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GOVERNMENT OF INDIA (BHARAT SARKAR)

MINISTRY OF RAILWAYS (RAIL MANTRALAYA)

(RAILWAY BOARD)

NO.2016 BG TC Dated 19.10.2015

To

M/s _________________________,

_________________________,

On behalf of the purchaser viz. President of India, Electronic tender are invited for the

supply of the stores detailed in the schedule to tender attached. Complete set of tender document is

available on the Indian Railways e-procurement site www.ireps.gov.in.

2. The conditions of contract which will govern any contract made under this tender will be as

follows: -

i) Indian Railways Standard Conditions of Contract as amended to date.

ii) Instructions to tenderers attached.

iii) Conditions in the Schedule to tender.

iv) Special conditions to this invitation to tender (Annexure I) attached &/or conditions agreed

mutually.

3. It will be presumed that the firms who have submitted the e-bid along with tender cost, have

gone through all the terms and conditions of tender thoroughly and accept IRS conditions of

contract and Special conditions to this invitation to tender until and unless firms specify the

deviations from terms and conditions of tender and IRS conditions of contract in their quotations.

4.0 Tender Documents and Tender Cost:

4.1 (i) Tenderers are expected to upload their bids after depositing the requisite cost

towards tender document. It is therefore advised that evidence of payment of tender document cost

is kept handy, before attempting submission of e-bid.

(ii) Tender cost can be paid by submitted a Bank Draft drawn on any Nationalized Bank

in favour of the FA&CAO of any of the 16 Zonal Railways payable at their respective headquarters

or by cash deposit to them.

Scanned copy of the receipt in support of depositing the tender cost may be uploaded with

the e-bid. The original receipt should be submitted personally or sent through Registered

Post/Speed Post to Executive Director Railway Stores(C), Railway Board, Rail Bhavan, New Delhi-

110 001 duly indicating the Name of Tenderer, Tender No. and Due date on the reverse of the

receipt. They should also superscribe “Cost of Tender Document for Electronic Tender No.2016

BG TC and closing date 04.12.2015 and time 14.30 hours” on the envelope.

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4.2 Any manual offers found enclosed in the envelopes containing instruments/documents

towards payment of Tender Cost will be treated as invalid offers and will not be considered.

4.3 Manual offers shall NOT be accepted against E-Tenders, even if they submitted on the

firm’s letterhead/any other form acquired or downloaded, and submitted before closing time. All

such manual offers shall be considered invalid offers and shall be rejected summarily without any

consideration.

5.0 Filling of E-Tenders

5.1 Tenders should be duly filled in (on the assigned space), duly signed with the digital

signature and submitted online. All mandatory filed marked (*) have to be filled by the tenders.

5.2 Tenders must fill-in the techno-commercial offer form (consisting of eligibility criteria,

terms and conditions, performance statement, deviation statement & special conditions etc.),

financial offer form and attach scanned copy of necessary documents.

5.3 All the mandatory fields of the techno-commercial offer form & financial offer form (i.e.

Rate page) including basic rate, all taxes and duties (including maximum percentage of Sales

Tax/VAT and Excise Duty), or any other taxes/duties which may become applicable during the

currency of the contract, freight upto destination and any other charges have to be filled up by the

vendor. The unit of rate shall be as indicated in the tender schedule and cannot be altered by the

vendor. All inclusive rates of FOR destination basis shall be automatically calculated by the system

and shown to the vendor before submission of offer (Screenshot/print screen will not be taken as

proof of having submitted the same rate).

6.0 Bid Submission

6.1 E-bid along with the relevant documents must be uploaded and digitally signed with the

digital signature of the pre-authorized personnel of the tenderer already registered with the IREPS

website. Digital signature used must be “Class III-B with Company Name” obtained from G.O.I.

approved Certifying Authority,

6.2 Tenderers must look out for NIT for as soon as it is available in IREPS website and upload

their offer well in advance without waiting for closing date and time, to avoid last minute hassles in

their own computer system or communication line. Purchaser will not be responsible for non-

participation of vendors due to any technical problems on the day of tender closing time.

6.3 Only bids received in the Electronic tender box available on the Web Site www.ireps.gov.in

will be considered.

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6.4 The e-procurement system does not permit submission of any offer after the closing date and

time of that e-Tender. Hence, there is no scope of any Late/Delayed offers in the online bidding

process.

7.0 Tender Opening

7.1 Electronic tender boxes will be opened only after stipulated closing date and time of the

tender as shown in the IREPS Website.

7.2 Electronic tender boxes will be opened by minimum two authorized Railway officials using

their secured digital permissions, passwords and digital private keys obtained from GOI approved

certifying agencies. The icon will indicate that the tenders have been opened.

7.3 Vendor shall not be required to be present in the Railway Board office for any e-Tender

opening process. They can obtain totally transparent bid tabulation statement by logging on the

IREPS website after tender opening.

7.4 All the participating vendors who have submitted valid electronic offers can view their own

offer details as well as the tender tabulation statement after tender opening, from any remote

location using internet access by visiting the web site www.ireps.gov.in instantly after opening of

the virtual tender box, by clicking on the icon.

7.5 The purchaser does not guarantee opening of the tenders immediately after the closing date

and time due to reasons beyond its control and hence tenders can be opened after the due date and

time also. It will however, be ensured that no offers are submitted after tender closing date and

time. Vendors cannot submit/modify any offer or attach any file to it after the closing date and time

as stipulated in the tender notice. System does not permit any alteration, modification, deletion of

any entry or condition, offered by the tenderer in the e-tender, after closure of the virtual tender box.

8.0 Firms are advised to ensure that address furnished by them for getting digital signature from

accredited agencies are same as that furnished to and available with the centralized source

approving authorities such as RDSO. They are further advised that while registering themselves in

the IREPS website for participation in E-procurement system, the same address as above is filled

up, to avoid any vitiation of information and consequent impairment in their credentials.

9.0 E-tender form is not transferable.

10.0 Appendices ‘A’ to I’ may also be read carefully & complied.

(Rajiv Kad)

Director, Railway Stores (POL)

Railway Board.

For & on behalf of the President of India

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OFFER-FORM

Tender NO.2016 BG TC

From:

_________________________ Telegraphic Address

_________________________ Telephone Nos.:

_________________________ (Works)_____________________

(Res.)_______________________

(Mobile)_____________________

FAX No._______________________

To

DIRECTOR RAILWAY STORES (POL)

RAILWAY BOARD,

ROOM NO.156 / 15, RAIL BHAVAN,

NEW DELHI-110001

Dear Sirs,

1. I/We hereby offer to supply the stores detailed in the schedule hereto or such portion there-

of as you specify in the acceptance of tender at the price given in the said schedule.

2. I/We agree to keep our offer valid for acceptance for a period of 150 days from the date of

opening and shall be bound by a communication of acceptance dispatched within the prescribed

time.

3. I/we have read and understood the instructions to tenderers, IRS conditions of contracts as

amended to date and conditions in the schedule to tender and have also thoroughly examined the

relevant specifications and are fully aware of the nature of the stores required and undertake to

supply the stores strictly in accordance with the requirements.

Yours faithfully,

(Signature of Tenderer)

Date_________________ Name(in Block letters:)______________________________

Capacity in which tender is signed_____________________

Address of firm in full: M/s __________________________

__________________________

Signature of witness

Name and address

__________________________

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Schedule to Tender

Price per set:Rs. – 10,000/-

GOVERNMENT OF INDIA (BHARAT SARKAR)

MINISTRY OF RAILWAYS (RAIL MANTRALAYA)

(RAILWAY BOARD)

SCHEDULE TO ADVT. TENDER

NO

TIME & DATE OF CLOSING OF

TENDER

2016 BG TC 14.30 HRS. ON 04.12.2015

OFFER SHALL REMAIN OPEN

FOR ACCEPTANCE UP TO

02.05.2016

ITEM

NO. OF

TENDER

DESCRIPTION OF STORES QUANTITY

(Kgs)

(Approx.)

