Comprehensive Annual Maintenance Contract of Siemens make Electronic Interlocking of DDU Division for 02 years.

• Following documents shall be submitted by the tenderer in case of Company registered under Companies Act 2013:

  1. The copies of MOA (Memorandum of Association) / AOA (Articles of Association) of the company
  2. A copy of Certificate of Incorporation
  3. A copy of Authorization/Power of Attorney issued by the Company (backed by the resolution of Board of Directors) in favour of the individual to sign the tender on behalf of the company and create liability against the company.
  4. An undertaking that the Company is not blacklisted or debarred by Railways or any other Ministry / Department of Govt. of India from participation in tender on the date of opening of bids, either in individual capacity or as a member of the partnership firm or JV in which the Company was / is a partner/member.
  Document required

• Following documents shall be submitted by the tenderer in case of LLP (Limited Liability Partnership): If the tender is submitted on behalf of a LLP registered under LLP Act-2008, the tenderer shall submit along with the tender: A copy of LLP Agreement.

  1. A copy of Certificate of Incorporation
  2. A copy of Power of Attorney/Authorization issued by the LLP in favour of the individual to sign the tender on behalf of the LLP and create liability against the LLP.
  3. An undertaking by all partners of the LLP that they are not blacklisted or debarred by Railways or any other Ministry / Department of the Govt. of India from participation in tenders / contracts as on the date of submission of bids, either in their individual capacity or in any firm/LLP or JV in which they were / are partners/members. Concealment / wrong information in regard to above shall make the contract liable for determination under Clause 62 of the Standard General Conditions of Contract.
  4. All other documents in terms of Para 10 of the Tender Form (Second Sheet).
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• The Railway reserves the right to verify all statements, information and documents submitted by the bidder in his tender offer, and the bidder shall, when so required by the Railway, make available all such information, evidence and documents as may be necessary for such verification. Any such verification or lack of such verification, by the Railway shall not relieve the bidder of its obligations or liabilities hereunder nor will it affect any rights of the Railway there under.

  Document optional

• In case of any information submitted by tenderer is found to be false forged or incorrect at any time during process for evaluation of tenders, it shall lead to forfeiture of the tender Earnest Money Deposit besides banning of business for a period of upto five years. In case of any information submitted by tenderer is found to be false forged or incorrect after the award of contract, the contract shall be terminated. Earnest Money Deposit (EMD), Performance Guarantee and Security Deposit available with the railway shall be forfeited. In addition, other dues of the contractor, if any, under this contract shall be forfeited and agency shall be banned for doing business for a period of upto five years.

  Document optional

• Certificates and testimonials regarding contracting experience for the type of job for which tender is invited with list of works carried out in the past.

  Document required

• Non-compliance with any of the conditions set forth therein above is liable to result in the tender being rejected.

  Document required

• Certificates which may be an attested Certificate from the client, Audited Balance Sheet duly certified by the Chartered Accountant etc regarding contractual payments received in the past.

  Document required

• The list of personnel / organization on hand and proposed to be engaged for the tendered work. Similarly list of Plant & Machinery available on hand and proposed to be inducted and hired for the tendered work.

  Document required

The tenderer shall clearly specify whether the tender is submitted on his own (Proprietary Firm) or on behalf of a Partnership Firm / Company / Joint Venture (JV) / Registered Society / Registered Trust / Hindu Undivided Family (HUF) / Limited Liability Partnership (LLP) etc.

The tenderer(s) shall enclose the attested copies of the constitution of their concern, and copy of PAN Card along with their tender.

Tender Documents in such cases are to be signed by such persons as may be legally competent to sign them on behalf of the firm, company, association, trust or society, as the case may be.

Concealment / wrong information in regard to above shall make the contract liable for determination under Clause 62 of the General Conditions of Contract.

(v) All other documents in terms of explanatory notes in clause 10 of GCC 2022

• BOOKS OF REFERENCE These tender documents are to be read with the followings books with versions updated/corrected/modified up to the date of tender opening:

  1. Standard General Conditions of Contract 2022 as amended by updated correction slips termed GCC 2022.
  2. Eastern Railway L&M Sch 87 as amended by updated correction slips.
  3. Railway Engineering department unified standard schedule or rates 2012 as amended by updated correction slips (termed USSOR, 2012) up to the date of tender dropping.
  4. Standard specifications contained in Indian Railways Hand Book Specifications (works and materials)2010. These four books are where-in-after called the "Books of reference" and shall govern this tender as well as the contract resulting from the acceptance from this tender, to the extent that these contents do not conflict with the contains of the various chapters of these documents.

