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NORTH EASTERN RAILWAY

OPEN TENDER IN TWO PACKET SYSTEM

TENDER NOTICE NO- 09/med/06-07 dt.12.2.07

TENDER DOCUMENT

FOR

COMMERCIAL BID (PT.I)

TENDER FOR THE DAILY CLEANING OF DRAINS AND PICKING,COLLECTION AND DISPOSAL OF RAGS AND REFUSE FROM THE TRACKS AND ITS WASHING THROUGH MECHANISED SYSTEM AT GORAKHPUR STATION ON CONTRACT BASIS.

General information regarding tender.

Scope of work and salient features of the tenders.

1- Scope of work.

Tender for daily cleaning of drains and picking ,collection and disposal of rags and refuge from the tracks and its washing through mechanised system at Gorakhpur Station on contract basis.

2- Approximate cost; the approximate cost of the work covered under the scope

Of this tender is Rs. 11,67000.00 for one year.

3- Opening of tender: Tenders are to be submitted in two parts; part I Commercial Bid and Part- II Price Bid. Both bids are to be sealed in separate Envelops mentioning clearly on each envelope the Tender Notice Number and type of bid ie. Part I commercial bid or part –II price Bid as the care may be . These two envelops should then be put and sealed in a single envelope where the Tender Notice Number and the name of work is clearly written.

3.1 Two envelops shall contain information as under.

Part I- The first envelope should contain the details of general matters pertaining to the tender viz. Earnest Money, ITCC etc and details regarding tenderer fulfilling the technical qualifying criteria and financial stability. The envelop should clearly be marked as part-I commercial Bid (all details other than rates).

Part II- The second sealed envelop should contain only rates including taxes and other special condition if any, of the tenderer. This should clearly be marked as part_II price Bid (only rates and special condition if any). This envelop should not contain any financial / banking documents etc, as it would be destroyed without opening for those tenderers who do not fulfill the qualifying criteria as decided by Rly. Form their documents submitted in the first envelop.

3.2 Submission of Tender:

i. The complete Tender in a single sealed envelope containing both part-I and Part –II shall be dropped in the Tender Box placed in the office of Chief Medical Supdt. N.E.Rly.,Lucknow which shall be closed at …… on…

The box shall be opened half an hour thereafter and only the commercial Bid will be opened in presence of such of the tenderes or their representatives who would be present, in case of office is closed on scheduled date of opening due to unexpected holiday,the tender will be received and opened on the next working day.

ii.Tender sealed and superscribed as mentioned above, can also be sent by Registered Post to the above named office .However,no tender received after the time and date specified above for closing of the box ,shall be considered.Railway shall not be responsible for any postal delay or non receipt of tender.

iii.The requisite total Earnest money should be submitted in requisite manner along with the tender documents without which tender shall be summarily rejected.The Earnest Money must be submitted in the first packet i.e.the envelope marked as part-I Commercial Bid.

iv.Late tenders/delayed Tenders/Post Tender offers shall be dealt with as per extent rules of the Railway,and the tenderers shall have no right of consideration of such a tender.

v. The tender form must be filled in English or Hindi only.

vi.All erasures and alterations made in filling the tender documents must be attested/initialed by the tenderer. Failure to comply either with these conditions will render the tender liable to rejection. No advice of any change in the rate or conditions after the opening of the tender will be entertained.

3.3.After Scrutinizing the Commercial Bid ,short-listing of qualified tenderes will be done and price Bid(Part II)shall be opened on a subsequent date only for those tendereres who will qualify in the commercial bid(PartI) on the basis of laid down qualifying criteria.The date and time of opening of the price Bid(Part II) will be advised in due course after opening of the commercial bid(Part I) .Price Bid envelops of those tenderers who are not found to meet the qualifying criteria after scrutinising the commercial bid (Part I) will not be opened and will be destroyed.

4- Qualifying Criteria

The Pre qualifications of the bidders will be determined by the following criteria along with other considerations.

i. The tenderer should have successfully completed at least one work of operations of Mechanised cleaning system in the last 3 financial years (i.e. current year and three previous financial years) At least one similar single work for minimum value of 35% of Advertised tender value of work.

ii. The tenderer should have received a Minimum contract amount of 150% of advertised tender value of work during the last three years as per current ITCC. iii. The tenderer should have trained operators to handle maintain and operate the machine.

iv. The tenderer should have sufficient manpower who are physicaly fit with proper visual acquity to carryout the work of railway tracks /drains cleaning..