RATES (Rs. PER KG )

IN

FIGURES

IN

WORDS

(1) (2) (3) (4) (5)

1.

2.

Branded greases conforming to

relevant specifications for the

following brands/types of grades

of products or equivalent

brands/grades as approved by

RDSO for regular and

unrestricted use:

1. Grease for Application on

Axle Box Cylindrical Roller

Bearing of ALCo Diesel

Locos:

SERVOGEM RR-3 (IOC)

BALMEROL

MULTI-GREASE ‘LL-3’ (BL &

CO.)/ MAK RR GREASE – 3

(BPC)/Lithon-RR3(HPC)

Conforming to RDSO

specification No.WD-17-misc.-92

2. Grease for Application on

Traction Motor Gear Case of

ALCo Diesel Locos:

SERVOCOAT 170-T (IOC)/

BLUE COAT –‘3’ (BL & CO.)/

MAK CAMEX COMPOUND-(G)

(BPC)/Balmerol prototrac Lube of

(M/s BalmerLawrie)

1931000Kgs.

2611000Kgs.

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-1A-

NB:

1. Brands which are approved by RDSO are only eligible for consideration.

2. Supplies required in packed condition (200/210 Kgs. drums or approx180/200 Kgs. capacity

drums.)

3. Price should be quoted both in words as well as in figures. Any ambiguity may result in the

offer liable to be ignored.

4. Please refer to IRS Conditions of Contract & Instructions to Tenderers attached.

5. Tender is not transferable

6. It is a multi item tender. Offer value for individual item will be criteria to evaluate inter-se-

ranking of tenderers.

7. Estimated quantity required in each Railway(Zonal Railway/PU) is given in Annexure-II.

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

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TABLE- ‘A’

(please fill up Table ‘A’ carefully)

1. Delivery terms(F.O.R –destination)

2. Discount, if offered

3. Is sales tax/VAT extra@

4. If so, indicate rate and nature of Sales

Tax/VAT and credit on inputs @

5. Is excise duty inclusive/exclusive@

:

6. Indicate the rate of Excise Duty along with

assessable value :

7. DELIVERY PERIOD

(See clause No.4 of “Special Conditions of

Tender”)

Stores are required on Running-Contract

basis during the period from 01.01.2016 to

31.12.2016. The contract shall be valid for

a period of one year from the date of issue

or 31.12.2016, whichever is later.

8. After placement of contract the delivery

will commence within

__________months

9. Monthly rate of supply MTs per month

10. After placement of contract the delivery

will be completed within

________months

11. Payment Terms*

12. Whether earnest money deposited (If no,

reasons)

(See clause No. 14 of “Instructions to

tenderers”)

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13. Whether ready to deposit Security money.

(If no, reasons)

(See clause No. 16 of “Instructions to

tenderers ”)

* IRS conditions may please be referred, read with clause 9 of Special Conditions of Tender. .

@In case ST/ED/VAT is quoted extra but with the provision that it will be charged as applicable at

the time of supply; the offer shall be evaluated for comparison purpose by loading maximum

existing rate of ED& Sales Tax/VAT for the product.

(Signature of Tenderer)

Date_________________ Name in Block letters:______________________________

Capacity in which tender is

signed_____________________

Address of firm in full: M/s.______________________

________________________

________________________

Signature of witness

Name and address

___________________________

___________________________

___________________________

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INSTRUCTIONS TO TENDERERS

1. General Instructions:

1.1 On behalf of President of India, Ministry of Railways, (Rail Mantralaya), (Railway Board),

New Delhi, India (hereafter referred to as the Purchaser), invites tender from established and

reliable manufacturer for the supply as set forth in the “Schedule of requirements”

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

accompanied by its authenticated translation in English; failure to comply with this may render the

offer liable to be rejected. In the event of any discrepancy between an offer in a language other than

English and its English translation, the English translation will prevail.

2. Stores are required at: Various consignees of Railways spread all over India.

3. Indentor: Various indentors of Indian Railways.

4. Method of Purchase

To conclude Running Contract by inviting offer through ‘Advertised Tender’.

5. Qualifying Requirements Of Tenderers

5.1 The tenderer shall provide a satisfactory evidence acceptable to the Purchaser to show that

(a) he is an RDSO approved vendor for the items offered and has adequate technical

knowledge and practical experience;

(b) he has adequate financial stability and status to meet the obligations under the contract

for which he is required to submit report from a recognized Bank or a financial

institution;

(c) There is an established quality control system and organization to ensure adequate

control at all stages of manufacturing process.

5.2 For purpose of para-5.1, the tenderers should additionally submit :-

(a) a statement indicating details of production capacity & equipment employed and quality

control measures adopted as in Appendix-C, D & G.

5.3 In addition to above, further information regarding his capacity/capability, if required by the

Purchaser shall promptly furnished by the tenderer.

5.4 Tenderer not submitting the requisite information may note that his offer is liable to be

ignored.

6. Time Schedule

6.1 The basic consideration and the essence of the contract shall be the strict adherence to the

time schedule for the supply of item/items offered.

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6.2 The time and the date specified in the contract for the delivery of the stores and equipment

shall be deemed to be the essence of the contract and the delivery must be completed not later than

the date so specified. The attention of the tenderers is invited to clauses regarding liquidated

damages and default in the IRS Conditions of Contract by which the contract shall be governed.

6.3 In case of failure on the part of supplier to arrange supplies as per the delivery schedule/

installments fixed in advance, save force majeure conditions or delays attributable to

purchaser, the purchaser reserves the right to levy liquidated damages which shall be

levied as under:

Liquidated Damages & not by way of penalty, a sum equivalent to 2% (Two percent)

of the price of any stores (including elements of taxes, duties, freight etc.) which the

contractor has failed to deliver within the period fixed for delivery in the contract or as

extended for each month or part of a month during which the delivery of such stores

may be in arrears where delivery thereof is accepted after expiry of the aforesaid period,

subject to a maximum of 10% of value of the delayed supplies.

6.4 Upper limit for recovery of liquidated damages in supply contracts will be 10% (TEN

PERCENT) of value of delayed supplies irrespective of delays, unless otherwise provided,

specifically in the contract.

7. Right of Acceptance

7.1 The purchaser reserves the right to place order for a part quantity. The purchaser reserves the

right to reject any or all the tenders, without assigning any reason whatsoever, and its decision will

be final.

7.2 The purchaser may consider for acceptance the alternative specifications duly approved by

the competent authority which ensure equal or higher quality than this specification mentioned in

the tenders specifications. However, the decision of purchaser in this regard shall be final. In this

connection, attention of tenderer is invited to the “Statement of deviations” from tender

specifications (Appendix E) which should invariably be filled and submitted along with the offer

and further two copies of the alternative specifications offered should be sent along with offer.

7.3 Split Ordering

The Purchaser reserves the right to distribute the procurable quantity on one or more of the eligible

tenderers. Zone of consideration of such eligible tenderers will be the right of the Purchaser.

(i) Whenever such distribution/splitting of the tendered/ procurable quantity is made, the quantity distribution will depend (in an inverse manner) upon the differential of rates quoted by

the tenderers (other aspects i.e. adequate capacity – cum – capability, satisfactory past performance

of the tenderers, outstanding orders load for the Railway making the procurement, quoted delivery

schedule vis-à-vis the delivery schedule incorporated in the tender enquiry etc. being same/similar)

in the manner detailed in the table below:-

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Price differential

between L1 & L2.

