INSTRUCTIONS TO TENDERERS REGARDING...

Signature of the Tenderer

INSTRUCTIONS TO TENDERERS REGARDING TENDER FORMS DOWNLOADEDFROM INTERNET

1. Tender file is to be down loaded from the internet and printout is to be taken on A4 size paperand details are to be entered by the tenderer at the various locations in the document. It isadvisable that the down loaded tender document to be printed through high quality printers only.Submission of Xerox or photocopy of tender document is prohibited.

2. This tender document (in full) downloaded along with the various documents required to besubmitted as per the tender conditions in a sealed cover duly subscribing with the name of thework, tender notice no. and date, submission of tender downloaded from the internet etc and thesame should be dropped in the tender box provided in the Office of Chief Project Manager atFirst Floor of Main administrative building / Shell / ICF before the date and time stipulatedin the tender document.

3. The cost of tender document as indicated in the tender document will have to be deposited bythe tenderer in the form of cash / Demand Draft from State Bank of India or any otherNationalised bank or by a scheduled bank drawn in favour of FA&CAO/ICF Chennai -38, alongwith the technical bid (Packet –I). A single demand draft for the cost of tender form and EarnestMoney Deposit will not be accepted. Tender not accompanied with the cash receipt /demanddraft towards the cost of the tender document will be summarily rejected.

4. The earnest money deposit in the form of cash / Demand Draft from State Bank of India orany other Nationalised bank or by a scheduled bank drawn in favour of FA&CAO/ICFChennai-38, along with the technical bid (Packet –I) to be submitted.

5. Tenders are advised to download tender documents well in advance and submit the tenderbefore the stipulated time. It is the responsibility of the Tender to check any correction orany modifications published subsequently in Web site and the same shall be taken intoaccount while submitting the tender. Tenderer shall down load corrigendum (if any), printout, sign and attach it with the main tender document. Tender document not accompaniedby published corrigendum/s is liable to be rejected. The Railway will not be responsible forany postal delays/ delay in downloading of tender document from the internet.

6. The tenderer may please note that the rate for items should be written in figures and in wordsby black or blue ball point pen only. Each page of tender document should be signed by thetenderer.

7. Tenderer/s are free to download tender document, for the purpose of perusal as well as forusing the same as tender document for submitting the offer. If any discrepancy is found betweenthe submitted tender document and the uploaded tender document the offer will be summarilyrejected and the decision of the ICF will be binding. No claim on this account will beentertained.


8. If any change/ addition/ deletion is made by the Tenderer/ Contractor and the same is detectedat any stage even after the award of the tender, full earnest money deposit will be forfeited andthe contract will be terminated at his/ their risk and cost. The tenderer is also liable to be bannedfrom doing business with Railways and/ or prosecuted.

9.The following declaration should be given by the tenderer while submitting the tender:Declaration

(a) I/ We have downloaded the tender form from the internet sitehttp://www.icf.indianrailways.gov.in and I/ We have not tampered/ modified thetender forms in any manner. In case, if the same is found to be tampered/ modified I/ Weunderstand that my/ our tender will be summarily rejected and full earnest money depositwill be forfeited and I/ We am/ are liable to be banned from doing business withRailways and/ or prosecuted.

(b) I / We submitting a demand draft no. _______________ dated _________ issued by________________________________ for Rs. __________ towards the cost of tenderform.

Signature of Tenderer:

Date:

Address:


INTEGRAL COACH FACTORY, CHENNAI – 600 038

MECHANICAL DEPARTMENT

TENDER DOCUMENT

TENDER NO: CPM/Hiring/16-17/OT/1

DESCRIPTION OF THE WORK

“Empanelment of agencies/firms and Hiring of 11 vehicles (10 nos AC cars of segment-A + 1 Non-AC vehicle of segment-C) for use by ICF”.

(Under Two Packet system-Packet –I technical bidPacket- II financial bid )

Sl. No. Contents Page no.

1. Contract Schedule 4

2. Scope of the Work 5

3. Submission of tender 6

4. Eligibility of tenderers 8

5. Instructions to the tenderers 10

6. Other conditions of contract 11

7. Format Agreement for works 19

8. Schedule of rates 21

9. Particulars of the Tenderer 23

10. Tender notice 24

11. Mandate form for NEFT 25

12. Condition of vehicles (Annexure II) 26

13. Annexure –III 27

14. Annexure- IV 28


1.CONTRACT SCHEDULE :

The President, Union of India,Acting through theIntegral Coach Factory.Chennai-38

I/WE ------------------------------- have read and understood the various specifications, instructionsand the conditions of contract attached hereto and hereby agree to abide by the said conditions.I/WE also agree to keep this tender open for acceptance for a period of 90 days from the datefixed for opening the same and in default there of I/WE will be liable for forfeiture of My/ourSecurity Deposit.I/WE offer to do the work of ““Empanelment of agencies/firms and Hiring of 11 vehicles (10nos AC cars of segment-A + 1 Non-AC vehicle of segment-C) for use by ICF”. (Tender No.CPM/Hiring/16-17/OT/1) at the rates quoted in the attached schedule upon and subjected to theterms and conditions of contract here to annexed and hereby bind myself/ourselves to cover theperiod of one year duly starting the work on the date specified in the letter of acceptance of thetender. I/We also hereby agree to abide by the General and special conditions of contract and tocarry out the work according to the specifications laid down by the Administration for thepresent contract.Yours acceptance of this tender, either wholly or as to a part only of the said work, by an officerof the Integral Coach Factory, empowered to sign an agreement of this nature, shall constitute abinding contract between you and me/us to do the work in respect of which my/our offer isaccepted in terms of the aforesaid offer.A sum of ₹ 1,21,176/- (Rupees One Lakh twenty one Thousand one Hundred and seventy sixOnly) is herewith forwarded as Earnest Money Deposit. The full value of the Earnest Moneyshall stand forfeited without prejudice to any other rights or remedies if,

a) I/We do not execute the contract documents within seven days after the receipt of noticeissued by the Railway that such documents are ready, or

b) I/We do not commence the work within a period of one month from the date of signing thecontract or on the date specified in the letter of acceptance of the tender.

c) Until a formal agreement is prepared and executed, acceptance of this tender shall constitute abinding contract between us subject to modifications as may be mutually agreed to between usand indicated in the letter of acceptance of my/our offer for this work.

