Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

CONTRACT NO: -----------------

Mechanized cleaning and housekeeping works

of XYZ station(s)/Trains of XYZ depot

2. Instructions to Tenderers (ITT)

ABC Division,
PQR RAILWAY

ADDRESS

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

INDEX

Clause Description Page No.

A. GENERAL
A1 General Description of work 3
A2 Scope of Work 3
A3 Eligible Tenders 5
A4 Qualification of Tenderers 5
A5 One Tender per Tenderer 6
A6 Cost of Tendering 6
A7 Site Visit 6
B. TENDER DOCUMENTS
B1 Content of Tender Document 7
B2 Content of supporting Documents 7
B3 Clarification of Amendment of Tender Documents 7
C. PREPARATION OF TENDERS6
C1 Language of Tender 7
C2 Document Comprising the Tender 7
C3 Form of Tender 9
C4 Tender Prices 9
C5 Currencies of Tender 10
C6 Tender Validity 10
C7 Tender Security 10
C8 Labour 11
C9 Pre Tender/ Pre Bid Meeting 11
C10 Format and Signing of Tender 11
C11 Schedule of Payment 11
D. SUBMISSION OF TENDER
D1 Sealing and Marking of Tender 12
D2 Late/ Delayed Tenders 12
D3 Modification, Substitution and Withdrawal of Tenders 13
E. TENDER OPENING AND EVALUATION
E1 Tender Opening 13
E2 Process to be Confidential 14
E3 Clarification of Tenders 14
E4 Evaluation of Tenders 14
E5 Evaluation of Financial Proposals 14
E6 Correction of Errors 15
F. AWARD OF CONTRACT
F1 Award Criteria 15
F2 Employer’s Right to Accept any tender and to reject any or all tenders 15
F3 Notification of award 15
F4 Signing of Agreement 16
F5 Performance Security 16
G. CANCELLATION OF LETTER OF ACCEPTANCE (LOA) & FORM OF TENDER 17
17
H. TERMS AND PROCESS OF BILL PAYMENT
17
I. TERMINATION

J. INFORMATION UNDER R.T.I ACT 18

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

MECHANIZED CLEANING & HOUSEKEEPING CONTRACT FOR XYZ

STATION(S)/DEPOTS/TRAINS OF XYZ DEPOTS

INSTRUCTIONS TO TENDERERS (ITT)

A GENERAL
A1 General Description of Work
This contract is for the work of Contract Number: ----------------, for Mechanized Cleaning and
housekeeping of XYZ station(s).
A2 SCOPE OF WORK FOR STATIONS /COACHING DEPOTS/ BUILDINGS
A2.1 The contractor will execute Mechanized Cleaning and housekeeping works with suitable,
uniformed and trained personnel with the use of modern equipments, machinery and eco-
friendly chemicals for the following works in stations premises:

A2.2 Cleaning and housekeeping Works consisting of: -

Cleaning of Floor areas, Vertical finishes, Roof arches, Roof ceilings, Glass panels, Doors,
windows, Rolling shutters, Railings, False ceilings, False floorings, Bitumen surfaces,
Pavements, Kerb stones, walls, Pillars, Hand rails, Mirrors, Ceramic / concrete Jalli etc. of the
following areas: -
a. Concourse,
b. Platform
c. Passages
d. Circulating area including subways, Foot Over Bridges etc connected to station
e. Pavement
f. Roads with railway premises
g. Waiting rooms, all other rooms and other areas including corridors.
h. Stair cases
i. Bath rooms and Toilets excluding Pay and Use toilets if any
j. Track in platform area
k. All track area and adjoining area within railway boundaries up to 100m from either end
of the farthest platform.
l. Additional areas as deemed fit
m. Attention to enroute passing trains including watering of coaches as required and
indicated by railway administration
n. Clean Train Station Service (CTS) for nominated CTS Stations & Trains (refer Annexure
7 for details).
o. watering of coaches at nominated stations
A2.3 Cleaning and washing of Track plinths( aprons) within the station platform of Up and Down
Tracks (Only During Block Period and/or Prior Permission of Competent Authority)
A2.4 External cleaning of overhead water tanks and area around U/G water tanks.
A2.5 Sanitation of bathrooms and Toilets including supply of consumables
A2.6 Cleaning & Attention of all the Drains available in the station area.
A2.7 Pest control, Mosquito control and Insect & Rodent control of the entire station area including
all rooms. (Light Pest Control)
A2.8 Cleaning of Traction, E&M, and Signaling, Telecommunications, and AFC & Miscellaneous
items available in Station premises (outside body only)
a. Cleaning of lighting Fixtures & Accessories
b. Cleaning of Fans
c. Cleaning of D.G. sets & connected equipments
d. Cleaning of Air conditioners
e. Cleaning of All HT & LT Equipments available in ASS room (Cleaning of HT & LT Equipments
shall be carried out only under strict supervision of authorized person of RAILWAY
ADMINISTRATION).

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f. Cleaning of all LT equipments available in LT switch room (Cleaning of LT Equipments shall

be carried out only under strict supervision of authorized person of RAILWAY
ADMINISTRATION).
g. Cleaning of All Equipments available in UPS room (Electrical and Signaling Rooms)
h. Cleaning of Equipments in Signaling room
i. Cleaning of Equipments in Telecommunication room
j. Cleaning of all Automatic Fare collection equipments, Ticket vending machine and security
equipments
k. Cleaning of all Equipments available in Station Control Room, booking Offices, Excess Fare
Office
l. Cleaning of All Equipments available in Pump room
m. Cleaning of Lifts
n. Cleaning of Escalators
o. Cleaning of portable fire extinguishers/Smoke detectors/ Fire detectors
p. Cleaning of Telephones sets & accessories
q. Cleaning of Computers and accessories
r. Cleaning of Signage boards/Notice boards
s. Cleaning of furniture provided in all rooms/offices
t. Cleaning of Office equipments
u. Cleaning of Fire Hydrants, Fire Panels, All type of pipes, Valves etc.
v. Cleaning of All Switch Boards, Panel Boards.
w. Cleaning of Security equipments like Metal detectors, X-ray machines etc.
x. Cleaning of Automatic Hand Driers, Liquid Soap Dispensers etc.
y. Cleaning of all miscellaneous equipments as available or being provided from time to time.

A 2.9 Scope of Work for Mechanised Coach Cleaning, OBHS and allied services

The contractor has to undertake the following activities along with their workforce, material, cleaning
agents, tools, implements, machinery duly setting up of power supply arrangement as specified in the
scope of work at the requisite coaching depot. The scope of work for the composite contract of
mechanized coach cleaning, allied services & OBHS is provided as follows –
1. Mechanised Cleaning of all primary / secondary maintained coached and watering of coaches
at washing lines
2. Intensive cleaning of primary coaches
3. Cleaning and watering of coaches of platform return / terminal attention trains
4. On-Board Housekeeping Services (OBHS)
5. Pest and Rodent Control Services (optional to be decided by ZR)

a. Cleaning and Watering of Coaches at Washing Lines

The areas to be covered by the contractor for train cleaning at the Depot must cover the entire train
(including interior and exterior), including

▪ Coaches of different types viz. Pantry Cars, AC and non-AC coaches of different description,
inspection carriages etc. shall be cleaned in mechanized manner during the primary and
secondary maintenance/ other end maintenance/ by pass trains in the coaching depot during
the contract period using trained workforce, machines, consumables, tools and accessories
as per the resource specifications.
▪ Intensive cleaning of primary coaches

b. Cleaning and watering of coaches of platform return trains

c. Pest and Rodent Control Services (optional to be decided by ZR, it can be done as a
separate contract also)

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

The contractor must engage a pest control service provider who is licensed to carry out pest control
and is compliant with any other applicable norms. This contractor must meet the approval of the
competent authority at Indian Railways.

d. On-Board Housekeeping Services

The broad set of activities defined under the scope of work for contractors engaged in On-Board
Housekeeping Services (OBHS) for trains is defined as below –

▪ Washing, cleaning and disinfection of areas, including pest control

▪ Collection and proper disposal of garbage from entire train, maintenance of trash-cans
▪ Operating lost and found in the train
▪ Maintenance and complaint redressal
▪ Distribution of linen to passengers

The detailed scope of work, list of consumables, tools and machinery is given in a separate
Chapter on Scope of work for Mechanised Coach Cleaning (MCC), OBHS and allied services.

A3 Eligible Tenderers

This is an open local competitive e-tender and all companies, corporations, partnership firms,
consortium or Joint Ventures who are involved in execution of this type of work and those who
fulfil the financial soundness and work experience criteria and other requirements laid down in
this document are eligible to participate.

A4 Qualification of Tenderer

A4.1 Minimum Eligibility Criteria: As provided in NIT.

A4.2 All tenders uploaded shall include the following information:
A4.3 General information of the tenderer shall be furnished in Appendix- 4 of Form of Tender.
Certified Copies of original documents defining the constitution and legal status, certificate of
registration and ownership, principal place of business of the company, corporation, firm or
partnership or, if a joint venture including consortium, details of each party thereto constituting
the tenderer will also be required to be furnished. All the group members in a joint venture will
be jointly and severally responsible for the performance under the contract.
A4.4 In the case of tender by a joint venture of two or more firms or companies as partners or as
members of a consortium as the case may be, joint venture data must be furnished in the
format prescribed (Appendix- 4 of Form of Tender) along with the documents as mentioned
therein. The following requirements shall also be complied with.
a. In case of a successful tender, the Form of Agreement, shall be individually signed so as to be
legally binding on all partners/ constituents as the case may be.
b. In case of partnership, one of the partners shall be nominated as being In-charge as Lead or Prime
Partner and this authorization shall be evidenced by submitting a power of attorney signed by the
partners or legally authorized signatories of all the partners. In case of consortium, it will similarly
authorize a person to be In-charge and his authorization shall be evidenced by a power of attorney
in favour of that person. Board resolution in favour of signatory to power of attorney may also be
submitted.
c. The partner In-charge or the person In-charge as aforesaid shall be authorized to incur liabilities
and receive instructions for and on behalf of any and all the partners of the joint venture or
constituents of the consortium and the entire execution of the contract including payment shall be
carried out exclusively through the partner In-charge of Joint Venture and person In-charge of a
consortium.
d. In the event of default by any partner in the case of a joint venture and constituent in the case of a
consortium in the execution of his part of the Contract, the partner/person In-charge will have the
authority to assign the work to any other party acceptable to the Employer to ensure the execution
of that part of the Contract.
A4.5 In case the Tenderer is an Association, Consortium or Joint Venture, the Tenderer shall
provide the following:
a. The Memorandum of Understanding/Joint Venture Agreement duly notarized indicating:

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

(i) Nomination of one of the members of the Association, Consortium or Joint

Venture to be In-charge or Lead Member. The legally authorized signatories of all
members of the Association, Consortium or Joint Venture shall issue this
authorization.
(ii) Details of the intended percentage participation given by each member, with
complete details of the proposed division of responsibilities and corporate
relationships among the individual members.
(iii) Each member of the Association, Consortium or Joint Venture shall be jointly and
severally liable for the undertaking of this Contract.
A4.6 The Tenderers to qualify for award of Contract shall submit a written power of attorney
authorizing the signatory (ies) of the tender to commit the Tenderer or each member of the
partnership, consortium or joint venture.
A4.7 Each page of tender shall be signed by the authorized signatory of the tenderer. Power of
Attorney in favour of the signatory will be required to be furnished as detailed in Clause A4.4
(b) of ITT. Power of attorney should contain specimen signature of authorized signatory of
tender and should be attested by notary.
A4.8 Cancellation or creation of a document such as Power of Attorney, Partnership deed,
Constitution of firm etc., which may have bearing on the tender/contract shall be
communicated forthwith in writing by the tenderer to the Engineer and the Employer.
A4.9 Any information found incorrect or suppressed, the tender may not be considered or contract
will be cancelled without any financial claim/arbitration from the tender. The applicant is
required to certify in the statement placed at Form of Tender.
A4.10 Each tenderer, or any associate will be required to confirm and declare in the tender submittal
that no agent, middleman or any intermediary has been, or will be, engaged to provide any
services, or any other items of work related to the award and performance of this contract.
They will have to further confirm and declare in the submittal that no agency commission or
any payment, which may be construed as an agency commission, has been, or will be paid
and that tender price will not include any such amount.

A5 One Tender Per Tenderer

Each Tenderer shall upload only one tender. If a Tenderer uploads more than one Tender, all
the tenders in which he has participated shall be considered invalid.

A6 Cost of Tendering

The Tenderer shall bear all costs associated with the preparation and submission of his
tender and the Employer will in no case be responsible or liable for those costs, regardless of
the conduct or outcome of the tender process.

A7 Site Visit

A7.1 The Tenderer is advised to visit and examine the Site of Works and its surroundings and
obtain for himself on his own responsibility all information that may be necessary for preparing
the Tender and entering into a contract for the proposed work. The costs of visiting the Site
shall be borne by the Tenderer. It shall be deemed that the Contractor has undertaken a visit
to the Site of Works and is aware of the site conditions prior to the submission of the tender
documents.
A7.2 The Tenderer and any of his personnel will be granted permission by the Employer to enter
upon his premises and lands for the purpose of such inspection, but only upon the express
condition that the Tenderer, and his personnel, will release and indemnify the Employer and
his personnel from and against all liability in respect thereof and will be responsible for death
or personal injury, loss of or damage to property and any other loss, damage, costs and
expenses incurred as a result of the inspection.
A7.3 The Tenderer shall note General Conditions of Contract (GCC) in which it is deemed that the
Tenderer has taken into account all the factors that may affect his Tender in preparing his
offer.

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

B TENDER DOCUMENTS
B1 Content of tender Documents
B1.1 The Tender Documents, as listed below, have been prepared for the purpose of inviting
tenders for Mechanized Cleaning & Housekeeping work with Contract Number ---------- and
as more particularly described in these documents.
a. Notice Inviting Tender
b. Instructions to Tenderers (Including Annexures)
c. Form of Tender (including Appendices)
d. General Conditions of Contract
e. Special Conditions of Contract
f. Employer’s Requirements
g. Specifications (Including Appendices)
h. Bill of Quantities
i. Conditions of contract on Safety, Health & Environment,

B1.2 The tenderer is expected to examine carefully all the contents of all the above documents
including instructions, conditions, terms, specifications and take them fully into account before
uploading his offer. Failure to comply with the requirements as detailed in these documents
shall be at the tenderer’s own risk. Tenders that are not responsive to the requirements of the
tender documents will be rejected.

B1.3 The Tenderer shall not make or cause to be made any alteration, erasure or obliteration to the
text of the Tender Documents.

B2 Content of Supporting Documents

B2.1 The Tenderer should visit, examine and assess the Site including working conditions and will
be deemed to have satisfied himself of the risks and obligations under the Contract.

B3 Clarification and Amendment of Tender Documents

B3.1 At any time prior to the deadline for the submission of tenders, the employer may, for any
reason, whether at his own initiative or in response to a clarification or query raised by a
prospective tenderer, modify the tender documents by an amendment. A prospective bidder
requiring any clarification of the tender documents may upload their queries on e-tendering
portal not later than the date of seeking clarifications given in NIT.
B3.2 The said amendment in the form of an addendum and responses to the queries raised, if any,
will be uploaded on the e-tendering portal which can be seen and downloaded by the bidders.
B3.3 In order to afford prospective tenderers reasonable time for preparing their tenders after
taking into account such amendments, the Engineer or the Employer may, at his discretion,
extend the deadline for the submission of tenders.
C PREPARATION OF TENDERS
C1 Language of Tender
The tender prepared by the tenderer and all correspondence and documents relating to the
tender exchanged between the tenderer and the Employer/Engineer shall be in the English
language.

C2 DOCUMENTS COMPRISING THE TENDER

C2.1 The Tenderer shall, on or before the date and time given in the Notice Inviting Tender (NIT),
submit his Tender online on e-tendering portal [Link]
comprising of following:
- Technical Package of "Contract Number: --------------”
- Financial Package of "Contract Number: -------------- : ” as per the provisions given in clause
C4 below.

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Technical Package of this submission shall contain the documents referred to in the
subsequent paragraphs C2.2 (a); (b); (c); (d); (e); (f); (g); (h); (i); (j); (k); (l); (m); (n); (o);(p);
(q); (r);(s); (t); (u);(v); (w); (x);(y); (z) and C2.3 (a); (b); (c) and all Annexures/ Appendices of
NIT, ITT and FOT respectively.

In submission of the Tender (Tender Security, Technical Package and Financial Package),
Tenderer(s) shall assign person(s) in writing to submit the tender accompanied by the original
of the Tender Security which shall be submitted in a separate envelope.
Should any further documents be required pursuant to paragraphs C2.3 (b) below, the
Tenderer will be instructed by the Employer which Package of the Tenderer’s submission is to
contain such documents.

C2.2 The Tenderer shall submit, as his Tender, the following documents, duly completed which in
the event of acceptance of the Tender, and shall form part of the Contract:

(a) Form of Tender (Without appendices);

(b) Appendix 1 to the Form of Tender; Contract Conditions;
(c) Appendix 2 to the Form of Tender: (see paragraph C11 and C4);
(d) Appendix 3 to the Form of Tender: The tenderer may submit minor deviations in this
annexure and a confirmation that price of every such minor deviation has been given
in the financial package. Minor deviation may be in the employer’s requirements or in
any other tender requirement which do not alter the basic functionality of the work or
part thereof. If there is no such minor deviation, then the tenderer must write “NIL” in
this appendix. Tenderer to note that such minor deviations may or may not be
accepted by the employer and the tenderer shall not have any right to any claim on
this account. The offer in BOQ shall be given without considering any deviation in
tender conditions.
(e) Appendix 4 to the Form of Tender: General Information about the Tenderer;
(f) Appendix 5 to the Form of Tender: Affidavit
(g) Appendix 5A to the Form of Tender: Undertaking ar per Clause 1.2.1(v) of NIT.
(h) Appendix 6 to the Form of Tender: Details of Manpower
(i) Appendix 7 to the Form of Tender: Details of Machineries and Equipments
(j) Appendix 8 to the Form of Tender: Certificate for proposal for housekeeping
machineries
(k) Appendix 9 to the Form of Tender: Chemicals and other consumables;
(l) Appendix 10 to the Form of Tender: Indemnity bond fo be filled by contractor and
staff.
(m) Appendix 11 to the Form of Tender: Obligation/Statutory compliance;
(n) Appendix-12 to the Form of Tender: Undertaking for corrupt and fraudulent practice.
(o) Appendix-13 to Form of Tender: Banking reference for liquidity;
(p) Appendix 14 to the Form of Tender: Undertaking for Financial stability
(q) Appendix 15 to the Form of Tender: Undertaking for Downloaded Tender Documents
(r) Appendix 16 to the Form of Tender: Work Experience
(s) Appendix 17 to the Form of Tender: Financial Data
(t) Appendix 18 to the Form of Tender: Financial Data(work done during the last 5
financial years)
(u) Appendix 19 to the Form of Tender: Work in hand
(v) Appendix 20 to the Form of Tender: Undertaking for disclosure of information under
RTI Act
(w) Appendix 21 to the Form of Tender: Bank a/c details for refund through NEFT/RTGS
(x) All original tender documents issued by RAILWAY ADMINISTRATION are part of
Technical Package except the volume containing the Bill of Quantities (BOQ/Pricing
Document) which shall be filled and submitted in Financial Package. Tenderers
should carefully read and note all the conditions and provisions mentioned in original
tender documents issued by RAILWAY ADMINISTRATION and it shall be deemed
that all the conditions and provisions of these documents have been included in their
tender submission and accepted to them. The tender shall be submitted online by
using class-III/Class-II digital signature of the authorised signatory of the tenderer.

(y) Self Attested copy of the latest sale tax registration certificate (STRC)/VAT
registration certificate (VATRC) and attested copy of PAN No. under income Tax Act.
The foreign based contractors shall be required to upload the necessary documents
as applicable to them according to the applicable state government’s Sales Tax Act.

