1

TENDER NOTICE

INTEGRAL COACH FACTORY, CHENNAI-38

Chief Medical Officer, Integral Coach Factory invites sealed tenders for

the entering into Rate Contract for Washing of Linen of ICF Hospital for a period of two

years.

TENDER NOTICE NO. MD/ICF/ 203/DHOBI DT: 05/08.02.2016.

1. Last Date & Time of Issue of Tender forms 02.04.2016 at 12.00 Hrs

2. Last Date of Receipt 04.04.2016 at 15.30 Hrs

3. Date of Tender Opening 04.04.2016 at 16.00 Hrs

Non-transferable tender forms can be obtained from the Office of the Chief Medical

Officer, Integral Coach Factory Hospital, Chennai-38. The cost of the tender document is

Rs.2000/- .The tender documents will be available for sale on any working day from

Monday to Friday from 10.00 Hours to 12.00 Hrs from 01.03.2016 on payment of

Rs.2000/- (Rupees Two thousand and One Hundred and Ninety Two) by cash or DD per

set, in favour of FA&CAO/ICF. Alternatively, the tender form/documents can be

downloaded from the ICF website www.icf.indianrailways.gov.in. In this case, the tender

can be submitted along with a separate demand draft for Rs.2000/- towards the cost of

tender form/document, drawn in favour of FA&CAO/ICF. Tenderers are required to

refer the tender documents regarding eligibility and other conditions. If the date of receipt

and opening of tender happens to be a holiday due to unforeseen circumstances, the same

will be opened on the next working day.

The tender cost is non-refundable and offers received without the tender cost will not be

considered.

1. Period of Contract : Two Years

2. Value : Rs.6,03,144/- 3. EMD : Rs.12,063/-

4. Contact Phone No. : 044 26146640, 26146639 & 26146641.

CHIEF MEDICAL OFFICER

For and on behalf of the President of India

2

CHECK LIST FOR THE TENDERER

(Tenderes are requested to attach all the papers with the schedule in the following

order)

Name of the

works

Washing of Linen of ICF Hospital for a period of two years.

Name and

Address of the

Tenderer

EMD should be in the form of FDR,DD or

Pay orders executed State Bank of India or

any of the Nationalized Bank in favour of

FA&CAO/ICF, Chennai 600 038

Document Charge should be in the form of

DD executed State Bank of India or any of

the Nationalized Bank in favour of

FA&CAO/ICF, Chennai 600 038

FDR/DD No :

Dated :

For Rs. Rs. 12,063/- Drawn on

Bank

Branch

In favour of FA&CAO/ICF, Chennai 600

038

DD No :

Dated :

For Rs.2000/-

Drawn on

Bank

Branch

In favour of FA&CAO/ICF, Chennai 600

038

Supportive documents for fulfilling eligibility criteria, to be submitted by all tenderers

1. Performance guarantee

2. Turnover

3. a, List of Personnel or details of labour arrangement

b, List of Plant & Machinery

c, List of completed contract, if any

d, List of contract on hand, if any

Note

In case of items © and (d) above, supportive documents/ certificate from the

organization with whom they worked will be enclosed.

Certificate from private individuals for whom such works are executed/ being

executed will not be accepted.

4. TIN No./ PAN No. (Mandatory)

5. For new entrant in ICF – Documents as per (5(a) of tender schedule are required

to be submitted in addition to the above to establish his/their position as on

independent contractor, financial position, previous experience etc

6. NEFT code number regarding – Mandatory – placed at the documents.

Signature of the Tenderes/Contractor

Date

Address

3

CONTRACT FOR WASHING OF LINEN OF ICF HOSPITAL FOR A PERIOD

OF TWO YEARS.

CHAPTER - I

PREAMBLE

1.0 NAME OF WORK:

Contract for Washing of Linen of ICF Hospital for a period of two years.

2.0 SCOPE OF WORK:

Washing of all linen items of ICF Hospital (Wollen Blankets and Bed Sheets, Pillow

Cases, Towels, Coats, Pant, Dhothi, Screen Cloth, Gown, Pant, Saree, Apron, Vest, Trouser,

Frock, Petticoats, Leggins, Glove Bag , Cutlery Cover, Cover for chairs etc as per the direction

of Chief Matron/ ICF Hospital for a period of 24 months.