Tenderer’s Address:

Signature of the TenderDate:SIGNATURE OF WITNESS.

1. ------------

2. ----------Encl:Cash Receipt No ----------- dated -------- issued by Asst. Chief Cashier/ICF.


Name of the work :“Empanelment of agencies/firms and Hiring of 11vehicles (10 nos AC cars of segment-A + 1 Non-ACvehicle of segment-C) for use by ICF”.

Segment-A Vehicles : Segment A means vehicles of more than 4 metres inlength (Toyota Etios , Toyota Innova or Nissan Sunny only )

Segment –C vehicles : Tata Sumo/ Tavera

Number of vehicles : 11 (Eleven only )

Tender No. : CPM / Hiring /16-17/OT/1.

Period of Contract : One year

Value of Contract : Rs.60,58,800/- ( Rupees sixty lakhs fifty eight thousand and

eight hundred only)

2.SCOPE OF THE WORK:

“Empanelment of agencies/firms and Hiring of 11 vehicles (10 nos AC cars of segment-A + 1Non-AC vehicle of segment-C) for use by ICF” for a period of one year.

Segment-A Vehicles : Segment A means cars of more than 4 metres inlength (Toyota Etios, Toyota Innova or Nissan Sunny only)

Segment –C vehicles : Segment –C means Tata Sumo/ Tavera

NOTE:

2.1 Monthly Rate quoted is to be fixed for the complete period of contract comprising allcharges including fuel charges (irrespective of variation in fuel charges during the periodof contract)

2.2 The hiring will be for a period of 12 months for11 vehicles (10 nos AC cars of segment-A +1 Non-AC vehicle of segment-C) Segment- A means vehicles of more than 4 metres in length(Toyota Etios, Toyota Innova or Nissan Sunny only) Segment –C means Tata Sumo/ Taverafrom the date of LOA. Expected maximum of 2600 cumulative Kilometers per vehicle in amonth shall be operated including Sundays/Holidays.

2.3 Vehicle shall be required generally for 12 hours in a day. Vehicle user shall decide about thetiming of vehicle for starting and end of the trip. On certification by the user beyond 12 hours onany particular day, the extra payment of Rs. 75/- per extra hour shall be paid.

2.4 Additional Kilometers beyond cumulative 2600 kilometers in a month would be paid at a rateof Rs.10/- per kilometer.

2.5 Maximum no. of working days in a calendar month:i) 28 days with 2 days off, given in a month for maintenance/repairs for Segment –A vehicles.


ii) 26 days with 4 days off, given in a month for maintenance/repairs for Segment -C vehicles.

3. SUBMISSION OF TENDER:

3.1 Mode of Tendering would be under TWO PACKET SYSTEM (Technical bid and financialbid) for the proposed empanelment of agencies as mentioned below:

3.2 Tender is invited in ‘Two-Packet’ system (packet-I technical bid and packet-II financial bid)for the proposed Hiring work as under:-

In this system, the tenderers shall submit their quotations/offers in two sealed packets.

Packet-I containing the Technical & Eligibility criteria details and documents and Packet-II containing the Financial Bid (i.e, Annexure –I only)

The packet-I shall contain details of the vehicles and other technical details as required in thetender document. The packet-I shall superscripted as “Technical Bid”.

Packet –II consisting of only monthly rate quoted shall be super scribed “Financial Bid” .

Both the packets shall be sealed kept inside a single large cover and submitted duly sealed andon top of the sealed large cover super scribed as “Empanelment of agencies/firms and Hiring of11 vehicles (10 nos AC cars of segment-A + 1 Non-AC vehicle of segment-C) for use by ICF”.

The tender opening can be witnessed by the tenderers / representatives at the time of opening oftender.The same shall be subsequently evaluated by the Tender Committee. The financial bid offers oftechnically suitable and acceptable firms only will be opened and the tender shall be processedfor finalization. The date of opening of Financial Bid will be intimated to the acceptable andtechnically suitable tenderers only.

Remaining offers ( packet-II)will be returned back to the unsuccessful tenderers unopened.

Note:

i) Tenderer shall not mention the rate in any form in the technical Bid(packet-I) failing which would lead to summarily rejection of the Offer.

ii) Tenderer shall submit the EARNEST MONEY DEPOSIT(EMD) and cost of tenderdocument in the technical bid( packet –I) failing which would lead to summarilyrejection of the Offer.

Only the eligible and technically acceptable tenderers would be called for opening of financialbid( PACKET –II). After opening of financial bid, and analyzing the rates quoted by thetenderers, the accepted reasonable L-1 rates as decided by ICF shall be made accepted operatingrate of the vehicles tendered and the same rate will also be offered to the other firms quotinghigher rates.

The firms found quoting rates less than the minimum workable rates (reasonable L1) as adjudgedby ICF will not be considered.

On acceptance of the L1 rate by the other Contractor / Tenderers to whom the counter rates areoffered, these tenderers shall be empanelled at the rates offered decided by ICF. It may be noted


that the SD and PG will be required to be submitted by the firm calculated on the value of initialcontract awarded to them.

The initial number of vehicles would be distributed to the Contractors / Tenderers as pertabulation given below depending on the number of sources. In case other firms not acceptingthe counter offer rates the entire quantity can also be given to the successful L1 bidder.

a) Two sources :

Price differential between L1 and L2 Quantity distribution ratio

between L1 and L2

Upto 3% 60 : 40 (in this case 6cars and 5 cars)

More than 3% and upto 5% 65 : 35 (in this case 7cars and 4 cars)

More than 5% Atleast 65% on the L1tenderer.(in this caseatleast 7cars on L1 tenderer.)

b) Three sources

Price differential between L1 and L2/L3 Quantity distribution ratio

between L1, L2 and L3

Upto 3% 50:30:20 (in this case 5cars,4cars,2 cars)

More than 3% and upto 5% 55:30:15 (in this case 6 cars,3 cars,2 cars)

More than 5% Atleast 55% on the L1tenderer. (in this caseatleast 6cars on L1 tenderer )

c) Based on the counter offer and acceptable reasonable L1 rates the firms will be empaneled .

