1. Tender Notice No.ser.indianrailways.gov.in/uploads/files/1336565012910... · Web view2018/04/12 · Name of work Cleaning, Sanitation, Housekeeping, Gardening & Landscaping of

S.E.Railway ZRTI/SINI/INFRASTRUCTURE DEV./10/Cleaning dtd 19.4.12

[START OF TENDER DOCUMENTS]

OPEN TENDER NOTICE

NO. ZRTI/SINI/INFRASTRUCTURE DEV./10/Cleaning dtd. 19.04.2012

Name of work

Cleaning, Sanitation, Housekeeping, Gardening & Landscaping ofthe whole Zonal Railway Training Institute including disposal of garbageto nominated places, as per schedule and details fixed, for (24) months.

Cleaning Management CommitteeZONAL RAILWAY TRAINING INSTITUTE

SOUTH EASTERN RAILWAY, SINI

Tenderer Page 1 Chairman, Cleaning Management Committee


TENDER FORM

ZRTI, Sini is located near SINI Railway Station on TATA-Chakradharpur Section of S.E.Railway,District- Saraikela-Kharsawan, State-Jharkhand, PIN -833 220, Tele & Fax No.06597-244311

1. Tender Notice No. ZRTI/SINI/INFRASTRUCTURE DEV./10 /Cleaning dtd.19.04.2012

2. Name of the workCleaning, Sanitation, Housekeeping, Gardening & Landscaping of the whole Zonal Railway Training Institute premises including disposal of garbage to nominated places, as per schedule and details fixed, for twenty four (24) months.

3.Duration of Work Twenty four (24) months.

4. Approx. Cost Rs. 35,19,920/- (Rupees Thirty five lakh nineteen thousand nine hundred twenty) only.

5. Earnest Money Rs. 70,398/- (Rupees Seventy thousand three hundred ninety eight) only. 6. Sale of Tender Form

On any working day between 9 to 15 hrs from 10.05.2012 to 14.06.2012 from the Office of the Principal ZRTI, SINI.

7. Cost of Form Rs 3,000/- (Rupees three thousand) only.8. Date, Time & Place of Closing The Tenders may be dropped in the Special Box available in the Office of

the Principal, ZRTI, Sini from 9-15 hrs from 12.06.12 to 15.06.12

9. Date, Time & Place of Opening On 15.06.12 at 15.30 hrs. at the office of Principal, ZRTI, Sini.

Form Sr. No………………………………,…………………………….

M.R.No. ___________________Dated________________for Rs. 3,000 /-

Issued to M/S ……………………………………………………………………………………………………………………………

Dated……………………………………………….. Signature of the issuer…………………..

Down Loaded from Website on .................................Enclosed DD no...................................

date………...................for Rs. 3,000/-.of Bank .......................Branch, in favour of FA & CAO, S.E.Railway,

GRC, payable at Kolkata. Signature of the Tenderer



INDEX

Description Page Cover Page and Start of the TENDER Documents, Form Issued/Downloaded particulars & Index to pages of TENDER NOTICE, Open Tender Notice & Note for Tenderers

1-4

Note for the Tenderers, Eligibility Criteria, Tenderer to visit ZRTI, SINI & Similar Services 5-6

Terms and Conditions, Cleaning Management Committee, Scope of Work, Service Schedule & Timings

6-8

Details & Area, Materials to be used,Communication Book, Checks & Attendance , Loss of key, Security of Institute Variation in Cleaning area , Housekeeping, Gardening & Landscaping ,

9-13

EMD,General Conditions of Contract ,Execution , Security Deposit, Performance Guarantee,Bill 13-16Price Variation Clause, Laws Governing the Contract, Communication & Representation. Indemnity, Determination of Contract owing to Default, Termination, Disputes, Notice, Arbitration

17-19

Jurisdiction of Court, Special Conditions of Contract, Employees. 20PME, ID Card, Uniform, Hygiene, Details, Quality of Work, Railways to provide, Contractors to provide, Trainees’ Feed Back Register, Negotiation

21-23

List of similar nature of Works of Comparable Level, completed in last 3 years, with Performance Certificates from Clients. List of Works & Personnel on Hand, Personnel to be Engaged for this work. Annexure-I- III

24-27

Area of ZRTI, Sini, Map, Holidays, Mandate Form Annexure-IVA---VI 27-30Indemnity Bond Annexure-VII 31Tenderers Postal Address Annexure VIII 32Periodical Medical Examination of Cleaning Staff Annexure –IX 33Cleaning Equipment & Materials to be Used Annexure-X,XI 34-35Documents to be submitted by the Tenderer (Check List) Annexure- XII 36Packet “B” (Financial Bid) Cover Page, Instructions 37-40

Financial BID 41Declaration by the Tenderer 42Bank Guarantee Bond Form (Revised) 43-44Contractor’s Agreement 45



TENDER NOTICENo. ZRTI/SINI/INFRASTRUCTURE DEV./10/Cleaning Dated – 19.04.2012

Chairman, Cleaning Management Committee, Zonal Railway Training Institute, Sini, S.E. Railway for and on behalf of the President of India, invites Open Tender in sealed cover in this Tender Form, from reputed and reliable companies / agencies/ clients/ Firms / institutions for the works as follows: Name of the Work: Cleaning, Sanitation, Housekeeping, Gardening & Landscaping of the whole Zonal Railway Training Institute premises including disposal of garbage to nominated places, as per schedule and as detailed, for twenty four (24) months.Eligibility: (1) The tenderer must be Registered/Incorporated in India, with minimum 3 (three) years or above and experienced in the field of cleaning, sanitation, housekeeping, gardening & landscaping business / similar activities in reputed establishments of comparable Service levels. (2) Tenderer must have successfully completed/ongoing at least one Cleaning, Sanitation, Housekeeping, Gardening & Landscaping/similar single work for a minimum value of 35 % of advertised tender value of work during any of the last three years (2008-09,2009-10,2010-11) & financial year (2011-12). (3) Tenderer should have received a total amount of minimum 150 % of the advertised tender value of work during the last three years. (4) Tenderer should have valid PAN & Service Tax Registration from Income Tax and Service Tax departments to run the service. (5) Tenderer should have EPF, ESI and other Statutory Registrations.

Form: Rs.3,000/-. Approx. Cost: Rs, 35,19,920 /-. EMD: Rs.70,398 /-.Period: Twenty four (24) months. Closing & Opening: On 15.06.12 at 15.00 & 15.30 hrs. respectively.Validity:90 days. Sale of Form: 10.05.12 to 14.06.2012 between 9 hrs to 15 hrs on any working day from the Office of Principal, ZRTI, Sini OR can be downloaded from www.ckpser.railnet.gov.in OR www.tenders.gov.in. Tender document is Non-Transferable and cost is Non-Refundable. Tender Documents shall not be sent by Post. Tender documents downloaded from Website should be submitted along with a Demand Draft for cost of the form of Rs 3,000/- from any Nationalized Bank/Scheduled Commercial Banks approved by the Reserve Bank of India, in favour of “FA & CAO, S.E.Railway, Garden Reach, Kolkata”, payable at Kolkata (Allocation No.Z-650), failing which the tender form will be summarily rejected. Tenders without Earnest Money Deposit will also be summarily rejected. Chairman, Cleaning Management Committee ZRTI, SINI



NOTE FOR THE TENDERERS

1. This is an OPEN Tender, in two Packet System. The tenderer are requested to read the Tender Form carefully, particularly General Conditions & Special Conditions of the Contract before filling up the form and then fill up with utmost care. In case of any clarification is required, may contact with the Office of the Principal, ZRTI, Sini during working hours. If any difference is found in the tender notice of Hindi & English version, English Version will prevail. The Tender submitted by the tenderer will consist of Financial Bid (Packet-B) duly sealed in an envelope superscribed as Tender for Cleaning, Sanitation, Housekeeping, Gardening & Landscaping addressed to the Principal, ZRTI, Sini, and further sealed in a larger envelope superscribing the Name of the work, Technical Bid -(Packet–A) addressed to the “Chairman, Cleaning Management Committee, ZRTI, Sini” and should be dropped in the Tender Box allotted for the purpose in the office of the Principal, Zonal Railway Training Institute, Sini, on any day from 09.00 -15.00 hrs from 12.06.12 to 15.06.12. Filled in Tender documents can be sent by Registered Post/Speed Post/Courier Services to reach the office of the Principal, ZRTI, Sini on or before 15.00 hrs on 15.06.12 However, Railways will not be responsible for non receipt/delay of such tender.2. Eligibility Criteria: The tenderer should have the following minimum criteria : (a) The tenderer must be Registered/Incorporated in India, with minimum 3 (three) years or above and experienced in the field of cleaning, sanitation ,housekeeping, gardening & landscaping business/ similar activities in reputed establishments of comparable Service levels.

(b)Tenderer must have successfully completed/ongoing at least one Cleaning, Sanitation, Housekeeping, Gardening & Landscaping/similar single work for a minimum value of 35 % of advertised tender value of work during any of the last three years (2008-09,2009-10,2010-11) & financial year (2011-12).

(c) Tenderer should have received a total amount of minimum 150 % of the advertised tender value of work during the last three years. (d) Tenderer should have valid PAN & Service Tax Registration from Income Tax and Service Tax

departments to run the service. (e) Tenderer should have EPF, ESI and other Statutory Registrations.

3. It is strongly recommended and expected that the intending Tenderer should visit the ZRTI,

Sini, premises before submission of his bid.4. Tender Form should be collected from the Office of the Principal, ZRTI, Sini, submitting an Authority Letter from the Firm in its letter head along with the Money Receipt for Rs. 3,000/- (Cost of the Form).Tenderer while downloading the Tender form from Website should take care that they have printed the whole document from Start to End. The document should be printed on good quality A-4 size paper of 75 GSM or above and the tenderer has to ensure that the prints are clear, legible, correct and complete in all respect. The documents shall be properly bound in serial order. The cost of downloading the Form should be borne by the Tenderer.5. Tenderer shall not make any change/addition/deletion/tampering in the downloaded Form. In case, if any such modification is noticed, the Tender/Contract shall be rejected/terminated on Tenderer’s/Contractor’s fault. The Railway Authority reserves the right to take action against the Firm as deemed fit under the Law.6. Similar Services is defined as - Providing Cleaning (Procuring of Cleaning chemicals, tools,

equipments, their appropriate use to keep the area Neat & Clean),Sanitation, Housekeeping (in Hostel, Office, Library),Gardening (purchase of Plants & Seeds, Manures, tools & equipments,



caretaking of plants), Landscaping for beautification including those functional services ancillary to Cleaning, Sanitation, Housekeeping, Gardening & Landscaping of the premises in Public/ Commercial/ Industrial/Institution’s Office/Hostel owned by Semi Govt./ Govt./PSUs/ Educational Institutions/ Renowned organisations of comparable Service levels. The Tenderer shall submit:-(i)List of similar nature of works completed in last 3 years, with Performance Certificates from Clients. (Annex.-I)(II) List of works on hand indicating description of work, contract value & date of award. (Annex.-II)(iii) List of Personnel available on hand and proposed to be engaged for the work. (Annex.-III) 7.Rates quoted in the Financial Bid Form should be for twenty four (24) months both in figure and

words and inclusive of all Government levies, taxes, service tax and cost of consumables for cleaning, sanitation, housekeeping ,gardening & landscaping including cleaning materials, tools & kits, equipments, Plants & Seeds, Manures etc. for ZRTI, Sini including Main Building and Hostel area.