Quantity distribution ratio between L1 and L2

Upto 3% 60:40

More than 3% and

upto 5%

65:35

More than 5% At least 65% on the L1 tenderer. For the quantity to be

ordered on the L2 tenderer, TC/TAA should decide

keeping in view conditions laid down below.

(ii) If splitting of quantity is required to be done by ordering on tenderers higher than the L2

tenderer, then the quantity distribution proportion amongst the tenderers will be decided by

transparent/logical/ equity based on extrapolation of the model as indicated in Para (i) above.

(iii) The purchaser reserves the right to counter offer the lowest acceptable rate for bulk

ordering to the higher tenderer(s). In the event of rejection of such counter offer(s), the

purchaser will reserve their right to decide on the quantity distribution ratio/proportion.

(iv) The rate of the highest eligible tenderer within the zone of consideration has to be,

per-se, reasonable to the Purchaser.

(v) In the cases of inadequate capacity-cum-capability, dissatisfactory past performance,

large quantity of outstanding orders (liquidation of which will take very long time) etc., the

Purchaser shall have the right to distribute the procurable quantity amongst tenderers with

due consideration to these constraints and in such a manner as would ensure timely supply of

materials in requisite quantity to meet the needs of operation, maintenance, safety etc. of the

Railways, regardless of inter-se ranking of the tenderers and in a fair and transparent manner

with due conformity to the Principle of natural Justice and Equity.

8. Performance Statement

i) All tendering firms who have got orders from Railways or Railway Board or from other govt.

agencies should furnish their performance as on the last day of month preceding the date of opening

of tenders, (Appendix-’B’) in the proforma, failing which their offer is liable to be ignored.

(ii) Tenderers should also furnish the following particulars in their tenders.

a) Total Quantity and value of the orders received from Railways in the period, three years

preceding the month of opening of this tender.

b) Total Quantity and value of quantity supplied in the period mentioned in (a ) above

c) Reasons for non-acceptance of balance quantity.

d) Total Quantity and value of the Quantity supplied in the period mentioned in (a) above.

e) Balance Quantity to be supplied.

f) Reasons for the backlog.

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iii) The performance of the firms holding the current RGC will also be considered for the fresh

RGC, if otherwise eligible against this tender enquiry.

9. Price

9.1 Tenderers are required to quote price subject to price variation as per the following PV

formula:

P1=PQ +0.96x {B01 xEXRATE1X (1 + CUSDUTY 1/100) –

BOQ xEXRATEQ x(1 +CUSDUTY Q/100 } x 0.001

B0 1 & BOQ = 70% of price of SN 500 +30% of price of BS 150

Where

P1= Basic price of finished product applicable for a quarter in Rs./Kgs

PQ =Basic price of finished product in the previous quarter in Rs. /Kgs.

A quarter is defined as Q1 (January-March), Q2 (April-June)

Q3 (July-September) and Q4 (October-December).

BS 150 is the same as B/Stk in ICIS LOR

BO1,.CUSDUTY1= International price of base oil SN 500 & BS 150 on FOB Asia (Export) basis

in USD/MT as per average ICIS LOR quote for the first 2 weeks of the month preceding the quarter

& %age customs duty at that time.

BOQ,.CUSDUTYQ =International price of base oil SN500 & BS 150 on FOB Asia (Export) basis

in USD /MT,as per average ICIS LOR quote for the first 2 weeks of the month preceding the

previous quarter & % age customs duty at that time.

EXRATE 1,. EXRATE Q Average RBI reference exchange

Re/USD Exchange Rate= Rate in the site (http:/www.rbi.org. in/home.aspx) for the first two

Fridays of the month (Reference ICIS LOR quotes) preceding the

respective quarter. In case rate are not published for the said day, the

immediate preceding published figure will be considered

MT/KG conversion factor 0.001.

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9.2 The prices quoted must be net per kg. and must include all charges e.g. siding & shunting,

packing, forwarding and delivery charges etc.

9.3 The tenderers should quote rates on F.O.R Destination basis.

9.4 The purchaser shall, however, not be responsible for the payment of tax or duty made by the

supplier under mis-apprehension of law.

9.5 All prices and other information like documents etc., having a bearing on the price shall be

written both in figures and words in the prescribed offer - form. It may however be noted that

conditional discounts are liable to be ignored for comparison of offers.

9.6 Whenever tender enquiry is for more than one item, the prices must be stated for each item

separately.

9.7 The price quoted by the tenderers should take into account the credit availed on inputs under

the CENVAT scheme, introduced with effect from 01.04.2000. The tenderer should give a

declaration that any set off in respect of duties on inputs (as admissible under law), is being totally

and unconditionally passed on to the purchaser, in the prices quote.

9.8 In the event of additional CENVAT credit being extended by the Government of India, to

cover items ordered against present tender, the same shall be passed on to the purchaser. The bill

for payment should accompany the following certificate:-

a) We hereby declare that no additional CENVAT benefit has accrued to us beyond what

has already been taken into account while submitting our offer & incorporated in the

rates shown in the contract.

b) We hereby declare that the additional CENVAT benefit of Rs.. ....... per kg has accrued

to us beyond what was taken into account while submitting our offer & incorporated in

the rates shown in the contract. We are passing on the same to the purchaser & the bill

has been prepared accordingly.

10. Taxes and Duties :

The tenderers should quote separately the taxes and duties applicable. The concessional

taxes & duties where ever applicable against concessional forms for sale to Government

Organisation (Railways) to be specified clearly.

10.1 All the offers shall be evaluated as per tax regime as applicable on the date of tender

opening.

11. Octroi Duty, Terminal Taxes & Local taxes

11.1 Normally materials supplied to the government Departments against Government contract(s)

are exempted from the levy of town duty, Octroi duty, terminal taxes and the local taxes and duties

imposed by the Municipalities, Cantonment Board and other Local Bodies. The Municipal/Local

Body regulations at times, however, provide for such exemption only on production of an

exemption certificate from an authorized officer.

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11.2 Contractors should ensure that the stores ordered against contracts placed by this office are

exempted from levy of town duty, octroi duty, terminal tax or other local taxes and duties, whenever

required, they should obtain the Exemption Certificate from the concerned consignee or indentor to

avoid payment of Local Taxes or Duties.

11.3 The purchaser will however not be responsible for the payment of tax or duty made by the

supplier under mis-apprehension of law.

11.4 Octroi, if levied, shall be borne by supplier.

12. Depot charges

12.1 The rates should be quoted inclusive of depot charges.

13. Tender Documents & Submission of Offer

13.1 Tenderers are required to answer all the questions mentioned in the attached Appendices `A’

to `I’ and should return the same and this schedule along with offer form, duly filled-in and signed.

13.2 In case the tenderer is an agent of a manufacturer, he must clearly indicate the same and also

enclose a certificate from manufacturer in this regard. Complete address of the works of the

manufacturer where the equipment will be offered for inspection should be indicated in the offer. In

such a case, the past performance of the manufacturer should be indicated along with the details of

machinery & plant etc. It may please be noted that failure to do so, may result in disqualification of

the tender.

13.3 Tenderers must indicate deviation if any from the T/E Specifications in the Proforma

Appendix 'E' attached. In case there are no deviations then this should be confirmed specifically. If

nothing is added it will be assumed that stores conform to tendered description & specifications in

full.

13.4 The offers should remain open for a period of 150 days (incl. the date of opening of

tenders). In absence of any mention to the contrary, the offers will be presumed to be valid for the

above period. It may be noted that offers will lesser validity may get disqualified.

13.5 Printed terms and conditions of the tendering firms not appearing in the body of tender shall

not be considered as forming part of the tender, unless specifically stated so in the body of the

tender. It may clearly be understood that deviations from IRS conditions of contract are neither

appreciated nor generally accepted and offers with deviations are liable to be ignored.

14. Earnest Money

14.1 The earnest money deposit (EMD) shall be taken from all Tenderers against advertised tenders

subject following exemptions.