The performance of all the empanelled firms operating the contract will be evaluated duringexecution of the contract . If any firms is found unsatisfactory based on the recordedpenalties/warnings the number of vehicles will be reduced consequently the quantity of the otherfirms will be increased.

Tenders must be submitted in the prescribed format duly in the Tender box provided for thepurpose in the Office of Chief Project Manager (CPM), Ist Floor Shell Administrative Building,ICF Chennai – 38 well in advance of the date and time mentioned in Tender Notice .

All the pages of the Tender document shall be signed by the tenderer.

The tenderers should avoid over writings and erasures. If there are any alterations, theyshould be attested.


Should a tenderer find discrepancies in, or omissions from any of the tender forms, orshould be on doubt as to their meaning, he should at once notify for clarification with theauthority inviting tenders who may send necessary instructions to all tenders. It shall beunderstood that every endeavour has been made to avoid any error which can materiallyaffect the basis of the tender and the successful tenderer shall take upon himself andprovide for the risk or any error which may subsequently be discovered and shall makeno subsequent claim on account thereof.

Should a tenderer be a retired engineer of the gazetted rank or any other gazetted Officerworking before his retirement, whether in the executive or Administrative capacity orwhether holding a pension-able post or not in any of the Railways owned andadministered by the President of India for the time being, or should a tenderer being apartnership firm have as one of its partners a retired engineer or retired gazetted officer asaforesaid, or should a tenderer being an incorporated company have any such retiredengineer or retired officer as one of its Directors or should a tenderer have in hisemployment any retired engineer or retired gazetted officer as aforesaid the fullinformation as to the date of retirement of such engineer or gazetted officer had notretired from Government service at least two years prior to the date of submission of thetender as to whether permission for taking such contract or if the contractor be apartnership firm or any incorporated company to become a partner or director as the casemay be, or to take employment under the contractor has been obtained by the tenderer orthe engineer or the officer as the case may be from the President of India or any officerduly authorized by him, in this behalf, shall be clearly stated in writing at the time ofsubmitting the tender, Tenders without the information above referred to or a statement tothe effect that no such retired engineer or retired gazetted officer is so associated with thetenderer as the case may be, shall be rejected. The tenderer should submit the detailsof the same as per the format enclosed in Annexure-IV.

Should a tenderer have a relative or relatives, or in the case of firm or company ofcontractors one or more of its shareholders or a relative or relatives of the shareholdersemployed in gazetted capacity in the Integral Coach Factory, Chennai-600038 or have inhis/their employment any ex-authority inviting tenders shall be informed of the fact at thetime of submission of tender, failing which the tender may be disqualified or if such factsubsequently comes to light, the contract may be rescinded in accordance with theprovisions in clause 61 (1), (2),(3) of the Standard General Conditions of contract 2014

The Administration reserves the right to publish the names and rates of the successfultenderer.

4.ELIGIBILITY OF TENDERER:

4.1.Tenderer should have completed at least one similar single work, for a minimum value of35% of advertised Tender Value of Work i.e Rupees 21,20,580/-( Rupees twenty one lakhstwenty thousand five hundred and eighty only ) in the last three financial years (i.e. currentyear and three previous financial years). The tenderer should submit the details of similarsingle work as per the format enclosed in Annexure-III.


Similar nature of work is defined as follows:

Any work involving hiring or providing of passenger cars to any of the Governmentorganizations.

4.2Tenderer should have received a minimum of 150% of advertised Tender Value of Work i.e,Rs. 90,88,200/-( Rupees ninety lakhs eighty eight thousand and two hundred ) during the lastthree years (i.e. current year and three previous financial years).

“All documents to support fulfillment of eligibility criteria should be furnished invariablyalong with the tender and should be available at the time of tender opening. Tenders notaccompanied by documentary evidence, in support of eligibility criteria, will be rejectedoutright. No post-tender communication, in any form, will be made or entertained afteropening of tenders, in this regard.”.

4.3. SPECIAL CONDITIONS OF CONTRACT that form a part of evaluation of the technicalbid ( Packet-I):

4.3.1 Tenderer shall provide details of minimum 4 vehicles of Segment-‘A’(copy of RC booketc of vehicles registered on or after 01.01.15)

4.3.2 All the 4 vehicles of segment-A shall have commercial registration.

4.3.3 The vehicles to be supplied should be registered on or after 01.01.2015.

4.3.4 The monthly rate quoted by tenderer shall be an all inclusive rate which shall includebut not be limited to the following. Income tax or any other Government levies shall berecovered at sources at the rates prevailing at the time of passing the bill. Present rate ofIncome Tax is @ 2% (Two percent) deducted at source from each bill unless otherwiseauthorized by income tax department. Service Tax if any should be borne by thetenderer.

4.3.5 Fuel charges (Diesel).

4.3.6 Driver’s salary, Bata, Traveling Allowance, Night Duty Allowance.

4.3.7 Vehicle maintenance charges.

4.3.8 all kinds of taxes and service charges as applicable and other miscellaneous expenses

4.3.9 The monthly rate fixed shall remain unchanged during the entire period of the Contract.There is no price variation applicable for this contract.

4.4.0 The contractor shall not pay the charges for toll gates, parking, entrance fees and otherstatutory and complimentary payments payable while on duty

4.4.1 Maximum no. of working days in a calendar month: For Segment-A vehicle, 28days with 2 days off given in a month for maintenance/repairs.

Maximum no. of working days in a calendar month: For Segment-C vehicle, 26days with 4 days off given in a month for maintenance/repairs.

Number of hours in a day (including Sundays and holidays): 12 hours Proposed distance that will be covered cumulatively per vehicle in a month:2600

kms


4.4.2 Excess kilometers more than 2600 kilometers cumulatively in a month shall be payableat Rs.10 per additional kilometer.

