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WEST CENTRAL RAILWAY

Accounts Department

TENDER NO HQ/AC/GA/Admn/ Vehicle/725/2015-18

Name of Work: “Hiring of road vehicles total Nos-06”

(Tata Indigo or similar,Tata indica or similar, Chevrolet-Tavera/Mahindra-

Scorpio/Xylo/Innova)

TENDER CLOSING DATE & TIME :30/06/2015 up to 15.00Hrs

TENDER OPENING DATE & TIME : 30/06/2015 At 15.30 Hrs

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WEST CENTRAL RAILWAY

INDEX

TENDER NO HQ/AC/GA/Admn/ Vehicle/725/2015-18

1 Name of Work Page No. 1

2 Index Page No. 2

3 Tender Notice Page No. 3 - 4

4 Schedule of Works Page No. 5

5 General Terms and Conditions Page No. 6 - 9

6 Additional Special Conditions of

the Contract

Page No. 10 -14

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www.wcr.indianrailways.gov.in.

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WEST CENTRAL RAILWAY Tender Form

FA&CAO’s Office/WCR

TENDER NOTICE NO HQ/AC/GA/Admn/ Vehicle/725/2015-18 Date of issue: 16.06.2015 Financial Adviser & Chief Accounts Officer, West Central Railway, Jabalpur for & on behalf of President of India invites sealed tenders from the reputed and experienced contractors for the following works:

Name of work Estimated Rate Per Month

Approx. Cost

Earnest Money

Hiring period

Date of opening

Hiring of road vehicle – 1)WhiteTata Indigo or similar (1500 KM/ Per Month with AC 12 hrs.a day) (01

Vehicles)

18,735/-

6,74,460/-

Rs.85,140/- Rupees Eighty Five Thousand One Hundred

Forty only

36 months Approx.

30.06.2015

2)WhiteTata Indica or simlar Non AC (2000 KM/Per Month 12 hrs a day ) (03 Vehicles)

19,996/-

21,59,568/-

3)WhiteTata Indica or simlar Non AC (1500 KM/Per Month 12 hrs a day ) (01 Vehicles) ( for Audit Department)

16,739/-

6,02,604/-

4) WhiteTravera/ Mahindra-

Scorpio/Xylo/Innova Non AC or simlar (2000KM/ 24 hrs & 7 days a week) (01

Vehicles)

22,785/-

8,20,260/-

Total

Estimated Cost

42,56,892/- Rupees Forty Two lakh Fifty Six Thousand

Eight Hundred & Ninety Two Only

Validity of offer is 90 days. The tender book can be purchased from the office of Financial Adviser & Chief Accounts Officer, West Central Railway, Jabalpur on any working day between 10.00 hrs to 12.30 hrs. upto 30/06/2015 by submission of cash receipt from railway cash office. The form can be downloaded from the web site of the WCR, i.e. www.wcr.indianrailways.gov.in Cost of tender booklet is Rs. 3000/- (Rupees Three thousand only). Tender form can also be obtained by post, for which an additional amount of Rupees five hundred( Rs.500/-) is required in the form of DD/Pay order in the name of FA&CAO/WCR/JBP. Earnest money shall be deposited in the form of FDR/TDR on any scheduled bank or in cash deposited with Divisional Cashier Railways in the name of FA&CAO/WCR/Jabalpur and the original money receipt should be enclosed along with the offer. Bank guarantee will not be acceptable for the purpose of the earnest money. The sealed tender booklet should be deposited in the tender box kept in the office of Financial Adviser & Chief Accounts Officer, West Central Railway, Jabalpur at Room No. 315 A up to 15.00 hrs. on the 30.06.2015 It will be opened at 15.30 hrs. on the same date in the presence of tenderers / authorized representatives who desire to be present. Tenders are acceptable for the complete work (6 vehicles) only. Registration paper of the vehicle proposed for supply against the tender should be commercial vehicle having registered under taxi quota. The complete tender booklet must be accompanied with earnest money and the signature of offerer must be on the every page of tender booklet, failing which the offer will be summarily rejected.

For FA&CAO/WCR For and on behalf of The President Of India

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WEST CENTRAL RAILWAY

Schedule of Work

Hiring of 06 No of vehicles for the use of officers' of West Central Railway (Accounts/Audit Deptts)

You are requested to go through the Tender document fully and completely and adhere to all the provisions very scrupulously. In case you need any clarifications in respect of better appreciation of the significance, complexity and magnitude of the work involved, or any thing related with this issue you may visit the sites and also you can have meetings with Officers of Railway after fixing mutually convenient time.