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a) Vendors registered with NSIC upto monetary limits of their registration for the items

tendered.

b) Vendors registered with Railways upto the monetary limits of their registration for the items

tendered/trade groups of the items tendered.

c) Vendors on approved list of RDSO/PUs/CORE/Railways etc for those specific items for

which they are on approved lists.

d) Manufacturers and their accredited agents.

e) Other Railways, Government Departments.

14.2 The amount of EMD to be taken in advertised tenders, wherever applicable will be 2% of

the estimated tender value subject to an upper limit of :

Rs.5 lakhs for tenders valuing upto Rs.10 crores; and

Rs.10 lakhs for tenders valuing above Rs.10 crores.

14.3 The relaxation for deposit of earnest money will also be applicable to Govt. Deptt. For Public

Sector Undertakings, the relaxation is as under:-

Earnest Money is not required to be deposited by PSUs for the group of items that are

manufactured by them, also for PSUs owned by Ministry of Railways & PSUs that are registered

with Production Units of Railways, Zonal Railways, CORE/ALD, RDSO or with NSIC. For other

PSUs waiver of Earnest Money can be considered in deserving cases.

14.4 The Earnest Money can be deposited in any one of the following alternative forms:

i) A crossed bank draft or pay order issued by a Nationalized/Scheduled Commercial Bank drawn

in favour of FA & CAO/Northern Railway payable at New Delhi.

ii) Bank Guarantee covering the requisite amount from any of the Nationalized/Scheduled

Commercial Banks, in the format enclosed at Appendix 'H'.

iii) In cash to FA & CAO of any of the Railways. In such a case, the cash receipt in original should

be enclosed with the offer.

14.5 The earnest money shall be valid and remain deposited with the purchaser for the period of

180 days from the date of tender opening. If the validity of the tender is extended, the validity of the

Bank Guarantee/or any other document submitted in lieu of Earnest Money will also be suitably

extended by the tenderer, failing which the tender after the expiry of the aforesaid period shall not

be considered by the purchaser.

14.6 No interest shall be payable by the Purchaser on the earnest money.

14.7 The earnest money deposited is liable to be forfeited if the tenderer withdraws or amends,

impairs or derogates from the tender in any respect within the period of validity of his tender.

14.8 The earnest money of the successful tenderer shall be returned after the security deposit as

required in terms of the contract is furnished by the tenderer.

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14.9 If the successful tenderer fails to furnish a security deposit levied for due performance of

contract, as required in the general terms and conditions of the contract, within the stipulated

period, the earnest money shall be liable to be forfeited by the Purchaser.

14.10 Earnest Money of all the unsuccessful tenderer shall be refunded by the Purchaser as early

as possible after the expiry of the bids validity. Tenderer are advised to send a pre receipted challan

along with their bids so that refund of earnest money is made in time.

14.11 Any tender not accompanied by Earnest Money in one of the approved forms acceptable to

the Purchaser is liable to rejected

15. Registration Status

Tendering firms should clearly indicate whether they are registered with

RDSO/DGS&D/Defence (DGQA)/NSIC for the tendered stores, if so, they should indicate their

registration number along with monetary limit. A copy of registration/approval should be enclosed

with the tender.

16. Security Deposit:

16.1 The security deposit shall be taken from all the firms for contracts for items other than safety

items placed against advertised tender and global tenders subject to following exemptions:

a) Venders registered with NSIC upto monetary limit of their registration for the items ordered.

b) Venders registered with Railways upto monetary limit of their registration upto the items

ordered/trade groups for items ordered or venders on approved list of RDSO/PUs/CORE/ Railways

etc for those specific items for which they are on approved list or other Railways, Govt Department

on their specific request and on merits of the case as considered by the tender committee.

16.2 The usual security item should however be taken in case the contracts are placed on

unregistered/unapproved firms or for items for which a particular firm is not registered/approved.

16.3 The amount of Security Deposit to be taken, whenever applicable, will be 10% of the total

value of contract subject to ceiling of Rs.10 lakhs for the contracts valuing upto Rs. 10 crores and

Rs. 20 lakhs for the contracts valuing above Rs. 10 crores.

16.4 Security Deposit will required to be deposited by PSUs except those which are owned by

Ministry of Railways, registered with Production Units of Railways, Zonal Railways, CORE/ALD,

RDSO or NSIC, for supply of those specific items for which they are registered with them. For

other PSUs, waiver of Security deposit can be considered in deserving cases.

17. Important Instructions

17.1 In case tenderer wants to furnish any other relevant information, the same can be furnished

in a separate covering letter.

17.2 Withdrawal of any slab rates after opening the tender may render the entire offer invalid and

invite administrative action which may result in banning of business dealing with firms/suppliers

employing such practices.

17

17.3 Wherever all or most of the approved firms quote equal rates and cartel formation is

suspected, Railways reserve the right to place order on one or more firms with exclusion of the rest

without assigning any reasons thereof.

17.4 Firms are expected to quote for a quantity not less than 50% of tendered quantity. Offers for

quantity less than 50% of tendered quantity will be considered unresponsive and liable to be

rejected in case cartel formation is suspected. Railways, however, reserve the right to order on one

or more firm any quantity.

17.5 The firms who quote in cartel are warned that their names are likely to be deleted from the

list of approved sources.

18. Signing of Tender

18.1 Individual signing the tender and other documents connected with this tender must specify

whether he is signing as

i) A sole proprietor of the firm or constituted attorney of the sole proprietor.

ii) A partner of the firm having authority to quote and refer to arbitration disputes, in case of

partnership firm either by virtue of partnership agreement or a power of attorney.

iii) Constituted Attorney in case of Company.

18.2 In case of (ii) above a copy of partnership agreement and power of attorney attested by

Notary Public should be furnished or Affidavit on stamped paper of all the partners admitting

execution of the partnership agreement of the general power of attorney should be furnished.

18.3 In case of partnership firms, where authority to refer disputes has not been conferred on any

of the partner, the tender and the related documents should be signed by all the partners of the firm.

18.4 A person signing the tender form or connected documents forming part of the contract shall

be deemed to have the authority as indicated earlier. If on enquiry, it is found that the person so

signing had no authority to do so, the purchaser, without prejudice to other Civil and Criminal

remedies cancel the contract and hold the signatory liable for all costs and damages.

19. Communication of Acceptance.

(a) Acceptance by the purchaser will be communicated by Fax/telegram/express letter of

acceptance or formal ‘acceptance of tender.’ In case where acceptance is communicated by

fax/telegram or express letter, the formal acceptance of tender will be forwarded to you as soon as

possible but the instructions contained in the fax/telegram or express letter should be acted upon

immediately.

(b) The concluding contract will be governed by the IRS conditions of contract. If any

departure or substitution from the particular specification is involved, this should be early indicated

in. The tenderer shall furnish his acceptance or otherwise against each clause & sub-clause of IRS /

General and special conditions of the tender. It may be clearly understood that deviation from

Indian Railway Standard Conditions of contract are generally not accepted & so offers with

deviations to IRS conditions of contract, are liable to be ignored.

21. Other special conditions of tender (Annexure I) attached.

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

18

ANNEXURE – I

SPECIAL CONDITIONS OF TENDER

1. Inspection (a) As per Quality Control (QC) / Quality Assurance

Programme (QAP) of PSUs IOC/BL&Co./

BPC/approved vendor of RDSO meeting relevant IS

specifications of products stipulated in the schedule to

tender and Test certificates to be issued by IOC/

BL&Co./ BPC/approved vendor of RDSO.

(b) M/s RITES/DGS&D/RDSO at Railway Board’s option.