4.4.3 Additional hours above 12 hours per day would be paid at the rate of Rs 75/- peradditional hour.

5. INSTRUCTIONS TO THE TENDERERS:

5.1 Any individual or individuals signing the tender or other documents connected with thecontract should specify whether he/she is signing.

i. as “Sole Proprietor/Proprietress” of the firm or as his/her attorney, ofii. as a “partner” of the firm or as its attorney or.iii.For the firm per procreation.

5.2 In the case of limited companies and firms registered under the Indian Partnership Act, thecapacity in which he/she signing should be specified e.g. Director, Managing Director, Manager,Secretary, partner or Attain as case may be. The document empowering the individuals to signon behalf of the firm etc. should be produced if required. In case of un-registered firms, all thepartners or any attorney duly authorized by all of them or a duly authorized Manager of the firmshould sign the tender and all connected documents.

5.3 The successful tenderer shall be required to execute an agreement on a stamped paper (thecost of stamp duty on the agreement shall be borne by the Contractor) with the President of Indiaacting through the Chief Project Manager, Integral Coach Factory, Chennai-600 038 for theexecution of the work, based on accepted rates and conditions in such from as the Administrationmay prescribe.

5.4 The tenderer is required to state in the tender his/her address, fully and correctly. It is to bedistinctly understood that any communication sent by post or delivered to the address of thetenderer as given in the tender papers shall be deemed to have been duly served on the tendererin proper time.

5.5 The tender form is not transferable.

5.6 The tenderer whose tender is accepted shall be required to appear at the Office of the ChiefProject Manager, Integral Coach Factory, Chennai-600 038 in person or if a firm or corporation,a duly authorised representative thereof shall so appear to execute the contract documents withinseven days after the notice that the contract has been awarded to him/her. Failure to do so shallconstitute a breach of the agreement effected by the acceptance of the tender, in which case theearnest money accompanying the tender shall be forfeited by the Administration, for suchdefault, without prejudice to any other penalties to which the contractor may be subjected tounder the contract.

5.7 The authority for the acceptance of this tender will rest with the Chief Project Manager,Integral Coach Factory/Chennai-600 038 who does not bind himself to accept the lowest or anyother tender nor does he undertake to assign reasons for declining to consider any particulartender or tenders.

5.8.The Chief Project Manager Integral Coach Factory/Chennai-38 reserves the right to split upthe work among two or more contractors without assigning any reason.


6. OTHER CONDITIONS OF CONTRACT

6.1 Period of Contract

The period of Contract will be for one year from the date of issue of Letter ofAcceptance. However this can be extended/curtailed depending upon the requirement asper the Works Contract agreement and rules applicable.

6.2 The Railway administration reserves the right to terminate the Contract at any timebefore the expiry of Contract period in the event of any change in policy of Railwayregarding hiring of vehicles by giving 3 months’ notice or on receipt of Railway vehicleswith short notice (within 10 days).

6.3 Rate

On the basis of rate quoted railways reserve the right to accept the vehicle contract as thecase may be to the advantage of railway.

6.4 Quantity of vehicles

ICF shall reduce the quantity of the vehicles awarded in the contract in case of non-adherence to contractual obligations and also due to poor/unsatisfactory performance ofcontractor/contractors.

6.5 In case of award of contract to multiple agencies, the quantity of vehicles shall bereduced due to poor performance and shall be covered by increasing the quantity on theother empanelled contractors.

6.6 If the vehicle fails during the movement, immediate alternative arrangement should bemade so that the officer is not held up for want of vehicle.

6.7 Contractor should ensure the drivers engaged for this work should have minimum of 3years experience at the time of tender opening and their age shall not exceed 55 yearsduring the period of contract.

6.8 Contractor should ensure that the driver of the vehicle is

physically fit to drive the vehicle, possess the valid driving license wears neat and clean dress and behaves courteously with basic manners with the vehicle user(s).

Driving vehicle in inebriated condition while on duty shall be prosecuted as per law.

6.9 Vehicle and vehicle driver should not be changed very frequently. In the event that thedriver is temporarily not fit enough to perform his duties for the day continuously,alternate driver should be allotted for the duty. The officer concerned should be informedwell in advance about this.


6.10 Payment Terms

a) No advance payment will be made to the Contractor.

b) Payment will be made at the end of every month on certification of theofficer in charge on monthly rate basis rate followed by pay order issued bythe user to Accounts based on which payment will be made.

c) monthly rate will be paid for the number of days the vehicle is used,including Sundays and Holidays.

d) The rates will be payable as per the reasonable L1 rate on monthlybasis.

e)On certification by the user beyond 12 hours , the extra payment at agreed rateper hour( Rs. 75/- per extra hour) and rate per kilometer beyond 2600kmcumulatively in a month ( Rs. 10/- per extra km) shall be paid. For this purposethe contractor shall keep a record of the kilometers used and the hours of vehicleused.

f) Deductions:

Applicable penalty imposed by the user as per the penalty clause during thecontract period will be deducted from the monthly bills.

For the number of days that the vehicle has not been used by the office (Segment-A), duly following the procedure of giving advance intimation, payment will bereduced at the rate of (L1 monthly rate divided by 28). For example if themonthly L1 rate is rupees 28000, the rate for deducting payment for number ofdays not hired would be rupees 1000 per day.

For the number of days that the vehicle has not been used by the office (Segment-C), duly following the procedure of giving advance intimation, payment will bereduced at the rate of (L1 monthly rate divided by 26). For example if themonthly L1 rate is rupees 26000, the rate for deducting payment for number ofdays not hired would be rupees 1000 per day.

Income tax or any other Government levies shall be recovered at source at therates prevailing at the time of passing the bill. Present rate of Income Tax is @2% (Two percent) deducted at source from each bill unless otherwiseauthorized by income tax department.

6.11 Penalty

ICF shall levy penalty for deviations as mentioned in the table below. This list isindicative and other deviations will be dealt and decided by Dy CME/Project so thatvehicle is safe to run on road and is clean and aesthetic


*The above penalty would be deducted apart from the non-payment of pro-rata rentfor the day.