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Registration with appropriate Sales tax authority, EPF authority and ESI authority as
per relevant act are also required to be uploaded.
(z) Documentary evidence in support of monetary limit and appropriate category
“Housekeeping” if the tenderer is a Micro and Small Enterprise (MSEs) and NSIC
registered Agency and want to avail waiver of tender cost and tender security.
C2.3 The Tenderer shall submit with his Tender the documents that are identified in paragraphs
C2.3 (a) – C2.3 (c) inclusive. Such documents will be used for the purposes of evaluating
and analysing the Tender but will not form part of the Contract unless the same shall have
been expressly incorporated into the Contract in accordance with paragraphs B3 above.
(a) Full details of ownership and control of the Tenderer

(b) Any further documents which are requested in writing by Employer before submission of
the Tender by way of evaluation documents but which are not to form part of the
Contract;
(c) Following information shall be furnished:
(A) Mechanized cleaning and housekeeping works
(i) Extent of participation by each member of the consortium in terms of
percentage of the value of the proposed Contract.
Member % of participation
A
B
C
(ii) The tenderer should supply the following information, separately for
each member of the consortium.
(a) Maximum value of Mechanized cleaning and housekeeping
works executed in any one year during the last 5 years (in Rs.
equivalent).
(b) Value of the commitments and on-going works, on yearly basis,
pertaining to Mechanized cleaning and housekeeping works,
to be completed during the next 48 months from the date of the
month of the tender submission.
Both (a) and (b) should be updated to price level of last day of the
month previous to the month in which the tender is submitted by
assuming 2% inflation on foreign currency and 5% on Indian currency.
C2.4 Tenderers shall quote all prices as per relevant clauses of GCC and SCC.
C3 Form of Tender
The Form of Tender shall be completed and signed by a duly authorized and empowered
representative of the Tenderer. If the Tenderer comprises a partnership, consortium or a joint
venture the Form of Tender shall be signed by a person who is duly authorized by each
member or participant thereof or by authorized signatory of each member. Signatures on the
Form of Tender shall be witnessed and dated. Copies of relevant powers of attorney shall be
attached.
C4 TENDER PRICES
C4.1 The Pricing Document is included in Bill of Quantities/Pricing Document. The Tenderer shall
complete the Pricing Document in accordance with the instructions given in Bill of
Quantity/Pricing Document. The completed Pricing Document including price of minor
deviations in Appendix-3A of BOQ/Pricing document for such deviation as mentioned in
Appendix-3 of FOT shall be submitted.
C4.2 The price of each such minor deviation will be the price which the tenderer agrees to offer to
the employer from his quoted offer in BOQ if deviation is agreed by the employer. Any such
deviation without a price shall not be considered and will be treated as withdrawn by the
tenderer. Any other deviation mentioned anywhere in the submission other than in Appendix-
3 of FOT shall be considered as if mentioned inadvertently by the tenderer and shall be
considered as withdrawn without any confirmation from the tenderer.
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C4.3 The tenderer shall utilize Indian labour, staff and materials to the maximum extent possible
in execution of Works.
C4.4 Rates for the estimate are based on minimum wages of latest notification of the Chief
Labour Commissioner order number ---------------- (as applicable)
C4.5 Format of Tentative wage card is enclosed as Appendix –B of Specifications.
C5 CURRENCIES OF THE TENDER
C5.1 Tender prices shall be quoted in Indian Rupees only.
C6 TENDER VALIDITY
C6.1 The Tender shall be valid for a period of 180 days (both days inclusive i.e. the date of
submission of tenders and the last date of period of validity of the tender) from the latest
Date of Submission of Tenders.
C6.2 In exceptional circumstances, prior to expiry of the original tender validity period, the
Employer may request the tenderers for a specified extension in the period of validity. The
request and the response thereto shall be made in writing or by telefax. A tenderer may
refuse the request without forfeiting his tender security. A tenderer agreeing to the request,
shall not be required or permitted to modify his tender but will be required to extend the
validity of his tender security correspondingly.
C7 TENDER SECURITY (Earnest Money)
C7.1 The Tenderer shall submit with his Tender a Tender Security for the sum mentioned in NIT
under key details in any one of the following forms:

(a) Demand Draft / Pay Order in favour of --------------------------- payable at ----------------- from
a Scheduled Commercial Bank based in India.

(b) Fixed Deposit Receipt (FDR) of a Scheduled Commercial bank based in India duly
pledged in favour of -----------------------. and styled as ----------------------- A/c……….(Name
of the Tenderer)……….

In case of joint venture/consortia, Bank Guarantee or FDR for tender security shall be in the
name of joint venture/consortia and not in name of individual members. The Tender Security
shall remain valid up to date as mentioned in NIT under key details. The tender security shall
be submitted in a sealed envelope clearly marked on top “Tender Security for Contract
“Contract Number:-------------------”.
Any deviation in Bid security with regard to amount, validity and format shall be considered as
material deviation and bid shall be dealt accordingly.
The "Original" of this Tender Security is to be submitted in an envelope in the office of the Sr.
AGM/Tender (O&M) at the address given in the Tender Documents before date & time of
submission of tender mentioned in the NIT.
C7.2 Any Tender not accompanied by an acceptable Tender Security, except Micro and Small
Enterprises (MSEs) and NSIC registered agencies for appropriate category “Housekeeping”,
shall be rejected by the Employer considering it as non-responsive and their Technical
package shall not be opened and if opened then it will NOT be evaluated. No post bid
clarification shall be sought on tender security. Tender Security is waived off for those Micro
and Small Enterprises (MSEs) and NSIC registered agencies who have monetary limit more
than cost of work indicated in the NIT and registered for appropriate category
“Housekeeping”.
The tenderer who claims exemption of tender cost and tender security shall submit
documentary evidence for the same before the deadline of submission of tender as shown at
clause 1.1.2c and 1.1.2d of NIT.
C7.3 The Tender Security of the successful Tenderer shall be adjusted towards security deposit
upon the execution of the Contract and the receipt by the Employer of the Performance
Security in accordance with relevant clause of the GCC and clause 2 of SCC.
C7.4 The Tender Security of tenderers who fail in technical evaluation shall be returned after
opening of financial package and preferably within 10 days of opening of Financial bid.
Tender security of the unsuccessful tenderers in financial opening shall be released after

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unconditional acceptance of the Letter of Acceptance (LOA) by the successful tenderer and
preferably within 10 days of acceptance of LOA.
C7.5 The tender security shall be forfeited:

a. If a tenderer withdraws his tender during the period of tender validity, or

b. If the tenderer does not accept the correction of his tendered price in terms of Clause
E6 of ITT or
c. In the case of a successful tenderer, if he fails to:
i. Furnish the necessary performance guarantee for performance as per Clause F5 of ITT.
ii. Commence the work as per terms & conditions of Tender after issuance of LOA
iii. Enter into the Contract within the time limit specified in Clause F4 of ITT
C7.6 No interest will be payable by the Employer on the tender security amount cited above.
C8 Labour
The Tenderer's attention is especially drawn to relevant clause of the GCC in relation to the
responsibility of the Contractor for obtaining an adequate supply of labour, their Rates, Wages
and Conditions.
C9 Pre-Tender/ Pre-bid Meeting.
C9.1 A Pre-tender meeting shall be held on the date and location given in the clause 1.1.2 (f) of
NIT.
C9.2 The purpose of meeting will be to clarify issues and to answers to question on any matters that
may be raised at that stage.
C9.3 The tenderers are requested to submit any question in writing or by facsimile, to reach the
employer not later than the last date of seeking clarification as mentioned in key details of
NIT.
C9.4 The text of the questions raised by the tenders and the response given will be transmitted
without delay to all purchasers of the tender documents. Any modification of tender
documents, which may become necessary as result of the Pre-Tender meeting, shall be
made by the employer exclusively the issue of an Addendum/clarification.
C9.5 Non-attendance at the Pre-tender/Pre-bid meeting will not be a cause for disqualification of a
tenderer.
C10 FORMAT AND SIGNING OF TENDERS
C10.1 The documents required to be uploaded by the Tenderer will be as described under Clause
C2 of ITT herein.
C10.2 All documents which are to be submitted as scanned documents shall be typed or written in
indelible ink (in the case of copies, legible photocopies are also acceptable and all the
pages shall be signed by a person or persons duly authorized to sign on behalf of the
Tenderer before scanning and uploading (in .pdf / .jpg / .jpeg format), pursuant to sub-
paragraphs A4 of ITT, as the case may be. All pages of the Tender, where entries or
amendments have been made, shall be initialed and dated by the person or persons
signing the Tender.
C10.3 Documents submitted in Tender submission shall contain no alterations, omissions or
additions, except those to comply with instructions issued by the Employer, or as necessary
to correct errors made by the Tenderer, in which case such corrections shall be initialed and
dated by the person or persons signing the Tender before scanning and
uploading/submitting.
C11 SCHEDULE OF PAYMENT
a. The payment will be made on a monthly basis as per the accepted rates based on the
activities carried out as in the Schedule of work defined in Annexures-4A to 4H of ITT.
b. Payment Procedure – Payment shall be made monthly. Attendance of the staff
(through bio-metric machines) and details of deployment of machinery and chemicals
is maintained by contractor at stations on daily basis. These records shall be
submitted by 25th of each month to enable Engineer to release 75% of due payment
for the current month payment may be released by 5th of the next month so that wages
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shall be paid by 7th of next month by the agency. The contractor shall also submit
necessary indemnity towards this effect. The detail bills complying all the statutory
provisions shall be submitted by 15th of the next month so that balance 25% payment
of preceding month shall be released.

c. No overtime is considered to achieve higher level of safety standards. The tenderer

should consider execution of work in shifts as per Clause 1.3 of Employer’s
Requirement and Appendix-6 of FOT. The agency must ensure timely payment of
Salary, PF, ESI etc. and prompt medical facility to sick/injured and to all staff.