2. Packing and Marking

i) For packing of supplies attention is drawn to Clause 1800 of the IRS conditions of contract

and relevant specifications.

ii) Oils will be supplied packed in New, Sound, Non-returnable, 1.25mm thickness Grade –‘A’

Steel Drums, type 2 of 200/210 ltrs., capacity conforming to IS: 1783 (Part-I) of 1993.

iii) Greases will be packed in containers in New, sound, non-returnable, 1.25 mm thickness steel

drums or 175/180/182/200 kgs. capacity conforming to IS : 13997-94 Gr. ‘A’ as far as applicable.

On outside surface of drums anti-rust coating like stove painting be done to protect them from

rusting. At inside surface suitable antirust oil coating be done. Compounds packed in 200/210 kgs.

capacity drums meeting with IS : 1783 (Part – I) of 1993 (Type – 2) .

2.1 Marking:

i) Marking on the drums/cases will be as desired by the purchaser/ISI standard Trade Mark

ii) The description of stores will be stenciled on such containers or package where possible

and marking will be as per clause 5.2 of IS:720/86.

iii) Date/year of manufacture.

iv) Name of manufacturer.

v) Shelf life etc. as per practice.

3. Pre-inspection of stores by the supplier

In the event of contract being awarded, the suppliers should satisfy themselves that the

stores are in accordance with the terms of the contract and fully conform to the required

specification by carrying out a thorough pre-inspection of such consignment before actually

tendering the same for delivery. The supplier shall furnish test results/certificates to the purchaser

and consignee of the stores supplied to various consignees.

19

4. Delivery

4.1 The tenderers should clearly indicate the delivery period offered. The monthly rate of

supply should also be indicated clearly. In case a range of monthly supplies is indicated, the

average rate of supply shall be taken to have been offered. Clause S.Nos.7 to 10 of Table- ‘A’ of

Schedule to tender may also be referred.

4.2 The officers of Railway authorised to issue supply-orders from time to time may place

supply-orders direct against the contract / contracts. Successful tenderer(s) shall have to offer the

stores for delivery as early as possible to ensure that the same are delivered within the terminal date

of delivery indicated in the supply-order. He shall maintain the stocks at the station / station(s)

indicated by him and shall make deliveries against supply-orders from such stocks as and when

required.

4.3 In case of dispatch by rail, the date of RR (Railway-Receipt) will be taken as the date of

delivery and for dispatches by road, the date of receipt of material by consignee(s) shall be treated

as date of delivery.

4.4 No liquidated damages in respect of delay in supplies within the grace period of 21 days

will be leviable where depot / Inspecting Officer Divisional Officer (who is a direct consignee) has

extended delivery period accordingly.

5. Despatch of Railway-Receipts :

Railway Receipts will be dispatched to the Indentor/consignee by registered post.

Telegraphic advice will also be sent to consignees providing details of RRs and wagon numbers to

enable the consignee to unload the consignments. Demurrage charges incurred due to delay in

receiving RRs sent by registered post will be to buyer’s account. If any indenting officer so desires,

the firm can sent RR by ordinary post to enable the indentor to get the same quickly. RRs will be

dispatched promptly after receipt from the Railways.

6. Transit Risk :

6.1 The firm shall be responsible and liable for any shortages, damages or deterioration to the

consignment in transit if the same is to be carried in their own or contractor’s trucks/tanks/lorries to

the destination.

6.2 In case of rail consignments, the firm shall be responsible and liable for such shortage,

damage or deterioration only if the consignment has been booked under “said to contain RR” as a

full wagon load and the Railway seals of the wagons are found intact at the destination station. In

that case a notice is to be served on the supplier by Regd. post indicating the date of the seals of the

wagons being found intact and the details of shortage, damage or deterioration, as the case may be,

as early as possible, but in any case before the expiry of 30 days from the date of taking delivery

from the Railway

20

6.3 In all other cases of rail consignments, the firm will not be responsible and liable for any

shortage, loss, damage or deterioration occurring in transit and the matter will be taken up by the

consignee expeditiously with the concerned Railway Administration.

7. Transit Insurance:

The purchaser will not pay separately for Transit insurance. The supplier will be

responsible till the entire stores contracted for arrive, in good condition at destination & liable for

any shortage, damage or deterioration in terms of Clause 1501 of IRS conditions of contract.

8. System & Terms of Payment :

8.1 As per IRS conditions of contract para 2300 with documents mentioned therein. The firm’s

bills shall be accompanied with original dispatch documents which after payment will be forwarded

to the respective consignees. However, a photocopy of dispatch documents should be directly sent

by the supplier to the respective consignees immediately after dispatch of goods.

8.2 Tenderer to give consent in a mandate form for receipt of payment through ECS/EFT.

8.3 Tenderer to provide the details of Bank A/c in line with RBI guidelines for the same. These

details will include Bank Name, Branch Name & Address, Account type, Bank A/c No. and Bank &

Branch Code as appearing on MICR cheque issued by bank.

8.4 Tenderer to attach certificate from their bank certifying the correctness of all above

mentioned information (as mentioned in Para 8.3 above).

8.5 In case of non-payment through ECS/EFT or where ECS/EFT facility is not available,

payment will be released through cheque.

8.6 In case the deliveries are made through supplier's or their contractors' lorries, the bills will

accompany copies of the contractors' delivery challans duly receipted by the consignee alongwith

inspection certificate. Receipted delivery challans to be signed by respective Rly. Consignee(s).

9. Paying Authority : FA & CAOs of respective Zonal Rlys & Production Units will make

payments for all dispatches made for supply of the stores:

10. Bills and Payment :

The bills will be submitted by the supplier firm to FA & CAOs (Nominated) of Zonal

Railways/Production Units region-wise, and payment will also be received by the suppliers

accordingly.

21

11. Deliveries At Consignee’s Premises (In Trucks):

(i) In all cases quantities filled and dispatched /delivered Ex. Main Installations (MI)/Storage

points will be subject to Clause 6-Transit Risk of “Special Conditions of Contract”.

Variation in volume after dispatch will be to the purchaser’s account in case of supply in

consignee’s truck.

(ii) Handling and decantation of the product from the tank trucks into buyer’s Container at

consignee’s premises will be the buyer’s responsibility.

(iii) Firm’s tank trucks will be released by the consignee within a reasonable time of arrivals at

destination and they will not be subject to any inordinate detention.

(iv) Deliveries will be in full truck loads only.

(v) For returning the tank trucks without taking delivery of the product for any reason

whatsoever, delivery charges will be payable by the Railways at the applicable rates on the

basis of certificate issued by the Internal Auditor’s of Oil company.

(vi) When supplies can not be undertaken to consignee’s premises for any reason, the buyer’s

shall draw their requirements from firm’s supplying depots under their own arrangement.

For such supplies ex-depot rates will supply.

(vii) In the event of dispute regarding the distance, a joint verification will be undertaken by the

firm and the consignee. Firm shall agree to adjust the overdrawals / underpayments based

on the final agreed distance.

12. Guarantee/Warranty: Guarantee/warrantee will be applicable to this contract as per clause

3201 & 3204 of IRS conditions of contract.

13. Arbitration:

13.1 This contract is subject to standard arbitration clause 2900 of IRS conditions of contract

13.2 In case of any dispute in the contract with PSU the following Arbitration clause will be

applicable.

In the event of any dispute or difference relating to the interpretation & application of the

provisions of the contracts, such dispute or difference shall be referred by either party to the

arbitration of one of the arbitrators in the Department of Public Enterprises to be nominated by the

Secretary to the Govt. of India in charge of the Bureau of Public Enterprises. The arbitration and

conciliation Act 1996 shall not be applicable to the arbitration under this clause. The award of the

arbitrator shall be binding upon the parties to the dispute, provided, however, any party aggrieved

by such award may make a further reference for setting aside or revision of the award to the Law

Secretary, Department of Legal Affairs, Ministry of Law & Justice, Govt. of India. Upon such

reference the dispute shall be decided by the Law Secretary or the special Secretary/ Additional

Secretary when so authorized by the Law Secretary, whose decision shall bind the parties finally

and conclusive.