• For those conditions for which standard formats have been given in the uploaded document titled-Formats for uploading of various format. The information should only be submitted in these standard formats.

• Railway administration will not be responsible for any delay/difficulties/inaccessibility of the downloading facility for any reason whatsoever. In case of any discrepancy between the tender document downloaded from the internet and the master copy available in the office mentioned above, later shall prevail and will be binding on the tenderer. No claim on this account will be entertained.

• If working through contract Labour, the contractor must register with Labour Commissioner necessary license to be submitted with tender or to be produced before signing of contract agreement.

• The contractor will be permitted to make use of the serviceroads already existing within the Railway possession. Ifadditional service roads are required within Railway premisesthe contractor may be allowed to make them at his own costwith the prior approval of the Railway's Engineer. All serviceroads required outside Railway boundary shall be constructed by the contractor at his own risk and cost. These roads shall be maintained by the contractor at his own cost. The Railway reserves the right to make use of these service roads as andwhen necessary without any payment to the contractor.

• The Tenderer/Contractor may be required to engage surplus/retrenched casual labours of the Railway, if found suitable upto the extent as deemed fit by the Railway during the currencyof the contract. The terms of employment between suchlabour and the Tenderer/Contractor may be on mutuallyagreed terms subject to the statutory provisions contained in the Labour Regulations and enactments. The Contractor shall indentify the Railway against any claim arising out of employment of such labour and the Railway shall not be party to any disputes etc. arising out of the employment of such labour by the Tenderer/Contractor.

• The intending tenderer should study with General Conditions of Contract, Special Conditions of Contract, and Instructions to Tenderer, Technical Specification, Drawings, Documents, Schedules etc. enclosed and also the General Conditions of Contract, 2022 of the Engg. Department with up to date modifications and IRS Conditions of Contract for the Stores department with up to date modifications all herein after collectively referred to as Tender Specification.

• Provision in the instructions, General Conditions of Contract and Special Conditions of the Contract in the tender documents will override any overlapping provisions of General Conditions of contract 2022 of the Engg with up to date modifications and IRS Conditions of Contract for the Stores department with up to date modifications. When there is conflict between General Conditions of contract 2022 and special conditions of the contract, the special conditions shall prevail.

• Other Local Taxes levied either by Governmental agency or by Municipal agency shall not be paid by the Railway. These are deemed to be included in the F.O.R. price, unless specifically brought out in the offer.

• SCHEDULE COVERING DELIVERY OF MATERIALS AND THE EXECUTION OF THE WORK AT SITE: The tenderer shall attach to his offer a time schedule showing the guaranteed time

  1. schedule for the supply of materials, the progress and completion of the works at site.
  2. The time Schedule shall be as referred to in Para - 4 of Instruction to tenderer.
  3. The tenderer should offer the time schedule for supply of materials, the duration of erection and completion period for the work and it should be kept the barest minimum. This aspect will be particularly taken into account while examining the offer. In any case this period shall not be more than the time specified in the tender documents, reckoning from the of date of issue of Letter of Acceptance.

• GENERAL REQUIREMENT :

  1. All documents to be submitted in connection with this tender will be written in English.
  2. Dimensions, weights etc. shall be in Metric System/British Standard Equivalents. The technical terms and symbols to be used will be as per General and Subsidiary Rules/Signal Engineering Manual/Extant Practice of East Central Railway.

• ADVICE OF CANCELLATION OF DOCUMENTS BY TENDERER :The Cancellation of any document such as Power of Attorney/Partnership deed etc. should be forthwith communicated by the contractor to the Rly. Administration in writing failing which the Rly. Administration shall have no responsibility or liability for an action taken on the strength of the said document.

• Any individuals signing the tender or other documents Connected there with should specify whether he is signing :

  1. As sole proprietor of the concern or his attorney.
  2. As partner or Partners of the Firm.
  3. For the Firm per procure, or as a Director, Manager or Secretary in the case of a Limited Company.