D SUBMISSION OF TENDER
D1 Sealing and Marking of Tenders
D1.1 Tenders shall be uploaded online on [Link] at stipulated date and time
provided in NIT. The Employer cannot take any cognizance and shall not be responsible for
any delay in submission/ uploading of Tender. The Tenderer shall ensure that they had
received receipt/acknowledgement of their tender submission which is generated by the
system itself on successful submission of tender online.
D1.2 Only ‘Tender Security’ and ‘Cost of Tender Document’ shall be submitted in originals (in
physical form) as described below.
D1.3 The tenderer shall seal the ‘Cost of Tender Documents’ in an envelope, bearing the
following identification for cost of tender document:
“COST OF TENDER DOCUMENTS”, Tender Reference No. – Contract Number: --
-------------------------
and submit the same as per schedule mentioned in NIT at the address mentioned below.
The tenderer shall also mention his Name and address on above envelope.
D1.4 The tenderer shall seal the ‘Tender Security’ in an envelope, bearing the following
identification for Tender Security:
“TENDER SECURITY”, Tender Reference No. – Contract Number: ----------------
and submit the same before date and time of submission of tender mentioned in NIT at the
address mentioned below. The tenderer shall mention his Name and address on above
envelope also.
Tender Inviting Authority
Address

D1.5 ‘Tender Security’ and ‘Cost of Tender Document’ submitted after due date and time shall not
be accepted and online tenders of such tenderers shall liable to be rejected summarily.
D1.6 RAILWAY ADMINISTRATION will not be responsible for delay, loss or non-receipt of
‘Tender Security’ and ‘Cost of Tender Document’ sent by post / courier.
D1.7 RAILWAY ADMINISTRATION shall not be responsible for ‘Tender Security’ and ‘Cost of
Tender Document’ delivered to any other place / person in RAILWAY ADMINISTRATION
(like Tapal / DAK section etc) other than the designated officer and does not reach the
designated officer before the dead line for submission.
D1.8 The Employer may, at his discretion, extend the deadline for submission of tenders by
issuing an amendment, in which case all rights and obligations of the Employer and the
Tenderer previously subject to the original deadline will thereafter be subject to the deadline
as extended.
D1.9 Tenders sent telegraphically or through other means of transmission (telefax etc.) shall be
treated as invalid and shall stand rejected.
D2 LATE/DELAYED TENDERS
D2.1 Submission of Tenders shall be closed on e-tendering website of RAILWAY
ADMINISTRATION at the date & time of submission prescribed in NIT after which no tender
shall be accepted.
D2.2 It shall be the responsibility of the bidder / tenderer to ensure that his tender is submitted
online on e-tendering portal [Link] before the deadline of
submission. RAILWAY ADMINISTRATION will not be responsible for any delay, internet
connection failure or any error in uploading of tender submission. The tenderers are advices
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to upload their submissions well before the due date and time of tender submission to avoid
any problem and last minute rush.

D3 MODIFICATION, SUBSTITUTION AND WITHDRAWAL OF TENDERS

D3.1 Except where expressly permitted by these Instructions, the Tenderer shall not make or
cause to be made any alteration, erasure or obliteration to the text of the documents prepared
by the Employer and submitted by the Tenderer with or as part of his Tender.
D3.2 No Tender shall be allowed to be modified by the Tenderer after the deadline for submission
of Tenders.
D3.3 The Tender submitted online will be taken as a final bid.
D3.4 Withdrawal of a Tender during the interval between the deadline for submission of bids and
the expiration of the period of bid validity specified in the Form of Tender shall result in the
forfeiture of the Tender Security.

D4 CHECK LIST FOR TECHNICAL AND FINANCIAL SUBMISSION

Tenderer is required to ensure submittal of all the documents duly signed and sealed by the
authorized person(s). Check list for confirming the submission of all documents is enclosed as
Appendix-22 of F.O.T. The check list is indicative and not exhaustive. The bidders must go
through the complete tender document and submit the required document accordingly.

E TENDER OPENING AND EVALUATION

E1 Tender Opening
E1.1 Tenders for which an acceptable notice of withdrawal has been submitted pursuant to
paragraph D3 of ITT shall not be opened.
E1.2 (a) Envelopes containing ‘Tender Security’ and ‘Cost of Tender Documents’ will be opened
first. On opening of the same, RAILWAY ADMINISTRATION will first check the details of
tender cost and tender security submitted by the tenderer online and cross verify the same
with the hard copy submitted.
If the tenderer is a Micro and Small Enterprise(MSE) registered with Ministry of Micro, Small &
Medium Enterprises(MSME) Authority such as DIC, NSIC etc and want to avail waiver of
tender cost and tender security shall submit documentary evidence in support of monetary
limit and appropriate category “Housekeeping”.
(b) Tenders of those tenderers who have not submitted ‘Tender Security’ and ‘Cost of Tender
Documents’ shall not be opened.
(c) Tenders of those tenderers who have not submitted valid ‘Tender Security’ and valid ‘Cost
of Tender Documents’ shall be considered as non-responsive and liable to be rejected
summarily.
E1.3 The Technical Package of all tenderers who have submitted a valid tender security and cost
of tender document shall be opened in the presence of representatives of tenderers who
choose to attend on date & time as mentioned in tender document in the office of the -----------
-----------------------------------------------------------------------. Tenderers may visit RAILWAY
ADMINISTRATION e-procurement web-site to know latest Technical Opening information
after completion of opening process. Tenderers can also see the Technical Sheets (check-
list) of other tenderers after completion of opening process by logging into the web-site. If
such nominated date for opening of Tender is subsequently declared as a Public Holiday by
the Employer, the next official working day shall be deemed as the date of opening of
Technical Package. The Tender of any tenderer who has not complied with one or more of
the foregoing instructions may not be considered.
E1.4 The tenderer’s name, details of the tender security and such other details as the Employer or
his authorized representative, at his discretion, may consider appropriate will be announced
at the time of tender opening.
E1.5 The Financial Package(s) which tenderer(s) have uploaded online will be opened on a
subsequent date after evaluation of technical packages. Financial packages of only those
tenderers whose submissions are found substantially responsive and technically compliant as
per clause E5 of ITT will be opened. The time of opening of financial package shall be
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informed though website only. Tenderer can visit RAILWAY ADMINISTRATION e-

procurement website for further information.

E2 PROCESS TO BE CONFIDENTIAL
E2.1 Except the public opening of tender, information relating to the examination, clarification,
evaluation and comparison of tenders and recommendations concerning the award of
Contract shall not be disclosed to tenderers or other persons not officially concerned with
such process.
E2.2 Any effort by a tenderer to influence the Employer in the process of examination, clarification,
evaluation and comparison of tenders and in decisions concerning award of contract, may
result in the rejection of the tenderers tender.
E3 CLARIFICATION OF TENDERS
E3.1 To assist in the examination, evaluation and comparison of Tenders, the Employer may ask
tenderers individually for clarification of their tenders, including breakdowns of prices. The
request for clarification and the response shall be in writing only through e-tendering portal
but no change in the price or substance of the tender shall be sought, offered or permitted
except as required to confirm correction of arithmetical errors discovered by the Engineer
during the evaluation of tenders in accordance with Clause E6 of ITT herein.
E4 EVALUATION OF TENDER
Tender Security and Technical packages will first be evaluated which will cover following
items:-
E4.1 General Evaluation: First of all it will be determined whether each tender is accompanied
with the valid tender security i.e. the required amount and in an acceptable form. Tenders
not accompanied with the valid tender security shall be rejected and may not be evaluated
further. Other aspects of general evaluation will be done as per Clauses E5.2, A4, and A5
of ITT.
E4.2 Evaluation of minimum eligibility criteria – This evaluation will be done to check if the
tenderer qualify the minimum eligibility criteria as laid down in Clause 1.2.2 of NIT.
Tenderers, which do not qualify in any of the minimum eligibility criteria shall not be
considered for further evaluation and shall be rejected.
E4.3 Evaluation of Responsiveness
The employer will determine whether each tender is substantially responsive to the
requirements of the Tender Documents i.e. it conforms to all terms, conditions and
specifications of the tender document. In case of any inconformity, the tender shall be
disqualified and rejected.
E4.4 Evaluation of Material deviation or reservation
Each tender shall be evaluated for any material deviation or reservation. Material deviation
or reservation is one:
• Which contains unauthorized changes to the Memorandum of Understanding from the
Memorandum of Understanding accepted for Pre-qualification.
• Which contains any deviation in tender security with regards to amount, validity, form and
format.
• Which affects in any substantial way, the scope, quality or performance of the Works;
• Which limits in any substantial way, is inconsistent with the Tender Documents, the
Employer’s right or the Tenderer’s obligations under the Contract; or
• Whose rectification would affect unfairly the competitive position of other tenderers
presenting responsive tenders.
Tender having any material deviation or reservation shall be disqualified and rejected.
E5 Evaluation of Financial Proposals
E5.1 The Employer will, keeping in view the contents of Clause- A4 and B1 of ITT, carry out
technical evaluation of submitted technical proposals to determine that the tenderer has a
full comprehension of the work of the contract. Where a tenderer’s technical submittal has a
major inadequacy his tender will be considered to be non-compliant and will be rejected.
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E5.2 All technically acceptable tenders will be eligible for consideration of their financial
bid/Proposals. Financial Bid of those tenderers shall only be opened whose technical
submittal is found compliant to the conditions stipulated in clause A4.1 to A4.10 and B of
ITT and all the clauses of NIT. The financial proposal shall be evaluated to determine
the lowest tenderer / bidder. In case, the evaluated financial offers of two or more
technically qualified bidders are same and Lowest (i.e. L-1), then the tender would be
awarded to the bidder who is technically more sound i.e. who scores more points as detailed
in clause [Link] of NIT. No consideration will be given to other bidder(s).
E5.3 The evaluation of Financial Proposals by the Employer will take into account, in addition to
the tender amounts, the following factors:
a. Arithmetical errors corrected by the Employer in accordance with clause E6 of ITT.
b. Such other factors of administrative nature as the Employer may consider to have
potentially significant impact on contract execution, price and payments, including the
effect of items or unit rates that are unbalanced or unrealistically priced.
E5.4 Offers, deviations and other factors, which are in excess of the requirements of the tender
documents or otherwise will result in the accrual of unsolicited benefits to the Employer,
shall not be taken into account in tender evaluation.
E5.5 Price adjustment provisions applicable during the period of execution of the contract shall
not be taken into account in tender evaluation.
E5.6 Evaluation of financial offer will be based on quantities in Bill of quantities (BOQ)
and rates quoted. Any alteration in BOQ will not be given any cognizance.
E6 CORRECTION OF ERRORS
E6.1 Tenders determined to be technically acceptable after technical evaluation will be checked
by the bid evaluation committee for any arithmetical errors in computation and summation
during financial evaluation. Errors will be corrected by the committee as follows:
a. Where there is a discrepancy between amounts in figures and in words, the amount in
words will govern; and
b. Where there is a discrepancy between the unit price and the total amount derived
from the multiplication of the unit price and the quantity, the unit price as quoted will
normally govern unless in the opinion of the bid evaluation committee there is an
obviously gross misplacement of the decimal point in the unit price, in which event,
the total amount as quoted will govern.
E6.2 If a tenderer does not accept the correction of errors as outlined above, his tender will be
rejected and the tender security forfeited.
F AWARD OF CONTRACT
F1 Award Criteria
F1.1 Subject to Clause E5 and F2 of ITT, the Employer will award, the Contract to the tenderer,
whose tender has been determined to be substantially responsive, technically & financially
suitable, complete and in accordance with the tender documents and whose evaluated
tender price is determined to be lowest.
F2 EMPLOYER'S RIGHT TO ACCEPT ANY TENDER AND TO REJECT ANY OR ALL
TENDERS
F2.1 Notwithstanding Clause F of ITT, the Employer reserves the right to accept or reject any
tender, and to annul the tender process and reject all tenders, at any time prior to award of
Contract, or to divide the Contract between/amongst tenderers without thereby incurring any
liability to the affected tenderer or tenderers or any obligations to inform the affected
tenderer or tenderers of the grounds for the Employer's action.