22

14. The purchaser may at any time not later than ________________ (here insert the latest

period when the contractor may be requested for the reduction to ensure agreement before expiry of

the contract period), from the date of commencement of the contract, request the contractor to agree

to a reduction in the prices for the valid reasons and in default of such agreement terminate the

contract at the end of one year from such

15. The purchaser may at any time not later than ________________(here insert the latest

period when the contractor may be requested for the reduction to ensure agreement before expiry of

the contract period), from the date of commencement of the contract, request the contractor to agree

to a reduction in the prices for the valid reasons and in default of such agreement terminate the

contract at the end of one year from such commencement.

16. Force Majeure Clause :

Following standard force majeure clause is applicable to this contract.

If at any time during the continuance of this contract, the performance in whole or in part by

either party of any obligation under this contract shall be prevented or delayed by reason of any war,

hostility acts of public enemy, civil commotions sabotage, fires, floods, explosions, epidemics,

quarantine restrictions, strikes, lock-outs or acts of God (here-in-after referred to as events), provided

notice of the happening of any such eventuality is given by the either party to the other within 21

days from the date of occurrence there-of. Neither party shall by reasons of such event be entitled to

terminate this contract nor shall either party have any claim for damages against the other in respect

of such non – performance or delay in performance and deliveries under the contract shall be

resumed as soon as practicable after such event has come to an end or ceased to exist and the

decision of the Railway Board as to whether the deliveries have been so resumed or not shall be

final and conclusive, provided further that if the performance in whole or in part or any application

under this contract is prevented or delayed by reasons of any such event for a period exceeding 60

days either party may opt to terminate the contract, provide also that if the contract is terminated

under this clause, the purchaser shall have liberty to take over from the contractor at a price fixed by

Railway Board, which shall be final, all unused, undamaged and acceptable materials, bought-out

components and stores in course of manufacture in the possession of the contractor at the time of

such termination of such portion there-of as the purchaser may deem it fit except of such materials,

bought out equipments and stores as the contractor may with the concurrence of the purchaser elect

to retain.

It is also understood in addition that this force Majeure clause will cover firms inability to

supply the stores on account of import restrictions or reductions in foreign exchange allocated for

importation of products, crude oils and additives.

17. Certificate to be given by indentor –

Indentors will give invariably the following certificates in all the supply orders placed against

this contract :

i) Certified that a copy of the Supply-order has been forwarded to the Paying Authority

(Nominated) of the Zonal Railway under registered post and the postal registration number is

……………….dt……

ii) Certified that the supply order No. and date is the same on all the copies of the supply-orders

marked to the Paying Authority (Nominated) of the Zonal Railway /Prod Units.

23

18. Inspection of Suspected Supplies at Destination If the consignee at destination on testing the

product finds it below or off specification, he may book the same back to firm’s nearest/nominated

depot without the firm incurring any demurrage for any detention at the Railway’s consignee

premises and without waiting for the arrival of firm’s representative. However, in such cases,

Railways must intimate firm’s nearest nominated locations telegraphically or over the telephones

about re-booking of the tank wagons and forward Railway receipt duly endorsing it in firm’s

favour. This should apply in respect of those tank wagons which are received by the consignees

with seals intact. The consignee will furnish his laboratory test report in respect of each wagon

rejected by him to the firm in support of such action.

19. Certificate of Genuineness and Correctness of Railway receipt No. and date : The

supplier firm will furnish the following certificate on the bills to the Paying Authority (Nominated)

of the Zonal Railway/Prod.Unit(s) , firm have examined and verified that the goods in respect of

Which the payment is being claimed have been actually dispatched by them Under RR NO. ---------

- dated -------------- which has been forwarded to the Consignee mentioned on the contract under

Registered A/D letter on ------------- . The firm undertake responsibility for the genuineness and

correctness of the RR Details . The responsibility in this regard will rest with the firm as the

contractor.

20. All charges on account of handling of supplies of POL products for delivery into wagons on

rails at places of dispatches shall be borne by the contractor.

21. The supplies are to be booked in full wagon load wherever possible by the most economical

routes, failing which the contractors will render themselves liable for the whole or any part of any

avoidable expenditure caused by such default.

22. In respect of all consignment(s) placed F.O.R. station(s) of dispatch, it is essential that

packing notes shall be furnished to the consignee. The Railway Receipt should be forwarded to the

consignee immediately after dispatch of stores. It shall always be the endeavour of the contractor to

obtain clear Railway Receipt from the Railways in respect of dispatches made by them.

23. In respect of supplies in tank wagons, the contractors should insist on dip-stick measurement

being specified in the Railway Receipt and should also include this information in their invoices.

ALL WAGONS / TANK WAGONS SHOULD BE DULY SEALED AND LABELED BEFORE

DESPATCH.

24. Labeling of Wagons :

The labeling of wagons before delivery/ dispatch shall be carried-out by the suppliers free of

all charges as below:

Tank wagons be labeled/ marked showing

I. Consignee name and address

II. Contents in terms of tons or litres

III. Nomenclature of the stores.

24

25. Conditions of Acceptance

25.1 If on examination of any sample from any portion of supply of the materials is found to be

not fully in accordance with the required specifications, the whole consignment may be rejected.

25.2 The stores shall be of brand new and the best quality and workmanship to the satisfaction of

the Inspector/Indentor/Consignee

25.3 It would be obligatory on the part of the contractor to supply information concerning

contracts as may be required by Ministry of Railways, Railway Board from time to time.

26. Option Clause

The purchaser may at any time during the currency of the contract, increase/decrease the

ordered total quantity of each description of stores shown in the contract by not more than 30% of

the ordered total quantity, at the same price, terms and conditions stipulated in the contract and the

contractor shall be bound to supply the quantity so ordered according to revised delivery schedule

advised by the purchaser fixed on the basis of contractual delivery schedule.

______________________________

25

Annexure-II

Estimated quantity required in Zonal Railways/Pus

S.No. Zonal Rly/PU Requirement of

Servogem RR3 or

equivalent (MT)

Requirement of

Servocoat 170T or

equivalent (MT)

1 CR 153 110 2 ER 207 183 3 ECR 64 266 4 ECOR 78 100 5 NR 208 572 6 NCR 0 219 7 NER 122 73 8 NFR 58 29 9 NWR 96 27 10 SR 227 233 11 SCR 154 131 12 SER 220 159 13 SECR 40 66 14 SWR 45 23 15 WR 158 182 16 WCR 58 217 17 CLW 2 15 @ 18 DLW 4 0 19 ICF 13 0 20 RCF 24 0 21 DLMW 0 6 Total: 1931 2611

@ Last Year’s quantity has been taken

26

APPENDIX – ‘A’

TENDERERS SHOULD FURNISH SPECIFIC ANSWRS TO ALL THE QUESTIONS GIVEN BELOW.

TENDERERS MAY PLEASE NOTE, THAT IF THE ANSWERS SO FURNISHED ARE NOT CLEAR

AND/OR ARE EVASIVE, THE TENDER WILL BE LIABLE TO BE IGNORED.

TENDER NO. DUE FOR OPENING ON OFFER IS OPEN FOR

ACCEPTANCE TILL NO.2016 BG TC

1 Whether the stores offered fully conform to the

technical particulars and specifications/

Drawings, specified by the Purchaser in the

schedule to Tender.