2.1 The tender must be submitted strictly in accordance with schedule of requirements

and as per the Proforma given in this tender form.

2.2. SUBMISSION OF TENDERS

The tenderer must submit his/their offer in single packet as prescribed in

“Instruction to Tenderers and Special Conditions of Contract and Other Conditions given

in this tender document”. The packet containing tender papers should be super scribed

as “ENTERING INTO RATE CONTRACT FOR WASHING OF LINEN OF ICF

HOSPITAL FOR A PERIOD OF TWO YEARS against Open Tender Notice NO.

MD/ICF/203/DHOBI Dt: 05/08.02.2016, due for opening at 16.00 hrs. 04.04.2016.

2.3 LAST DATE OF SUBMISSION :

The Tender documents shall be received up to 15.30 hrs. on 04.04.2016 in the

Office of the Chief Medical Officer, Integral Coach Factory Hospital, Chennai-600 038.

2.4 DATE OF OPENING OF TENDER:

The tender will be opened at 16.00 hrs. on 04.04.2016 in the Chamber of Chief

Staff Surgeon/Admn, Integral Coach Factory Hospital, Chennai-600 038.

4

3. FOLLOWING DETAILS SHALL BE FURNISHED (IRRESPECTIVE OF THE

MONETARY VALUE) - COMPANY PROFILE:

3.1 The tenderer should have adequate service personnel. List of personnel,

Organization available on hand and proposed to be engaged for this work should

be submitted along with the tender. The service personnel deputed for the subject

work must have an experience and thorough knowledge of emergency repairs

etc).

3.2 List of contracts, if any or regular services rendered to a fixed hospital in the last

three financial years and approximate value of the contract at the time of award,

date of completion of the services should be given along with the offer as per

format given in Chapter-VII. Otherwise total turnover for the last three years

must be furnished

3.3 List of services on hand indicating contract value, and date of award should also

be given along with the order as per format given in Chapter-V B.

3.4 The tenderer must have a local office in Chennai.

3.5 The tenderer must have the facility with telephone numbers, provided with

adequate lines, for the purpose of registering the complaints received from the

patients and staff of ICF Hospital during the course of services.

DOCUMENTARY EVIDENCE: Supportive documents/certificates from the

organizations with whom they have provided service/ having similar contract with

other hospitals/ institutions should be enclosed, for which contract for service

support has been entered into. The tenderer should submit documentary evidence

in support of all the above eligibility criteria, failing which the tender will not be

considered.

PERFORMANCE: The tenderer must provide details of similar projects executed

earlier as per proforma given in Chapter - V. The tenderer must also attach all

necessary documentary evidence.

3.6 Address to which correspondence and documents relating to the contract should

be sent to: Chief Medical Officer, Integral Coach Factory Hospital Chennai-600

038. Telephone No. : 044- 26146640,26146639 & 26146641

3.7 GENERAL

3.7.1 The tenderers will be required to keep their offers open for 180 days from the date

of opening of tender.

3.7.2 Only authorized agents are allowed to buy the tender documents on behalf of their

principals.

5

3.7.3 Tenders submitted by the tenderers who have not purchased the tender documents

themselves or through their agents and tenders from agents without letter of

authority from the principals, will be summarily rejected.

3.7.4 Telex/Fax /Telegram and Letter Head offers will be summarily rejected.

3.7.5 Incomplete tenders/offers will also be summarily rejected.

3.7.6 It shall not be obligatory on the said authority to accept the lowest tender and

No Tenderer / Tenderers shall demand any explanation for the cause of rejection

of his/their tender.

4. SPECIAL CONDITIONS

1. The tenderer should quote the rates as shown below. S.No Item Flat Rate per each

01

Bed Sheets, Pillow Cases, Towels, Coats, Pant, Dhothi, Screen

Cloth, Gown, Pant, Saree, Apron, Vest, Trouser, Frock,

Petticoats, Leggins, Glove Bag , Cutlery Cover, Cover for chairs

etc

02. Blanket – Wollen

2. The Linen must be collected from the respective areas of the hospital once in

three days and deliver the washed items once in three days.

3. The Linen must be washed very neat and tidy without any stains and also

ironed before delivery.