F3 NOTIFICATION OF AWARD
F3.1 Prior to the expiry of the period of tender validity prescribed by the Engineer/Employer, the
Employer will notify the successful tenderer by telefax, to be confirmed in writing by
registered letter, that his tender has been accepted. This letter (hereinafter and in the
Conditions of Contract called 'the Letter of Acceptance') shall name the sum which the
Employer will pay to the Contractor in consideration of the execution, completion of the
works by the Contractor as prescribed by the Contract (hereinafter and in the conditions of
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Contract called 'the Contract Price'). The "Letter of acceptance" will be sent in duplicate to
the successful tenderer, who will return one copy to the Employer duly acknowledged and
signed by the authorized signatory, within three days from the date of issue of LOA by him.
No correspondence will be entertained by the Employer from the unsuccessful Tenderers.
AND
Letter of acceptance to the successful bidder shall be uploaded on procurement portal which
can be downloaded by the successful bidder.
F3.2 Contact Details of CVO (email- -----------------------------------------Ph.----------------------------,
Mob.----------------------------).
F3.3 The Letter of Acceptance will constitute a part of the contract.
F3.4 Upon "Letter of acceptance" being signed and returned by the successful tenderer as
perClause F3.1 of ITT, the employer will promptly notify the unsuccessful tenderers and
discharge / return their tender securities.
F4 SIGNING OF AGREEMENT
F4.1 The Employer shall prepare the Agreement in the Proforma (Annexure- 3) included in this
Document, duly incorporating all the terms of agreement between the two parties. Within 45
days from the date of issue of the letter of acceptance, the successful tenderer will be
required to execute the Contract Agreement. One copy of the Agreement duly signed by the
Employer and the contractor through their authorized signatories will be supplied by the
Employer to the Contractor.
F4.2 Prior to signing of the Contract Agreement, the successful tenderer shall also submit the
following documents within a period of 30 days from the date of issue of the Letter of
Acceptance:
a. Performance Guarantee
b. Power of Attorney
c. Detailed Consortium or Joint Venture Agreement (duly signed and executed)
incorporating :
i. Percentage Participation of each member/partner
ii. Joint and several liability of the partners

F5 PERFORMANCE SECURITY
F5.1 The Performance Security required in accordance with relevant clause of the GCC and
Clause 2 of SCC shall be for 10% of the Contract Price from the Scheduled commercial
Bank (including Scheduled Commercial Foreign Banks) in India in the currency in which the
Contract Price is payable which may be reduced for balance years on completion of each
year. The Performance Security shall be furnished to the Employer within 30 (thirty) days of
receipt of the Letter of Acceptance.
The required Performance Security for the sum mentioned above may be submitted in any
one of the following forms:
(a) Irrevocable bank guarantee in the prescribed format, given in Annexure– 1in tender
documents, issued by a Scheduled Commercial Bank based in India or from a branch in
India of a Scheduled Foreign Bank payable at -----------. The bank issuing the bank
guarantee must be on the Structured Financial Messaging System (SFMS) platform. A
separate advice of the BG will invariably be sent by the issuing bank to the Employer’s bank
through SFMS. The details of Employer’s bank are as under:

Bank Details of the PQR Railway

The bank guarantee issued under the SFMS platform shall only be acceptable to the
Employer.
(b) Bank draft in favour of “------------------------.”, payable at “----------” from a Scheduled
Commercial Bank based in India, or
(c) Fixed Deposit Receipt (FDR)of a Scheduled Commercial Bank based in India duly pledged
in favour of “-----------------------------------.”
In case of joint venture/consortium, the Performance Security is to be submitted in the
name of the JV / Consortium. However, splitting of the performance security (while ensuring
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the security is in the name of JV / Consortium) and its submission by different members of
the JV / Consortium for an amount proportionate to their scope of work is also acceptable.
The Performance Guarantee should be valid for a period of 6 (six) months beyond the
completion of contract period.
F5.2 The Tenderer has to furnish other Guarantees, Undertakings, and Warranties, in
accordance with the provisions of the General Conditions of Contract and Special
Conditions of Contract.
F5.3 Failure of the successful Tenderer to comply with the requirements of paragraphs F4and F5
of ITT shall constitute sufficient grounds for the annulment of the award and forfeiture of the
Tender Security.
G CANCELLATION OF LETTER OF ACCEPTANCE (LOA) & FORM OF TENDER
In case successful Tenderer fails to commence the work (for whatsoever reasons) as per
terms & conditions of Tender after issuance of LOA then the LOA shall be cancelled and
the tender security shall be forfeited.

H Terms & Process of Bill Payment

a. All the terms & conditions of the bills for payments purpose should be strictly
complied with in accordance with the guide lines, issued by the competent
authority from time to time.
b. Certificate as per Appendix -Cof Specifications enclosed should strictly be
provided with each bill for each Station

I 1.0 Termination
This section describes the obligations of the Contractor to ensure that, following issue by the Railway
administration of a Termination of Services Notice on the Contractor, there is an orderly and timely
migration of responsibility for providing the Services from the Contractor to any new Contractor or to
the Indian Railways with no disruption to the Indian Railways delivery of services.

I 1.1 Consequences of Termination

On termination of this contract by Indian Railways, Indian Railways shall have the right to engage the
services of another agency for provision of the services. The Service Provider/ contractor shall
indemnify Indian Railways against all losses, damages, costs including management and similar
costs, expenses and all other expenditure or loss of opportunity or revenue whatsoever incurred or
suffered by Indian Railways as a result of such termination.

Upon termination of this Agreement, the Service Provider and its employees shall be required to
remove all their belongings from the premises of Indian Railways within a period of 7 (seven) days.
Failure to comply with this requirement shall entitle Indian Railways to seize all the items within the
office and store.

I 1.1.2 In case all or any of the stations/buildings is taken up for development or any other activity, the
quantities in the existing contract shall be proportionately reduced, duly eliminating the particular
station. The contractor shall have no claim in this regard.

I 1.2 Duty to continue services

The parties shall continue to perform their obligations under this Agreement notwithstanding the giving
of any notice of default or notice of termination until the termination of this Agreement becomes final.

I 1.3 Disengagement Period

A Disengagement Period will commence on the earlier of:
a) three (3) months prior to the expiry of this Contract or
b) three (3) months prior to the cancellation of Services of the Contractor
c) the date on which a notice of termination is given by Railway administration in accordance
with this Contract.

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I 1.4 Disengagement Assistance in disengagement period

The Contractor must:

a) cooperate with the Incoming Contractor to ensure that the transfer of the services and related
information, assets, records, to the Incoming Contractor is carried out in an orderly,
coordinated, effective and timely manner; and
b) provide all reasonable assistance required by Indian Railways and comply with all reasonable
directions given by them, to promote the efficient and effective transfer of the Services.

I 1.5 Handover Assistance

The Contractor is obliged to:

a. Review all procedures, documentation, processes and other aspects with the incoming
contractor
b. Provide the incoming contractor with access to all necessary information relevant to the
ongoing provision of similar services
c. Conduct training/familiarisation of the incoming contractor as directed by Indian Railways
d. Comply with any other request deemed necessary by Indian Railways to assist in the orderly
handover to the incoming contractor.

I 1.6 Processes after Termination of the Contract

In the event of termination by the Railways, all the machinery and equipment covered in this contract
shall be taken over by the Railways. It shall be the duty of the contractor to hand over all such assets
to the Railway administration in order to avoid disruption of services.

J Information under RTI Act

Railway administration is required to provide to the applicants the information under Right
to Information (R.T.I) Act. Certain information may pertain to the contractor/bidder also.
Bidder is required to give their unconditional consent to RAILWAY ADMINISTRATION in
the format enclosed as Appendix-20 to FOT. Bidder may indicate the matters for which
information cannot be provided without a specific consent from the bidder and list such
matters in the same format i.e. Appendix-20.

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ANNEXURE -1
PAGE 1 OF 2

FORM OF PERFORMANCE SECURITY (GUARANTEE) BY BANK

(Refer Clause F5 of “Instructions to Tenderers”)

1. This deed of Guarantee made this……..day of………………………….. (Month& year) between

Bank of…………………(hereinafter called the “Bank”) of the one part, and Delhi Metro Rail
Corporation Limited (hereinafter called “the Employer”) of the other part.
2. Whereas ----------------------------- has awarded the contract for ……………(name of work as per
clause 1.1.1 of NIT)(hereinafter called “the contract”) to M/s…….(Name of the
Contractor)….hereinafter called “the Contractor”.
3. AND WHEREAS the Contractor is bound by the said Contract to submit to the Employer a
Performance Security for a total amount of Rs…………………………………………(Amount in
figures and words).
4. Now we the Undersigned………………………………………………………….(Name of the
Bank)being fully authorized to sign and to incur obligations for and on behalf of and in the name
of……………………………………………(Full name of Bank), hereby declare that the said Bank
will guarantee the Employer the full amount of
Rs…………………………………………………………(Amount in figures and Words) as stated
above.

5. After the Contractor has signed the aforementioned Contract with the Employer, the Bank is
engaged to pay the Employer, any amount up to and inclusive of the aforementioned full
amount upon written order from the Employer to indemnify the Employer for any liability of
damage resulting from any defects or shortcomings of the Contractor or the debts he may have
incurred to any parties involved in the Works under the Contract mentioned above, whether
these defects or shortcomings or debts are actual or estimated or expected. The Bank will
deliver the money required by the Employer immediately on demand without delay without
reference to the Contractor and without the necessity of a previous notice or of judicial or
administrative procedures and without it being necessary to prove to the Bank the liability or
damages resulting from any defects or shortcomings or debts of the Contractor. The Bank shall
pay to the Employer any money so demanded notwithstanding any dispute/disputes raised by
the Contractor in any suit or proceedings pending before any Court, Tribunal or Arbitrator/s
relating thereto and the liability under this guarantee shall be absolute and unequivocal.
6. This Guarantee is valid till …………………… (The initial period for which this Guarantee will be
valid must be for at least 6-months (six months) longer than the anticipated expiry date of defect
liability period as stated in Clause 4.2 of the “General Conditions of Contract”.)