Indian Railways Standard Conditions of Contract (Works matters) as current on the date of the tender, subject to modifications or Supplementary instructions to Tenderers and also any special terms and conditions of the contract as may be stipulated by the Railway shall govern the contract. The Tenderers shall be deemed to have offered their rates after acquainting themselves with these conditions and agreeing to abide by them in case their tender is accepted. They can, however, provide for specific deviations from the Indian Railway Standard conditions of Contract (Works matters) and other conditions stipulated, giving reasons for seeking the deviation. The Railway, however, does not bind itself to consider or accept these deviations.

Details of Vehicle required is as below:-

SN Description

Running of vehicle on monthly rate basis upto specified Kms

per month

Extra rate for running of

vehicle for more than specified

Kms in a month for 12 hrs duty

per day

Total Amount

A B

C Rs/- Per month Per vehicle

Rs/- Per extra Kms

NS 1 White Indigo or similar (1500 KM/ Per Month with AC 12

hrs.a day) (01 Vehicles)

Basic Rate

Service Tax

NS 2

WhiteIndica or simlar Non AC (2000 KM/Per Month 12 hrs a day ) (03 Vehicles)

Basic Rate

Service Tax

NS 3

White Indica or simlar Non AC (1500 KM/Per Month 12 hrs a day ) (01 Vehicles) for Audit Deparment

Basic Rate

Service Tax

NS 4

WhiteTravera/ Mahindra-

Scorpio/Xylo/Innova or simlar Non AC (2000KM/

24 hrs & 7 days a week) (01 Vehicles)

Basic Rate

Service Tax

* Rates shall be filled in Figure as well as words also.

Special Condition(If Any):-

(Signature) Contractor

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Annexure - A

GENERAL TERMS AND CONDITIONS

1. The tender shall accompany with the following:- (a) Schedule and terms and conditions duly signed by the tenderer at appropriate place. (b) Attested copies of Partnership deed and power of attorney given by partners/Boards for

executing the work and to receive the payments. (c) Credentials of having executed similar work in Govt./Semi Govt. Or public Undertakings if any.

2. The tender shall accompany with earnest money in the form of FDR/TDR issued by Nationalised bank or scheduled bank or in cash deposited with Divisional Cashier, West Central Railway, Jabalpur for an amount of Rs.85,140/-( Rupees Eighty Five Thousand One Hundred Forty only) in favour of FA & CAO/WCR, Jabalpur. The standing earnest money shall also be accepted from the contractors. Tenders without earnest money will be summarily rejected. Earnest money submitted in the form of indemnity Bond/Pay slip will be summarily rejected.

3. The successful tenderer shall be required to deposit "Performance Guarantee" @ 5% of the total contact value for the due and faithful fulfillment of the contract as per GCC. The "Security deposit" shall be deducted @ 5% of the contact value @ 10% from the running bills as per the extent rules. The performance guarantee shall be deposited in favour of “FA&CAO/WCR”, Jabalpur”. The amount of the performance guarantee will be as applicable as per general conditions of contract on the total contract value.

4. Tenderers, who downloaded the tender forms from the website www.wcr.indianrailways.gov.in should remit the filled tender booklet along with tender cost of Rs. 3,000/- in the form of DD/Pay-order and Earnest money of Rs. 85,140/-( Rupees Eighty Five Thousand One Hundred Forty only) in form of FDR/TDR/DRC in favour of FA&CAO/WCR/JBP, failing which, the tender will be summarily rejected.To purchase the tender form through post an additional amount of `500/-(Rupees five hundred only) in form of DD or Pay order in the name of FA&CAO/WCR is to be sent with the request application.

5. The tenderer shall keep his offer open for minimum 90 days. The validity of offer of 90 days shall be binding.

6(a) The Tenderer is required to provide- i) Service Tax registration no. at the time of bidding. ii) Quoted rates should be clearly bifurcated between basic rate and service tax component.

6(b) The tenderer shall quote unit rate for all the items mentioned in the schedule of work. The rate for each items shall be inclusive of all Taxes, duties, octroi, Transportation charges etc unless it is specifically mentioned to quote any of the above charges separately. If unit rate for all the items mentioned in the schedule of work are not quoted, the tender will be treated as incomplete tender and will be liable for rejection.

7 The Railways reserve the right to increase or decrease the quantity of items mentioned under schedule of work or to delete any item altogether as per Railways General Condtions of Contract.

8 The rates quoted by the tenderer and accepted by Railway Administration shall hold good till completion of work and no additional individual claim will be admissible on account of fluctuation in market rates increase in taxes levies/toll etc.

9 The contractor should furnish telephone numbers provided in their office & residences, which should be attended by responsible persons. It is desirable to the contractor to have mobile phone in working condition.

10 The Commercial Tax, Income Tax and surcharge on income tax etc shall be deducted from the payment made by Railway as per extent rules.