8.Validity of rates offered should be for minimum 90 days from the date of opening of the tender for acceptance and thereafter the rates will remain firm. No change of rate will be allowed during the currency of the Contract & till completion of the work and four (4) months beyond that.

9.Any alternation of or addition to these conditions of tender will render the offer null and void.10. No alteration/eraser/overwriting/use of white ink in rates shall be permitted, unless it has been

initialled by the tenderer.11. If a tenderer deliberately gives wrong information in his tender, Chairman, Cleaning Committee,

ZRTI, Sini, reserves the right to reject such tender at any stage and the tenderer is liable to be prosecuted as per Law.

12. Tenderer is not allowed to submit Conditional tender.13. No subletting of Contract is permitted.14. It is the responsibility of the Tenderer to keep them up dated about any modification in tender notice

and documents, issued through News Paper, electronic media, Website, e-mail, SMS or through any other means of communication and shall act accordingly.

15. Make sure that tender is complete in all respect & documents viz. Certificates, affidavits, registration certificates, permissions, Money Receipt/Demand Draft, Annexure etc. as asked for are enclosed and is dropped at the scheduled place & date before the time of Closing.

16. Tender Form must be Signed with Date and Stamp at all pages and where required.17. The tenderer should keep all their original documents in readiness as they may be verified and

checked by the Railway Authority before finalization of the Tender.18. In case of any unusual occurrence, viz., Strike, Bundh, Holidays etc., dropping and Opening of tender

could not be done, then on the next working day this will be arranged at the scheduled time & venue.19. Representatives of the Tenderers should bring authorization letter with ID card with them. They should

report well before 15.00 hrs on 25.05.2012 &may remain present during the time of opening.20. Railway reserves the right to assess the capacity, capability & financial power of the intending

bidders on the overall performance of the work.

TERMS AND CONDITIONS1.0 MEANING OF TERMS 1.1 Cleaning Management Committee, ZRTI, SINI, hereinafter referred to as Cleaning Committee

formed for the purpose of Cleaning, Sanitation, Housekeeping, Gardening & Landscaping & Selected Services to the Trainees’ Hostel, Recreation Room & the Institution for maintaining Clean & Healthy environment and beautiful premises with quality services.

1.2 “Cleaning Committee”: To implement the contractual works in its true spirit, a Cleaning Committee shall be nominated by the Chairman, ZRTI, Sini from the Faculty members and Office Staff who will



assist the Chairman & shall look after the day to day work and shall maintain liaison with the Manager/Supervisors, authorized by the Contractor.

1.3 ZRTI stands for Zonal Railway Training Institute at Sini, South Eastern Railway, under the Ministry of Railways, Govt. of India.

1.4 Chairman: Means the Principal, Zonal Railway Training Institute, Sini, S.E.Railway, acting for and on behalf of the President of India.

1.5 Vice Chairman: Vice Principal, ZRTI, Sini shall be the ex-officio Vice Chairman of Cleaning Committee during the period of his posting at ZRTI, Sini.

1.6 Secretary: Secretary of the Cleaning Committee shall be the official, looking after the affairs of the Cleaning Committee under this Contract. In his absence, other official as nominated by the Chairman shall act on his behalf, to render his services during the period of his posting at ZRTI, SINI.

1.7 Joint Secretary: will be a nominated Transportation Instructor in charge of Cleaning Activities.1.8 Treasurer: Chief OS of ZRTI shall be the Treasurer.1.9 Warden: The In-charge of the Hostel, looking after the accommodation, allotment of rooms,

Cleaning, Sanitation & Housekeeping. He shall also looks after the day to requirements & needs of the trainees, particularly of Trainees, who fall Sick or otherwise in trouble.

1.10 “Indenter” Means any Official of the Cleaning Committee, to order Materials/ Stores/Service etc.

1.11 “Inspecting Officials” means the person/persons nominated by the Chairman to inspect the Stores, Cleanliness, Sanitation, Housekeeping, Gardening and Landscaping arrangements, attendance of Contractors’ labourers, Contractor’s office and Registers, Books etc.

1.12 Trainees: shall mean the Trainees who are undergoing training at ZRTI, Sini.1.13 Tenderer: The Railway Authority invites professional companies, hereinafter called “the Tenderers”,

to submit the Tender and shall mean the companies/ agencies /institutions/ firms/clients, who tenders for the work with a view to execute the work on Contract with the Railway Authority and shall include their representatives, successors and permitted assignees. The Contractor, means the person, firm or company with whom the order of the above Contractual works has been awarded.

1.14 Supervisor : shall mean the skilled authorised person of the Contractor, with managerial efficiency, who shall represent the Contractor at the site who shall Supervise and shall be the overall co-coordinator of all works viz Cleaning, Sanitation, Housekeeping, Gardening & Landscaping works under the contract on day to day basis. He shall remain responsible for supply of materials and manpower as needed on day to basis. Any communication with him or vice-versa with the administration should be done through him and in writing. Compliance of Unsatisfactory & of Communications to the Contractor shall lie with him. He should be provided with a Mobile Phone by the contractor & the number communicated to the Railway Administration.

2 SCOPE OF WORK : 2.1 Cleaning, Sanitation, Housekeeping, Gardening, Landscaping of both Institute and Hostel, i.e., whole

ZRTI, Sini premises as detailed by the Railway Administration, for a period of twenty four (24) months. The tenderer is expected to provide services of high standard. It shall be obligatory on the part of contractor to continue for/up to four (4) months beyond twenty four (24) months, at the same rate & conditions as per the contract, if so required by the Railway Administration and advised in writing.

2.2 The Hostel & Institute shall remain open for 365 days and 285 days per year respectively. 2.3 In the Hostel there are 15 Barracks & 4 Buildings having 213- Room, Bath Room-48, Urinals-30,

Latrines-80, Basins-32, Staircases-5, passages & Véranda.2.4 Mess Building (1st Floor)-Recréation Room-1, Gymnasium Room-1, Reading Room -1, Toilets-3,

Warden’s Room-1, Warden’s Stores Room-1, Staircases-1 & Corridor. 2.5 Institute Building has total 38 room including Class Room-15, Model Room-3, Auditorium-1



Computer Room-3, Signal Room-2, Sports Room-2, Officer’s Chambers-3, Other Service Room, Two Garden, One Staircases, Urinal-12, Latrines-4 & 2 Basins-2 (Annexure –IV A & IV-B)

2.6 Scope of Works under this tender includes :I. Clearing & Sanitation :

1. a) The work shall include cleaning activities at Hostel and Institute premises of ZRTI, Sini- Concourse, Corridors, Staircases, Rooms, Floors, Walls, Doors, Windows , Glass Panes, Verandah, Glass Mirrors, Wash Basins, Water Booths, Urinals, Toilets, Bathrooms, Roads, Drains, removal of pan-spits, stains, cobwebs, Posters, spraying of disinfectants/fly killers, Cleaning of Shrubs, herbs, Grass etc., trimming of tree branches to maintain a healthy atmosphere. Dusting off of Tables, Chairs, Desks & other equipments.

b) Service Schedule : Cleaning, sweeping and wet mopping of Rooms, Staircases, Corridors etc. – Once a day, Urinals & Toilets - Twice a day. Sweeping of Roads – Once a day. Removal of Cobwebs &

Wall Cleaning --- once in a month/when required as detailed in item c) Details & Area, next.

Timings for Cleaning & Sanitation Works:-Cleaning & Sanitation Works Morning Mid Day Evening

From To From To From ToHostel-Rooms, Verandah,Staircase 5.30 7.00 17.30 19.00

Hostel- Latrine, Bath Rooms, Urinals 4.30 6.00 13.30 15.00Institute-Class Rooms, Verandah,Staircases 16.00 17.30

Chambers & Teachers’ Rooms + Office 7.00 8.00 13.30 14.00

Institute- Urinals, Toilets, Latrines 8.00 8.30 12.45 13.20

Model Rooms 9.00 10.30

Recreation Room,Gymnasium,Warden’s Room ,Stores Room ,Latrines Staircase, Corridor

(1st Floor of Mess Buildings)

9.15 10.30

Roads, Concourse, Main Gates 8.45 11.00

Inside Institute --Open Space 8.45 10.00

Inside Hostel- Open Space 9.00 11.00

Frequency as detailed above is to be treated as minimum, however, increase in frequency may depend upon the requirement to ensure High quality of cleanliness.

Contracter shall undertake to provide and use totaly biodégradable refuse bag for daily refuse collection from Hostel & Institute premises, waste paper baskets, dustbins and disposal of the same to nominated places.

The contracter may be required to carry out extra cleaning works and to provide additional Cleaners during emergency or functions/seminars from time to time. The Contracter shall undertake to provide efficient Debris (such as fitting- out waste and materials etc.) removal services as per Railways request at his own cost. No extra charge to be claimed.

c) Details & Area



Measurements of ZRTI Sini Floor Floor Frequency

INSTITUTE Area

(Sq.m) Frequency BARRACK Area

(Sq.m) Frequency

1Principal,VP,ACM/AOM & CTI's Chamber 93.60 Once/day 1 Barrack 15 nos. 133 Rooms

1430Once / day

2Instructors, Visitors' & Office Room 72.33 Once/day 2 Buildg-4 nos. 80 Rooms

816Once / day

3Confidential, Steno,SSE's Room 85.84 Once/day 3

Recreation,Gymnasium,Warden's Room 310 Once / day

4

Class Rooms (15) No. 1-4,12,16,25,30,31,33-38 655.4 Once/day 4 Verandah

1745Once/day

5Library, Optg,Comml & C&W Model Rooms 684.05 Once/day 5 Staircase- 5 126 Once/day

6 Auditorium 189.00 Once/day 6Passage Ground Floor + First Floor Mess Buildg 14 Once/day

7

Computer,Trng. & UTS,FOIS,COIS & PRS Room 77.71 Once/day 7 TOTAL 4441

8 TOTAL 1857.93 8Bath Room, Urinal, Latrine & Basin -51+30+85+32 352.11 Twice/day

9

Urinals,Latrine, Bath Rooms & Basins (12+4+2+10) 22.17 Twice/day 9 Passage to Urinals etc.

43Twice/day

10 Main Entrance Area 27.00 Twice/day 10 TOTAL 395.11 11 Verandah 749.6 Twice/day 11 Warden's Store Room 30 Once/Week12 Staircase with approach 30.00 Twice/day 12

Volley Ball ,Badminton,Lawn Tennis, Basket Ball Ground 720 Once/Week

13 TOTAL 828.77 13

Walls, Doors,Windows in Hostel & Mess (1st Floor) 972.1 Once/Week

14 Institutes Stores Rooms 30.55 Once/Week 14 TOTAL 1722.1 15

System Control, Musical Instructor, Sports Room 46.84 Once/Week 15 Ceiling 4441 Once/month

16

Walls, Doors,Windows in the Institute 267.21 Once/Week 16 Total Drain Length (mts.)* 1580 Daily

17 TOTAL 344.6 17 Total Road 1700x3=5100 sqm. 5100 Daily18 Ceiling 1857.93 Qly 19

Garden Space inside the Institute 508.56 18 Lights,Fans & Exhaust 1040 nos. Qly

20

Circular Garden,infront of the Institute 794.00 19 Garden inside Hostel 1000

21 Total 1302.56

Free flow of water to be maintained.