7. At any time during the period in which this Guarantee is still valid, if the Employer agrees to
grant a time extension to the Contractor or if the Contractor fails to complete the Works within
the time of completion as stated in the Contract, or fails to discharge himself of the liability or
damages or debts as stated under Para 5, above, it is understood that the Bank will extend this
Guarantee under the same conditions for the required time on demand by the Employer and at
the cost of the Contractor.
8. The Guarantee hereinbefore contained shall not be affected by any change in the Constitution
of the Bank or of the Contractor.
9. The neglect or forbearance of the Employer in enforcement of payment of any moneys, the
payment whereof is intended to be hereby secured or the giving of time by the Employer for the
payment hereof shall in no way relieve the bank of their liability under this deed.
10. The expressions “the Employer”, “the Bank” and “the Contractor” hereinbefore used shall
include their respective successors and assigns.

ANNEXURE -1
PAGE 2 OF 2
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In witness whereof I/We of the bank have signed and sealed this guarantee on the……………day of
………(Month&Year) being herewith duly authorized.

For and on behalf of the_____________Bank.

Signature of authorized Bank official

Name : ……………………………..
Designation : ………………………
I.D. No. : ………………………
Stamp/Seal of the Bank : ………..

Signed, sealed and delivered for and on behalf of the Bank by the above named___________
In the presence of :

Witness 1. Witness 2.
Signature ………………………. Signature ……………………….
Name …………………………… Name ……………………………
Address ………………………… Address …………………………

Notes:
1. The stamp papers of appropriate value shall be purchased in the name of the Bank, who
issues the ‘Bank Guarantee’.

2. The ‘Bank Guarantee’ shall be from the Scheduled Commercial Bank based in India,
acceptable to Employer.

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ANNEXURE-2

FORM OF BANK GUARANTEE FOR TENDER SECURITY

(Refer Clause C7 of “Instructions to Tenderers”)

(To be stamped in accordance with Stamp Act, if any, of the country of issuing bank)

1. KNOW ALL MEN by these presents that we ………………………………….…... (Name of Bank)

having our registered office at ……………………… (Name of country) (hereinafter called “the
Bank”) are bound unto Delhi Metro Rail Corporation Limited (hereinafter called “the Employer”) in
the sum of ₹. ……………..for which payment will and truly to be made to the said Employer, the
Bank binds itself, its successors and assigns by these presents.
2. WHEREAS…………………………(Name of Tenderer) (hereinafter called “the Tenderer”) has
submitted its tender dated__________for ………….. (Name of the work as per clause 1.1.1 of
NIT) hereinafter called the tender.
AND WHEREAS the Tenderer is required to furnish a Bank Guarantee for the sum of Rs.
……………………. as Tender Security against the Tenderer’s offer as aforesaid.
AND WHEREAS……………………………… (Name of Bank) have, at the request of the
Tenderer, agreed to give this guarantee as hereinafter contained.
3. We further agree as follows:
a. That the Employer may without affecting this guarantee grant time or other indulgence to or
negotiate further with the Tenderer in regard to the conditions contained in the said tender
and thereby modify these conditions or add thereto any further conditions as may be mutually
agreed upon between the Employer and the Tenderer.
b. That the guarantee hereinbefore contained shall not be affected by any change in the
constitution of our Bank or in the constitution of the Tenderer.
c. That any account settled between the Employer and the Tenderer shall be conclusive
evidence against us of the amount due hereunder and shall not be questioned by us.
d. That this Guarantee commences from the date hereof and shall remain in force till
…………………. (date to be filled up) .
f. That the expression ‘the Tenderer’ and ‘the Bank’ herein used shall, unless such an
interpretation is repugnant to the subject or context, include their respective successors and
assigns.

4. THE CONDITIONS OF THIS OBLIGATION ARE:

a. if the Tenderer withdraws his Tender during the period of Tender validity specified in the
Form of Tender, or
b if the Tenderer does not accept the correction of his tender price in terms of Clause C7.5 b
of the “Instructions to Tenderers”.
c. if the Tenderer having been notified of the acceptance of his tender by the Employer during
the period of tender validity :
i. fails or refuses to furnish the Performance Security in accordance with Clause C7.5 c(i) of the
“Instructions to Tenderers” and/or
ii. fails or refuses to enter into a Contract within the time limit specified in Clause C7.5 c(iii) of
the “Instructions to Tenderers”.
We undertake to pay to the Employer mere on demand without demur up to the above amount upon
receipt of his first written demand, without the Employer having to substantiate his demand provided
that in his demand the Employer will note that the amount claimed by him is due to him owing to the
occurrence of any one or more of the conditions (a), (b), (c) mentioned above, specifying the occurred
condition or conditions.

Notwithstanding anything contained herein:

(a) Our liability under this Bank Guarantee shall not exceed `……………(Rupees………)
(b) This Bank Guarantee shall be valid up to …………….
(c) We are liable to pay the guarantee amount or part thereof under this Bank Guarantee
only & only if you serve upon us a written claim or demand on or before………….

Instructions to Tenderer Page 21 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

In witness whereof I/We of the bank have signed and sealed this guarantee on the …………. day of
…………… (Month & year) being herewith duly authorized.
For and on behalf of the…………………………. Bank.

Signature of Authorized Official of the Bank

Name of Official ……………………..
Designation …………………………..
Stamp/Seal
of the Bank ……………………………

Signature of Witness
Name …………..…………
Address …………………………

Notes:
1. The stamp papers of appropriate value shall be purchased in the name of the Bank, who
issues the ‘Bank Guarantee’.
2. The ‘Bank Guarantee’ shall be from the Scheduled Commercial Bank based in India,
acceptable to Employer.

ANNEXURE– 3
Instructions to Tenderer Page 22 of 40
Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

(PAGE 1 OF 2)
(Agreement on non-judicial stamp paper on Rs.100/-)
FORM OF AGREEMENT
(Refer Clause F4 of “Instructions to Tenderers”)
This Agreement is made on the ___________ day of _____________ (Month &Year) Between --------
---------------------------------------------------------------- hereinafter called “the Employer” of the one part and
_________________ (Name and Address of Contractor)
____________________________________________________________ hereinafter called “the
Contractor” of the other part.
Whereas the Employer is desirous that (*** certain Goods and Services should be provided and)
certain Works should be executed, viz Mechanized cleaning and housekeeping Contract for XYZ
station(s) hereinafter called “the Works” and has accepted a Tender by the Contractor for the
execution and completion of such works (*** as well as guarantee of such works) and the remedying
of defects therein.
NOW THIS AGREEMENT WITNESSETH as follows:
1. In this Agreement words and expression shall have the same meanings as are respectively
assigned to them in the Conditions of Contract hereinafter referred to.
2. The following documents shall be deemed to form and be read and construed as part of this
Agreement, viz:
(a) Letter of acceptance
(b) Notice Inviting Tender
(c) Instructions to Tenderers (Including Annexures)
(d) Form of Tender with Appendix
(e) General Conditions of Contract
(f) Special Conditions of Contract
(g) Employer’s Requirements
(h) Specifications with Appendices
(i) Bill of Quantities
(j) Conditions of Contract on safety, Health and Environment
(k) Addendums, if any
(l) Other conditions agreed to and documented:

3. In consideration of the payments to be made by the Employer to the Contractor as

hereinafter mentioned, the Contractor hereby covenants with the Employer to execute and
complete the works by **________ and remedy any defects therein in conformity in all
respects with the provisions of the Contract.
The Employer hereby covenants to pay the Contractor in consideration of the execution and
completion of the works and the remedying of defects therein, the Contract Price of **₹ions
thereto or deductions there from as may be made under the provisions of the Contract at the
times and in the manner prescribed by the Contract.
5. OBLIGATION OF THE CONTRACTOR
The contractor shall ensure full compliance with tax laws of India with regard to this contract
and shall be solely responsible for the same. The contractor shall submit copies of
acknowledgements evidencing filing of returns every year and shall keep the Employer fully
indemnified against liability of tax, interest, penalty etc. of the contractor in respect thereof,
which may arise.
The staff/labourer recruited by the Contractor for Cleaning & housekeeping will be the sole
responsibility of the Contractor and RAILWAY ADMINISTRATION will not be involved in it in
any way. The staff / labour so recruited by the Contractor will not have any right whatsoever
at any stage to claim employment in RAILWAY ADMINISTRATION.
6. JURISDICTION OF COURT
The Courts at -------------------------- shall have the exclusive jurisdiction to try all disputes
arising out of this agreement between the parties.

ANNEXURE – 3

Instructions to Tenderer Page 23 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

(PAGE 2 OF 2)

IN WITNESS WHEREOF the parties hereto have caused their respective Common Seals to be
hereunto affixed / (or have hereunto set their respective hands and seals) the day and year first above
written.

For and on behalf of the For and on behalf of the Employer

Contractor

Signature of the authorized Signature of the authorized official

official

Name of the official Name of the official

Stamp/Seal of the Contractor Stamp/Seal of the Employer

SIGNED, SEALED AND DELIVERED

By the said By the said
________________________ Name _________________________ Name
___________________ ____________________
on behalf of the Contractor in the on behalf of the Employer in the presence
presence of: of:
Witness _________________ Witness _________________
Name ___________________ Name ____________________
Address__________________ Address___________________
________________________ _________________________

Note :
+ To be made out by the Employer at the time of finalization of the Form of Agreement.
** Blanks to be filled by the Employer at the time of finalization of the Form of Agreement.
*** to be deleted if not applicable.