2 If not mention here details of deviations.

3 Brand of Store offered

4 Name and address of manufacturer.

5 Station of manufacturer 6 Please confirm that you have offered the

packing as per tender enquiry requirements. If

not indicate deviations. (Also refer Appendix-‘E’)

7 Gross weight of consignment

8 Net weight of each item

9 What is your permanent Income Tax A/c No,?

10 Indicate whether you are LSU or SSI

Appendix ‘A’ Contd ….2

27

STATUS

11 (a) Are you approved by RDSO for the item

quoted? If yes, whether you have copy of

valid RDSO approval letter.

(b) Whether registered with DGS&D/

Defence (DGQA) for the subject stores and

specifications. If so, confirm whether you

have attached registration Certificate/

approval letter.

12 Whether there is any monetary limit on

registration and attach a copy of

registration.

13. Are you a small scale unit registered with

NSIC under Single Point Registration

Scheme.

14 Whether there is any monetary limit on

registration and attach a copy of

registration.

15 In case you are registered with NSIC under

Single Point Registration Scheme for the

item quoted, confirm whether you have

attached a photo copy of the registration

certificate indicating the items for which

you are registered.

16. If you are not registered either with NSIC or

with DGS&D, please state whether you are

registered with Directorate of Industries of

State Government concerned.

17 If so, confirm whether you have attached a

copy of the certificate issued by Director of

Industry.

18 Please indicate Name & full address of

your banker.

19 Please furnish details of equipment quality

Control in the prescribed proforma

(Appendix-G attached)

(to be given by firms not registered with

DGS&D/ NSIC under the single Point

Registration Scheme/RDSO.)

20 Please furnish your performance statement

in the prescribed form

(Appendix-B of proforma attached).

28

BUSINESS NAME AND CONSTITUTION OF THE FIRM

21 Is the firm registered under □ The Indian Companies Act, 1956.

□ The Indian Partnership Act, 1932

□Any other Act

□ Not registered

22 Please mention the name(s) and

Address(es) of Partners/ Owners

23 Whether the tendering firm is/ are

(If manufacturer’s agents, please enclose

the copy of manufacturer’s authorization)

□Manufacturer

□Manufacturer’s authorized Agents

□Holders in stock of the stores.

24 If stores offered are manufactured in India

please state whether all the raw materials,

components etc. used in their manufacture

are also produced in India.

25 If not, give details of materials

Components etc. that are imported and

their break up of the indigenous and

Imported components together with their

value and proportion it bears to the total

value of the store should also be given

26 Whether Raw materials are held in stock

sufficient for the manufacture of the

stores.

27 Please indicate the stocks in hand at

present time held by you against this

enquiry

28 Please indicate the stock over which you

have secured an option, held by

M/s ______________________________

_________________________________

29 Do you agree to sole arbitration as per

clause 2900 of IRS conditions of contract

(Please note that an omission to answer

this question will be deemed as an

acceptance)

29

FOR PARTENERSHIP FIRMS

30 State whether they are registered or not registered under

Indian Partnership Act, 1932. Should the answer to this

question by a partnership firm be in the affirmative,

please state further:-

(a) Whether by the partnership agreement, authority to

refer disputes concerning the business of the partnership

to arbitration has been conferred on the partner who has

signed the tender

(b) If the answer to (a) is in negative, whether there is

any general power of attorney executed by all the

partners of the firm authorizing the partner who has

signed the tender to refer dispute concerning business of

the partnership to arbitration.

(c) if the answer to either (a) or (b) is in the affirmative

have you already furnished a copy of either the

partnership agreement or the general power of attorney

as the case may be, to Rly. Board,? Please quote the

reference to the communication by which this was done

N.B.1 If a copy of neither the partnership agreement not the general power of attorney has

previously been furnished to the Ministry of Railways (Rly.Bd.) please attach to the tender

a copy of either document on which reliance is placed for authority of partners or the

partner signing the tender refer disputes to arbitration. The copy should be attested by a

Notary Public or its execution should be admitted by affidavit on a properly stamped paper

by all the partners.

N.B.2 Where authority to refer disputes to arbitration has not been given to the partner signing

the tender, the tenders must be signed by every partner of the firm.

31 Whether the price tendered by you is to the best

of your knowledge and belief, not more that the

price usually charged by you for stores of same

nature/class or description to any private

purchaser either foreign or as well as Govt.

Purchaser.

32 If not state the reasons thereof. If any, also

indicate the margin of difference.

33 In respect of indigenous items for which there is

a controlled price, and if the price quoted

exceeds the controlled price the reasons thereof

should be stated.

30

34 Are you holding valid industrial License(s)

Registration Certificate under the industrial

Development and Regulation Act, 1981. if so,

please give particulars of Industrial Income

Registration Certificate.

35 Are you Exempted from the licensing

provisions of the Act, for the manufacture of

item quoted against this tender. If so, please

quote relevant orders and explain your position

36 Whether you possess the requisite license for

manufacture of the stores and/or for the

procurement of raw materials belonging to any

controlled category required for the manufacture

of the store? In the absence of any reply it

would be assumed that no license is required for

the purpose of raw materials and/or that you

possess the required license.

37 Whether business dealing with you have been

banned by Ministry or Railway (Rly.

Board)/Ministry of Commerce (Deptt. Of

Supply)

Please confirm that you have read all the instructions carefully and have complied with accordingly.

Date _________ Signature of Tenderer_____________________________

Name in Block letters:________________________________

Capacity in which tender is singed:______________________

(whether signing as Proprietor/Partner/Constituted Attorney/

duly authorized by the company)

Address of firm in full: M/s____________________

____________________

____________________

____________________

Signature of Witness

Full Name and Address:

31

APPENDIX ‘B’

PROFORMA FOR PERFORMANCE STATEMENT

TENDER NO. DUE FOR OPENING ON OFFER IS OPEN FOR

ACCEPTANCE TILL NO.2016 BG TC

S.N. CONTRACT/RC/

RGC NO. & Date

(SO/ ALLOCATION

ORDER NO./P.O.

No. & Date)

Total

Quantity VALUE (in Rs.)

Original Date

Of Delivery

Stipulated In

The contract/

Extended Date

of Delivery

Actual

Date Of

Delivery

& Qty

REMARKS

(here mention

reasons for not

adhering to the

original

delivery date)

32

APPENDIX ‘C’

PROFORMA FOR PRODUCTION CAPACITY

TENDER NO DUE FOR OPENING ON

NO.2016 BG TC (All details required only for the items tendered)

1 Name and address of manufacturer

2 Location of the factory

3 Brand of stores offered

4 Have the material offered by you been approved by the

Research Designs and standards Organization (RDSO),

Lucknow. If so, the capacities approved and the necessary

references may be quoted.

5 Indicate the place where you have distribution centres and

where stocks are maintained

6 What is the installed monthly capacity for the items covered

under this tender? Indicate the capacity separately on a single

shift basis and on multiple shift basis, if so worked.

7 What was the average monthly production during the last 5

years on single shift basis.

8 What is the existing load

9 How much of the above is covered by orders of the Railways?

10 What portion of the actual production capacity will be reserved

for this running contract?

This should be indicated clearly in terms of quantity per month.

11. HAVE YOU SUPPLIED THE STORES TENDERED FOR IN THE PAST? IF SO, DETAILS OF

SUPPLIES IN THE LAST TWELVE MONTHS MAY BE FURNISHED:

a)Description

b)Total quantity Supplied

c)Total quantity ordered

d) Total quantity pending on the date of tendering

e) Any other relevant particulars

Signature of Tenderer

33

APPENDIX ‘D’

PARTICULARS REGARDING TECHNICAL COMPETENCE AND CAPACITY

1) Name and address of the firm

2) Location of the manufacturing factory

3) Are you registered with RDSO/DGS&D/Defence

(DGQA) NSIC?. If so, give registration No. & Date

and items for which registered

4) Have you any foreign collaboration? If so, give Particulars.

5) Particulars of plant & machinery installed (attach

Statement if required)

6) Technical staff employed

7) Description of Stores (Indicate tender No. an item No.)

