment of prescribed charges.

f) All general and detailed drawings pertaining to this work which will be issued by the engineer or his representative (from time

to time) with all changes and modifications.

2. Drawing for the work :- The drawings for the works can be seen in the office of the Sr. Divisional Electrical Engineer, North

Eastern Railway, Ashok Marg, Lucknow and Chief Electrical Engineer, N.E. Railway at any time during office hours. The

drawings are only for the guidance of the tenderer(s). Detailed working drawings (if required) based generally on the drawing

mentioned above, will be given by the Engineers or his representative from time to time.



3. The tenderer(s) shall quote his/their rates as a percentage above or below the schedule of rates of the N. E. Railway except

where he/they are required to quote item rates and must tender for all the items shown in the schedule of approximate

quantities attached. The quantities shown in the attached schedule are given as a guide and are approximate only and are

subject to variation according to the needs of the Railway. The Railway does not guarantee work under each item of the

schedule.

4. Tender containing erasures and/or alterations of the tender documents are liable to be rejected. Any correction made by the

Tenderer(s) in his/their entries must be attested by him/them.

5. The works are required to be completed within a period of SIXTY MONTHS from the date of issue of acceptance letter.

6. Earnest Money: - (a) The tender must be accompanied by a sum of Rs. 8,000.00 as earnest money deposited in cash or in any

of the forms as mentioned in regulations for tenders and contracts for the guidance of the engineers and contractors, failing

which the tender will not be considered.

(b) The Tenderer(s) shall keep the offer open for a minimum period of 90 days from the date of opening of the tender. It is

understood that the tender document has been sold / issued of the tenderer(s) and the tenderer(s) is / are permitted to tender in

consideration of the stipulated on his / their part that after submitting his / their tender subject to the period being extend

further it required by mutual agreement from time to time, he will not resile from his offer or modify the terms and conditions

thereof in a manner not acceptable to the Chief Electrical Engineer/ Sr. Divisional Electrical Engineer / Divisional Electrical

Engineer of N E Railway, Should the tenderer fail to observe or comply with the foregoing stipulation, the amount deposited

as Earnest Money for the due performance of the above stipulation shall forfeited to the Railway.

( c) If the tender is accepted, the amount of Earnest Money will be retained and adjust as Security Deposit for the due and faithful

fulfillment of the contract. This amount of Security Deposit shall be forfeited if the tenderers / contractor(s) fail to execute the

Agreement Bond within 7 days after receipt of notice issued by the railway that such documents are ready or to commence the

work within 15 days after receipt of the orders to that effect.

(d) The Earnest Money of the unsuccessful tenderer(s) will, save as herein – before provided, be returned to the unsuccessful

tenderer(s) within a reasonable time but the Railways shall not be responsible for any loss or depreciation that may happen to

the Security for the due performance of the stipulation to keep the offer open for the period specified in the tender documents

or to the earnest money while in their possession nor be liable to pay interest thereon.

7. Rights of the Railways to deal with tender: - The authority for the acceptance of the tender will rest with the Railway. It

shall not be obligatory on the said authority to accept the lowest tender or any other tender and no tenderer(s) shall demand

any explanation for the cause of rejection of his / their tender on the Railway undertake to assign reasons for declining to

consider or reject any particular tender or tenders.

8. If the tenderer(s) deliberately gives / give wrong information in his / their tender or creates / create circumstances for the

acceptance of his / their tender, the Railway reserves the right to reject such tender at any stage.

9. If the tenderer(s) expires after the submission of his / their tender or after the acceptance of his / their tender, the Railway shall

deem such tender cancelled. If a partner of a firm expires after the submission of their tender or after the acceptance of their

tender, the Railway shall deem such tender as cancelled unless the firm retains its character.

10. Eligibility Criteria :

(i) The tenderer(s) shall be eligible only if he / they fulfill Eligibility Criteria of having received total contract amount during

the last three financial years and in the current financial year with a minimum of 150% of the advertised tender value.

(ii) Authentic Certificates shall be produced by the tenderer(s) to this effect which may be an attested Certificate from the

employer / client, Audited Balance Sheet duly certified by the Chartered Accountant etc.

{Authority : Railway Board’s letter no. 94/CE-I/CT/4 (Pt. II), Dated 07/14.11.2013} 11. Tenderer’s Credentials: - Documents testifying tenderers previous experience and financial status should be produce along

with the tender or when desired by the competent authority of the N E Railway.