4. The Linen taken and delivered must be endorsed in the register maintained by

the Chief Matron/Matron/Ic of collection areas in the hospital for which a

receipt (acknowledgement) must be submitted to them or authorized

representative and retain the duplicate for accounting.

5. The Washing Bill must be sent to Chief Medical Officer /ICF before the 5th

of

every Month. The Bill will be certified by the Chief Matron/Matron/Ic on

comparison with the registers of various collection areas of ICF Hospital.

6. The Contractor when returning the washed clothes, carpets etc., shall arrange

to have them sorted out as required checking and the contractor shall be

responsible for the shortages and if contractor fail to return the shortage with

in a reasonable time, the contractor shall arrange for replacement or pay the

cost thereof as may be levied. The contractor shall be responsible for any

damage to the clothing etc., when they are in contractor’s custody and the cost

of clothing etc, damaged will be at the contractor account and shall be

recovered from contractor’s bills.

7. Following penalties can be levelled on to the contractor under the

circumstances given below: a, A lump sum penalty of Rs. 1000/- per day will be charged if the contractor fails

to carry out the work entrusted.

6

b, A separate penalty register will be maintained by the Chief Matron/Matron/Ic

where in the details of penalty proposed to be imposed will be recorded. It will

be contractors responsibility to sign register on the same day when the penalty is

imposed.

c, If a particular item of linen is not washed properly to the satisfaction of Chief

Matron the same will be given for re-washing and no charges will be paid for

rewashing.

CHAPTER-II

INSTRUCTIONS TO TENDERERS – GENERAL INSTRUCTIONS, SUBMISSION

OF OFFERS, RATES, SPECIAL CONDITIONS, EMD, PERFORMANCE

GUARANTEE AND SECURITY DEPOSIT OF THE CONTRACT.

I. GENERAL INSTRUCTIONS

1.0 Tenders are invited on behalf of President of India from established and reliable

tenderers for entering into contract for Washing of Linen of ICF Hospital for a

period of two years

1.1 Any clarifications required by the tenderer may be obtained from the office of

the Chief Medical Officer /Integral Coach Factory Hospital/ Chennai-600038.

1.2 All information in the tender must be in English. Information in any other

language must be accompanied by authenticated translation in English. Failure

to comply with this may render the offer liable to be rejected. In the event of any

discrepancy between the offer in a language other than English and its English

translation, the English translation will prevail.

1.3 The term “Tenderer” is used in the tender documents shall mean the Dhobi ghat

on whose behalf the tender form has been submitted. It is further clarified that

the individual signing the tender or other documents should be authorized

signatory of the Dhobi ghat.

1.4 Tenderers are advised to study the tender document carefully. Submission of

offers shall be deemed to have done after careful study and examination of the

tender document with full understanding of its implications. Sealed offers

prepared in accordance with the procedure enumerated herein should be

submitted to Chief Medical Officer, ICF Hospital, Chennai – 600 038, not later

than date and time laid down.

1.5 All offers in the prescribed forms should be submitted before the time and date

fixed for the receipt of the offers. Offers received after the stipulated time and

date will be summarily rejected. Postal delays will not be accepted as a valid

reason for submission of late/delayed tender. Late / delayed tenders will be

summarily rejected.

1.6 In case the date of opening happens to be a holiday, the tender will be received

and opened at the same time on the next working day.

1.7 It will be imperative for each tenderer to fully acquaint him with the locations &

conditions and factors, which would have any effect on the performance of the

contract and/or the cost.

7

1.8 Offers shall be either type written or written neatly in indelible ink in English

and shall be submitted duly signed in ink by the tenderer on each page,

including closing page, in token of his having studied the Tender papers

carefully.

1.9 All prices and other information like discounts/ wastage allowance etc. having a

bearing on the price shall be written both in figures and in words. In case of

difference in words and figures the amount written in words will be taken into

consideration.

1.10 No scribbling is permissible in the tender documents. Tender containing

erasures and alterations in the tender documents are liable to be rejected. Any

correction made by the tenderer/ tenderers in his/their entries must be attested by

him/them.

1.11 This tender document is not transferable.

1.12 The Bid prepared by the tenderer shall comprise required information along with

supporting documents.