22

Green Grass Bed infront of the Institute 612



Contractor shall undertake to provide and use, environment-friendly quality cleaning materials/ products / agents as required by the Railway Authority.

d) Environmental Standard: To comply with all environmental legislation of the State and Central Government in respect of air and water pollution, waste disposal and Ozone depletion etc.

e) Green Practises: Carry out good environmental practises in carrying out the works for conserving global & local environment. Such practises shall include but not be limited to the replacing of all chemical based cleaning agents by other natural/organic alternatives.

f) Health & Safety: Make every endeavour to protect the indoor environment with particular attention to health and safety of the occupants, visitors and workers in the buildings.

(i) To keep the premises neat & clean, to maintain very good Sanitation, perfect housekeeping, gardening and landscaping for beautification of the entire premises as detailed in this contract and to maintain healthy & hygienic condition all around. Employ highly skilled, skilled, semi skilled & unskilled persons, purchase of cleaning chemicals, equipments, materials, seeds, saplings, manures, tools & equipments etc. and proper storing and stacking by the Contractor and their distributions etc.

(ii) Cleaning of floors including Walls & dusting of Doors, Windows, Electrical Fittings including sweeping of roads, surroundings of the premises & Drains, Corridors and approach area. The term “CLEANING” here would imply Sweeping, washing, mopping up- with acceptable cleaning agents and disinfects etc once/twice a day as detailed, spraying of Refreshner and keeping the area dry, neat & clean and sweeping as and when required.

(iii) The Contractor shall engage Competent Supervisors to supervise the said work under the Contract. The Contractor’s Supervisor shall be personally present in the ZRTI, Sini, premises to supervise all activities.

(iv) Provision and maintenance of some Decorative & Flowering plants in tubs in the Hostel & Institute premises.

(v) All refuges/wastes should be deposited at nominated places & regular cleaning of that area should be done. Garbage dumping in Vats/trolleys/garbage-bins provided by the Cleaning Contractors at nominated places within/outside the campus in paper bags. No plastic material which chokes the drainage system should be used by the Contractor, instead biodegradable materials should be used.

(vi) Special Cleaning shall have to be done on Special Occasions on nominated days within the period of contract. Holiday List for the year 2012 is at (Annexure –V).

(vii) Any other related jobs assigned by cleaning Committee Members or its representatives should be executed.

2. Cleaning Materials to be Useda) Mosaic Tiles:- Sweep clean of all dust, scrub with approved liquid detergent solution – wash down

thoroughly with clean water – remove all excessive water from surface. An approved water emulsion polish may be applied to mosaic tile walls and dados where a highly polished finish is desirable.

N.B. Avoid unsafe cleaners that will eat away the concrete routing surrounding the tiles. b) White or coloured rubbed granite: Sweep clean of all dust – scrub with approved liquid detergent

solution –wash down thoroughly with clean water – remove all excessive water from surface. NB: Avoid the use of metal brushes or wire wool.c) Marble: Sweep clean of all dust – scrub with warm water and a non-caustic detergent – wash down,

with clean water and remove all excessive water. The surface may be polished where a brilliant finish is desirable. Non-slippery liquid wax may be applied on to marble finish:NB: Avoid the use of acid which is harmful to marble.



d) Thermoplastic (Asphalt or Vinyl) Tiles: - Sweep clean of all dust – wash with a weak solution of liquid detergent – wash down thoroughly with clean water and dry. Apply a thin film of water emulsion polymer type polish which is self polishing and dries with a bright surface in about 20 minutes. After repeated application of polish a build-up of old polish may occur. This may be removed by the use of an approved concentrated detergent cleanser with the appropriate type of stripping agent.

e) Quarry Tiles: Sweep clean of all dust – scrub with an approved liquid detergent solution – wash down thoroughly with clean water and dry thoroughly. If a dust-free surface is required, a coat of spirit solvent wax can be applied. Do not use pigmented polishes without prior consent from the railway authorities.

f) Glazed tiles: Brush clean of all dust – scrub with an approved liquid detergent solution – wash down thoroughly with clean water and dry thoroughly.

g) Ordinary Cemented floor: Sweep clean of all dust – scrub with an approved liquid detergent solution – wash down thoroughly with clean water and dry thoroughly.

3. A Communication Book is to be maintained in the Cleaning Manager’s Office for day-to-day employment of Cleaning Staff. Any cleaning deficiencies and irregularity should be recorded in the book by the Trainees/Warden/Members of the Cleaning Committee. Cleaning Supervisors are required to check the Communication Book on daily basis and should attend the deficiencies /irregularities immediately. A positive feedback from the Contractor’s Cleaning Manager should reach to the Chairman /Vice Chairman on daily basis.

4. Security Checks and Attendance Cleaning staff shall have security checks prior to commencing work at site. They should sign on and off in a Register, maintained for the purpose. Officials may visit & inspect the Registers.5. Loss of Keys If a cleaner loses his/her keys, the responsibility of replacing keys and/or re-keying the extent of the

site affected lies with the cleaning contractor. 6. Securing the Institute Institute staff must ensure that classroom windows, doors, lights & fans are closed and locked at the

end of each day. The institute should ensure that good practices and procedures are followed by their staff and confirm that the institute is secure at the end of the day. However, cleaners are still required to check windows and doors for security and to take appropriate action when necessary as they complete their work.

7. Variation in Cleaning, Sanitation, Housekeeping, Gardening & Landscaping Area/Work: The following list comprises most possible causes of variations:

i. Change in type of floor surfaceii. Additional buildings (New Block C,D & E are expected to come up by June, 2012)

iii. Demolition of existing buildings / barracksiv. Change of usage of existing roomsv. Addition of existing rooms not currently being taken into consideration

vi. Deletion of existing room which no longer requires cleaningvii. Loss of buildings/rooms due to major incident, i.e. fire, earth quake etc.

viii. Change in area /schedule /frequency etc. If one of these events occurs the Principal,ZRTI,SINI should inform the Contractor, in writing, detailing the change in area which has occurred . Submit the variation as soon as the variation in



area occurs. The exact date of changes should be provided to ensure that the contract is reconfigured and the contractor is paid accordingly.

8. No family members should work in place of a cleaner.This is not permitted.

9. The Contractor shall provide clean and tidy Uniforms to all his employees. The uniform must be worn by all employees who are engaged to carry out the works under this Contract.

10. It is obligatory on the part of the contractor to carry out Monthly Cleaning Inspection with the Chairman/Vice Chairman. The meeting provides an opportunity to discuss any problem and to ensure that the agreed standard of cleaning is consistently achieved and to maintain a successful working relationship between the Railway Administration and Contractor.

II. Housekeeping :-(i) 213 Rooms --- Dressing of Rooms as required and ordered by the Warden, change of Bed Sheets,

Pillow Covers etc. with change of occupants, Opening and closing of Doors for students, arrangements for keeping ready rooms for new allottees. Reporting of different failures to different offices, shifting of materials /stores from one place to other as directed by the Warden.

(ii) Opening & Closing of Recreation Room, Gymnasium etc. (All days 17-22 hrs ,on Sundays& Holidays in the morning also from 9-11 hrs.).(iii) Opening & Closing and manning of the Library Room and to assist the Librarian, Books will be

issued by the Librarian.(iv) Opening & Closing and manning of the Computer Room, Commercial Model Room & UTS,FOIS

COIS Room etc.

III. Gardening-Landscaping: This item covers the following services: Gardening & Landscaping should be done for ZRTI, Sini, Inside the Institute there is a rectangular garden of 509 sq.m. and infront of the Institute there is a circular Garden of 794 sq.m, there are 40 Tubs for flowering & decorating plants. Two Green Grass bed to be maintained infront of the institute of total 612 sq.m. There are grass beds around the institute and inside the Hostel premises which should be taken care of. In addition to the above, 9 (nine) flowering Beds one of 200 sq.m & other eight each of 100 sqm for approx 1000 sq.m in total to be done for the purpose of beautification round the year.

A. Uprooting of weeds and maintenance of lawn of the entire garden area including hedge maintenance, placing of tree guards, cleaning, disposal of debris from inside garden, mowing of lawn with mower, forking of soil, breaking clods around tree, trimming of tree branches, watering etc.

B. Preparation of flower beds for seasonal flower, ground, forking the ground, applying manure and fertilizer, mixing the same with forked soil, planting the saplings, shading the same, watering again light tilting soil after establishment of plants etc.

C. Supply of healthy, disease free and pest free seasonal Flower of specified type and maintaining the same for a period of four month (4) from the date of plantation including replacement of casualty / defective plants during the maintenance period as per contract.

2.7 Earnest Money: The Tenderer shall be required to deposit Earnest Money of Rs.70,398/- (Rupees Seventy thousand three hundred ninety eight) only in Cash to the Divisional Cashier, Chakradharpur or in the form of Demand Draft/Pay Order from SBI/any Nationalised Bank in



favour of “ FA & CAO”, S.E.Railway, GRC, Kolkata, payable at Kolkata. The Money Receipt/Demand Draft/Pay Order must be enclosed with the tender form for due performance of the stipulations & to keep the offer open till such date as specified in the tender. It shall be understood that the tender documents have been sold/issued to the tenderer, who is permitted to tender in consideration of the stipulations on his part, that after submitting the tender he will not rescind from his offer or modify the terms and conditions thereof, in a manner not acceptable to the Chairman, Cleaning Committee, ZRTI, Sini. In case, the Tenderer withdraws his offer to undertake the contract after acceptance of his tender, the full earnest money shall be liable to be forfeited. The EMD should be in favour of “FA & CAO”, South Eastern Railway, Garden Reach”, payable at Kolkata. (under Allocation no. K-512-32).

(i) The Earnest Money, deposited by the successful tenderer will be retained towards Security Deposit for due and faithful fulfillment of the Contract, but, if the Contractor fails to execute the Agreement Bond or to start the work within 15 days time after notification of the acceptance of his tender or by the date notified in LOA, the full Earnest Money shall be liable to be forfeited.

(ii) The amount thus deposited will be returned to unsuccessful bidders after finalization of the contract. Railways will not pay any interest for delay in payment. Tenders without Earnest Money Deposit proof shall be summarily rejected.

3.0 GENERAL CONDITIONS OF CONTRACT

3.1 Care in submission of tender: Before submitting a tender, the tenderer is deemed to have satisfied himself by inspection of the ZRTI, Sini premises about, the nature of works to be performed and quality/standard of services expected to be maintained.

3.2 Execution of Contract documents: The Tenderer whose tender is accepted shall be required to appear in person at ZRTI/SINI or if the tenderer is a firm or companies/agencies/institutions, a duly authorised representative shall appear in person and execute the Contract within seven (7) days of issue of notice that Contract document is ready. Contract document will be made ready within a fortnight of award of the Contract. Failure to do so shall constitute a breach of agreement accepted by the acceptance of the tender, in which case, full value of EMD accompanying the tender shall stand forfeited without prejudice to any other rights or remedies. Similarly, the Contractor will have to start work as early as possible but in no case latter than 15 days from the date of issue of letter of acceptance .In the event of any tenderer whose tender is accepted, fails/refuses to execute the contract document/ fails to commence the work, Cleaning Committee may determine that such tenderer has abandoned the contract and thereupon his tender & acceptance thereof shall be treated as cancelled and Cleaning Committee shall be entitled to forfeit the full amount of Earnest Money. The Contract documents shall be made in 3 copies and shall be signed by the authorised representative of the Contractor and one copy given to the Contractor.