• THE RAILWAY NOT BOUND TO ACCEPT ANY TENDER The Railway shall not be bound to accept the Lowest or any Tender or to assign any reason for non-acceptance or rejection of a Tender. No Tender shall be deemed to have been accepted unless such acceptance shall have been notified in writing to the successful tenderer by the Railway. The Railway reserves the right to accept any tender in respect of the whole or any portion of the work specified in the tender or to divide or reduce the work or to accept any tender for less than the tendered quantity without assigning any reason whatsoever.

• The General Instructions and Special Instructions mentioned in various para to be read in conjunction with uploaded tender document which contains important formats/Annexures and Technical bindings and schedule of work etc.

• Letter of credit as mode of payment in works tenders or service tenders is available. If is an option for the contractor to take payment from Railways through a letter of credit (LC) arrangement. The details letter of credit is as under:- Option for Letter of Credit

  5. In case tender opts for payment through LC, following shall be the procedure to deal release of payment through LC:
     1. The LC shall be a sight LC.
     2. The contractor shall select his Advising/Negotiating bank for LC. The incidental cost forward issue of LC and its operation thereof shall be borne by the contractor.
     3. SBI, New Delhi ,Main Branch will be the nodal branch for issue of LCs based on online requests received from Railway Accounts Units fortenders opened in financial year 2018-19. SBI branches where the respective Railway Accounts Office has its Account (local SBI branch) will be the issuance/reimbursing branch for LC issued under this arrangement. The Bank shall remain same for this tender till completion of contract. The incidental cost @ 0.15% per annum of LC value, towards issue of LC and operation thereof shall be borne by the contractor and shall be recovered from his bills.
     4. The LC shall be opened initially for duration of 180 to 365 days in consultation with contractor. The LC shall be extended time to time as per progress of the contract, on the request of the contractor. The value of LC to be opened initially as well as extended thereafter shall be finalized by the engineer in consultation with the contractor on the basis of expected progress of work.
     5. The LC terms and conditions shall inter-alia indemnify and save harmless the Railway from and against all losses, claims and demands of every nature and description brought or recovered against the Railways by reason of any act or omission of the contractor, his agents or employees, in relation to the Letter of Credit(LC). As sums payable/borne by Railways on this account shall be considered as reasonable compensation and paid by contractor.
     6. The LC terms and conditions shall inter-aliaprovided that Railways will issue a Document of Authorization (format enclosed as Annexure 2) after passing the bill for completed work, to enable contractor to claim the authorized amount from their bank.
     7. The acceptable, agreed upon document for payments to be released under the LC shall bethe Document of Authorization. Option for Letter of Credit
  6. In case tender opts for payment through LC, following shall be the procedure to deal release of payment through LC:
     8. The Document of Authorization shall be issued by Railway Accounts Office against each bill passerby Railways.
     9. On issuance of Document of Authorization, acopy of Document of Authorization shall be posted on IREPSfor download by the contractor. A digitally signed copy of Document of Authorization shall also be sent by Railway Account Officer to Railway's bank (Local SBI Branch).
     10. The contractor shall take print out of the Document of Authorization available on IREPS and present his claim to his bank (advisingBank) for necessary payments as per LC terms and conditions. The claim shall comprise of copy of Document of Authorization, Bill of Exchange and Bill.
     11. The payment against LC shall be subject to verification from Railway's Bank(Local SBI Branch).
     12. The contractor's bank (advising bank) shall submit the documents to the Railway's Bank (Local SBIBranch).
     13. The railway's bank (issuing bank) shall, after verifying the claim so r
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• For the service rendered by the RITES for inspection of materials supplied by the contractor in works contract, inspection charges @ 1% of the cost of materials including all taxes, excise duty etc. are to be borne by the contractor& no inspection charges are payable to RDSO by contractor for RDSO Inspected materials.

• Provision of latest labour laws must be followed as per applicable.

Certificates from private individuals for whom such works are executed being executed is not acceptable.