1.13 Tenderer shall specify the official mailing address and fax numbers to which all

correspondences shall be sent by ICF Hospital Administration

1.14 The tenderer shall keep the offer open for a minimum period of 180 days from

the date of opening of tender. Within that period, the tenderer cannot withdraw

his offer subject to the period being extended further if required by mutual

agreement from time to time.

1.15 If the tenderer/s deliberately gives/give wrong information in his/their tender,

creates/create circumstances for the acceptance of his/their tender, the Railway

reserve the right to reject such tender at any stage.

2.0 Submission of offers:

2.1 The offers should be submitted duly filled in, in the purchased Tender Forms in

the prescribed formats only as provided in this tender. Offers should be

submitted in a sealed envelope. The envelope should contain on the outer side of

the envelope details like –

Offer from: _________________

For : Rate Contract for “ENTERING INTO RATE CONTRACT WASHING OF

LINEN OF ICF HOSPITAL FOR A PERIOD OF TWO YEARS. against

Tender No MD/ICF/ 203/ Dhobi Dated 05/08.02.2016 - To be opened at 16.00

hrs. on 04.04.2016.

The envelope should be addressed to the CHIEF MEDICAL OFFICER, ICF

HOSPITAL, Chennai-600038 and posted/submitted to his office in order to

reach before 15.30 hours on the opening date.

2.2 Offers submitted otherwise shall be dropped in the Tender Box provided for the

purpose in the chamber of the Chief Staff Surgeon/Admn/ ICF Hospital,, ICF,

Chennai.-38.

8

2.3 Apart from the original quotation to be submitted in the manner detailed above,

copies shall not be sent to any other office of ICF and they will not be

considered as quotations. Offers sent through telegram /telex and offers not

submitted in the standard formats given in the tender document shall be

summarily rejected.

2.4 No erasures, alterations or overwriting are permitted on the tender form and

ambiguity should be avoided in filling tenders.

2.5 In the event of tender being submitted by a firm, it must be signed by the Sole

Proprietor or in the event of the firm being a partnership, by at least one of the

partners of the said partnership firm, indicating clearly that the tender is on

behalf of the partnership firm and the tender is being signed on (their firm's)

behalf by a person holding a Power of Attorney. Where the Tenderer is a

company registered under Companies Act, tender shall be submitted in a manner

as directed in the Company's Articles of Association.

2.6 In particular, the firms who submit their tenders by post should ensure in their

own interest that the tenders reach the ICF office before the stipulated time and

date. ICF shall in no way be responsible for any delay in receipt of offers by

postal authorities or any other reasons and offers received late are liable to be

summarily rejected.

3.0 RATES:

3.1 The tenderers should quote their most competitive rates for each test and it

should be noted that their quotations will not ordinarily be subject to further

negotiations. Negotiations may however, be conducted by the Administration of

ICF Hospital, whenever it is considered justified and the decision of ICF

Hospital Administration is final.

3.2 The rate should be clearly written both in figures and words. The rate should be

filled in the required format in the evaluation sheet. Tenderers in their own

interest should avoid alterations/corrections in the rates, submitted by them.

However, if alterations/corrections in rates are inescapable each

alteration/correction should be indicated both in figures and words and also duly

attested under the full signature of the Tenderer.

3.3 The rates quoted shall be in INR (Indian Rupees) and shall remain firm

throughout the period of the validity of the offer and subsequently during the

currency of the contract and shall not be subject to any variation.

3.4 The tenderer shall quote service tax and other duties as applicable. No price

variation is permissible during the contract period. However, taxes as applicable

from time to time during the contract period will be charged and the benefits, if

any, availed by the contractor during the contract period, shall be passed on to

the Railways.

9

II SPECIAL CONDITIONS

1. In case any of the terms and conditions of this invitation to tender is not

acceptable, the same should be clearly specified in the bid. Tenderer shall

indicate for each section of the tender document that either his tender complies

in every respect with the requirements of each clause and sub clause or if not,

precisely how they differ from the requirements of the tenderer. In latter case,

the tenderer shall enclose a separate statement indicating only the deviations for

any clause or sub clause with detailed deviations proposed. ICF reserves the

right to accept or reject these deviations and the decision of ICF thereon shall be

final.

2. ICF reserves the right to place rate contract on more than one vendor at varied

rates in such a manner as may be deemed fit/convenient.