3.3 Rights of the Cleaning Committee to deal with the Tender: The authority for acceptance /rejection of the tender will rest with the Cleaning Management Committee. It shall not be obligatory on the said authority to accept the lowest tender or any other tender and no tenderer shall demand neither any explanation for the cause of rejection of his tender nor the Cleaning Committee undertakes to assign reasons for declining to consider or reject any particular tender or tenderer.



3.4 Partnership Deeds, Power of Attorney etc.: The tenderer shall clearly specify whether the tender is submitted on his own or on behalf of a Partnership concern. If the tender is submitted on behalf of a partnership firm, he should submit the certified copy of partnership deed along with the tender and power of attorney signed by other members of the firm to sign the tender documents on behalf of partnership firm. This would also be required for operation of the contract. Similar action, as required by law, is to be taken in case of Limited or Corporate body.

3.5 Security Deposit: The successful Tenderer shall have to deposit five (5) % of the Contract Value as Security Deposit. The amount of EMD of the successful tenderer will be retained by the Railways as part of the Security Deposit for due and faithful completion of the contract by the Contractor. The Balance amount of Security Deposit will be recovered from Contractor’s running bills @ 10% till full amount is recovered. No other mode of payment like Bank Guarantee, Fixed Deposit shall be accepted towards Security Deposit. This Security Deposit will be retained till contractor completes the work to the full satisfaction of Cleaning Committee. No interest will be payable on this Security Deposit. In case of failure of the Contractor to execute the work within 15 days period after notification of the acceptance of his tender or by the date notified in the LOA , the Security deposit shall stand forfeited. Contractor will have no claim of whatsoever in this regard. Security Deposit shall be returned to the contractor after physical completion of the work and as certified by the Chairman (a JAG officer) should issue the Certificate. The Certificate, inter alia, should mention that the work has been completed in all respect and that all contractual obligations have been fulfilled by the Contractor and that there is no due from the contractor to Railways against the contract concerned. Before releasing the Security Deposit, an unconditional and unequivocal No Claim Certificate from the Contractor concerned to be obtained.

3.6 Performance Guarantee :The procedure for obtaining Performance Guarantee is outlined below:

(a) The successful bidder shall have to submit a Performance Guarantee (PG), amounting to five (5) % of the Contract Value, within 30 days from the date of issue of the Letter of Acceptance (LOA). Extension of time for submission of PG beyond 30 (thirty) days and up to 60 (sixty) days from the date of issue of LOA maybe given by the Authority who is competent to sign the Contract Agreement. However, a penal interest of 15 % per annum shall be charged for the delay beyond 30 (thirty) days, i.e. from 31st day after the date of issue of LOA. In case the Contractor fails to submit the requisite PG even after 60 days from the date of issue of LOA, the Contract shall be terminated duly forfeiting EMD and other dues, if any, payable against that Contract. The failed contractor shall be debarred from participating in re-tender for that work.

(b) The PG may be submitted in any of the following forms- i) A deposit of Cash, ii) Irrevocable Bank Guarantee, iii) Govt. Securities –including State Loan Bonds at 5 % below the market value, iv) Deposit receipts, Pay Orders, Demand Draft & Guarantee Bonds. These forms of PG could be either of the SBI or Nationalised Banks. v) Guarantee Bonds executed /Deposit Receipts tendered by all Scheduled Banks, vi) A Deposit in the Post Office saving Bank, vii) A Deposit in the National Saving Certificate, viii) Twelve Years National Defence Certificates, ix) Ten Years Defence Deposit, x) National Defence Bonds, xi) Unit Trust Certificates at 5 % below market value or at the Face Value whichever is less. Also, FDR in favour of FA & CAO, SER, GRC (Free from any encumbrance) may be accepted.

(c) The PG shall be submitted by the successful bidder after the LOA has been issued, but before signing of the Agreement. The PG shall be initially valid up to the stipulated date of completion plus 60 days beyond that. In case, the time for completion of work gets extended, the contractor



shall get the validity of PG extended to cover such extended time for completion of work plus 60 days.

(d) The value of PG to be submitted by the contractor will not change for variation up to 25 % (either increase /decrease). In case during the course of execution ,value of the Contract increases by more than 25 % of the Original Contract Value, an additional PG amounting to 5 % (five percent) for the excess value over the original contract value shall be deposited by the contractor.

(e) The Performance Guarantee shall be released after physical completion of the work based on the “Completion Certificate” issued by the Competent Authority stating that the Contractor has completed the work in all respect satisfactorily. The Security Deposit shall, however, be released only after the expiry of the maintenance period and after passing the final bill based on “No Claim Certificate” from the Contractor.

(f) Whenever, the Contractor is rescinded, the Security Deposit shall be forfeited and the Performance Guarantee shall be en-cashed and the balance work shall be got done independently without risk and cost of the failed Contractor. The failed Contractor shall be debarred from participating in the Tender for executing the balance work. If the failed contractor is a Joint Venture or a Partnership firm, then every member /partner of such a firm shall be debarred from participating in the tender for the balance work either in his individual capacity or as a partner of any other Joint Venture/Partnership firm. (Reference –GCC item no. 3 of Annexure to BD’s letter no. 2007/CE-1/CT/18/PT-XII dtd. 31.12.10).

(g) The Chairman, Cleaning Management Committee shall not make a claim under the Performance Guarantee except for amount to which the President of India is entitled under the contract (not withstanding and/or without prejudice to any other provisions in the contract agreement) in the event of

h) i) Failure by the contractor to extend the validity of the Performance Guarantee as detailed herein above, in which event, the Chairman, Cleaning Management Committee may claim the full amount of the Performance Guarantee.

ii) Failure by the Contractor to pay the President of India any amount due, either as agreed by the Contractor or determined under any of the Clauses/Conditions of the agreement, within 30 days of the service of notice to this effect by the Chairman, Cleaning Management Committee.

iii) The Contract being determined or rescinded under provision of the GCC, the Performance Guarantee shall be forfeited in full and shall be absolutely at the disposal of the President of India. The procedure detailed below shall be adopted for dealing with variation in quantities during execution of works contract:

1. Individual Non Stock items in contracts shall be operated with variation of plus or minus 25 % and payment would be made as per the agreement rate. For this, no Finance Concurrence would be required.

2. In case an increase in quantity of an individual item by more than 25 % of the agreement quantity is considered unavoidable, the same shall be got executed by floating a fresh tender. If floating a



fresh tender for operating that item is considered not practicable , quantity of that item may be operated in excess of 125% of the agreement quantity subject to the following conditions:

a) Operation of an item by more than 125 % of the agreement quantity needs the approval of an Officer of the rank not less than S.A. Grade;

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

ii) Quantities operated in excess of 140 % but up to 150 % of the agreement quantity of the concerned item shall be paid at the 96 % of the rate awarded for that item in that particular tender;

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

b) The variation in quantities as per the above formula will apply only to the individual items of the contract and not on the overall contract value.

c) Execution of quantities beyond 150 % of the overall agreement value should not be permitted and, if found necessary, should be only through fresh tenders or by negotiating with existing contractor, with prior personal concurrence of FA & CAO/FA & CAO (C) & approval of General Manager.

3.In cases where decrease is involved during execution of contract:a) The Contract signing authority can decrease the items up to 25 % of individual item without Finance

concurrence.b) For decrease beyond 25 % for individual items or 25 % of contract agreement value, the approval of

an Officer not less than rank of S.A. Grade may be taken, after obtaining “ No Claim Certificate” from the Contractor and with Finance Concurrence, giving detailed reasons for each such decrease in the quantities.

c) It should be certified that the works proposed to be reduced will not be required in the same work. 4.The limit for varying quantities for minor value items shall be 100 % (as against 25 % prescribed for

other items) . A minor value item for this purpose if defined as an item whose original agreement value is less than 1 % of the total original agreement value.

5.No such quantity variation limit shall apply for foundation items.6.As far as Schedule of Rates (SOR) items are concerned, the limit of 25 % would apply to the value of

SOR schedule as a whole and not on individual SOR items. However, in case of Non-Stock items, the limit of 25 % would apply on the individual items irrespective of the manner of quoting the rate (single percentage rate or individual item rate).

7.For the Tenders accepted at Zonal Railways level, variations in the quantities will be Approved by the authority in whose powers revised value of the agreement lies.8.For tenders accepted by the General Manager, variations up to 125 % of the original agreement value

may be accepted by the General Manager.9.For Tenders accepted by Board Members and Railway Ministers, variations up to 110 % of the original

agreement value may be accepted by the General Manager.10. The aspect of vitiation of tender with respect to variation in quantities should be checked and

avoided. In case of vitiation of the tender ( both for increase as well as decrease of value of contract agreement), sanction of the Competent Authority as per Single Tender should be obtained.

3.7 Billing: The bills should be submitted on monthly basis, in the first week of next month in duplicate to the Secretary, Cleaning Committee, ZRTI, Sini after certification of quality, quantity & standard of works etc. by the Joint Secretary, same will be passed by the Treasurer and will be put up to the Divisional Accounts Office /CKP for sanction & Payment will be made through cheque/through RTGS/NEFT (Mandatory Form is at (Annexure-VI).



Service Taxes shall be deducted as in force & notified from time to time, from the Bills.

3.8 Price Variation Clause: Validity of Rates offered should be minimum for 90 days from the date of

Opening of the tender for acceptance and thereafter the rates will remain firm. No change of rates will be allowed during the currency of the contract & till completion of the work and four (4) months beyond that.

3.9 Laws Governing the Contract: This contract shall be governed by the laws of the Union of India, being in force. The tenderer shall be solely responsible for compliance to the provisions of various Labour and Industrial laws, such as, wages, allowance etc. relating to personnel deployed by the contractor or for any accident caused to them and the Cleaning Committee shall not be liable to bear any expense in this regard. The Agency shall make payment of wages to workers engaged by it by the stipulated date irrespective of any delay in settlement of its bill by the Cleaning Committee for whatever reason. The contractor shall specifically ensure compliance of various Laws / Acts, including but not limited to with the following and their re-enactments/amendments/modifications.

1. The Payment of Wages Act 1936 2.The Child labour (prohibition & regulation) Act, 1986 3. Minimum Wages Act 1950 (Minimum Wages in Jharkhand State) 4.The Factory Act, 1948 5. The Contract Labour (Regulation) Act, 1970 And any other law applicable for this contract from time to time will also be applicable.

3.10 Communications to be in writing: All notices, communication, references and complaints made by the Cleaning Committee or it’s Representative or the Contractor interse concerning the Work shall be in writing notices, communications, references and complaints not in writing shall not be given cognizance. The remarks for actions by the Cleaning Committee, on the entries in the Feed Back Register (kept in the Hostel/Office) shall have the same meaning and purpose of a notice/complaint as outlined above. But there will be routine daily verbal communications.

3.11 Representation on Works: The Contractor shall, when he is not personally present at the Site, depute two responsible Supervisor to supervise all the activities who shall on receiving notice, present themselves to the Cleaning Committee’s representative and orders given to the Supervisors shall be deemed to have the same force as if they had been given to the contractor.

3.12 Indemnity (On Judicial Stamp Paper of Rs 20/-) by the Contractor: The Contractor shall indemnify and render the Cleaning Committee harmless from and against all actions, suit, proceedings, losses, costs, damages, charges, claims and demands of any and every nature and description brought or recovered against the Cleaning Committee by reason of any act or omission of the Contractor, his agents Or employees, in the execution of the works or in his guarding of the same. All sums payable by way of penalty/compensation under any of these conditions shall be considered as reasonable compensation to be applied to the actual loss or damage sustained. (Annexure-VII)

3.13 Preservation of Peace: The Contractor shall take requisite precautions and take his best endeavours to prevent any unethical or unlawful behaviour by or amongst the workmen.