Special Conditions

• SCOPE OF WORK:The work is comprehensive Annual Maintenance Contract of Siemens make E.I. having :

  1. Preventive Maintenance: Provision of scheduled periodical maintenance visits (minimum one visit per Calendar month unless otherwise specified) to clean, test, adjust & checking up of all parameters for proper working of modules, parts & complete systems. This is mainly to prevent occurrence of failures. All the parameters to be recorded in a register with signature.
  2. Breakdown Maintenance: Repair/Replacement of defective cards/modules/sub-systems/parts/components in either in hardware or software or in any form. The repaired and replaced modules shall have same performance as that of original.
  3. Modification/upgradation of Hardware/Software as per policy guidelines issued from time to time by Railway Board/RDSO/HQ to overcome any deficiency noticed in the working of the system to improve reliability of the installation. As per RDSO/RB's guidelines will be done at the in commencement of AMC before passing of first on account bill and thereafter once in each year.
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• PERIOD OF CONTRACT The period of the contract will be for 02 (TWO) years from the date of issue of letter of Acceptance.

• EXECUTION OF AMC -

  1. The contractor shall depute service engineers who are technically competent for maintenance of installations/rectification of failures, well conversant and fully equipped for all activities to be executed under the tender.
  2. The service engineers will be issued with valid identity card and competency certificate by the firm duly authorizing them to undertake the AMC work. Service engineers should be deployed at suitable locations (to be called service centers). Locations shall be selected in such a way that any failure reported shall be attended at the earliest. Maximum 05 locations will be under maintenance of one service engineer. Locations and their jurisdictions will be decided mutually by the firm and Sr. DSTE/DDU.
  3. These details of service engineers will be provided in their offer. The service engineers employed by OEM should be exclusive for the purpose of Annual Maintenance contract and should not be utilized for any other purpose such as installation/maintenance of other equipments/locations.
  4. Generally the service engineer will have weekly rest. However, he shall not move out of his section without permission of Sr. DSTE/DDU. In case he is required to go on leave or move outside his section, alternative arrangement for attending of breakdown/failures should be in place and intimated to Railway Administration before his leaving the section.
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• Execution of AMC - Addresses of the locations, Mobile Nos. & e- mail address shall be given to Railways for reporting of failures. Accordingly, failures will be reported by divisions at nominated locations. Contractor shall have a system of Call Registration at each of these locations. Once failure is reported at any of these locations, it should be acknowledged through allotment of a registration/reference No. This is important, as it will be required for future references. The firm's Engineer/Supervisor shall be available on telephone round the clock for passing on the information by Railways in case of failure.

• Execution of AMC Contractor will be required to maintain sufficient spares for various cards/modules at each location. This is required for quick rectification. The service engineer will keep advised sectional ASTE/DSTE, SSE (Sig) and Signal Control of the DDU Division about his day to day movement. Inspection and maintenance should be carried out in presence of authorized representative of Sr. DSTE/DDU. Record of measurements of various parameters, their adjustments and replacement of modules/ cards/ equipments during the visit shall be maintained as per the Performa provided by Railways and shall be got counter signed by the Railway's representative during every visit at a station. Contractor shall maintain a register at each location for recording these details as per this Performa. A joint report of the same is to be submitted to the office of DRM(S&T) as per Performa.

• Execution of AMC A separate register for details of attending failure/breakdown is to be maintained by the contractor at each station during the period of AMC. The details regarding the time of information received, failure/breakdown attended and its rectification, its nature material repaired/replaced and signature of the service Engineer and the authorized representative of Sr. DSTE/DDU should be recorded as per prescribed Performa Complete set of Tools required for maintenance must be available with service engineer during preventive maintenance/attending failure. If the service engineer feels that the failure is due to any other reason which is beyond this preview, the same should be reasonably supported by reports/measurements/readings etc. Railway decision in this regard shall be final.

• In case Railway needs any guidance/training in modifying/enhancing the capacity of the system/minor shifting of the system, the contractor shall assist in completing this work and testing it.

• Pre-site Inspection Before get into a maintenance contract the full working condition of E.I. system, (M/s Siemens make) should be jointly checked by firm's Authorized Engineer and JE/SSE (Signal) from division. If any servicing/replacement have to be undertaken for full functionality of the equipment, the same will be carried out at additional cost except the E.I system ( M/s Siemens make) which went defective during the currency of previous AMC.

• Commencement of work:-The contract will be treated as valid from the date of issuance of the LAO.

• Items Covered under AMC

  1. Complete EI equipment including all Module/components, accessories, VDU, hardware including peripherals equipments etc will be covered under AMC. One set means One EI. Any defective Module/components of the above said equipment is replaced by new one, old VDU/ Module/components will be taken by firm.
  2. EI yard viewer software, reloading of data base etc to support EI in failure analysis system.