Any of the Penalties, if imposed would be deducted from the running bill forwardedby the respective vehicle user.

Sl. No. Nature of Penalty Amount

a. Late Reporting upto 15 min Rs. 100/- per instance

b. Non-reporting * Rs. 1000/- per instance apart from pro ratadaily rate non payment

c. Refusal of Duties Rs. 500/- per instance

d. Non-observation of dress code Rs. 500/- per instance

e. Change of drivers without priorintimation/providing improperdrivers.

Rs. 500/- per instance

f. Non-functioning of AC system Rs.500/- per instance.

g. Failure to provide alternatevehicle in case of breakdownetc., within stipulated time

Penalty would be the rate quoted per dayin addition to non- payment of rent for theday

Note :

Any of the Penalties, if imposed, would be deducted in the running bill of therespective vehicle user.

Decision of Dy. CME/Project regarding fines imposed is binding.6.12 The daily program and reporting time will be at the discretion of the vehicle user(s). The

driver has to obtain the instructions from the vehicle user(s). This will be mutuallycommunicated orally and agreed between vehicle user(s) and driver.

6.13 If vehicle is not required, one days notice will be given by the user to stop the vehicle.

6.14 The Contractor is responsible to comply with all the requirements of statutory andregulatory authorities for the vehicle(s) and driver(s) including insurance.

6.15 The Contractor shall not entertain any unlawful activities during service. Transporting /carrying any offensive / objectionable materials and unlawful possession of any materialsin any form shall be totally prohibited and the contractor shall own the responsibility tothe offences/charges in this regard.

6.16 In case of any accident or mishap resulting in loss of damage to property or life, the


sole responsibility for any legal or financial implication shall rest with the Contractor.

6.17 The Contractor shall furnish complete contact information viz. address, telephone/mobileNo., FAX, e-mail with name of responsible contact person including alternative person(s)who should be able to receive the complaints/issues and take decision and resolve theissues immediately. Contractor must own a Land Line and Mobile Telephone for easycommunication.

6.18 Contractor shall ensure that the vehicle displayed with the board as “ON DUTY -GOVERNMENT OF INDIA”. Permission from CSC/ICF has to be obtained forvehicle as well as drivers to work in Shell and Furnishing Division by applying suitablepermission through controlling officer/office.

6.19 The Contractor shall supply vehicles bearing the commercial registration number, beingsupported by necessary documents viz. RC Book, Proof of ownership of the vehicle (for4 vehicles of segment-A and current “Non Polluting vehicle” certificate (BS III /BS IV).

6.20 The Contractor should maintain a log book in which he has to make daily entries(starting KM reading, ending KM reading, starting time & ending time of everyday) andensure that both the driver and the concerned officer in charge have signed against theparticular day in the log book. GM's office/ ICF will be reckoned as the starting and endpoint for this purpose.

6.21 The contractor while submitting monthly bills shall get the signature from the concernedofficer on daily basis in the trip sheet including extra kms and extra hours used includingthe holidays and Sundays if the car is hired.

6.22 Occupational Health & Safety:First Aid Box with required medicine should be maintained by the contractor at thevehicle always.

6.23 The vehicle including their respective condition, the driver’s conduct and so on shouldnot in any way be such that which is unbecoming of an approved / registered Railwayvendor / Contractor.

6.24 The vehicle shall be used for ICF and should not be used for any other purposes duringits off duty hours also.

6.24 Arbitration

In the event of any difference or dispute arising between the contractor or his Agents or otherservants on the one hand and the Administration or other officer or servants of theAdministration on the other hand as to the amount of damages, costs charges or expenses whichmay be suffered paid or incurred by the Administration consequence of the non-fulfilment, non-observance or non-performance by the contractor of any of the terms and conditions of thisagreement and the General and Special conditions of the contract or to any other matterconnected with the contract as to the true intent and meaning of these conditions, the same shallbe referred to in writing either by the officer concerned or by the contractor to the General


Manager (sole arbitrator) of the Integral Coach Factory or to any person nominated to be solearbitrator by the General Manager. The award of the arbitrator so nominated shall be final andbinding on the parties to the contract. The place of Arbitration shall be in Chennai. The courts inChennai alone shall have exclusive jurisdiction in all matters arising out of this agreement.

6.25 Income Tax applicable under Section 194-I of Income Tax Act, 1961:

Income tax or any other Government levies shall be recovered at sources at the rates prevailingat the time of passing the bill. Present rate of Income Tax is @ 2% (Two percent) at sourcefrom each bill unless otherwise authorized by income tax department. Service Tax if any shouldbe borne by the tenderer.

6.26 Variation in Quantities of Items of Contracts – Limits & Rates

a) In the event of reduction in the quantities resulting in decrease in the agreement valuewithout any limit, to be executed, for any reason whatsoever, the Contractor shall not be entitledfor any higher rates or compensation in any form and will be paid for as per the rates of theagreement for the actual quantity of the work done.

b) For increase in quantities of vehicles over and above given in the schedule resulting inincrease in the value of the agreement up to +25%, the Contractor shall not be entitled for anyhigher rates and will be paid for such increase in the quantities as per the rates of the agreement.

c) Quantities operated in excess of 125% but up to 140% of the agreement quantity of theconcerned item, shall be paid at 98% of the rate awarded for that item in this particular tender.

d) Quantities operated in excess of 140% but up to 150% of the agreement quantity of theconcerned item, shall be paid at 96% of the rate awarded for that item in this particular tender.

e) Variation in quantities of individual items beyond 150% shall be paid at 96% of the rateawarded for that item in this particular tender.

f) Variation in quantities of individual items beyond 150 % will be prohibited and would bepermitted only in exceptional unavoidable circumstances with the concurrence of associatefinance and shall be paid at 96 % of the rate awarded for that item in that particular tender.

g) Execution of quantities beyond 150 % of the overall agreement value should not bepermitted and, if found necessary, should be only through fresh tenders or by negotiating withexisting firm, with the prior personal concurrence of FA&CAO / FA&CAO(C) and approval ofGeneral Manager.