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11 Railway reserves the right to reject all or any tender without assigning any reason thereof or to delete or to change any of the conditions specifications stipulated in the tender.

12 The successful tenderer shall be required to execute an agreement after depositing “Performance Guarantee” within one month from the date of issue of acceptance letter. If the contractor fails to execute the agreement, it will be presumed that contractor has receded from his offer and in the case that earnest money/security deposit may be forfeited.

13 Should there by any dispute of any kind; the same shall be resolved through arbitration.

14 The above terms and conditions are for guidance to all tenderers. However, “Railways General Conditions of contract will govern the tender”.

15 Rate shall be filled in words & figures. In case of any ambiguity, the lowest rate among words & figures will be considered and accordingly total amount for the tender will be evaluated and considered.

16 Tenderers may enclose with their offer any other documents containing explanatory memorandum, catalogue etc. if they so desire.

17 No erasures, alterations or overwriting are permitted on the tender form and ambiguity should be avoided in filling tenders.

18 The tenderer should sign each page of the tender booklet at the bottom. Reference to the total number of pages comprising the offer may also be indicated on the right hand corner of the first sheet.

19 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 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.

20 Tenderers must ensure that the conditions laid down for submission of the offers are completely and correctly fulfilled. Tenders, which are not complete as stipulated above may be summarily rejected. All formats should be filled without leaving any column unfilled.

21 If the tenderer deliberately gives wrong information in his tender or wrongfully creates circumstances for the acceptance of his tender, the Railway reserves the right to reject such tender at any stage.

22 All offers should be written in ink or typed neatly. All offers should be in English/Hindi language. Tenders complete in all respects should be deposited in the Tender BOX maintained for the purpose in the office of the FA&CAO/WCR, Jabalpur in Room No. 315 A so as to reach before the time and date stipulated in the tender notice.

23 Terms of Payment cannot be different from what is provided by the terms and conditions of the Tender. Advance payment or any payment merely on delivery/preparation of documents/ specification like study report, perspective report, plans report etc. is NOT permitted.

24 The tenderer is required to provided details of their experience in similar assignments/works and regarding the credentials/standing of their firm’s credentials. The mandatory requirement of adhering to certain qualifications for participating in this tender may be taken note of by tenderers.

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www.wcr.indianrailways.gov.in

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Annexure - B Additional Special Conditions of the Contract

1. Registration paper of the vehicle proposed for supply against the tender should be commercial vehicle having registered under taxi quota. The tenderers have to submit these documents mandatorily at the time of submission of the tender. In case the tenderer fails to submit the above documents the offer will be treated as invalid.

2. The contractor is to follow strictly all the items specified below for his compliance of the contract. 3. The above work is required to complete in all respects within three years from the date of receipt

of acceptance letter. 4. The make of the vehicles shall not be older than 01.07.13 and in good working condition. However

new vehicles shall be preferred. In case, if the competent authority is not satisfied with the working/performance of the supplied vehicle, a better vehicle will have to be provided by the tenderer within three days.

5. The contractor shall ensure that least inconvenience is caused to any of the occupants of the work

premises. 6. If any deviation from the specification is felt necessary, the Competent Authority shall approve

before proceeding with work. 7. It is the responsibility of the contractor to take due care of the vehicles and services till completion

of the contract. Railways will not bear any responsibility for any damages occurred to any of the vehicles and services or drivers in course of execution of the work, by any reason.

8. The contractor shall make good all damages if any caused by his vehicle/men. 9. The authorised representative of FA&CAO/WCR/JBP shall sort out any dispute arising on

execution of the services. 10. The vehicles proposed to be hired on monthly rate basis for a period of approx. 36 months

or required by the administrations with the condition that giving one-week notice, the agreement could be fore-closed and railway will not be bound to give any reason for the same.

11. Period of hiring can be extended as per GCC at the option of Railway Administration. 12. The vehicle will generally be required to run in Jabalpur area, however the same can be taken out of

Jabalpur, if needed. 13. The vehicle will generally run during day time for 12 hours except of those hired for 24 hrs duty and

all 365 days in a year, however the vehicle shall be used during night time also, if needed. 14. One day off in a week, generally on Sunday, will be offered other than 24 hrs. vehicle, however, the

vehicles, if required by the Rly Admn can also be run on Sunday or seven days in a week. 15. The mileage meter of the vehicles will be counted from the office of FA&CAO/WCR. 16. Contractor will have to make his own arrangement for taking the vehicle for refueling or servicing or

repairing/maintenance as the care may be Oil, fuel etc required for the vehicle should be made available before start of duty hours. Absence of vehicle at the stand during working hours on these accounts or otherwise will be treated as absence and liable for penalty.

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17. Availability of mobile phones with the vehicle drivers is necessary. Drivers should report to duty in

the prescribed uniform i.e. White Tousers and white Shirt.