• Items not covered under AMC

  1. Servicing of Module/components of replacement of the same.
  2. Servicing of other make Module/components or replacement of the same
  3. The hardware changes or upgrades required due to change in signalling system or yard layout during AMC period will be carried out by the contractor on extra additional cost

• Relocation of the equipments As this contract is only respect of present site of the equipment, for relocation of the equipment unless otherwise mutually agreed prior to relocating. However, this agreement does not cover charge for relocating the equipment and repairs or replacement if any, required because of relocation of the equipment.

• Penalty Clause:

  1. For major Failure/ breakdown of the installation(resulting in disruption of railway traffic);-
     1. Total duration of failure/breakdown/non-functioning of the EI installation will be calculated every month (in no. of hours). Pro- rata rate of AMC per hour will be calculated and payment will be not be made for this downtime. Working Hours for the system shall be considered as 24 Hours per day. (Calculation shall be done as per details mentioned in Annexure A1).
     2. Further a penalty @ 50 times of the pro - rata of AMC charge per hour shall be levied for per hour downtime after a grace period of 2 hrs and up to 4 hrs after reporting failure/breakdown. (Calculation shall be done as per details mentioned in Annexure A2).(C) Further a penalty @ 100 times of the pro - rata of AMC charge per hour shall be levied for per hour downtime after 4 hours of reporting failure/breakdown till failure rectified (Calculation shall be done as per details mentioned in Annexure A3).
  2. For Minor Faults/Failures (which do not causes disruption in train traffic) of the installation: Penalty @ Rs. 500/- per failure per day or part thereof shall be levied for the minor faults/failure after a grace period of 24 hrs till failure is rectified. (Calculation shall be done as per details mentioned in Annexure B).Note: -
     1. Penalty can be reduced or waived if breakdown is on account of the railways.
     2. If minor faults/failures converts into major faults/failures after reporting, the downtime and penalty shall be governed vide para 1(a) & (b)
  3. For delayed scheduled preventive maintenance visit: A grace period of 05 days shall be allowed after which penalty @ 20% of Monthly AMC charge for per system per day of the installation may be levied for each passing day. (Details to be calculated as per Annexure-C. However, grace period will be zero for those ELECTRONIC INTERLOCKING SYSTEM equipment which has generated partial fault and does not lead to disruption of train traffic. (Calculation shall be done as per details mentioned in Annexure C).
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• Payment terms:

  1. Payment shall be made on monthly basis, after expiry of each month of satisfactory maintenance against bills to be submitted by the firm.Payment shall be made after maintenance service report, record of monthly visit, failure and servicing done or verified and satisfied by railway and required up time as specified is ensured.
  2. The following documents duly certified by Sectional ASTE/DSTE will be submitted alongwith the bill :
     1. Joint measurement and report as per prescribed format.
     3. Certification that the EI is working satisfactory in networking mode.
     4. Penalty calculation.

• Other conditions -

  1. During the period of maintenance of contract, no third party will allowed to undertake any repairing/serving of the system unless the firm performing the CAMC consent but the firm will allow the Railway staff to perform any first line maintenance.
  2. All tools and other testing equipments for maintenance and failure rectification shall be arranged by the firm at its own cost. The firm should keep a stock of all the relevant cards, modules and components at respective station, so that after getting information of failure, the cards, modules and components are immediately available for replacement No. extra cost will be paid for this by Railway. No cards modules and components active or hot standby or spares will be taken away by the firm in any case without immediate replacement with similar working cards, modules and components. After replacement the report should be jointly signed by Railway representative & firm repetitive and submitted to Sr. DSTE/DDU office.
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• Mandatory updation of Labour data on Railway's sharmik kalian portal by contractor :-