6.27 Earnest Money DepositThe tenderer should submit along with the tender (in Packet –I) requisite Earnest MoneyDeposit 2% of Estimated value i.e Rs. 1,21,176/- ( Rupees one lakh twenty one thousand onehundred and seventy six only) Tender ( packet-I) unaccompanied with the requisite EMD will besummarily rejected. EMD should be in the form of cash / Demand Draft from State Bank ofIndia or any other Nationalised bank or by a scheduled bank drawn in favour of FA&CAO/ICF,Chennai-600038 and should be kept along with the packet-I .


The EMD of the unsuccessful tender will be refunded. For the empanelled tenderers, this amountwill be adjusted against security deposit as per clause 16(1) of GCC. If the tenderer withdrawsthe offer or does not enter into agreement with ICF, if awarded, EMD will be forfeited.

6.28 Security Deposit

The Security Deposit shall be paid by the successful tenderer. The applicable security deposit is5% (five percent) of the awarded contract value. The EMD will be adjusted against the value ofsecurity deposit. The balance amount will be recovered from the Contractor’s running bills atthe rate of 10% of the bill amount till the SD is recovered in full based on firm’s personalrequest. SD shall be released only after the expiry of the maintenance period of 60 days andafter passing the final bill based on 'No claim' certificate.

After the work is physically completed, SD recovered from the running bills of a Contractor canbe returned to firm if he so desires in lieu of FDR/irrevocable BG for equivalent amount to besubmitted by him.

6.29 Performance Guarantee

The successful bidder should submit Performance Guarantee amounting to 5% of the awardedcontract value in any of the following forms.

i. A deposit of cashii. Irrevocable Bank Guaranteeiii.Government Securities including State Loan Bonds at 5 % below the market valueiv. Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of

performance Guarantee could be either of the State Bank of India or of any of theNationalized Banks.

v. Guarantee Bonds executed or Deposits Receipt considered by all Scheduled Banksvi A Deposit in the Post Office Saving Bankvii. A deposit in the National Saving Certificatesviii Twelve years National Defense Certificatesix. Ten year Defense Depositsx. National Defense Bonds, andxi. Unit Trust Certificates at 5% below market value or at the face value whichever is less.Also FDR in favour of FA&CAO/ICF (free from any encumbrance) may be accepted.

The successful bidder shall have to submit a Performance Guarantee (PG) within 30(thirty) days from the date of issue of Letter of Acceptance (LOA). For extension of time forsubmission of PG beyond 30 (thirty) days and up to 60 days, a penal interest of 15% per annumshall be charged for the delay beyond 30 (thirty) days i.e. from 31st day after the date of issue ofLOA. In case the contractor fails to submit the requisite PG even after 60 days from the date ofissue of LOA, the contract shall be terminated duly forfeiting EMD and other dues, if anypayable against that contract. The failed contractor shall be debarred from participating in re-tender for that work.


6.30 Insurance

The Contractor shall take out and keep in force a policy or policies of insurance against allliabilities of the Contractor as the Railways at common law or under any statue in respect ofaccident to persons / vehicle whom shall be employed / engaged by the contractor or about, thesite of the Contractor office for the purpose for carrying out the Contract work on the site. TheContractor shall also take out and keep in force a policy or policies of insurance against allrecognized risks and losses due to theft, fire or natural calamities. Only Indian insurance shall beemployed. Such insurance shall in all respects be subject to the approval of the Railways.

These special conditions of the Contract are applicable in addition to (i) The Regulation forTenders and Contract, (ii) Conditions of Tender (iii) Tender Agreement Form (iv) GeneralConditions of Contract 2014 corrected up to the date of submission of the Tender (v) TheContract of Labour (Regulation & Abolition) Act, 1970 and Central Rules, 1971 as amendedfrom time to time, govern this Contract (vi) The Minimum Wages Act, 1948.

6.31 Indemnity

The contractor shall indemnify and keep ICF indemnified and harmless against all actions, suits,clients, demands, costs, charges or expenses arising in connection with any accident, death orinjury sustained by any person or persons within the Railway premises, due to the acts oromissions of the firm.

6.32 PROVISIONS OF PAYMENTS OF WAGES ACTThe contractor shall comply with the provisions of the payment of wages act 1936 and the rulesmade there under in respect of all employees directly or through petty contractors or subcontractors shall supply any labour to be used wholly or partly under the direct order andcontrol of the Engineer whether in connection with the works to be executed hereunder orotherwise for the purpose of the Engineer such labour shall nevertheless, be deemed to comprisepersons employed by the contractor and any money which may be ordered to be paid by theEngineer shall be deemed to be money payable by the Engineer on behalf of the Contractor andthe Engineer may on failure of the contractor to reply such money to the Railway deduct thesame from any moneys due to the contractor in terms of the contract. The Railway shall beentitled to deduct from any money due to the contractor (whether under this contract or any othercontract) all money paid or payable by the Railway by way of compensation of aforesaid or forcosts of expanse in connection with any claim thereto and the decision of the Engineer upon anyquestion arising out of the effect or force of this clause shall be final and binding upon thecontractors.

6.33 The vehicle and driver should be made available normally on all days including holidaysin a month. For segment- A vehicles maximum 2 days and for Segment –C vehicle maximum 4days off will be given in a month for rest/maintenance/repairs. However, if vehicle is taken forfurther maintenance/repairs for long durations ie., more than 4 hours, the contractor shall providean alternate vehicle with driver.


6.34 Generally vehicle will be required to be used within Chennai limits but in case ofrequirement for outstation the same vehicle should be made available. Toll charges and Parkingcharges should be borne by the vehicle user.

6.35 The empanelled travel agency is required to supply the vehicle as per Terms and conditionsof the contract. ICF reserves the right to reject the vehicle supplied by the travels, if vehicle sosupplied is not as per the Terms and conditions of the contract. Under such circumstances, ICFAdministration reserves the right to hire vehicles from any other travel agency and excess costincurred over the agreement rate for such hiring of vehicle will be deducted from the monthlybills of the defaulting travel Agency which has failed to supply the vehicle as per the Terms andConditions of the contract, besides imposing penalty for non-supply of vehicles as per contractconditions.