Instructions to Tenderer Page 24 of 40

 Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

ANNEXURE-4A
Schedule of Cleaning and Housekeeping at XYZ Station

Item Description of items App. Frequency Remarks Percentage

No. quantity weightage
Scrubbing, wet cleaning of floor, Kota
Concourse, Platform, passages, stone;
staircase and different types of floor area As Twice in each shift and Granite,Ce
1 40.00%
provided in station building including available as and when required ment
waiting rooms, all railway/other offices, Concrete
retiring rooms etc.
Cleaning and washing of Track plinth
As Twice in each shift and
2 (within the station building/end to end of 20%
available as and when required
platform)
Marble;
Kota
Cleaning of passages & different types of Stone, tile
As Twice in a day and as
3 floor area provided in all operation and flooring/ 8.00%
available and when required
utility rooms false
flooring
etc.
Cleaning of Different types of finishing As Once in a day and as
4 4.00%
works in wall cladding available and when required
Cleaning of Different types of doors/ As Once in a day and as
5 and when required 1.50%
windows frames and shutters/louvers available
Cleaning of Glasses fixed to the doors; Once in a day and as
As
6 windows; Ticket counters and elsewhere and when required 3.50%
available
in the station area.
Cleaning of Rolling shutters As Once in a day and as
7 0.50%
available and when required
Cleaning of Stainless steel/PVC/MS As Once in a day and as
8 1.75%
/wooden hand railing available and when required
Cleaning of suspended ceiling As Once in a Fortnight
9 1.00%
available and as and when reqd.
Cleaning of Roof Ceiling etc. As Once in a month and
10 3.00%
available as and when required
Cleaning & sanitation of Toilets & Bath As Thrice in each shift and
11 2.00%
Rooms (Only Staff Toilets) available as and when required
Cleaning and attention of all drains at all As Once in a day and as
12 0.75%
levels available and when required
Cleaning of Portable fire
As Once in a Fortnight
13 extinguishers/smoke detectors/ Fire 0.20%
available and as and when reqd.
detectors
Cleaning of Fire pump panel As Once in a Fortnight
14 0.10%
available and as and when reqd.
Cleaning of Butterfly valves Once in a Fortnight
As
15 /landing valves/internal hydrants/piping and as and when reqd. 0.20%
available
of all types/Fire hydrant panels
Cleaning of Indoor light fittings& As Once in a week and
16 0.20%
accessories available as and when required
Cleaning of Switch As Once in a week and
17 0.20%
boards/Panels/distribution boards available as and when required
Cleaning of Fans/exhaust fans & As Once in a Fortnight
18 0.10%
accessories available and as and when reqd.
Cleaning of External lighting fittings & As Once in a Fortnight
19 0.20%
accessories available and as and when reqd.
Cleaning of Escalators As Once in a day and as
20 and when required 1.00%
available
As Once in a day and as
21 Cleaning of Lifts 1.00%
available and when required

Instructions to Tenderer Page 25 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Cleaning of Computers and it’s Once in a day and as

As
22 accessories, Telephone sets and all and when required 0.30%
available
other Misc. items
Cleaning of Furniture, Office equipments As Once in a day and as
23 0.30%
etc. available and when required
Cleaning of DG room with DG set & As Once in a week and as
24 0.20%
connected equipments available and when required
Cleaning of all HT & LT equipments As Once in a week and
25 0.75%
available in ASS Room available as and when required
Cleaning of all LT equipments available As Once in a week and
26 0.30%
in LT Switch room available as and when required
Cleaning of all equipments available in As Once in a week and
27 0.30%
UPS room (Signaling & Electrical) available as and when required
Cleaning of Pump room with equipments As Once in a week and
28 0.30%
available available as and when required
Cleaning of all equipments in Signaling Once in a week and
As
29 room of other than the items covered as and when required 0.30%
available
elsewhere.
Cleaning of all equipments available in Once in a week and
station control Room, booking offices, As as and when required
30 0.30%
and Excess Fare office, other than the available
items covered elsewhere.
Cleaning of cable trays, cable trench Once in a week and
As
31 covers, Undercroft area(for u/g stations) as and when required 0.40%
available
etc.
As Once in a week and
32 Cleaning of Air conditioners 0.20%
available as and when required
Cleaning of all equipments available in As Once in a week and
33 0.25%
Telecom room available as and when required
Cleaning of automatic fare collection
system, Ticket Vending Machine and As Once in a day and as
34 0.60%
Security equipments such as Baggage available and when required
scanners, DFMD etc.
Cleaning of underground/over head As Once in a month and
35 0.30%
water tank available as and when required
Cleaning of Pavement/ circulating area Once in a day and as
at Ground level near station entry/exit, As and when required
36 4.00%
Subway and Foot over bridge connected available
to station entry/exit
Cleaning of Sign Boards/ Name Once in a week and
As
37 Boards/Notice boards/Advertisement as and when required 0.50%
available
boards
Supply of Dust bins and Bio-degradable Once in a day and as
As and when required
38 garbage disposal bags and disposal of 0.20%
required
waste, garbage, dust, dirt, rubbish etc.
Disposal of waste, garbage, dust, dirt, Once in a day and as
As and when required
39 rubbish in designated garbage disposal 0.20%
required
place and cleaning of dust bins.
Once in a month and
Light Pest control as and when required 0.50%
40
(during on operational
hours)

Note: Where an item of work from the above list is not available, its weightage shall be added to item
1 of this table.
Where an item of work not in the above list is added , eg. CTS, watering of trains etc., a suitable
weightage shall be assigned to the quantum of the same depending on the work being serviced. The
weightage for the same shall be provided by making matching reduction from item 1.
The percent weightage shall be converted to daily money value (total annual value of contract x
weightage of item/ 365) to calculate the deduction from the bills when an activity is not performed.

Instructions to Tenderer Page 26 of 40

 Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

ANNEXURE-4B
Schedule of Cleaning and Housekeeping at XYZ 2 Station

Item Description of items App. Frequency Remarks Percentage

No. quantity weightage
Scrubbing, wet cleaning of floor, Kota
Concourse, Platform, passages, stone;
staircase and different types of floor area As Twice in each shift and Granite,
1 40.00%
provided in station building including available as and when required Cement
waiting rooms, all railway/other Concrete
offices, retiring rooms etc.
Cleaning and washing of Track plinth
As Twice in each shift and
2 (within the station building/end to end of 20%
available as and when required
platform)
Marble;
Kota
Cleaning of passages & different types of Stone, tile
As Twice in a day and as
3 floor area provided in all operation and flooring/ 8.00%
available and when required
utility rooms false
flooring
etc.
Cleaning of Different types of finishing As Once in a day and as
4 4.00%
works in wall cladding available and when required
Cleaning of Different types of doors/ As Once in a day and as
5 1.50%
windows frames and shutters/louvers available and when required
Cleaning of Glasses fixed to the doors; Once in a day and as
As
6 windows; Ticket counters and elsewhere and when required 3.50%
available
in the station area.
Cleaning of Rolling shutters As Once in a day and as
7 0.50%
available and when required
Cleaning of Stainless steel/PVC/MS As Once in a day and as
8 1.75%
/wooden hand railing available and when required
Cleaning of suspended ceiling As Once in a Fortnight
9 1.00%
available and as and when reqd.
Cleaning of Roof Ceiling etc. As Once in a month and
10 3.00%
available as and when required
Cleaning & sanitation of Toilets & Bath As Thrice in each shift and
11 2.00%
Rooms (Only Staff Toilets) available as and when required
Cleaning and attention of all drains at all As Once in a day and as
12 0.75%
levels available and when required
Cleaning of Portable fire
As Once in a Fortnight
13 extinguishers/smoke detectors/ Fire 0.20%
available and as and when reqd.
detectors
Cleaning of Fire pump panel As Once in a Fortnight
14 0.10%
available and as and when reqd.
Cleaning of Butterfly valves Once in a Fortnight
As
15 /landing valves/internal hydrants/piping and as and when reqd. 0.20%
available
of all types/Fire hydrant panels
Cleaning of Indoor light fittings& As Once in a week and
16 0.20%
accessories available as and when required
Cleaning of Switch As Once in a week and
17 as and when required 0.20%
boards/Panels/distribution boards available
Cleaning of Fans/exhaust fans & As Once in a Fortnight
18 0.10%
accessories available and as and when reqd.
Cleaning of External lighting fittings & As Once in a Fortnight
19 0.20%
accessories available and as and when reqd.
Cleaning of Escalators As Once in a day and as
20 and when required 1.00%
available
As Once in a day and as
21 Cleaning of Lifts 1.00%
available and when required
Instructions to Tenderer Page 27 of 40
Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Cleaning of Computers and it’s Once in a day and as

As
22 accessories, Telephone sets and all and when required 0.30%
available
other Misc. items
Cleaning of Furniture, Office equipments As Once in a day and as
23 0.30%
etc. available and when required
Cleaning of DG room with DG set & As Once in a week and as
24 0.20%
connected equipments available and when required
Cleaning of all HT & LT equipments As Once in a week and
25 0.75%
available in ASS Room available as and when required
Cleaning of all LT equipments available As Once in a week and
26 0.30%
in LT Switch room available as and when required
Cleaning of all equipments available in As Once in a week and
27 0.30%
UPS room (Signaling & Electrical) available as and when required
Cleaning of Pump room with equipments As Once in a week and
28 0.30%
available available as and when required
Cleaning of all equipments in Signaling Once in a week and
As
29 room of other than the items covered as and when required 0.30%
available
elsewhere.
Cleaning of all equipments available in Once in a week and
station control Room, booking offices, As as and when required
30 0.30%
and Excess Fare office, other than the available
items covered elsewhere.
Cleaning of cable trays, cable trench Once in a week and
As
31 covers, Undercroft area(for u/g stations) as and when required 0.40%
available
etc.
As Once in a week and
32 Cleaning of Air conditioners 0.20%
available as and when required
Cleaning of all equipments available in As Once in a week and
33 0.25%
Telecom room available as and when required
Cleaning of automatic fare collection
system, Ticket Vending Machine and As Once in a day and as
34 0.60%
Security equipments such as Baggage available and when required
scanners, DFMD etc.
Cleaning of underground/over head As Once in a month and
35 0.30%
water tank available as and when required
Cleaning of Pavement/ circulating area Once in a day and as
at Ground level near station entry/exit, As and when required
36 4.00%
Subway and Foot over bridge connected available
to station entry/exit
Cleaning of Sign Boards/ Name Once in a week and
As
37 Boards/Notice boards/Advertisement as and when required 0.50%
available
boards
Supply of Dust bins Bio-degradable Once in a day and as
As and when required
38 garbage disposal bags and disposal of 0.20%
required
waste, garbage, dust, dirt, rubbish etc.
Disposal of waste, garbage, dust, dirt, Once in a day and as
As
39 rubbish in designated garbage disposal and when required 0.20%
required
place and cleaning of dust bins.
Once in a month and
Light Pest control as and when required 0.50%
40
(during non
operational hours)
Note: Where an item of work from the above list is not available, its weightage shall be added to item
1 of this table.
Where an item of work not in the above list is added , eg. CTS, watering of trains etc., a suitable
weightage shall be assigned to the quantum of the same depending on the work being serviced. The
weightage for the same shall be provided by making matching reduction from item 1.
The percent weightage shall be converted to daily money value (total annual value of contract x
weightage of item/ 365) to calculate the deduction from the bills when an activity is not performed.