3.14 Non-employment of Labourer below the age of 15 : The Contractor shall not employ Children below the age of 15 as labourers for execution of work and abide by other provisions of Child Labourer (Prohibition & Abolition) Act.1986.

3.15 Determination of Contract owing to default of Contractor : If the Contractor (i) become Bankrupt or Insolvent or



(ii) being a Company or Corporation , go into liquidation (other than a voluntary liquidation for the purposes of amalgamation or reconstruction) or

(iii) Abandon the Contract, or

(iv) Persistently disregard the instructions of the Cleaning Committee or contravene any provision of the Contract, or (v) fail to take steps to employ competent or additional Staff and labourer as required under the

agreement .The Cleaning Committee reserves the right to rescind the Contract owing to default of Contractor.

3.16 In the event of any or several of the courses, referred to in Sub-Clause of clause 3.15 being adopted: –

(i) The Contractor shall have no claim of compensation for any loss sustained by him by reason of his having purchased or procured any materials or entered into any commitments or made any advances on account of or with a view to the execution of the works or the performance of the contract and Contractor shall not be entitled to recover or be paid any sum for any work thereto for actually performed under the contract unless and until the Cleaning Committee shall have certified the performance of such work and the value payable in respect thereof and the Contractor shall only be entitled to be paid the value so certified.

(ii) In the present case, ZRTI/SINI’s equipments, materials furniture etc. would be available in the premises. In the event of rescission of contract, Cleaning Committee will quickly access the cost of any damage or loss of material due to contractor. The amount as decided by committee shall be deducted from the pending contractor’s dues if not paid by contractor. Decision of Cleaning Committee in this regard will be final & binding on contractor.

3.17 Termination of Contract :- The contract may be terminated at any time by giving 15 days advance notice in writing to the contractor of the intension so to do by leaving the same at the last known address of the contractor or upon the premises, the subject of this agreement at the option of the Administration and neither the contractor nor any other person shall be entitled to any damages or compensation on account thereof not withstanding that the contractor acting upon the contract may have executed any work of a permanent character and incurred expenses in the execution thereof and notwithstanding that the contractor is evicted whether through his own default or not before having fully enjoyed under this contract, the privileges hereby granted. The Tenderer are also advised that in case, there is any default with reference to the stipulations in the tender documents or they withdraw their offer within the period indicated in the Acceptance letter issued to them, the amount of EMD deposited along with tender application is liable to be forfeited.

3.18 Summarily Termination of Contract : Upon breach, by the contractor of all or any terms hereof and/ or if in the opinion of the Chairman, Cleaning Committee, the Contractor or his staff is not discharging his obligations under the contract in a satisfactory manner and/or if in the opinion of the Chairman or other Officers duly authorized on his behalf on a complaint made by staff of the Zonal Railway Training Institute, Sini, including the trainees attending Institute be substantiate, the Chairman at his discretion may summarily and without notice or compensation at any time during the period of this agreement and without prejudice to any other rights or remedies to which the Chairman may be entitled under this agreement or by Law, cancel forthwith those presents and forfeit all license fees and other sums (Security Deposit) that has



been paid by the contractor hereunder. Upon the cancellation of these presents in the manner aforesaid, the contractor shall forthwith vacate the premises of the Executor and remove all his property there from.

3.19 Disputes – All disputes and differences of any kind whatsoever arising out of or in connection with the contract, whether during the progress of the work or after its completion and whether before or after the determination of the contract, shall be referred by the contractor to the Chairman, Cleaning Committee through the Secretary, Cleaning Committee, after receipt of contractor’s representation, shall make and notify decisions on all matters referred to by the Contractor in writing provided for these matters provision has been made in Conditions of Contract. In the event of, the Contractor not being satisfied with the disposal of issues raised by him, shall request the Chairman for appointment of Arbitrators. Chairman of Cleaning Committee, ZRTI/SINI may either himself Arbitrate the disputes in the capacity of the sole Arbitrator or will appoint a sole arbitrator from among the faculty members of ZRTI/SINI within 90 days of the receipt of the request for appointment of Arbitrator. The Arbitration proceedings shall be assumed to have commenced from the day, a written and valid demand for arbitration is received by the Chairman, Cleaning Committee, ZRTI, Sini.

(i) The claimant shall submit his claim stating the facts supporting the claims along with all the relevant documents and the relief or remedy sought for against each claim within a period of 30 days from the date of appointment to the Sole Arbitrator.

(ii) The Cleaning Committee shall submit its defence statement and counter claim(s), if any, within a period of 60 days of receipt of copy of claims from the contractor/sole Arbitrator thereafter, unless otherwise extension has been granted by Arbitrator.

3.20 Notice : Any notice required to be served by the Chairman up on the contractor shall be deemed to be served sufficiently, if signed by the Chairman, Cleaning Committee /Zonal Railway Training Institute,South Eastern Railway, SINI and delivered, left or sent by Registered post addressed to the contractor at his last known place or business. Any notice to be served by the contractor upon the administration shall be deemed to be sufficiently served if signed by him and delivered, left or sent by the Registered Post addressed to the Chairman, Cleaning Committee/ Zonal Railway Training Institute, South Eastern Railway, SINI.

3.21 ARBITRATION : Save as otherwise provided, if any question, difference or dispute arises at any time between the Executor and the Contractor in these presefits or as to any, contract, or concerning the rights, duties or obligations of any persons under this contract or as to any other matter in any manner arising out of this contract, the same shall be referred to, settled and decided by the sole Arbitrator appointed by the General Manager, South Eastern Railway, Kolkata and his decision shall be final and conclusive and the reference of such questions, difference or dispute shall be deemed to be a submission under the Indian Arbitration Act 1940 or any statutory modification thereof in force. The Arbitrator/Arbitrators/ Umpires so appointed as the case may be, shall give the awards on all matter referred to Arbitrator indicating therein break-up of the sums awarded separately on each individual items of dispute.



3.22 Obligation during pendency of Arbitration: – Work under the contract shall, unless otherwise directed by the Cleaning Committee, continue during the arbitration proceedings, and no payment due or payable by the Cleaning Committee shall be withheld on account of such proceedings, provided, however, it shall be open for Arbitrator to consider and decide whether or not such work should continue during arbitration proceedings.

3.23 If Arbitrator appointed as above refuses to act as Arbitrator, withdraws from his office as Arbitrator, or vacates his/their office/offices or is /are unable or unwilling to perform his functions as Arbitrator for any reason whatsoever or dies or in the opinion of the Chairman of Cleaning Committee fails to act without undue delay, the Chairman shall appoint new Arbitrator/Arbitrators to act in his/their place.

3.24 Where the Arbitral Award is for the payment of money, no interest shall be payable on whole or part of the money for any period till the date on which the award is made. 3.25 JURISDICTION OF COURTS – The Bidding process and contract shall be governed by and

construed in accordance with, the laws of India and the Courts in Kolkata, HQ, of South Eastern Railway, shall have exclusive jurisdiction over all disputes arising under, pursuant to and / or in connection with the tender and the contract.

3.26 Railway reserves the right to assess the capacity, capability and financial power of indenting bidders on the overall performance of the work.

4. SPECIAL CONDITIONS OF THE CONTRACT4.1 (i) Company profile (back ground) including Contact details (address, telephone no. mobile no. and Fax No., e-mail, details of branch, if any) (Annexure-VIII).

(ii)The status of the Firm, Proprietary/Partnership/Registered Company/Co-Operative Society etc. In case of Firm, registered under the Partnership Act, 1932 –Please enclose details of Partners along with Certificate of Registration, details of their business and partnership deed etc. duly attested by the Notary.

4.2 Financial Standing of the bidder- Should have positive Net Worth, certificate issued by a practicing Chartered Accountant/reputed Chartered Firm.

4.3 Copy of the Audited Profit & Loss Account and Balance sheet of last three (3) financial years to be submitted.4.4 (i) The tenderer must submit an “Affidavit” stating that no criminal case or conviction is there

against the Firm/ Company or its Proprietor/Partner/Director/Employees. (ii) The tenderer must submit an “Undertaking” that there is no outstanding of License Fees or

other dues pending for payment for a period more than 6 (six) months, in any other contract with the Railways, on the date of dropping this tender.

(iii)The tenderer have to submit a “Certificate of Ethical Practices” as under :

I. I/We assure the Railways that neither I/We nor any of my/our workers will do any act/acts, which are improper/illegal during the execution of the contract.

II. Neither I/we nor anybody on my/our behalf will indulge in any corrupt activities/practices in my/our dealing with the Railways.

III. I/We will have no conflict of interest in any of our work/contract at the Railways.4.5 Contractor’s Employee:

(i) For the purpose of conducting this Cleaning, Sanitation, Housekeeping, Gardening & Landscaping etc. services, the Contractor shall engage sufficient number of employees and in no case less than the number, as committed by him, who shall be of good health, good personal hygiene, character, well behaved, obedient and efficient in their work. The contractor shall ensure that they observe cleanliness and are properly dressed in clean uniform with display of ID



Card. For rendering efficient service timely, Contractor shall at all times keep and make available sufficient number of employees including standby.

(ii) The Employees of contractor shall be approved by Cleaning Committee through nominated officials by personal interview & no unapproved employee shall be allowed to work. Medical Fitness Certificate should be obtained from recognised and reputed Hospitals, which shall be a part of the approval process. The contractor shall not change approved staff without approval of the Cleaning Committee to ensure consistency in service. The Contractor shall remove any employee who in the opinion of the Cleaning Committee is guilty of misconduct, or is in any manner unfit or unsuitable for service. The Contractor shall be solely responsible for the remuneration and other dues of his employees as also for Omissions/Commissions done by them.

(iii) The Contractor shall also notify one of his staff as Supervisor & with whom, all communications /correspondences on day to day and other issues will be done by the Cleaning Committee. The said Supervisor should also hold a Mobile, the number of which shall be advised to the Cleaning Committee.

4.6 Periodical Medical Check Up of staff at yearly intervals shall be the responsibility of the Contractor to ensure that they are fit & free from any communicable disease. The tests to be done are listed in Annexure-IX. These tests should be conducted at a recognized reputed hospital as approved by the Cleaning Committee. The cost of the tests should be borne by the contractor and certificates will be submitted to the Cleaning Committee

4.7 Identity Card: Proper Identity card will be issued by the contractor to his staff, which should be displayed prominently over uniform at all time.

4.8 Uniform: Contractor shall supply Uniform to his staff as approved by the Cleaning Committee. The Staff shall wear properly cleaned and ironed uniform, Shoes, Hand gloves with display of ID Card, which should be displayed prominently over uniform at all time.

4.9 Personal Hygiene–The Institute is primarily for the Trainees and it is important that the Cleaning personnel are well mannered, courteous, presentable and with neat and clean. It should be ensured that all the staff have short nails and short hair (except ladies). Should have regular bath and wear clean uniform, rubber shoes/leather shoes/sandals& Hand Gloves. The uniform should be clean without stains. In case of spread of any disease they should wear necessary protection such as masks, covers or any other protection measures advised by Doctors.

4.10 Safety – The safety of men, material and equipment at all places including the working places shall be the responsibility of the contractor. Cleaning Committee shall not be held responsible for any claims /compensation due to any accident.