6.36 Vehicle offered should possess Taxi permit and must satisfy Chennai city pollution controlnorms and should possess other required vehicle documents.

6.37 The car Interior should be spotless & clean with all the requisite provisions like covers,carpet foot mats, perfume etc.

6.38 Colour of the vehicles shall be preferably white.

6.39 It will be sole responsibility of the service provider to provide driver with valid license andwith clear antecedent. ICF reserves the right to verify the license, if required. The driver shouldbe able to read Tamil & English. The driver should be well versed with traffic rules, one waystretches and familiar with Chennai city roads.

6.40 It may be noted that Drivers shall not be changed frequently. It may be instructed to theDrivers to report in time with proper white Uniform while on duty , failing which would attractPenalty.

6.41 The driver deputed for driving the vehicle must be in clean uniform and presentable,provided with mobile phone. The driver should be well behaved and should maintain secrecy.

6.42 The start point for reckoning the distance and the time shall be the reporting place indicatedby officer using vehicle .

6.43 Replacement of vehicle should provided within 30 minutes time of the call or replacementin case of breakdown of vehicle.

6.44 In addition to the special conditions of the contract the General conditions of the contract(GCC ) as amended from time to time will also be applicable.

Date Signature of Contractor


7. FORMAT FOR AGREEMENT FOR WORKS

Contract Agreement No. CPM/Hiring/16-17/OT/1,

ARTICLES OF AGREEMENT made this ---------------- day of --------------------- 2016 betweenthe President, Union of India acting through the Chief Project Manager, Integral Coach Factory,Chennai -600 038 (herein after called the Railway of the one part and M/s----------------------------------------- whose permanent postal address is ------------------------------ ------------------------------------------------- (herein after called the contractor) of the other part.

WHEREAS AS Contractor has agreed with the Railway for the performance of the work of““Empanelment of agencies/firms and Hiring of 11 vehicles (10 nos AC cars of segment-A + 1Non-AC vehicle of segment-C) for use by ICF” as per the scope of work enclosed in accordancewith the conditions of contract hereto annexed as a general guide and specification andWHEREAS, in the performance of the said work in an act in which the public are interested.Now this indenture witnesseth that in consideration of the payments to be made by the Railway,the Contractor will duly perform the said work, in the said schedule setforth and shall execute thesame with great promptness, care and accuracy in a workman like manner to the satisfaction ofthe Railway in all respects and will complete the same in accordance with the said scope of workand the said conditions of contract, which shall all be deemed to form part of this contract on orbefore one year from the date of opening of the tender.

The contractor shall transport the said quantity from the shell depot gantry to the shops that hasto be moved within the stipulated time. The Railway doth hereby agree that if the contractor shallduly perform and complete the said work in the manner aforesaid and observe and comply withthe said terms and conditions of this contract in all respects the Railway will pay or cause to bepaid to the contractor for the said work on the final completion thereof the amount due in respectthereof at the rates specified in the schedule hereto annexed.

It is hereby agreed and declared that all the provisions of the said specifications schedule of ratesand Special and General conditions of contract shall be binding upon the contractor and upon theRailway as if the same has been repeated herein and shall be read as part of these presents.

In witness where of the parties to these presents have hereunder set their hands the day and yearfirst above written.

Signature for and on behalfof the President of India


By Chief Project Manager,Integral Coach Factory, Chennai-600 038.

(Chief Project Manager)In the presence of Signature of witness.

Signature for and on behalf ofThe firm duly constituted attorneyof

Signature of the Contractor

Who has signed these presents Signature of WitnessIn the presence of

1.

2.


ANNEXURE - I ( to be kept along with Financial bid Packet –II)

8. SCHEDULE OF RATES(To be filled in by the Tenderer)

Name of the work: “Empanelment of agencies/firms and Hiring of 11 vehicles (10 nos AC carsof segment-A + 1 Non-AC of segment-C) for use by ICF”.

Segment-A means AC cars of more than 4 metres length( Toyota Etios, Toyota Innova or NissanSunny only)

Segment-C means Non –AC vehicles ( Tata sumo/Tavera)

Contract period : One year

Total estimated value for one year : Rupees Sixty Lakhs Fifty eight thousand and Eight hundredonly.

I / we offer to do the works included in the above schedule at a single consolidated percentage of:-(a) * ................ % above ( ..........................................Percentage above)

(or)(b) * ................ % below ( .................................... Percentage below)

(or)(c) * at par with the rates included in the above schedule* Strike out whichever is not applicable in (a) , (b) and (c) and fill up the blanks with figures andin words .NOTE : (Applicable for the complete price schedule)-The single and common percentage quoted will be uniformly applicable for each of the items in theschedule- The prices are inclusive of all taxes and duties.-The price includes warranty charges for a period of 24 months as per details given in the tenderdocument.

- Tenderers shall note that the percentage rate for the various Schedules of the Tender is to be quotedin this offer sheet only.

- No cognizance will be taken for rates quoted at any other place.-Income tax @ 2% and or at the percentage levied by the Government from time to time will be

SlNo.

Description of itemQuantity for12 months

Unit

Rate pervehicle

/month ( inRupees)

Total Estimated value forone year ( in Rupees)

1Hiring of 10 AC cars ofmore than 4 metreslength (Segment-A)

120 vehiclemonths

Per vehicleper month

46,20046200*120= 55,44,000

2Hiring of one Non-ACTavera/Sumo vehicle(Segment-C).

12 vehiclemonths

Per vehicleper month

42,900 42900*12 = 5,14,800

Total ₹ 60,58,800 /-


recovered from the Contractor’s Invoice by the Administration.

For segment –A, a month consists of 28 days with two days off for maintenance/repairs.

-For Segment-C, a month consists of 26 days with four days off for maintenance/repairs.