3. When deemed necessary, ICF may seek clarifications on any aspect from the

tenderer. ICF may ask the tenderer to give presentation for the purpose. All

expenses for this purpose as also for the preparation of documents and other

meeting shall be borne by the tenderer.

4. ICF may at any point of time, by a written order given to the tenderer, make

changes within the work scope of contract/order.

5. ICF reserves the right to accept any bid, annul the tender process and reject all

bids at any time prior to the award of contract without incurring any liability to

the affected tenderer and/or without any obligation to inform the affected

tenderer of the grounds for its action.

6. The rates finalized shall be binding on the contractor and no increase whatsoever

due to any reason will be acceded to during the validity of the contract.

7. The contract is not transferable and subcontracting in part or full will not be

permitted. The tenderer shall not assign in whole or part of its obligation to

perform under the contract to others.

8. ICF may at any time terminate the contract by giving written notice to the

tenderer, if tenderer, becomes bankrupt or otherwise insolvent, provided that

such termination will not prejudice or affect any right of action or remedy which

has accrued or will accrue thereafter to ICF.

15. ICF may without prejudice to any other remedy for breach of contract by written

notice or default sent to the tenderer, terminate the contract if :-

o The tenderer fails to deliver any or all of the obligations / satisfactory

performance within the time period specified in the contract, or any

extension thereof granted by ICF.

o The tenderer fails to perform any or all obligations under the contract.

10

16 Arbitration: In the event of any dispute or difference between the parties as to

the construction or operation of the contract or the respective rights and

liabilities of the parties on any matters in question, such of those matters shall be

referred to arbitration as per the arbitration clause enjoined in the ICF’s General

conditions of Contract for Works as corrected and updated.

17 All disputes and difference arising out of the performance of the contract shall

be referred to the General Manager/ICF, who will be the sole arbitrator and his

decision is final and binding on both the parties.

18 Any dispute or difference arising out of this contract shall be within the

jurisdiction of courts in Chennai only.

19 The authority for the acceptance of the tender in whole/partial rests with the

ICF. The ICF shall not be bound to accept the lowest or any tender or to assign

any reason for non-acceptance or rejection of a tender. The ICF reserves the

right to accept any tender in respect of the whole or any portion of the work

specified in the tender paper or to sub-divide the work among different

Tenderers or to reduce the work or to accept any tender for less than the

tendered quantities without assigning any reason whatsoever.

20 Terms of Payment cannot be different from what are provided by the terms and

conditions of the Tender. Advance payment or any payment merely on delivery

is NOT permitted. Offers not complying with this condition will be summarily

rejected.

21 Acceptance of tender will be communicated by Telegram, or formal acceptance

of tender. In case where acceptance is indicated by telegram, express letter, the

formal acceptance of tender will be forwarded to the Contractor as soon as

possible but the Telegram should be deemed to effect the acceptance of the

Contract.

22 Execution of Agreement: The successful tenderer shall be required to execute an

agreement for executing the works according to the conditions of

tender/contract, accepted rates, specifications, schedule of prices and time

schedules. Such an agreement shall be executed with the President of India

acting through the Chief Medical Officer /ICF. The cost of the stamp duty on the

agreement shall be borne by the successful tenderer.

23 The powers conferred upon the President of India and all directions, discretions,

and approvals to be given by him may, unless otherwise expressly provided by

these conditions, be exercised and given by Chief Medical Officer, ICF Hospital

for the time being or any other officer deputed by the Chief Medical Officer,

ICF

24 The Tenderer, whose tender is accepted, is hereinafter called the

CONTRACTOR.

11

25 Any notice to be served on the Contractor shall be deemed to be sufficiently

served, if delivered, left at or sent by Registered Post addressed to the

Contractor at his last known place of business. Any notice to be served by the

Contractor on the President of India under this tender shall be deemed to be

sufficiently served, if sent by Registered Post addressed to the Chief Medical

Officer, Integral Coach Factory, Chennai-600038.

26 Income Tax & Other Taxes: The contractor and all personnel employed by him

shall pay such taxes like income tax as payable under statutory laws of India and

the ICF WILL NOT ACCEPT any liability for the same.

27 Communication to be in writing: All notices, communications, reference and

complaints made by ICF or ICF's representative or the contractor inter-se

concerning the works shall be in writing and no notices, communications,

reference or complaints not in writing shall be recognized.