  1. Contractor is to abide by the provisions of Payment of Wages act & Minimum Wages act in terms of clause 54 and 55 of Indian Railways General Condition of Contract. In order to ensure the same, an application has been developed and hosted on website 'www.shramikkalyan.indianrailways.gov.in'. Contractor shall register his firm/company etc. and upload requisite details of labour and their payment in this portal. These details shall be available in public domain. The Registration/ updation of Portal shall be done as under:
     1. Contractor shall apply for onetime registration of his company/firm etc. in the Shramikkalyan portal with requisite details subsequent to issue of Letter of Acceptance. Engineer shall approve the contractor's registration in the portal within 7 days of receipt of such request.
     2. Contractor once approved by any Engineer, can create password with login ID (PAN No.) for subsequent use of portal for all LoAs issued in his favour.
     3. The contractor once registered on the portal, shall provide details of his Letter of Acceptances (LoA) / Contract Agreements on shramikkalyan portal within 15 days of issue of any LoA for approval of concerned engineer. Engineer shall update (if required) and approve the details of LoA filled by contractor within 7 days of receipt of such request.
     4. After approval of LoA by Engineer, contractor shall fill the salient details of contract labours engaged in the contract and ensure updating of each wage payment to them on shramikkalyan portal on monthly basis.
     5. It shall be mandatory upon the contractor to ensure correct and prompt uploading of all salient details of engaged contractual labour & payments made thereof after each wage period.
  2. While processing payment of any 'On Account bill' or 'Final bill' or release of 'Advances' or 'Performance Guarantee / Security deposit', contractor shall submit a certificate to the Engineer or Engineer's representatives that "I have uploaded the correct details of contract labours engaged in connection with this contract and payments made to them during the wage period in Railway's Shramikkalyan portal at 'www.shramikkalyan.indianrailways.gov.in' till ____Month, ____Year."
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• POLICE VERIFICATION OF ANTECEDENTS OF CONTRACTUAL STAFF - Police verification of the antecedents of contractual staff engaged in works/service contracts is compulsory required in uploaded Performa.

• GENERAL - The General Condition of Contract 2020 as amended up-to-date shall be binding in this contract in all matters not specifically covered by the conditions set forth in the Tender documents provided it is not otherwise repugnant to the context.

• TOOLS & EQUIPMENTS Tools and Equipments required for maintenance of the work will have to be arranged by the Contractor without any extra cost to the Contractor.

• DAMAGE TO RAILWAY PROPERTY The Railway Administration will not be responsible for loss or damage to the contractor's materials, equipment, tools & plants due to floods, theft or any other cause or causes whatsoever. The contractor shall be held responsible for any damage to Railway property like telephone lines, cables which may be caused by any of his action in connection with or in the execution of the work.

• CREDENTIAL The contractor should have experience in similar kind of job earlier. Performance Certificate from other Government Organization for satisfactory completion of similar Job should be uploaded with the offer.

• CONDITION OF PRICES The Tenderer is required to quote the unit rates against each item appearing in the schedule of work. The rates quoted by the Tenderer shall be inclusive of Excise Duty, Sale Tax, Local Taxes and all other incidental like handling, freight, insurance etc. as may be applicable. Necessary exemption certificate of Octroi/Entry fee will be furnished by the Contractor. The rate quoted by the Tenderer and accepted by the Railway shall hold good till the completion of work a no additional claim whatsoever will be admissible on account of fluctuation in market rates, increase in Taxes/levies/Tolls etc. or on imposition of new taxes/levies/tolls rates, increase in Taxes/levies/Tolls etc. or on imposition of new taxes/levies/tolls etc.

• Income Taxes and Sales Tax Sales Tax (if applicable) or what so ever and Income Tax, Surcharge on Income Tax and any other taxes as applicable will be deducted from all bills of the Contractor (if applicable). Besides Workmen Service Tax or as applicable shall be deducted at source.

• Communication; Tenderer will nominate his representative for communication between Railway and Tenderer. Tenderer will provided address and phone No. of representative so that any massage can be communicated.

• General Conditions of Contract and Standard Specification of RDSO for E.I system ( M/s Siemens make)as amended up to date shall be binding in the contract in all matters.

• Regular training camps for healthy maintenance to be arranged by the OEM/AMC provider at each Service Centre per quarter(once in three month) to Railway staffs of that section.

• OEM/AMC provider should also check earth connectivity and power supply i.e. 220 V input. If any defect is there in earth connectivity and power supply, Railway will repair.

• The balance sheet and all other financial documents attested/certified by the Chartered Accountant (CA) to substantiate fulfillment of Financial Eligibility Criteria should be with UDIN, failing which the offer shall be considered as incomplete and will be summarily rejected without any further reference".