4.11 Details of Works : A list of Locations with Areas and type of quality of cleaning menu items is given in (Annexure –X) The list is for general guidance, the contractor may be asked to perform as per the requirement of the Hostel and the Institution as directed by the Cleaning Committee. Contractor shall not be eligible for any compensation in this regard. Contractor should employ his staff capable of doing the works with quality and standard.



4.12 Quality of Works: Quality of the Cleanliness , Sanitation ,Housekeeping ,Gardening & Landscaping is of importance. It needs no emphasis that the contractor shall engage experienced and trained staff for doing the works under the Contract. The Manager & Supervisors should have rich experience of Cleaning, Sanitation, Housekeeping, Gardening & Landscaping for quality performance. Changes in the schedule, if required, shall be decided in consultation with the Cleaning Committee representatives.

4.13 Equipments and facilities provided by the Railway Administration to the Contractor : (i) Cleaning Equipments - Equipments available at the ZRTI, Sini as per Annexure-XI would be handed over to the contractor. These are to be maintained by the contractor including minor and running repairs. For Major repairs the contractor will take prior approval of the Cleaning Committee. Necessary repair charges would be reimbursed by the Cleaning Committee in case of Major repair. If any repair is necessitated due to negligent working of the contractor’s staff, the cost will be borne by the contractor. Decision of Cleaning Committee will be final in this regard. Equipments ,Tools & Kits etc, required for the works are to be provided by the Contractor at his own cost.

(ii) Electric Power – The charges for electricity consumed for electrical equipments for cleaning etc. will be free of cost to the contractor but proper care shall be taken by Contractor to ensure that the equipments are used with due economy and are switched off whenever not required or used only to the minimum extent necessary, so as to avoid wasteful consumption of electricity.

(iii) Water Supply – The supply of water for the use of the services will be free of cost to the contractor but proper care shall be exercised by the Contractor to ensure that water is used with utmost economy.

(iv) One Office Room & Store Room accommodation will be provided by the Railway Administration.

4.14 Tenderer to provide :(A) The Tenderer is to provide/make arrangement for the accommodation of their Staff/Officials.

No Contractor’s staff shall be allowed to live in the premises. (B) Equipments, Cleaning Chemicals ,Seeds, Plants Chemical /Natural Fertilisers,Trolleys, pipes etc.

(C) Manpower & Uniform:-To be provided by the Contractor at his own cost. No Pay hike, DA hike, payment of Bonus, Leave, Grant of any sort of Pay/Allowances etc. will be entertained/borne by the Railway Administration. All the Staff deployed by the Contractor should be Employee of the Contractor and their Name should appear in Contractor’s Pay Roll. Documentation in this regard should be produced and to be certified by the Contractor, and to be enclosed along with the tender Form. All the Staff should be provided with Uniform by the Contractor for easy Identification. No Staff will be allowed without ID Card. The staff should be disciplined and should not be involved with misconduct, misbehavior, Bad habits, quarrel or other nuisance activities. The Contractor will be obeyed to replace any Bearer/Staff within two (2) days, if so advised by the Railway Administration in writing.

4.15 Damage to the premises, fittings and fixtures – The contractor shall be responsible for safety to different Tools and Plants, equipments, Computers ,Printers ,Models, Books & Forms ,Registers etc. In the Institution and Personal belongings, Gymnasium Equipment, TV, Game kits & Other Electrical fittings & equipments in the Hostel during the course of work. When such damage is in the opinion of the Cleaning Committee, caused due to negligence or carelessness or any fault on contractor’s part or that of his employees, he shall be liable to pay to the Cleaning Committee such amount in respect of



such damage as may be assessed by the Cleaning Committee. Cleaning Committee will have right to deduct such amounts from the contractor’s bills duly informing the contractor about it.

4.16. Trainees’ Feed Back Register:

i) In case the services including the quality of Cleaning, Sanitation & Housekeeping are found to be unsatisfactory based on the regular feedback of the Trainees, Cleaning Committee will have the right to impose suitable penalty for each such lapses. The penalty amount will be deducted from the running bills.

ii) In case of any failure by contractor to do the Cleaning, Sanitation & Housekeeping in time, Cleaning Committee has full powers to engage labour from outside &the Contractor will have to pay a penalty up to Rs.5,000/- (Five thousand only) per day.The penalty will be in addition to deduction of the rate for the labourers per day. Decision whether contractor would be able to do the serve in time will be taken by Cleaning Committee keeping in view the situation.

5. Inspection: The Members of the Cleaning Committee & the Inspecting Official ,nominated by the Chairman of the Cleaning Committee are authorized to inspect the Institute, Hostel & Manager’s Office Record, Attendance Register, Cleaning Material Registers, Communication Register, Trainees Feed Back Register,Material Stock & Stores Room at any time. They will bring any irregularity to the notice of the Tenderer as well as to the Chairman of the Cleaning Committee, for immediate actions.

6. Payment of Wages Act. Worksmen Compensation Act & EPF etc. to be complied with. Certified copy of Pay Bill & PF deposit proof of Pension need to be submitted along with the bill of next month. 7. Cleaning Committee may witness payment of Salary /Wages, EPF, ESI etc. to Workers.

8. Negotiations:- In case, the Cleaning Committee/the Contractor decides to Negotiate on any issue for any reason, they may do so on one (1) day notice and can amicably settle the issue, without deviating/modifying from any rule/rate/terms and condition/liability prescribed in the original offer.

9. Railways reserve the right to inspect the Tenderer’s Office and other Establishments before finalization of the Contract and during the period of contract.



Annexure-I

List of similar nature of Works of Comparable Level, completed in last 3 years,with Performance Certificates from Clients.

SN

Year Name of the Client & Address

Value (in Rs)

Contract Period

Avg. no. of Meals served per day

Performance Certificate *

*PERFORMANCE CERTIFICATE TO WHOMSOEVER IT MAY CONCERN (On Official Pad)

SN Parameters Remarks1 Total numbers of Cleaning ,Sanitation Gardening etc. staff employed2 Average Area in sq.mts cleaned/day3 The Quality of work done in Cleaning,Sanitation, Housekeeping, Gardening &

Landscaping 4 Maintenance of hygienic conditions5 Over all behaviour and amenability to discipline of the Staff employed6 Has the contractor failed to complete the work as per schedule7 If failed, the reason thereof.

The performance of M/s………………………………. on the important parameters are furnished below:

This is to certify that M/s ……………………………………………………..Address…………………………………........has been operating the Cleaning,Sanitation,Housekeeping,Gardening & Landscaping services in this organisation since………………… The approximate amounts of year wise payments made for the work are given below:Year Amount (in Lakhs of Rs ) Daily Average No. of persons employed

The above facts are true to the best of my knowledge.The certificate is issued without any prejudice at the specific request of M/s ………………….............................Date SignaturePlace: Stamp

Name of issuing official Designation



Sjgnature of the Tenderer. Name of organization Contact No.

Annexure -II List of works on hand, indicating description of Work, Contract Value, Period of Contract & date of award.

SN Name of the Client

Description of Work

Area to beCleaned/ Day

No. of Rooms & Toilets/Bath Rooms to be Cleaned/day

Garden Area(sq.m)

Contract Value(Rs in Lakh )

Period of Contract

Date of Award

Signature of the Tenderer

Date



Annexure-III

List of Personnel available on hand and proposed to be engaged for the work

a) PRESENT STRENGTH IN SIMILAR WORKS:

b) Name of Work :

c) Location with address :

d) Clients Name :

e) Average number of persons available for Cleaning,Sanitation,Housekeeping ,Gardening &Landscaping /day :

* Separate statement should be given for each individual work.

STAFF STRENGTH PROPOSED TO BE EMPLOYED FOR THIS CONTRACT

SN Category of staff No. of Staff to be employed for the work

1 Manager

2 Supervisor

3 Highly Skilled Cleaner

4 Skilled Cleaner

5 Semi Skilled Cleaner

6 Unskilled staff

7 Others (add rows as required)


SN Type of staff 1 Manager2 Supervisor3 Highly Skilled Cleaner4 Skilled Cleaner5 Semi Skilled Cleaner6 Unskilled staff7 Others (add rows as required)




Annexure –IVA

Measurements of ZRTI Sini Floor INSTITUTE Area (Sq.m)1 Principal,VP,ACM/AOM & CTI's Chamber 93.602 Instructors,Visitors' & Office Room 72.333 Confidential, Steno,SSE's Room 85.844 Class Rooms (15) No. 1-4,12,16,25,30,31,33-38 655.45 Library, Optg,Comml & C&W Model Rooms 684.056 Auditorium 189.007 Computer,Trng. & UTS,FOIS,COIS & PRS Room 77.718 Urinals,Latrine, Bath Rooms & Basins (12+4+2+10) 22.179 Main Entrance Area 27.00

10 Verandah 749.611 Staircase with approach 30.0012 Institutes Stores Rooms 30.5513 System Control,Musical Instr,Sports Room 46.8414 Walls, Doors,Windows in the Institute 267.2115 Ceiling 1857.9316 Garden Space inside the Institute 508.5617 Circular Garden,infront of the Institute 794.0018 Green Grass Bed infront of the Institute 612 BARRACK Area (Sq.m)1 Barrack 15 nos. 133 Rooms 14302 Buildg-4 nos. 80 Rooms 8163 Recreation,Gymnasium,Warden's Room 3104 Verandah 17455 Staircase- 5 1266 Passage Ground Floor + First Floor Mess Buildg 147 B.Rooms,Urinal,Latrine & Basin -51+30+85+32 352.118 Passage to Urinals etc. 439 Warden's Store Room 30

10 Walls, Doors,Windows in Hostel & Mess (1st Floor) 972.111 Ceiling 444112 Total Drain Length (mts.) 158013 Total Road 1700x3=5100 sqm. 510014 Garden inside Hostel 100015 Volley,Badminton,Tennis ,Basket Ground 720


Principal

Annexure-IVB



Annexure – V

LIST OF CLOSED HOLIDAYS AT ZRTI/SINI FOR THE YEAR 2012



(When Special Cleaning may have to be done as per Cleaning Committee’s written advice )

NATIONAL HOLIDAYS

1 REPUBLIC DAY 26-01-2012 THURSDAY

2 INDEPENDANCE DAY 15-08-2012 WEDNESDAY

3 MAHATMA GANDHI’S BIRTHDAY 02-10-2012 TUESDAY

GAZETTED HOLIDAYS

1 HOLI 08-03-2012 THURSDAY

2 GOOD FRIDAY 06-04-2012 FRIDAY

3 RATH YATRA 21-06-2012 THURSDAY

4 IDUL FITTAR 20-08-2012 MONDAY

5 ASHTAMI 22-10-2012 MONDAY

6 NAVAMI 23-10-2012 TUESDAY

7 DUSSAHARA 24-10-2012 WEDNESDAY

8 IDUS ZUHA 26-10-2012 FRIDAY

9 DEEPAWALI 13-11-2012 TUESDAY

10 BIRSA JAYANTI 15-11-2012 THURSDAY

11 CHHATH PUJA 19-11-2012 MONDAY

12 GURUNANAK JAYANTI 28-11-2012 WEDNESDAY

13 X-MAS 25-12-2012 TUESDAY

Principal Zonal Railway Training Institute,Sini

14.12.2011

Annexure – VI

MANDATE FORMBY



VENDOR/CONTRACTOR/EMPLOYEE FOR EFT/ECB/RTGS/NEFT PAYMENT

1.NAME OF THE FIRM/PERSON/PARTY :……………………..….……………………………………………….