28 Service of Notice on the Contractor: The contractor shall furnish to the ICF, the

name, designation and addresses of his authorized agent at Chennai and all

complaints, notices, communications and references shall be deemed to have

been duly given to the contractor if delivered to the contractor or his authorized

agent or left at or posted to the address so given and shall be deemed to have

been so given in the case of posting on the day on which they would have

reached such address in the ordinary course of post or on the day on which they

were so delivered or left. In the case of contract by partners, any change in the

constitution of the firm shall be forthwith notified by the contractor to the ICF.

29 The contract document shall be signed in by ICF and the CONTRACTOR. The

contract documents are complementary and what is called for by any one shall

be as binding as if called by all.

30 The documents comprising this agreement consisting of the agreement between

the parties hereto, shall supercede and cancel all previous negotiations, writings,

commitments or agreements as provided herein. This agreement may not be

released discharged, abandoned, changed or modified in any manner orally or

otherwise except by an instrument in writing, signed by duly authorized Officers

of representatives of each of the parties hereto.

31. Income Tax: Income tax will be deducted at source by the consignee as per the

extant rules.

32.The Tender shall support service directly and shall not do through franchisee or

other third party.

12

33. The contractor shall be responsible to see that the work executed by him does

not if any way infringe or damage the existing structures or other works in the

area. The contractor is liable to take responsibility and rectify for the damage if

any caused to the ICF property during the execution of their work.

34. The tendered shall be required to deposit appropriate EMD as prescribed in the

Tender notice to keep the offer open till the acceptance / rejection thereof is

communicated by the Railway administration or till 90 days from the date of

receipt and opening of tenders, whichever is earlier. The tender without EMD

will be rejected summarily. The earnest money deposit should be in cash or in

any of the following forms.

(i) The earnest money deposit must be remitted in cash for Rs.12,063/- (2% of

approximate value of the contract) to the Asst. Chief Cashier/ICF, Chennai –

600 038 and cash receipt to be enclosed with the tender. EMD may also be

remitted in the form of Deposit receipts or Demand draft drawn in favour of

FA&CAO/ICF, Chennai – 600 038. The deposit in any other form other than

as stipulated will not be accepted.

(ii) Deposit receipts/pay orders or demand drafts. These forms of earnest money

could be from any nationalized banks. No confirmatory advice from the

Reserve Bank of India will be necessary.

(iii) Deposit receipts executed by the Scheduled Banks (Other than the

Nationalized Bank) approved by the Reserve Bank of India for this purpose.

The ICF Administration will not. However, accept deposit receipt without

getting in writing the concurrence of the Reserve Bank of India.

(iv) No interest will be paid on the EMD.

The tenders will not be considered unless the EMD is deposited in accordance with

the stipulation of this para No.8 of the General Conditions of Tender failing which the

tender will summarily be rejected.

(v) The EMD deposited by the successful tenderer will be adjusted against the

Security deposit payable by the successful tenderer. The EMD of the

unsuccessful tenderer will be refunded as soon as the tender is finalized.

13

35 PERFORMANCE GUARANTEE:

35.1 The successful bidder should give a performance guarantee amounting to 5 % of

the work order value in any of the following forms:-

(i) A deposit of cash;

(ii) Irrevocable Bank Guarantee;

(iii) Government Securities including State Loan Bonds at 5 per cent

below the market value;

(iv) Deposit Receipts, Pay Orders, Demand Draft and Guarantee Bonds.

These forms of Performance Guarantee could be either of the State Bank

of India or of any of the Nationalised Banks;

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

Scheduled Banks;

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

(vii) A Deposit in the National Savings Certificates;

(viii) Twelve Years National Defense Certificates;

(ix) Ten Years Defense Deposits;

(x) National Defense Bonds; and

(xi) Unit Trust Certificates at 5 per cent below market value or at the face

value whichever is less.

Also, FDR in favour of FA&CAO/Integral Coach Factory (free of any

encumbrance) shall be accepted.

35.2 The Performance guarantee should be furnished by the contractor on obtaining

written communication from CMO/ICF Hospital and prior to issue of the work

order. The performance guarantee should be valid up to expiry of the Rate

Contract period.