5. The tenderer should submit the following documents in original or photocopy duly attested by gazetted officer:

i. Solvency certificate indicating the amount from nationalized scheduled bank.

ii. Latest Income Tax clearance certificate.

iii. Audited Balance sheet and income statement of just concluded year.

iv. Address proof.

v. Character certificate issued by first class Magistrate of the District.

vi. Details of spare Machines.

vii. Features of Machine which will be used and including ratings and capacity, water requirement and electricity requirement etc.

6.PERIOD OF VALIDITY OF TENDER.

The tenderer shall keep his offer open for a minimum period of 90 days from the date of opening of tender. The Railway Administration may

request the tenderers to extend the validity of the offer.

7. TENDERER TO STATE POSTAL ADDRESS.

Every tenderer shall state in the Tender his postal address fully and clearly in Tender Form. Any communication sent in time to the tenderer by post at the said address shall be deemed to have reached the tenderer duly and in time. Important documents shall be sent by registered post.

8. CHANGE OF ADDRESS.

The tender must keep the Railway informed of any change of address

during the currency of tender work in his own interest.

9. TENDER TO BE SIGNED BY AUTHORISED PERSONS:

a) The tender shall be signed by individual or individuals legally authorized to enter into commitments on behalf of the tenderer. Any individual or individuals signing the tender documents or other documents connected therewith should specify whether he is signing the said documents.

i. As a sole proprietor firm or Attorney of the sole proprietor.

OR

ii. As a partner or partners of the firm.

iii. As Director Manager or secretary in a Limited Company (duly authorised by a resolution passed by Board of Directors or in person of authority conferred by the Memorandum of Understanding.

b) In case of a firm not registered under the Indian Partnership Act.

all the partners or the Attorney duly authorized by all of them should sign the tender documents.

c) Requisite Power of Attorney or such other documents empowering

the individual or individuals to sign the tender documents should

be furnished in original, along with the tender documents.

d) Railway shall not be bound by any Power of Attorney granted by the contractor or by changes after obtaining legal advice to the satisfaction of the Railway, the cost of which shall be borne by the contractor.

e) Tenderer should sign each and every page of documents.

10. Earnest Money:

The tenderer must obtain for himself on his own responsibility and his own expenses all the information which may be necessary for the purpose of filling a tender and acquaint himself with all local conditions means of access to the nature of work and all matters pertaining thereto.

The tender should be accompanied by Earnest Money Deposit of Rs.23340.00 i.e. 2% of the tender value.Tenders without or with less earnest money will be summarily rejected. The earnest money should be in the following form:

a) Demand draft/Banker’s cheque drawn in favour of FA & CAO, N.E.Railway/GKP.

b) Fixed Deposit Receipt/Term Deposit Receipt/Short term Deposit Receipt duly issued by Nationalized/scheduled Bank drawn in favour of FA & CAO/ N.E.Railway/Gorakhpur

c) Deposit receipt executed by the scheduled bank (other than the State Bank of India and Nationalised Bank )approved by the Reserve Bank of India for this purpose shall not be accepted without getting in writing the concurrence of Reserve Bank of India

The earnest money shall remain deposited with the FA & CAO, N.E.Rly/GKP for a period of at least 90 days from the date of the opening of the tender.

i. No interest shall be payable by the N.E.Rly on earnest money.

ii. The earnest money deposited is liable to be forfeited if the tenderer withdraws or amends, impairs, or derogates from the tender, any condition in any respect within the period of validity of his offer.

iii. The earnest money of the successful tenderer will be returned after the security deposit as required is deposited and the N.E.Rly receives formal agreement duly signed by the tenderer. The earnest money can also be adjusted against the security deposit if the contractors so desires.

iv. A) If the successful tenderer fails to furnish the security deposit as required and fails to return formal agreement with acceptance then the earnest money shall be liable to be forfeited by the N.E.Rly.

B) The tender not accompanied by the earnest money in one of the approved forms as given above shall not be considered.