8) Details of testing and internal inspection facilities

9) Job if any to be assigned to sub-contractors Give name and address of the sub-contractors

10) Net available capacity of monthly out-turn excluding

that required for existing load on hand

Signature and Seal of the Tenderer

34

APPENDIX-‘E’

STATEMENT OF DEVIATIONS FROM TENDER SPECIFICATIONS

TENDER NO. DUE FOR OPENING ON

NO.2016 BG TC

ITEM NO DESCRITPTION PARTICULARS OF DEVIATION

35

APPENDIX ‘F’

STATEMENT OF DEVIATIONS FROM IRS/GENERAL CONDITIONS AND SPECIAL

CONDITIONS OF THE TENDER

TENDER NO. DUE FOR OPENING ON

NO.2016 BG TC

S.NO. REFERENCE TO TERMS

AND CONDITIONS OF

TENDER

DEVIATIONS IN THE OFFER REMARKS

36

APPENDIX ‘G’

PROFORMA FOR EQUIPMENT AND QUALITY CONTROL

(TO BE FURNISHED IN TRIPLICATE)

TENDER NO DUE FOR OPENING ON

NO.2016 BG TC

(All details required only for the items tendered)

1 Name and address of the firm

2 Telephone Nos. Office-----------------------------

Factory/works------------------

Residence------------------------

Mobile----------------------------

Fax--------------------------------

3 Location of Manufacturing Factory

4 Have you any foreign collaboration? If so, give

particulars

5 Details of Industrial licenses, wherever required as per

Statutory regulations.

6 Details of plant and Machinery erected and functioning

in each department ( monographs and description

pamphlets) be supplied.

7 Whether the process of manufacture in the factory is

carried out with the aid of power or without it

8 Details and stock of raw material held

9 Production capacity of item(s) quoted for, with the

existing plant and machinery

Normal

Maximum

10 Details of arrangement for quality control products such

as laboratory etc.

11 Details of technical supervisory staff-in-charge of

production and quality control

12 Skilled labour employed

13 Unskilled labour employed

14 Maximum number of workers (skilled & unskilled)

employed on any time during the 18 months preceding

the date of application

15 Whether stores were tested to any standard

specifications if so, copies of original test certificates

should be submitted in triplicate

16 Are you registered with

RDSO/DGS&D/Defence(DGQA)/NSIC for the stores

mentioned in ‘schedule to Tender’ if so, furnish full

particulars of registration, period of currency etc.

(Attach a sheet wherever necessary)

Signature of the Tenderer

37

APPENDIX –‘H’

PROFORMA FOR SUBMISSION OF BANK GUARANTEE TOWARDS EARNEST

MONEY

In consideration of the President of India (hereinafter called ‘the Government’) having

agreed to accept from -----------------------------------------------{hereinafter called’ the said

Tenderer(s’} earnest money in the form of Guarantee Bond, under the terms and conditions of

tender dated ________________ in connection with

____________________________________________________________________(herein after

called ’the said tenderer’ for the due observance by the said tenderer of the stipulation to keep the

offer open for acceptance for a period of ______ days from the date of opening of tenders, to

execute an agreement within the time specified, to start work within the period specified after

notification of the acceptance of his/their tender and the deposit of Earnest Money in cash or furnish

fresh Bank Guarantee for the said amount as part of security for the due and faithful fulfillment of

contract on acceptance of the tender on production a Bank Guarantee for Rs

____________________________ (Rupees____________________________________only.)

We___________ Bank, do hereby undertake to pay on demand to the Government, the sum

of Rs. _____________________ in the event of the said tender having incurred forfeiture of earnest

money/security deposit an aforesaid for the breach of any of the terms and conditions of the

stipulations aforesaid and contained in the said tender under an order of the authority competent to

invite tender.

We____________________________________ Bank, further agree the guarantee herein

contained shall remain in full force and effect till the authority competent to invite the tender

discharges the guarantee, subject to however, that the Government shall have no right under this

Bond after the expiry of one year from the date of its execution and our liability under the bond

shall be discharged if the demand for payment is not made within this period.

We______________________Bank, lastly undertake not to revoke this guarantee during its

currency except with the previous consent of the Government in writing

Dated the _____________ Day of __________________

For _____________________ Bank____________________

38

APPENDIX-‘I’

PROFORMA OF BANK GUARANTEE FOR CONTRACT PERFORMANCE GUARANTEE BOND

Ref............... Date.........................

Bank Guarantee No................

To

THE PRESIDENT OF INDIA.

acting through the Executive Director, Railway Stores ( C)

Ministry of Railway,

(Railway Board), Rail Bhavan,

New Delhi-110001, INDIA.

1. Against contract vide Advance Acceptance of the Tender No...................................

dated.................................... covering supply of.........................................................

(hereinafter called the said 'contract') entered into between the President of India

and.............................................................. .............(hereinafter called the 'Contractor1) this is to certify that at the

request of the Contractor we............................................................. Bank Ltd.,are holding in trust in

favour of the President of India, the amount of........................................

.................................................................. (write the sum here in words) to indemnity and keep indemnified the President

of India (Govt. of India) against any loss or damage that may be caused to or suffered by the President of India

(Govt. of India) by reason of any breach by the Contractor of any of the terms and conditions of the said contract

and/or the performance thereof. We agree that the decision of the President of India (Govt. of India), whether any

breach of any of the terms and conditions of the said contract and/or in the performance thereof has been committed

by the Contractor and the amount of loss or damage that has been caused or suffered by the President of India

(Govt. of India) shall be final and binding on us and the amount of the said loss or damage shall be paid by us

forthwith on demand and without demur to the President of India (Govt. of India).

2. 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 satisfactory

performance and fulfilment in all respects of the said contract by the Contractor i.e.

till.............................................(viz. the date up to 12 months after the date of last shipment/delivery,

of the goods ordered) hereinafter called the 'said date' and that if any claim accrues or arises against

us.................................... Bank Ltd., by virtue of this guarantee before the said date, the same shall be

enforceable against us......................................................Bank Ltd.), notwithstanding the fact that the

same is enforced within six months after the said date, provided that notice of any such claim has been given to

us.......................................Bank/Ltd., by the President of India (Govt. of India) before the said date. Payment

under this letter of guarantee shall be made promptly upon our receipt of notice to that effect from the president of

India (Govt. of India).

39

3. It is fully understood that this guarantee is effective from the date of the said contract and that

we................................................Bank Ltd., undertake not to revoke this guarantee during its currency

without the consent in writing of the President of India (Govt. of India).

4. We undertake to pay to the Government any money so demanded notwithstanding any dispute or disputes

raised by the Contractor in any suit or proceeding pending before any Court or Tribunal relating thereto our liability

under this present being absolute and unequivocal.

The payments so made by us under this bond shall be a valid discharge of our liability for payment there under and the

Contractor shall have no claim against us for making such payment.

5. We....................................Bank Ltd., further agree that the President of India(Govt. of India) shall have the

fullest

liberty, without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said contract or

to extend time of performance by the Contractor from time to time or to postpone for any time or from time to time any of the

powers exercisable by the President of India (Govt. of India), against the said Contractor and to for bear or enforce any of

the terms and conditions relating to the said contracts and we....................................Bank Ltd., shall not be released

from our liability under this guarantee by reason of any such variation or extension being granted to the said Contractor or for

any forbearance and/ or omission on the part of the President of India or any indulgence by the President of India the said

Contractor or by any other matter or thing what-so-ever, which under the law relating to sure lies, would, but for this provision

have the effect of so releasing us from our liability under this guarantee.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor.

Date........................... Signature.............................

Place........................... Printed Name........................

Witness........................ ........................................

(Designation)

……………………………….

Bank's Common Seal