35.3 Performance guarantee shall be released after satisfactory completion of the work.

The procedure for releasing should be same as for security deposit.

35.4 Wherever the contracts are rescinded, the security deposit will be forfeited and the

performance guarantee will be encashed.

36 SECURITY DEPOSIT:

36.1 Security deposit for each work should be 5% of the value of the work order. This

sum will be for the due and faithful fulfillment of the contract by the contractor.

The security deposit, the rates for which are given below, may be deposited by the

contractor in cash or may be recovered.

14

36.2 The security deposit/rate of recovery / mode of recovery shall be as under:-

Security deposit for each work should be 5% of the value of the work order.

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

security deposit is recovered

Security deposits will be recovered only from the running bills of the contract and

no other mode of collecting SD such as SD in the form of instruments like Bank

Guarantee, Fixed Deposit etc.

36.3 The security deposit would be returned to the contractor after the satisfactorily

completion of the work as certified by the Competent Authority.

36.4 Security Deposit will bear no interest.

36.5 Security deposit shall be returned to the contractor after the completion of the

work as certified by the competent authority, after adjustment of any dues payable

by the contractor. Before releasing the SD, an unconditional and unequivocal “No

claim Certificate” will be obtained from the contractor.

15

CHAPTER-III

VARIATION CLAUSE

Variation in quantities:

a) The quantities of various items given in the schedules for the works to be

executed are only approximate and are only for the guidance of the contractor.

As far a possible, they have been assessed correctly but are likely to vary

during the execution of the work. The contractor’s attention is drawn to clause

42 of the General conditions of contract, dealing with variation in quantities.

b) Individual Standard & Non Standard (NS) items, Area of work and Value of

the work in contracts, shall be operated with variation of plus of minus 25%

and payment would be made as per the agreement rate.

c) In case of increase in quantity of an individual/area/value of the work by more

than 25% of the agreement quantity is considered as unavoidable, negotiations

would be held with the contractor for arriving at reasonable rates for

additional quantities in excess of 125% of agreement quantity.

VATIATION CLAUSE

In the event of vitiation occurring due to increase or decrease in

quantities up to 25% among the first, second and third lowest valid tenderer, the

vitiation shall be to contractor’s account. The total value of the work done shall

be calculated at the rate offered by those tenderers and the amount payable shall

be limited to the lowest aggregate value as worked out. Vitiation as above shall

be worked out as a whole agreement including all variation in quantities

ADDITIONAL CALUSES

1. CLAUSE OF PENALTY

Wherever the contracts are rescinded, the security deposit will be forfeited and the

performance guarantee will be encashed..

2. PAYMENT TERMS

Payment :- The payment will be made once in a month. The contractor should

sent a statement of linen washed in the respective month along with Bills to Chief

Medical Officer on or before 3rd

next month. The bill and statement will be

scrutinized and certified by Chief Matron/Matron/Ic after comparison with all the

registers of collection areas.

3 The Contractor should indemnify and keep the purchaser indemnified and

harmless against all actions, suits, claims, demands costs charges or expenses

16

arising in connection with any accident, death or injury, sustained by any person

or persons within the railway premises and any loss or damage to railway

property sustained due to the acts or omissions of the contractor irrespective of

whether such liability arises under the workmen’s compensation act or the fatal

accidents act or any other statute in force from time to time

4. The contractors attention is drawn to Clause 55A of the General conditions of

contract regarding provision of contract labour(Regulation and abolition Act

1970) and the contractor shall comply with the provision in all respects to the

extent applicable under this contract and shall face consequences at his risk and

responsibilities for any lapses on his part.

5.. The tenderer while quoting should indicate their TIN No. & PAN No.

6. PAYMENT OF CONTRACTORS BILLS THROUGH NATIONAL

ELECTRONIC FUND TRANSFER (NEFT)

6.1. The tenderer should submit the consent in a mandate form for receipt of payment

through NEFT and provide the details of bank A/c in line with RBI guidelines for

the same. These details will include bank name, branch name & address, A/c type,

bank A/c no. and bank and branch code as appearing on MICR cheque issued by

bank. Further, the tenderer should also submit certificate from their bank

certifying the correctness of all above mentioned information in the mandate

form. In case of non-payment through NEFT or where NEFT facility is not

available, payment will released through cheque through RPAD.