2.ADDRESS :…………………………………………………………………….……………………………………………….

………………………………………………………………………………………………………………………

TELEPHONE NO. FAX:……………………………………………………………………………………………………..

CELL PHONE :………………………………………E-mail :…………………………………………………………….

3. P.A.N. No : …………………………………………………………………………………………………………………

4. PARTICULARS OF BANK ACCOUNT :…………………………………………………………………………..

(i) BANK NAME :……………………………………………………………………………………………….………

(ii) BRANCH NAME & ADDRESS :…………………………………………………………………..…………..

………………………………………………………………………………………………………………………………

(iii)BANK BRANCH TELEPHONE NO :……………………………………………………………………………

(iv)ACCOUNT TYPE (whether SB or Current):…………………………………………………….........

(v)ACCOUNT NO.:………………………………………………………………………………………………………

(vi) BANK’S MICR CODE: …………………………………………………………………………………………….

(i) BANK’S IFS CODE: ………………………………………………………………………………………………

5. DECLARATION OF THE PARTY:

I hereby declare that the particulars given above are correct and complete. If the transaction is delayed or not effected at all for reasons of incomplete and incorrect information, the User Institution i.e., S.E.RAILWAY will not be held responsible. I have understood the scheme and agree to discharge the responsibility for which I am liable as a participant under the scheme.

Date : Signature of the Supplier/Party/Employee

N.B. One cancelled Cheque/photocopy of the Cheque is to be enclosed [where the Cheque does not carry IFB Code, an attestation from Bank, attesting the IFS Code should be given].

---------------------------------------------- SIGNATURE OF BANK OFFICIAL ( where required)

Annexure– VIIINDEMNITY BOND



This deed of Indemnity made this __________day of ____________year_______by M/s_________________ a company registered under Indian Companies Act of 1956/Registered with Directorate of Industries concern/small (Address)_________________________herein after referred to as the Indemnifiers (which expression shall unless repugnant to the context meaning thereof be deeded to include their successors/ executors and assigns) in favour of the President of India as owner of the South Eastern Railway Administration herein after referred to as the Administration (which expression shall unless repugnant to the context of meaning thereof include his successors and assigns in office).

Where as the indemnifier have entered into a contract with the President of India representing the South Eastern Railway Administration ___________according to details given by the indemnifiers in their offer issued by the South Eastern Railway Administration for and on behalf of the President of India and which together with the documents mentioned therein constitute and said contract is that the Administration in the manner and under the circumstances hereinafter provided.

I. The indemnifiers hereby agree and undertake that they will be indemnify the said messing arrangement and cleaning of its surroundings on behalf of the administration in trust for the purpose of undergoing and completing the work and returning the same to the Administration and strictly according to the terms of the contract in the respect.

II. The indemnifiers hereby agree and undertake that they will be responsible for the safe custody and protection of the equipments, premises, accessories and also for any loss or damage to the fittings or other parts of the equipment, premise, accessories while in their custody arising from whatever cause will they are returned to the Administration after repairs according to the terms of the contract in that respect.

III. The indemnifiers hereby agree and undertake that they shall indemnify the Administration against all loss or damage referred to in item No.II above, reimburse to the Administration the cost of the equipments etc. to the_______and also make good any loss or damage caused as a result thereof.

IV. The indemnifiers further agree that if any amount become payable by the indemnifiers to the Administration under this Indemnity Bond then without prejudice to any other remedies available to the Administration the said Administration shall be entitled to recover the same by way of deductions from any sum due to or any sum which at any time hereinafter may become due to referred or any other contract.

V. This indemnity Bond is executed by the undersigned for Rs.______against the articles covered in agreement.

In witness thereof, we__________there to set our hands and seal today on the ________of ________year_______

For and on behalf of M/S............................................... Name & Desgn.

Date- Name and address of witness

Accepted for and on behalf of The President of India



Annexure-VIII

This Annexure is to be attached with Company profile

Tenderer’s Postal address (To be filled up by the contractor)

Date……………………………………................. Place …………………………………………..

Name……………………………………………………………………………………………………………….

Mohalla/Ward…………………………………………………………………………………………………

Town/Village……………………………………………………………………………………………………

Post Office………………………………………………………………………………………………………

District…………………………………………………………………………………………………………….

State………………………………………………………………………………………………………………

Pin Code…………………………………………………………………………………………………………

Telephone No…………………………………………………………………………………………………

Fax No……………………………………………………………………………………………………………

e-mail no…………………………………………………………………………………………………………

Mobile no. …………………………………………………………………………………………………………




Annexure-IX

PERIODICAL MEDICAL EXAMINATION TO BE DONE FOR THE CLEANING STAFF

SN Medical Tests

1 Routine Blood Test

2 Routine Urine Test

3 Chest X-Ray

4 Examination by Physician with remarks on fitness for Cleaning & House Keeping Service Staff


Date

Annexure –X



Cleaning Equipments available at ZRTI, Sini, as on 15.12.2011

Principal Dated 15.12.11

Annexure -XI


SN. Items in Use Available

1 Bucket 102 Mug 103 Jharu 204 Drain Brush 125 Hand Floor Brush 76 Basin Brush 127 Toilet Brush 188 Hand Brush 109 Broom Gua 1510 Basket 511 Grass Cutter 1


Material to be used by the Contractor

A. Chemicals:

Bleaching Powder Bug Killer Air Freshner Caustic Soda Baygon Spray Branded Company ‘s Floor Cleaning Soln.Vim Powder Mosquito Repelant Alkaline Concentrate (Stain Remover) Muriatic Acid Glass Cleaner Chemical ManuresSoda Ash Colins InsecticidesPhenyl Napthalene Balls Natural ManuresFly Killer Odonil Gamaxine PowderPoster Remover Other Chemicals as necessary

B. Consumables Required to be used

Chemicals & Consumables to be used, should be approved by the Cleaning Committee, ZRTI,Sini , before use.

Principal / ZRTI/Sini

Annexure-XII

TENDERER SHOULD SUBMIT THE FOLLOWING DOCUMENTS WITH TENDER (Check List)


Phul Jharu Long Handle Cobweb remover Wet Mopper Wooden Pata Carborandum Stone Dry Mopper Rubber Pata Grass Mower Drain BrushDusting Cloths Scissors Latrine Pan BrushBucket & Baskets Drums/Dustbins at Locations Floor Cleaning BrushPlastic Spoon Plastic Drum Water PipesFawda (Spade) Sponge for Walls & Tiles Bio-degradable BagsBroom Goa Brushes -Basin BelchaIron Panja Waste Paper busket AxeCutters Other Consumables as necessary Tree Trimmers


SN Items/description YES NO1 Packet –B , Financial Bid at Page no 41 along with pages 37-40 in a sealed Packet & kept inside

Packet “A”2 Money Receipt / DD for the Form for Rs 3,000/-3 Money Receipt / DD for the EMD for Rs 70,398/-4 Company profile (back ground) with Contact Details (Annexure-VIII)5 Company Registration/Incorporation Certificates In support of eligibility item no. 1. 6 The status of the Firm, Proprietary/Partnership/Registered Company/Co-Operative Society etc. In

case of Firm, registered under the Partnership Act, 1932, details of Partners along with Certificate of Registration, details of their business and partnership deed etc. duly attested by the Notary.

7 Financial Standing of the bidder- Should have Positive Net Worth, Certificate issued by a practising Chartered Accountant/reputed Chartered Firm.

8 Audited Profit & Loss Account and Balance sheet of last three (3) Years (2008-09, 2009-10 & 2010-11) & 2011-12

9 The tenderer should have minimum 3 (three) years or experience in the field of Cleaning , Sanitation,Housekeeping, Gardening & Landscaping Business/Similar activities in reputed establishments. (Annexure-I)

10 List of On Hand Works (Annexure-II)11 List of Personnel Available on Hand & Proposed to be engaged for the Work (Annexure- III) 12 Service Tax Registration Certificate13 EPF Registration Certificate14 Valid PAN Card--Xerox15 ESI Registration Certificate16 “Affidavit” stating that no criminal case or conviction is there against the Firm / Company or its

Proprietor/Partner/Director/Employees17 Undertaking” that there is no outstanding of License Fees or other dues pending for payment for

a period more than 6 (six) months, in any other contract with the Railways, on the date of dropping this tender.

18 “Certificate of Ethical Practices”19 Mandate Form (Annexure-VI)20 Indemnity Bond (Annexure-VII)21 Bank Guarantee Bond (Revised) Form.22 Declaration23 Check List ( Annexure –XII)



Packet -B

FINANCIAL BID

Financial Bid (Packet-B) duly sealed in an envelope superscribed as Tender for Cleaning, Sanitation,

Housekeeping, Gardening & Landscaping etc., addressed to the Chairman, Cleaning Committee,

ZRTI, Sini, and further sealed in a larger envelope superscribing the Name of the work Technical

(Packet–A) addressed to the “Chairman, Cleaning Committee, ZRTI, Sini”



PACKET–“B” FINANCIAL BID

INSTRUCTIONS

1. The Tenderer shall quote his rates in the tender form (Financial Bid, page no. -41) giving the rates both in figures and words per unit is inclusive of all Government Levies, taxes, service tax etc., as per details specified therein.

2. Tender containing erasures and alterations of the tender documents are liable to be rejected. any correction made by the tenderer in his entries must be initialled by him.

3. The work is required to be completed within 24 months.4. The Tender must be accompanied by sum of Rs. 70,398/- only as Earnest Money Deposited in any

of the forms mentioned in the tender notice, failing which the tender will not be considered. The Tenderer shall hold the offer open till such date as may be specified in the tender. It is understood that the tender documents have been sold/issued to the tenderer and the tenderer is being permitted to tender in consideration of the stipulation on his part that, after submitting his tender, he will not rescind from his offer or modify the terms and conditions thereof in a manner not acceptable to the Chairman, ZRTI, South Eastern Railway, Sini. Should the Tenderer fail to observe or comply with the foregoing stipulations, the amount deposited as security deposit for the due performance of the above stipulation shall be forfeited by the Railway. If the tender is accepted, the amount of earnest money will be held as security deposit for the due and faithful fulfilment of the contract. The earnest money of the unsuccessful tenderer shall be returned, railways will not pay any interest thereon.

5. It shall not be obligatory on the said authority to accept the lowest tender and no tenderer shall demand any explanation for the cause of rejection of his tender.

6. If the tenderer deliberately give wrong information in his tender or create circumstances for the acceptance of his tender, the Railway reserves the right to reject such tender at any stage.

7. If, the Tenderer expires after the submission of his tender or after the acceptance of his tender, the Railway shall deem such tender as cancelled. If, partner of a firm expires after, the submission of their tender or after the acceptance of their tender, the Railway shall deem such tender as cancelled unless the firm retains its character.

In the case of contract is awarded to Labour Contract Co-operative Societies deduction of security deposit through bill @ 5% from each bill shall be made.

8. It is to be clearly understood that this is only a rough assessment. The Railway Administration reserves the right either not to award any or all the works to the Contractor or to increase or decrease the volume of works without assigning any reasons for any such curtailment or increase in the work and contractor will not be entitled to any compensation whatsoever.