Tenderer(s) who has / have not carried out any work so far on his Railway and who is / are not borne on the approved list of

the contractors of N E Railway should submit along with his / their tender credentials to establish.

(i) His capacity to carry out the works satisfactorily.

(ii) His financial status supported by bank reference and other documents.

(iii) Certificates duly attested and testimonials regarding experiences for the type of job for which tender with list of

works carried out in the past.

12. Tender must be enclosed in a sealed cover, super scribe “Tender No SRDEE/LJN/02/2016 Sl. No. 2 for the work Annual

Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station.” and must be sent by

registered post to the address of Sr. Divisional Electrical Engineer, North Eastern Railway, Ashok Marg, Lucknow NE

Railway so as to reach his office not later than 15.00 hours on the 16.05.2016 or deposited in the special box allotted for the

purpose in the office of Sr. Divisional Electrical Engineer, North Eastern Railway, Ashok Marg, Lucknow and Sr. Divisional

Electrical Engineer, North Eastern Railway, Varanasi. This special box will be sealed at 15.00 Hours on 16.05.2016 the tender

will be opened at 15.30 hours on the next day at Sr. Divisional Electrical Engineer, North Eastern Railway, Ashok Marg,

Lucknow. The tender papers will not be sold after 13.00 Hours on 13.05.2016.

13. Non – compliance with any of the conditions set forth there in above is liable to result in the tender being rejected.

14. Execution of Contract Documents:- The successful Tenderer(s) shall be required to execute an agreement with the president

of India acting through the Sr. Divisional Electrical Engineer/ Divisional Electrical Engineer, N. E. Railway, Lucknow for

carrying out the work according to general conditions of contract, special conditions / specification annexed to the tender and

specifications for work and materials N E Railway as amended / corrected up to correction slip mentioned in the tender form (

First Sheet).

15. Partnership deeds Power of Attorney Etc. :- The tenderer shall clearly spicily whether the tender is submitted on his own or

on behalf of a partner ship concern. If the tender is submitted on behalf of a partnership concern he should submit the certified

copy of partnership deed along with the tender and authorization to sign the tender documents on behalf of partnership firm. If



these documents are not enclosed along with tender documents, the tender will be treated as having been submitted by

individual signing the tender documents. The Railway will not be bound by any power of attorney granted by the tenderer or

by changes in the composition of the firm made subsequent to the execution of the contract. It may, however recognize such

power of attorney and changes after obtaining proper legal advice, the cost of which will be chargeable to the contractor.

16. The tenderer whether sole proprietor, a limited company or a partnership firm if they want to act through agent or individual

partner(s) should submit along with the tender or at a later stage, a power of attorney duly stamped and authenticated by a

notary public or by magistrate in favour of the specific person whether he/they be partner(s) of the firm or any other person

specifically authorizing him / them to submit the tender, sign the agreement, receive money, witness measurement, sign

measurement books, compromise, settle, relinquish any claim(s) preferred by the firm and sign “ No claim certificate” and

refer all or any disputes to arbitration.

17. Employment / Partnership, Etc., of retired Railway Employees :- (a) Should a tenderer be a retired engineer of the Gazetted

rank or any other Gazetted officer working before his retirement whether in the executive or administrative capacity, or

whether holding a pension able post or not, in the engineering or any department of any of the Railways owned and

administered by the President of India for the time being, or should a tenderer being partnership firm have as one of its

partners a retired engineer or retired Gazetted officer as aforesaid, or should a tenderer being an incorporated company have

any such retired engineer or retired officer as one of its directors, or should a tenderer have in his employment any retired

engineer or retired Gazetted officer as aforesaid, the full information as to the date of retirement of such engineer or Gazetted

officer from the said service and in case where such engineer or officer had not retired from government service at least two

years prior to the date of submission of the tender as to whether permission for taking such contract, or if the contractor be a

partnership firm or an incorporated company, to become a partner or director as the case may be, or to take the employment

under the contractor, has been obtained by the tenderer or the engineer or officer, as the case may be from the president of

India or any officer, duly authorized by him in this behalf, shall be clearly stated in writing at the time of submitting the

tender. Tenders without the information above referred to or a statement to the effect that no such retired engineer or retired

Gazetted officer is so associated with the tenderer, as case may be, shall be rejected.