6.2 The Tenderer / contractor should indicate their NEFT (National Electronic Fund

Transfer) contractor code number (allotted, if any) for payment NEFT contractor

code no. :

6.2.1 The payment for supplies made to this administration and for works executed will

paid through Cheques and sent through the Speed Post Acknowledgment Due,

duly recovering the actual cost from the Firms/ Contractors’ bills. However, if

the firm/contractor desires to receive the cheque by RPAD, they have to explicitly

state the same on the bill and the cost of RPAD will be borne by the

Administration

17

OPTION FORM FOR RECEIVING PAYMENT THROUGH NEFT

1. Name of the Firm :

2. Vendor ID allotted* :

3. Address :

4. Name of the Bank :

5. Branch :

6. Address of the Bank Branch :

7. Account Number :

8. Type of Account :

9. IFS Code of the Branch :

10. MICR Code of the branch :

Authorised signatory of the firm with seal

CERTIFICATION FROM THE BANK AUTHORITY

Certified that the information furnished above are correct. Our Branch is

participating in the NEFT System.

Authorised signatory of the Bank with seal

Note:

1. Account Number and IFS Code should be furnished exactly as appearing in the

Cheque Book and the same may be verified with the Bank.

2. A cancelled cheque may be enclosed for verification.

The contractor shall abide by all the requirements of Environmental Management

System (EMS) being imposed from time to time.

***

18

CHAPTER – IV

PROFORMA FOR SUBMISSION OF THE TENDER

To

The President of India,

Through Chief Medical Officer,

Integral Coach Factory Hospital,

Chennai - 600 038.

Sir,

Sub: Tender No. MD/ICF/203/DHOBI Dated 05.02.2016.

FOR CONTRACT WASHING OF LINEN OF ICF HOSPITAL FOR A

PERIOD OF TWO YEARS.

1. I/ We ………………………. have read the various conditions to tender attached

hereto and hereby agree to abide by the said conditions. I/We also agree to keep

this tender open for acceptance for a period of 180 days from the date fixed for

opening the same and in default thereof. I/We offer to do the work

for……………. at the rates quoted in the attached schedule and hereby bind

myself / ourselves to maintain the work for the period mentioned in the Tender

from the date of issue of letter of acceptance of the tender. I/We also hereby agree

to abide by the general and Special Conditions of Contract and to carry out the

work according to the specifications for materials and works laid down by the

Railway for the present contract.

2. Any legal/penal action can be taken without prejudice to any other rights or

remedies if;

(a) I/ We do not execute the contract documents within seven days after receipt of

notice issued by the Railway that such documents are ready; or

(b) I/ We do not commence the work within three days after receipts of orders to

that effect.

3. Until a formal agreement is prepared and executed, acceptance of this tender shall

constitute a binding contract between us subject to modifications as may be

mutually agreed to between us and indicated in the letter of acceptance of my/our

offer for this work.

Signature of the Tenderer

Date :

Full Address :

Local Address :

Registered Office Address :

Telephone Nos. :

Telegraphic Address :

Telex No. :

Fax No. :

E-Mail Address :

Seal

19

CHAPTER – V

PAST PERFORMANCE OF THE AGENCY

a) COMPLETED WORKS

Sl.No. Client’s

Name

Description of

the work

Date of award

of work

Date of

Completion

Total Value

(in Rs.)

1

2

3

b) WORKS ON HAND

Sl.No. Client’s

Name

Description of

the work

Date of award

of work

Expected Date of

Completion

Total

Value

(in Rs.)

1

2

3

20

CHAPTER - VI

Documents for new entrant

A contractor who has not carried over any work on this Railway should furnish

particulars regarding:

a) His position as an independent Contractor

b) His capacity to undertake and carry out works satisfactorily, as couched

for by a responsible official or firm

c) His Previous experience on works similar to that to be contracted for, in

proof of which original certificates or testimonials may be called for and

their genuineness verified, if needed be, by reference to the signatories

thereof.

d) His knowledge from actual personal investigation of the resources of the

zone or zones in which he offers to work.

e) His ability to supervise the or personally or by competent and duly

authorized agents.

f) His financial position.

Signature of the Tenderer/Contractor

Date

Address