9. The authority for the acceptance of the Tender will rest with the GM/AGM/COM/ CPTM or Chairman, Cleaning Committee, Zonal Railway Training Institute, Sini, South Eastern Railway, who does not bind himself to accept the lowest or any other tender nor does he undertake to sign reasons for declining to consider any particular tender or tenders. The Railway also reserves the right to accept tender either full quantity of work or part thereof or divide the works amongst more than one tenderer without assigning any reasons for any such action.

10.The successful tenderer shall be required to execute an agreement with the President of India acting through the GM/AGM/COM/CPTM or Chairman, Cleaning Committee, ZRTI, Sini for carrying out the work according to the General Condition of Contract and Standard Specifications for works and materials as given in the parts II, III & IV of the General Conditions of contract and standard specifications-2001 of S.E.Railway with up to date correction slips.



11. The tenderer shall keep the offer open for a minimum period of 90 (Ninety) days from the date of opening of the tender within which period the tenderer can not withdraw his offer subject to the period being extended further if required, by mutual agreement from time to time. Any contravention of the above condition will make the tender liable for forfeiture of his security deposit for due performance of the foregoing stipulation.

12. Should a tenderer be retired employee or the Gazetted Officer working before his retirement, whether in the Executive or Administrative capacity, or whether holding a pensionable post or not, in any department of the railways owned and administered by the President of India for the time being, or should a Tenderer being partnership firm have as one of its partners a retired employee or a retired Gazetted Officer as aforesaid or should a Tenderer being an incorporated company have any such retired employee or retired Officer as one of its directors, or should a tenderer have in his employment any retired employee or retired Gazetted Officer as aforesaid, the full information as to the date of retirement of such employee, Gazetted Officer from the said service and in case where such employee or Gazetted Officer from the said service and in case where such employee or Officer has not retired from Govt. Service at least two years prior to the date of submission of the tender as to whether permission for taking such contract, or if the contractor be a partnership firm or a incorporated company, to become a partner or Director as the case may be or to take employment under Contractor, has been obtained by the tenderer or the employee or the Officer stated in writing at the time of submitting the tender. Tender without the information as referred to above or a statement to the effect that no such retired employee or retired Gazetted Officer is so associated with the tenderer, as the case may be, shall be rejected.

13. Should a tenderer or contractor being an individual on the list of approved contractors, have a relative employed in gazetted capacity in the Operating department of the S.E.Railway or in case of a partnership Firm or company incorporated under the Indian company Law should a partner or a relative of the partner or a share holder or a relative of a share holder be employed in Gazetted Capacity in the Operating department of the S.E.Railway, the authority inviting tenders shall be informed or the fact at the time of submission of tenders, failing which the tender may be rejected or if such fact subsequently comes to light, the contract may be rescinded in accordance with the provision of clause 64 of the General conditions of Contract.

14 When the tender is received by the Administration, it will be understood that the tenderer has gone through carefully in details all the instructions, conditions, general and special conditions of the contract and all general and special instructions for execution of the works and that the tenderer has got himself clarified in all points and doubts and interpretations by the proper authorities of the Railway Administration.

15. The submission of a tender by the contractor implies that he has read, abides by the conditions stated herein, and in the notice of tender accompanying the tender forms. The tenderer shall quote their rates inclusive of all charges including all taxes levied by the union of India or State Govt. including Sales Tax, Royalty and Taxes stipulated under VAT Act/Rules notified Service Tax etc as per existing Rules.

16. When work is tendered for by a Firm or Company or Contractors the tender shall be signed by the individuals legally authorized to enter into commitments on their behalf.



17. (i) The Railway will not be bound by any power of attorney granted by the Tenderer or by changes in the composition of the Firm made subsequent to the execution of the contract, it may however, recognize such power of attorney and changes after obtaining proper legal advice the cost of which will be chargeable to the Contractors:

a) For initial vetting - Rs. 100/- b) For subsequent vetting - Rs. 50/-(ii) Tenderer should specially and fully disclose their respective constitution and submit along with

tenders attested copies of documents like partnership deed, articles and memorandum of association etc; if any, in support of such disclosure. If a tenderer is a firm i.e. partnership business it should be stated whether the same is registered under the Indian Partnership Act.and the name and address of all the partners of the firm should be fully disclosed. The Railway administration shall always have liberty to require production of the originals of the said documents and also to make such further and other requisitions regarding the constitution as may be considered necessary from time to time. 18.A sum of Rs.70,398/- as earnest money of the tender for the works if tendered in cash should be deposited with Divisional Cashier, S.E.Railway, Chakradharpur and the receipt for the deposit should accompany the tender. In making such deposit the name of the work for which the money is deposited must be clearly stated in writing. On no account the tenderer send the amount in Govt. currency notes, under insurance of Register cover. 19.Should the tenderer find discrepancies or omission from the drawing or any of the tender forms or should he in doubt as to their meanings he should at once notify the authority inviting tender who may send written instructions to all tenderers20.1. It shall be understood that every endeavour has been made to avoid any error which can materially affect the basis of the tender and the successful tenderer shall take upon himself and provided for the risk of any error which may subsequently be discovered and shall make no subsequent claim on account thereof.20.2. Before submitting a tender, the tenderer will be deemed to have satisfied himself by actual inspection of the site and location of the work that all conditions liable to be encountered during the execution of works are taken into account and that the rates he enters. If the tender forms are adequate in all respects and are all inclusive to accord with the provision of clause 37.



FINANCIAL BID

Tenderers are required to quote their rates both in figures and words in the appropriate columns.The rates should be per unit and inclusive of all Govt. levies, taxes, service taxes etc.

SN Item Area Sq.mts/m Frequency Rate/Sq.Metre/mts per day (Rs)

Total value for twenty four months (Rs)

1. Cleaning & Sanitation

2429 – High Quality5018- High Quality107- Good Quality1700 – Sweeping720- Sweeping Removal of Cobwebs

Twice a day.Once a dayOnce a weekOnce dailyOnce Bi-weeklyOnce a Week

Drains 1300 mts -Always Free Flow of Water

Thrice in a Week

2. Housekeeping 214 Hostel Rooms, FOIS,Library,Computer,COIS Room, & Comml. Model Room, Recreation Room, Gymnasium etc.

410 Beds,Dailywhen required .

6 days in a week.(All days)

4. Gardening &Landscaping

Gardening 2300 sq.m Landscaping, In Open space of ZRTI, Sini

As Required

Cleaning, Sanitation, Housekeeping, Gardening & Landscaping contract in definition is a SERVICE CONTRACT for supply of the services as desired


Date :

DECLARATION

To



The President of India,Acting through the Chairman, Cleaning Committee/Zonal Railway Training Institute/ Sini /South Eastern Railway.a. I/We……………………………………………..have read the various conditions of tender attached hereto and

hereby agreed to abide by the said conditions. I/We also agree to keep this tender open for acceptance for a period of 90 (Ninety) days from the date fixed for opening the same and in default thereof. I/We offer to do the work of Cleaning, Sanitation, Housekeeping, Gardening & Landscaping at Zonal Railway Training Institute, Sini, South Eastern Railway, for a period of 24 months (Twenty four) at the rate quoted in the attached schedule and hereby agree to abide by the General and Special conditions of contract and to carry out the work according to the Standard Specifications for materials and works laid down by the Railway for the present contract.

b. A sum of Rs. ……......................................(Rupees........................... ………………………..) is hereby forwarded as above, the full value of the Earnest Money shall stand forfeited without prejudice to any other rights or remedies if:

a. I/We do not execute the contract documents within three days after receipt of notice issued by the Railways that such documents are ready or,

b. I/We do not commence the work within 15 (fifteen) days after receipt of orders to the effect.

c. Untill a formal agreement is prepared and executed, acceptance of this tender shall constitute a binding contract between us subject to modifications, as may be mutually agreed to between us and indicated in the letter of acceptance of my/our offer for this work. Condition of the Tender and instruction to the tenderers for Messing facility including cleaning & maintenance of the Mess & its surrounding at ZRTI, Sini for approximately 350 trainees per day for a period of 24 (twenty four) months


(To be signed by the Tenderer and submitted along with the Tender Form)



BANK GUARANTEE BOND (REVISED)

In consideration of the President of India (hereinafter called the Government) having agreed to exempt ………………..hereinafter called the said contractor(s) from the demand, under the terms and conditions of an Agreement dated………made between ……………………………. And ……………. For …………………..(hereinafter called the said Agreement) of security deposit for the due fulfillment by the said Contractor(s) of the terms and conditions contained in the said Agreement, on production of Bank Guarantee for Rs.------------------- (Rupees__________________________________________________________only we_________________________________________________________(indicate name of the Bank at the request of_________________________________Contractor(s) do hereby undertake to pay the Government an amount of not exceeding Rupees___________________ against any loss or damage caused to or suffered or would be caused to or suffered by the Govt. be reason of any breach by the said Contractor(s) of any of the terms and conditions contained in the said agreement.

1) We__________________________do hereby undertake to pay (indicate the Name of the Bank) the amounts due and payable under this guarantee without any demur merely on a demand from the Govt stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the Govt by reason of breach by the said Contractor(s) of any of the terms and condition contained in the said Agreement or by reason of the Contractor(s) failure to perform the said agreement. Any such demand due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs.______________________________

2) We undertake to pay to the Government any money so demanded notwithstanding any dispute or disputes raised by the Contractor(s)/Supplier(s) in any suit or proceeding pending before any court or tribunal relating thereto out liability under present being absolute and unequivocal.

3) The payment so made by us under this bond shall be a valid discharging of our liability for payment there under and the Contractor(s)/Supplier(s) shall have no claim against us for making such payment.

4) We_____________________further agree that the (indicate the name of Bank) guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of the said Agreement have been fully paid and its claim satisfied or discharged or till_______________________ Office/Department Ministry of ______________certified that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges this guarantee unless a demand or claim under this guarantee is made on us in writing on or before the_________ we shall be discharged from all liability under this guarantee thereafter.



5) We_____________________________ (indicate the name of Bank) further agree with the Government that the Government shall have the fullest liberty without or consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the Government against the said Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said contractor(s) or for any forbearance, act or commission on the part to the said Contractor(s) or any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us.

6) The guarantee will not be discharged due to the change in the constitution of the bank or the Contractor(s)/Supplier(s).

7) We________________________lastly undertake not to revoke this guarantee during its currency except with the previous consent of the Government in writing.

Date the __________________day of_______20

For_____________________________________

(indicate the name of the bank)



Contractor’s Agreement

I offer to do the work at the rates entered in the schedule of rates on which I have signed. I agree that no work under this contract shall be assigned are sublet without the previous written approval of the Chairman Cleaning Committee, ZRTI, Sini.

I agree that my work may be stopped at any time by the Chairman, Cleaning Committee giving me or my Representative 7 (Seven) days notice in writing. I shall have no further claim against the Railway Administration and I agree that any dispute arises and matters connected with this agreement, the same shall be referred to a person to be nominated in this behalf by the Chairman, Cleaning Committee, ZRTI, Sini whose decision in writing shall be final and binding on both parties. I agree that any claim have to be met shall be made within 7(Seven) days from the receipt of the notice. Any claims made after more than 7(Seven) days shall be deemed to have waived by me.

I agree to indemnify the Railway Administration against any claims which may be made under Workmen’s Compensation Act 1923, and other Acts as applicable to this work.

I agree to pay the rates as mentioned in the schedule attached with the contract documents for the approved work.

Signature of the Contractor

Witnesses

1.Name :

Address:

2.Name

Address:

Chairman, Cleaning Committee

[END OF TENDER DOCUMENT (45 pages)]