(b) Should a tenderer or contractor being an individual on the list of approved contractors, have a relative(s) or in the case of

partnership firm or company of contractor one or more of his shareholder.(s) or a relative of the shareholder(s) employed in

Gazetted capacity in the engineering department of the N E Railway , the authority inviting tender shall be informed of the fact

at the time of submission of tender, failing which the tender may be disqualified / rejected or if such fact subsequently comes

to light, the contract may be rescinded in accordance with the provision in clause 62 of the General Condition of Contracts.

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

(Signature)

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

(Designation)

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

Signature of Tender(s)

Date ---------------------------- -------------------------Railway

.




Security Money deposited vide deposit receipt No. ……………….. Dt. ---------------- for Rs. ----------- issued by

…………………………………………………………………………………………………. in favour of F.A. & C.A.O., N.E.R.,

Gorakhpur

AGREEMENT OF WORKS :- ALLOCATION :-

Total approximate Value of the work – Rs………………………………

Contract Agreement No. ……………………….. Dt………………………….

Work Order No. -------------------------------- Dt………………………………

ARTICLES OF AGREEMENT made this day of 200 between the President of India Acting

through the Railway Administration hereinafter called the “Railway” of the one part and

………………………………………………………………………………………………………………… hereinafter called the

“Contractor” of the other part.

WHEREAS the Contractor has agreed with the Railway for the performance of the works

………..…………………………………………………………………………………………………………………

………………………………………………….. set forth in the schedule hereto annexed upon the General Condition of Contract and

the specification of the North Eastern Railway and the special conditions and special specifications, if any, and in conformity with the

drawings here-into annexed AND WHEREAS the performance of the said works is an act in which the public are interested.

NOW THIS INDENTURE WITNESSETH that in consideration of the payments to be made by the Railway, the

Contractor will duly perform the said works in the said schedule set forth and shall execute the same with great promptness, care and

accuracy in a workmanlike manner to the satisfaction of the Railway and will complete the same in accordance with the said

specifications and said drawings and said conditions of contract on or before the day of 200 and will maintain the

said work for a period of twelve calendar months from the certified date of their completion and will observe, fulfill and keep all the

conditions therein mentioned (which shall be deemed and taken to be part this contract as if the same had been fully set forth-herein),

AND the Railway both hereby agree that if the contractor shall duly perform the said works in the manner aforesaid and observe and

keep the said terms and conditions the Railway will pay or cause to be paid to the contractor for the said works on the final

completion thereof the amount due in respect thereof at the rates specified in the schedule hereto annexed.

SIGNATURE OF WITNESS DIVISIONAL ELECTRICAL ENGINEER/CONST.,

WITH ADDRESS TO SIGNATURE N. E. RAILWAY, LUCKNOW

OF CONTRACTOR ( For and on behalf of President of India )

1. ……………………………………………………

2. …………………………………………………… Date :- …………………………………

CONTRACTOR

ADDRESS………………………………………………

………………………………………………….

………………………………………………….



GUARANTEE BOND FOR PERFORMANCE GUARANTEE

In consideration of the President of India (hereinafter called “The Government”) having agreed to exempt

__________________ (hereinafter called “the said Contractor(s)” from the demand for the payment of security deposit

for the due fulfillments by the/said Contractor (s) on the terms and conditions of Agreement dated _____________

made between ________________ and ____________ for (hereinafter called “the said Agreement”) on production of a

bank guarantee for Rs. _______________ (Rupees _________________________ only), we, _________________

Bank Ltd. wherein after referred to as “the Bank” do hereby undertake (an promise) to pay the Government an amount

not exceeding Rs. ____________ against any loss or damage caused to or suffered by the Government by reason of any

breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement.

2. We, _______________ Bank Ltd., further agree that (and premise) to pay the amounts due and payable under

this guarantee without any demur, merely on demand from the Government through the Financial Adviser and Chief

Accounts Officer, North Eastern Railway, Gorakhpur stating that the amount claimed is due by way of loss or damage

caused to or would be caused to or suffered by the Government by reason of any breach by the contractor(s) of any of

the terms of conditions contained in the said agreement or by reason of the contractor’s failure to perform the said

Agreement. Any such demand made on the Bank shall be conclusive as regard the amount due and payable by the Bank

under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs.