18. In case of failure of the vehicles, arrangement for alternative vehicle is to be made by the contractor immediately within 15 minutes failing of which no charges will be paid on that day and a penalty of ` 1000/- per day will be imposed and deducted from the contractor’s bill.

19. In case of failure on part of contractor to provide alternative vehicle within 60 minutes, Railway administration can hire any other vehicle and the expenditure incurred by the Railway in arranging alternative vehicle will be deducted from the contractor’s bill.

20. The contractor shall be liable to be fined up to sum of ` 1000/- at the sole discretion of the

administration for each act of misconduct on the part of the contractor or on the part of any of his/their agents/driver or workmen to observe or to perform any of the terms and conditions of contract, the imposition of any such fine shall not effect but shall be without prejudice to the other rights and remedies of the administration under this agreement or by General law. Any appeal against such fine shall be made to the FA&CAO, West Central Railway, Jabalpur whose decision on the contractor’s appeal shall be final.

21. Notwithstanding anything contained in the other clauses of the agreement in the event of

unsatisfactory service or any failure breach of non-observation at any time by the contractor of the terms and provision of this agreement to the satisfaction of the administration in all respects, which shall be the sole judge and whose decision shall be final. Then it shall be lawful for the administration without prejudice to all or any or other right and remedies to make any other arrangements it may consider necessary and forthwith terminate this contract without any previous notice to the contract in case of such termination the security deposit shall be forfeited by the administration and contractors shall have no claim whatsoever against the administration in consequence of such termination of the contract.

22. Regulations/Compliance of labour laws, hours of employment, Insurance and any other

Act/Provision etc. enforce from time to time (in connection with the use of the vehicle) is the duty/responsibility of the owner of the vehicle, West Central Railway will be using the vehicle as a passenger transportation only.

23. Hours of Employment Regulation: The contractor shall be responsible for compliance with the

provision of the hours of employment regulation in respect of the staff employed by him in the manner decided upon by the appropriate authorities.

24. The Vehicle drivers nominated by the contractor should have a valid licence to drive the vehicle as

per the extent provisions of the Government. Driver should have thorough knowledge on traffic regulations, road rules etc as related with driving of road vehicles. Driver should be capable to present himself/themselves related information of the vehicle to the traffic authorities or otherwise, as and when required.

25. The contractor shall not sublet, assign or transfer this contract or any rights or benefits hereunder

to any other person or persons, nor shall the contractor take partners without the prior written consent of FA&CAO, West Central Railway, Jabalpur.

26. The contractor in addition to the indemnity provided by law shall indemnify the Railway

administration against all liability whatsoever to pay compensation under Workmen Compensation Act 1923 as amended form time to time in respect of any accident/injury to any labour employed by him under this contract or compensation in respect of any claim arising out of or in the course of employment under this contract.

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27. The contractor shall comply with the provision of payment of wages act and the minimum wages

act or any other rules made there under as amended form time to time in respect of all employees employed by him in connection with this contract.

28. The contractor should agree to keep the Railway administration indemnified against any and every

other losses, damages by reason of the operation of this contract or by reason of any neglect default act or omissions on the part of the contractor or his workmen suffered by to any property of the Railway administration and or by or to any property of any other person lying or being on premises belonging to the Railway administration.

29. The contractor will maintain a logbook for recording the journey undertaken. The authorised

officials of FA&CAO/WCR/JBP or the department concerned shall sign each trip undertaken. 30. At the end of every calendar month, the contractor shall submit his bills in quadruplicate within ten

days from the end of each calendar month to the nominated representative of the Railway administration. The nominated representative of the Railway administration shall verify and forward the bills with penalty statement if any for payment. Payment will be arranged through NEFT/CORE at the discretion of the Railway administration.

31. No alteration is allowed in the agreement unless entered through subsidiary agreement signed by

both the parties.

32. The work to be undertaken by the contractor under the provisions of this contract and these conditions shall at all times and from time to time be carried out to the entire satisfaction of the Railway Administration.

33. The model/brand of the vehicle can be changed any time during the contract period if desired by the competent authority by giving prior notice of 15 days.

34. No claim shall be admissible against the Railway Administration in respect on cash deposits or containment securities or depreciation thereof.

35. The security deposit will be returned to the contractor after the successful completion of the contract. In the event of any dispute between the Railway administration and the contractor or between the contractor and the labour or any money due to the Railway Administration in reference to this contract, the Railway administration shall not return the security deposit unless the dispute is settled. Contractor shall have no claim for compensation for any such retention made by the Railway administration.

36. Offers of firms/Contractor who does not fulfil conditions mentioned in additional special conditions of contract & General terms & conditions of contract shall not be considered.

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NEFT/CORE