Signature of the ContractorDateAddress


9. PARTICULARS OF THE TENDERER:

To be filled in by the Tenderer:

1. Name of the Firm(In Block Letters) :

2. Full Postal Address :

3. Telephone Nos. :

4. Telegraphic Code :

5. Telex Fax.No. :

6. Tenderer’s Head OfficeAddress :

7. Has the tenderer Regd. :With ICF as a Contractor(with details of items)

8. H.O. Telephone Nos. :& Fax.No.

9. Name & Address ofAuthorized Signatory :

10. In Case of emergency, :Name & Address, TelephoneNo. where this AdministrationCan have direct call.

11. The permanent account No. :Full Address of I.T Circle/Ward/District.

Date:


INTEGRAL COACH FACTORY, CHENNAI - 600 038

(INDIAN RAILWAYS)

TENDER NOTICE

Deputy Chief Mechanical Engineer/Project/ICF invites sealed tenders under TWOPACKET SYSTEM for “Empanelment of agencies/firms and Hiring of 11 nos. of vehicles(10 Nos. of AC vehicles of Segment-A and 1 no of non-AC vehicle of segment-C) for officersof ICF for a period of one year”.

S.no. Description of the Work

1. Tender No CPM/Hiring/16-17/OT/1

2. Name of the Work “Empanelment of agencies/firms and Hiring of11 vehicles (10 nos AC cars of segment-A + 1Non-AC vehicle of segment- C) for use byICF”.

3. Value of the Tender ₹ 60,58,800/- approx. (Rupees sixty lakhsfifty eight thousand eight hundred only) .

4. EMD for the work ₹1,21,176/- (Rupees One lakh twenty oneThousand one Hundred and seventy six only)

5. Date and Time of Closing the tender 04/05/2016 at 14.30 hours

6. Date and Time of Opening the tender( technical bid)

*04/05/2016 at 15.00 hours

7 Website address for downloadingdocuments

http://www.icf.indianrailways.gov.in

8. Tender document cost i) ₹ 5000/- by cashii) ₹5000/- in the form of DD to be drawn in

favour of FA&CAO/ICF for downloadeddocuments along with tender application.

iii) ₹5500/- in the form of DD to be drawn infavour of FA&CAO/ICF, if required bypost.

9. Address for purchase of documents Office of the CPM, Shell Admn. Building, IstFloor, ICF, Chennai–600 038.

10. Issue of Tender & Timings From 12.04.2016 to 04.05.2016Between 10.00 - 12.00 hrs. from Monday toFriday and from 10.00 - 11.00 hrs. onSaturdays

* If the date of tender opening is declared as a holiday, tender will be opened at the same timeon the next full working day.


11. MANDATE FORM FOR ELECTRONIC FUND TRANSFER (E.F.T)

1.Name and full postal address of the firm :

2.Works executed for (Department). : Civil/Electrical/Mechanical/Stores/Administration

3.MICR code (as available in coequal leaf)(A cancelled coequal leaf shall be enclosed) :

4.Account Number with Bank.

5.Type of account. : SB a/c Current a/c CC a/c OD a/c.

6.Name and address of the Bank.

7.Details of power of attorney given to the Bank :

8.Payment by ICF through E.F.T mode is accepted?

9.Contractor code already assigned in ICFIf any, and the Department.

Encl. Cancelled coequal leaf bearing No ---------------------------------------

Signature of the contractor/Authorised signatory.

It is certified that information furnished above in respect of the account of the firm/Contractorfrom serial Nos 1 to 7 and the above SIGNATURE are verified and found correct.

Authorized signatory of the Bankers.

(For official use of INTEGRAL COACH FACTORY)Contractor code allotted to the above contractor is ---------------------------


ANNEXURE-II.12. Condition of Vehicles

The following minimum criteria shall be met regarding the condition of vehicles:

Sl.No.

Area Remarks

1 BodyShall not have any noticeable dents / cut marks/ scratches.

2 Tail lamps Shall not be in broken condition.

3 Number plates, both front and rearShall not be in broken condition and thenumber should be very legible.

4 Tyres Shall not be in worn out condition

5 Rear view mirrorsShall be intact, giving clear view. Body ofholder shall not be in broken condition.

6 Windshield Shall be of standard, laminated safety glass

7 InteriorsShall be clean and polished once in threemonths

8 Window knobsShall be available and functional for raisingand lowering the window

9 Door latchesShall be available and functional; shall not bein broken condition.

10 Windscreen Wiper Shall be in working condition

11 DashboardShall be maintained clean and shall not leavedirt/dust marks on white cloth when rubbedagainst it.

12 Roof Insulation interior Shall be vacuum-cleaned once in two weeks

13 BrakesBrakes shall be in proper working conditionand the vehicle shall be able to stop within theprescribed braking distance.

14 Indicator lampsAll the indicator lamps shall be in workingcondition.

15 SuspensionThe suspension shall be proper to ensure jerk-free ride and provide reasonable ridingcomfort.

NoteWhile bringing the defects to the notice of the contractor, he will be given a timeframe of oneweek to two weeks, depending on the nature of the defect. The defects shall be rectified or theitems replaced within that period in an authorized garage of the OEM, and a proof to that effectshall be produced.


Annexure-III

13. DETAILS OF WORK OF SIMILAR NATURE OF PRESCRIBED VALUE OR MORE WHICH HAVE BEEN COMPLETED IN THE LASTTHREE YEARS (i.e. Current year and last three financial years)

Sl.No.

Name of the authorizedsignatory of the Organization(s) / Customer(s)issuingCertificate/Document

Authorityunder whomthe work hasbeen executed

Agreement/acceptance letterreference withdate of issue

Value of workas peragreement /acceptance

Date of actualcompletion ofwork/ extendeddate of completion

Value of theworkcompleted

SupportingDocument(s)

1 2 3 4 5 6 7 8

1

2

3

4

5

6


Annexure-IV

14. DECLARATION REGARDING ASSOCIATION OF RAILWAY OFFICER(S) / RETIRED RAILWAY OFFICER(S) WITHTENDERER(S)

Sl.No. Name Status with theTenderer

If working in Railwayon the date ofTendering, Designation& Place of Posting

Date ofRetirement

Status atRetirement

Particulars ofPermission Taken forAssociating with theTenderer

1 2 3 4 5 6 7

1

2

3

4

5

6

End of tender details

INSTRUCTIONS TO TENDERERS REGARDING...

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