___________.

3.We, ____________ Bank Ltd., further agree that the guarantee herein contained shall remain in full force and effect

during the period that would be taken for the performance of the said agreement and that it shall continue to be

enforceable till all the dues of the Government under or by virtue of the said Agreement have been fully paid and its

claims satisfied or discharged or till ________________ (office/department). Ministry of ____________ certified that

the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor (s) and

accordingly discharge the guarantee. Unless a demand or claim under this guarantee is made on us in writing on or

before (2 months after the date of completion of the contractor (s), we shall be discharged form all liability under this

guarantee thereafter.

3. (a) Nothing withstanding anything to the contrary contained herein the liability of the Bank under this

guarantee will remain in force and effect until such time as this guarantee is discharged in writing by the Government of

until _________________ (the date of the expiry of the contract which ever is earlier and no claim shall be valid under

this guarantee unless notice in writing thereof is given by the Government within 2 months from the date aforesaid).

(b) Provided always that we _____________________ Bank unconditionally undertakes to renew this

guarantee or to extend the period of guarantee from year to year within Four months before the expiry of the period or

the extended period of the guarantee, as the case may be, on being called upon to do so by the Government. If the

guarantee is not renewed or the period extended on demand, we ____________________ bank shall pay the

Government the full amount of the Guarantee on demand and without demand.

4. We, _______________ Bank Ltd., further agree with the Government that the Government shall have the

fullest liberty without our consent and without affecting in any manner out of obligations hereunder to vary any of the

terms and conditions of the said Contractor(s) from time to time or to postpone for any time or from time to time any of

the powers exercisable by the Government against the said Contractor (s) and to forebear or enforce any of the terms and

conditions of the said Agreement and we shall not be relieved from our liability by reason of any such variation or

extension being granted to the said Contractor (s) or for-bearance, act or Omission on the part of the Government or any

indulgence by the Government to the said Contractor (s) or by any such matter or thing whatsoever which under the law

relating to sureties, but for the said reservation would relieve us from the liability.

5. This guarantee will not be revoked by any change in the constitution of the Bond and or of the surety.

6. We, _______________ Bank Ltd., lastly undertakes not to revoke this guarantee during its currency except

with the previous consent of the Government in writing.

Dated, this ________________day of _______________



To

The President of India

DEED OF EXTENSION OF GUARANTEE BOND.

Extension of Bank Guarantee Bond No. _____________ dated ____________ issued by ____________ Bank

on behalf of ______________________ in favour of President of India through FA&CAO/N.E. Railway,

Gorakhpur for the amount of exceeding Rs. ____________ (Rupees __________________ only) valid for the

period from _________ to _______ (Herein-after called the original Bank Guarantee Bond).

We, the _________________ Bank do hereby extend the period of validity of the original Bank Guarantee

Bond No. ___________ dated __________ for Rs. ______________ (Rupees ________________ only) executed

by us on behalf of ________________ in favour of President of India through FA&CAO/N.E. Railway, Gorakhpur

for a period of ________ this is upto ________ for the same amount viz Rs. ____________ (Rupees

___________________ only) on the same terms and conditions as contained in the Original Bank Guarantee Bond.

This deed of extension is to be treated as “Addendum” to the Original Bank Guarantee Bond No.

________________ dated ___________ and to be treated as part and parcel of the original Bank Guarantee Bond.

That excepting the above extension of period of validity of the original Bank Guarantee Bond, all other terms

and conditions of the original Bank Guarantee Bond shall remain unchanged and binding on us.

Dated the ________________ day of ________________________20

Address & Seal of the Bank



EXPLAINATORY NOTE

NAME OF WORK :- Annual Maintenance Contract of Solar Power System for UTS at Khalilabad

Railway station.

xxxxxxxx

Item wise scope of works is described as below.

ITEM No. 1 This item is mainly consisting of Annual maintenance of the Solar Power System suitable for 3.64 KW

48 Volt DC and 1.5 KVA 230 Volt AC systems. The details of work are given below.

a Monthly checking, cleaning and servicing the solar Panel and submitting the joint report with Railway’s

representative for the same by contractor.

b Monthly checking of complete system including toping up of batteries.

c Attending the plant when called upon immediately after lodging the complaint at the contractor’s office.

d Break down call shall be attended to immediately even on Sunday, Holiday or after normal working

hours.

e Repairing/ overhauling the components of the equipment at site/in service station, including replacement

of worn out parts when found necessary.

f Consequential damages and losses of any nature what so ever are not covered under the maintenance

scheme.