11. Effect and Validity of Offer:

a. The administration reserves the right to accept or reject any tender. Authority for acceptance or otherwise of the tender will rest with the North Eastern Railway Administration which does not bind itself to accept any tender and not to assign any reason for rejecting the same.

b. In regard to the submission of any offer connected with these specifications N.E. Railway shall always be at liberty to reject or accept any offer or offers at its sole discretion and any such action will not be called into question and the tenderer shall have no claim in that regard against the North Eastern Railway.

c. The offer shall be kept valid for a minimum period of 90 calendar days from the date of opening of tender, within which the tenderer will not be entitled to rescind of or to withdraw his offer. Notwithstanding this if the tenderer rescinds his offer within the period stipulated above the earnest money deposited by him along with the tender shall be liable for forfeiture at the sole discretion of the DRM (Medical), North Eastern Railway, Lucknow, and in that case the tenderers shall have no further claim on the amount deposited by him as earnest money.

Offers shall be deemed to be under consideration immediately after they are opened and until the official intimation of award of contract is made by Railway to the tenderers. While the offers are under considerations tenderer & / or their representative or other interested parties are advised to refrain from contacting the North Eastern Railway by any means. If necessary the North Eastern Railway will obtain clarification on the offers by requesting for such information from any or all the tenderors either in writing or through personal contacts as may be considered necessary. Tenderer will not be permitted to change the substance of their offer after the offers have been opened .

12. Acceptance of Tender:

a. The N.E. Railway may accept a tender for a part of the quantity offered, reject any tender without assigning any reason and may not accept the lowest or any tender.

b. Acceptance of tender will be communicated by a formal acceptance letter(by registered post) of the tender direct to the contractor. The delivery period/completion period will be deemed to have commenced from the date of dispatch of this letter.

c- Successful tenderer must be prepared to start the work from the day as advised by the Divl. Railway Manager(Medical) . Lucknow

d. The successful tenderer will have to start work with in the stipulated period failing which the earnest money deposited will be forfeited.

e. The Divisional Railway Manager , North Eastern Railway, Lucknow or officer competent on his behalf reserves the rights to reject any or all tenders without assigning any reasons or to accept any tender.

13.DETAILS TO BE FURNISED BY TENDERER IN PART 1

i-Earnest money of required amount in acceptable mode .

ii-Declaration regarding associating of Railway Officers with tenderers.

iii.Details of experience of executing works of similar nature.

iv.Details of works presently in hand .

vi.Details of Tools and plants including cleaning consumable items .

vii. Detailed bio-data of the tenderer

viii.Details of other Mechenised cleaning work.

ix..Biodata of technical and other personnels filled as per Bid documents

x.Solvency Certificate.

xi.Audited balance sheet of just concluded year.

Tender Form

TENDER FOR THE DAILY CLEANING OF DRAINS AND PIKING,COLLECTION AND DISPOSAL OF RAGS AND

REFUSE FROM THE TRACKS THROUGH MECHANISED SYSTEM AT GORAKHPUR STATION ON CONTRACT BASIS.FOR A PERIOD OF ONE YEAR.

Tender Notice No----------------------------------------------------------------------------------

Name & address of the Tenderer ---------------------------------------------------------------

To ,

The President of India,

Acting through

Divisional Rly Manager (Medical)

North Eastern Railway

Lucknow.

1- I /We--------------------------------- have read the various conditions to tender attached hereto and hereby agree to abide by the said conditions. I/ We also agree to keep the tender open for the acceptance for a period of 90 (Ninety days) days from the date fixed for opening the same and In default thereof I/We will be liable for forfeiture of our EARNEST MONEY . I/We do hereby agree to abide by the Regulations for the tenders, Special conditions of contracts and General conditions of contract Act 1999 edition with latest corrections slips.

2- A Sum of Rs----------------is hereby forwarded as Earnest Money. The full value of the earnest money shall stand forfeited without prejudice to any other right or remedies if in case my/ our tender is accepted if:-

(a) I/We do not execute the contract documents within SEVEN days after receipt of notice issued by the Railway that such documents are ready of

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

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

Sr.No.

Date of issue

Signature of Tender

Name & address of Tender