g This maintenance contract does not cover damage to equipment/ ancillaries because of environmental

conditions.

h Contractor shall be liable to breach or non performance of delay in carrying out any of the obligations

contained in this maintenance service scheme as a result of strike, lock out, industrial/ labour

disturbances, fire/accidental damage, restrictions, imposed by Government, any act of God, riot, war or

any condition arising from similar cause beyond our control.

i Contractor shall be responsible to rectify all the defects/ deficiencies and will have repair / replenish and

put the system in satisfactory operation within 24 hours of information given to them or their

representative over telephone / Fax/letter etc. They will also intimate the site-in-charge regarding action

being taken by them in writing. In the case of delay in attending to the complaints, penalty at the

following rates will be levied :-

(a) Delay beyond 24 hours & upto next 24 hours - Rs. 100 per day

(b) Delay beyond 24 hours in excess of 24 hours and Upto 72 hours - Rs. 125 per day

(c) Delay beyond 24 hours in excess of 72 hours - Rs. 150 per day

j During the breakdown period No AMC charges shall be paid to the contractor. Deduction shall be made

on proportionate AMC charges basis.

Sr. Divisional Electrical Engineer,




TERMS AND CONDITIONS FOR TENDERER

NAME OF WORK :- Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway

station.

xxxxxxxx

1 This work is mainly consisting of Comprehensive Annual Maintenance contract for Solar Power System

suitable for 3.64 KW 48 Volt DC and 1.5 KVA 230 Volt AC system installed at Khalilabad PUS/UTS

centre.

2 All material to be used shall confirm to relevant ISS and work should be done strictly as given in work and

material schedule under item description of work.

3 All the taxes legally leviable as per extant rules will be deducted from the contractor’s bill.

4 100% Payment will be payable only after successful completion of work duly certified by site incharge &

site engi neer. Payment shall be made quarterly after completion of the period.

5 Tenderer are requested to visit the site before quoting their rates.

6 This contract will be governed by the General Condition of Contract 2014 with latest amendment.

7 If tenderer required any surcharge/tax, they have to specially mention in their offer.

8 If any ambiguity arises during execution of work regarding specification, quality of work, measure of work

and content of text, the decision of Sr. Divisional Electrical Engineer, N. E. Railway, Lucknow shall be final

and binding on the contractor.

9 Tenderer shall quote their rates in figure and in words compulsorily.

10 Railway can delete any item of the schedule at any stage, which shall be binding on the contractor.

Sr. Divisional Electrical Engineer,





Tender Notice No. – SRDEE/LJN/02/2016 Sl. No. 2 Date of Tender Opening – 17.05.2016

Approximate Cost - Rs. 3,99,600.00 Time of tender Closing - 15.00 Hrs.

Earnest Money – Rs. 8,000.00 Time of tender opening – 15.30 Hrs.

ELECTRICAL DEPARTMENT - LUCKNOW DIVISION

WORK AND MATERIAL SCHEDULE

NAME OF WORK :- Annual Maintenance Contract of Solar Power System for UTS at Khalilabad Railway Station.

S.

N. Description of work Qty unit

Unit Rate in

figure

Unit Rate in

word

Total cost =

Unit Rate x

Quantity

1 2 3 4 5 6 7

1 Comprehensive Annual Maintenance contract

for Solar Power System suitable for 3.64 KW 48

Volt DC and 1.5 KVA 230 Volt AC systems

suitable for (1+2) days autonomy requirement

along with backup charging facility by

conventional power supply.

60 Month

Total Cost of Work

(In figure & in words)

NOTE:-

1 Tenderer shall quote their rates in figure and in words compulsorily.

2 Railway will reserve the right to delete the any item of the schedule.

3 During execution, the rates will remain the same for the variation in the item value to the extant of 25%. The discretion

to increase or decrease the quantum of work lies with the railways.

4 Work over and above Contract Agreement value should not be done unless and until written order to do so is given by

the competent authority even if this is covered by the scope of variation as stated above. The Railway does not under

take any responsibility for the payment for the work done contrary to the provision.

5 The contract shall be govern by the provision of GCC 2014 edition with up to date corrections thereto.

6 The General condition and Special conditions as attached sheets will apply.

7 UPST/CST whatsoever shall be borne by the contractor.

8 Vehicles & equipment of contractor can be used by Railway Administration in case of accident/nature clematis

involving human lives.