Instructions to Tenderer Page 28 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

ANNEXURE-5

Deduction details for Machinery (Non-Working/Short Deployment)

Rate of
deduction
Sl. Type of Machinery/Equipment
Make/ model Per Machine/
No. required for the work
Per Day
(In Rs.)

Karcher, Taski-Diversey, Eureka

1 Cold Water High Pressure Jet (To be
Forbes, Fasa, Roots
calculated)
Battery operated Walk Behind Karcher, Taski-Diversey, Eureka
2
Automatic scrubber dryer Forbes, Fasa, Roots

Electrically operated Walk Behind Karcher, Taski-Diversey, Eureka

3
automatic scrubber drier Forbes, Fasa,Roots

Karcher, Taski-Diversey, Eureka

4 Single disc floor scrubbing machine
Forbes, Fasa, Roots

Karcher, Taski-Diversey, Eureka

5 Wet & Dry vacuum cleaner
Forbes, Fasa, Roots

Hand held scrubbing machine for Karcher, Taski-Diversey, Eureka

6
vertical surfaces. Forbes, Fasa,Roots

Karcher, Taski-Diversey, Eureka

7 Backpack Dry vacuum Cleaner
Forbes, Fasa, Roots

Automatic Escalator Cleaner cum Karcher, Taski-Diversey, Eureka

8
Automatic Scrubber Dryer Machine Forbes,

Karcher, Taski-Diversey, Eureka

9 Escalator Cleaner (Wizard)
Forbes, Fasa, Roots

Manual Sweeper with inbuilt manual Karcher, Taski-Diversey, Eureka

10
vacuum system Forbes, Fasa, Roots

Karcher, Taski-Diversey, Eureka

11 Steam Cleaner
Forbes, Fasa, Roots

The make and model are indicative. Zonal railways can decide upon the equipment as per their
requirement.

Instructions to Tenderer Page 29 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

ANNEXURE-6

Deduction details for Chemicals and other consumables

Rate of
Type of Chemical/ deduction
Sl.
Consumable required for Make/ model Per litre/
No.
the work Per Month
(In Rs.)
Granite/Kota/Marble/other
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
1 type except wooden floor 300
Forbes/ Atlantic Care and Chemicals or equivalent
cleaning concentrate
Bathroom/ Washroom/ TaskiDiversey/ Atlantic Care and Chemicals/Eureka
2 400
Toilet Floor Cleaner Forbes/ Atlantic Care and Chemicals or equivalent
General washroom TaskiDiversey/ Atlantic Care and Chemicals/Eureka
3 500
Cleaner Forbes/ Atlantic Care and Chemicals or equivalent
Vertical Finishes of
different types like TaskiDiversey/ Atlantic Care and Chemicals/Eureka
4 300
Granite/Marble/ Steel Forbes/ Atlantic Care and Chemicals or equivalent
plate cladding etc
Glass/Mirror/acrylic TaskiDiversey/ Atlantic Care and Chemicals/Eureka
5 300
Surface Forbes/ Atlantic Care and Chemicals or equivalent
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
6 Steel Surfaces 300
Forbes/ Atlantic Care and Chemicals or equivalent

TaskiDiversey/ Atlantic Care and Chemicals/Eureka

7 Aluminium Surfaces 300
Forbes/ Atlantic Care and Chemicals or equivalent
Any other type of
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
8 surfaces except wooden 300
Forbes/ Atlantic Care and Chemicals or equivalent
and porous
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
9 Urinal & WC Cleaner 600
Forbes/ Atlantic Care and Chemicals or equivalent
Pest Control- TaskiDiversey/ Atlantic Care and Chemicals/Eureka
10 1000
Cockroaches Forbes/ Atlantic Care and Chemicals or equivalent
Pest Control- Mosquito,
Flies, Ants, Lizard & TaskiDiversey/ Atlantic Care and Chemicals/Eureka
11 1500
Other Flying/ Crawling Forbes/ Atlantic Care and Chemicals or equivalent
Pest
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
12 Air Freshener 2000
Forbes/ Atlantic Care and Chemicals or equivalent
TaskiDiversey/ Atlantic Care and Chemicals/Eureka
13 Refill For Auto Dispenser 500
Forbes/ Atlantic Care and Chemicals or equivalent
14 Oil and Grease remover Atlantic Care and Chemicals 300
Spot remover from Hard
15 Atlantic Care and Chemicals 300
Surface
Glass scale remover
16 Klean Fix Chemicals 300
(Tough Stains)
TaskiDiversey/ Atlantic Care and Chemicals/ Eureka
17 Liquid soap 400
Forbes/ Atlantic Care and Chemicals or equivalent
18 Toilet Paper Roll 200

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Annexure 7

1. SCOPE OF WORK/ SERVICES FOR CLEAN TRAIN STATION (CTS):

i) Mechanized Cleaning & allied services to be provided in the Coaches within the 20 minutes
halt period of the train on all platforms shall be as follows:

[Link]. Activity
1 High pressure jet cleaning and drying of coach toilets with specified pressure and
general wiping of all toilet fittings in coaches.
2 Floor cleaning of doorway and vestibule area with high pressure jet and drying with
wet vacuum cleaner.
3 (i) Collection of Sweepings/ Garbage from complete coach including dust bins.
(ii) Collection of garbage from doorway, vestibule and dustbins of the coach.
(iii) Taking over garbage in plastic bags from OBHS staff.
(iv) Disposal of collected garbage
4 Washbasins, mirrors and shelves in toilet and door way area to be cleaned with
detergent and wiped dry.
5 Dry sweeping of complete coach
6 Mopping/swabbing of aisle area with disinfecting agent inside coach.
7 Cleaning of doors and footsteps.
8 Disinfection of toilets.
9 Water filling of all coaches using water hydrants along the platform track.

Instructions given in Annexure 8 shall be adopted to carry out the activities.

2. Nominated representatives of Railway shall inspect the coaches after cleaning activities
have been performed. The quality of work will be inspected daily for each train. An
objective and clear-cut system of checking quality of cleanliness for each item of work
with a score card to be filled while inspecting and assessment of daily total score for
each train is defined and placed at Annexure 9.

Instructions to Tenderer Page 31 of 40

Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

1. Fixed Installations
Since the Project is self-contained, the required Electrical Power will have to be arranged by the
agency/ contractor. For estimation purposes, power required per workstation can be taken as 3KVA.
The DG set shall be installed at the end of Platform preferably away from passenger for avoiding
pollution and noise. The power generated will be distributed throughout the length of platform adjacent
to Railway Track in GI pipe with suitable points for tapping single phase 230 Volts. The indicated
specification of the DG set, cabling & wiring is given below:
Diesel Generating Set:
Rating Make Dimension of Accessories
DG room
(Power House)
As per no. of Engine: Shall depend upon Fuel Tank Pipe line, Exhaust
workstations, Cummins/KOEL the selected kVA Silencer & Pipeline, AVM Pads
or any other rating of DG set. GI Pipe Earthing, PVC Armoured
3 Phase reputed make cable from Alternator to Control
415 Volts Alternator: panel, MCCB, A/V Meters with S/S,
1500 RPM Kirloskar/NGEF/S Temperature & Fuel Indicator, Low
tamford etc. Lub. Oil indicator

A suitable enclosure for housing DG set shall have to be provided by the agency/ contractor in the
space (approximately 6X6 meter) earmarked and provided free of cost by the Railways.

Power Cable & Wiring:

A schematic diagram is attached as “Annexure-10” for cabling to be done by the Contractor. The
contractor shall ensure all the protective measures in laying the cable alongside track. The power
cabling laid alongside the Railway track shall be duly earthed as shown in the schematic diagram.
Laying of electrical cables shall be in accordance with Indian Electricity Rules for safe working
conditions.

Detail of Material:
The detail material, approximate quantity per line and make given below are indicative, the contractor
shall provide power cabling arrangement as per actual requirement without any extra cost from
Railway.
Particulars Approximate Qty. Make
25 [Link]. x 3.5 core Aluminum Fort Gloster/CCI/Finolex/any other
600 to 700 Meters
un- Armoured cable reputed make
Cable termination with Gland and
50 to 70 Nos Any reputed make
lugs
MDS/L&T/Siemens/DATAR or any
MCB in each Distribution Box 25 to 30 Nos
other reputed make
Power outlet boxes with 2 Nos.20 Metal clad Plug and Socket: MDS
Amp. Metal clad plug socket with 25 to 30 Nos /BCH or any other reputed make
20 Amp. SP MCB
for 600 to 700 meters
GI Earth 6.3 mm GI Plate
cable
Prakash/Surya/ Jindal or any
GI Pipe 50 mm dia “B” Class 600 to 700 Meters
reputed make
MS Angle Support 25 x 5 mm 25 to 30 Nos any reputed make

2. Machinery/Equipments
The Contractor/ Agency is advised to utilize following types & no. of cleaning machines of state of the
art technology using least possible of Water & Electricity to control expenditure to exchequer. The
types of machines to be used are:
i) Portable Back Mounted High Pressure Jet Machine.
ii) Portable Back Mounted Wet & Dry Vacuum Cleaner.

Some of the important specifications/ features required in the machines are as follows:
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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

1) Specification of Portable Back Mounted High Pressure Jet Machine.

Industrial High Pressure Cold Water Jet Cleaner, single phase 230 volts, 50 HZ machine, a rugged,
hard wearing, portable, easy to operate, complete with Standard Accessories & technical
specifications as follows:

- 7 to 8 meters long sleek looking durable high-pressure hose,

- Lightweight plastic pistol for impingement of jet with built-in trigger mechanism,
- Two way nozzle to deliver Fan & point like water jets.
- Suitable length of electric cable doubly insulated.

So as to deliver:
 Pump pressure...........................................80-100 Bar
 Water quantity (at max. pressure)...............6-7 Litres/Minute
 Max. Inlet temperature................................50 DegC
 Power consumption....................................not more than 1.6 kW
 Weight.........................................................not more than 12 kg
 Dimensions(lxbxh) in mm...........................not more than 320x200x360

2) Specification of Portable Back Mounted Wet & Dry Vacuum Cleaner.

Industrial wet & dry vacuum cleaner, a rugged, all purpose, multi functional, hard wearing, portable,
easy to operate, single phase 230 volts, 50 HZ machine complete with Standard Accessories &
technical specifications as follows:
- Two ply dust bag 3 nos.
- Main filter
- Floor nozzle
- Exhaust Filter
- Rubber Hose complete with snap in 38 mm dia and 2.5 meters length
- Extension tube curved stainless steel 38 mm
- Wheeled Floor Nozzle
- Suitable length of electric cable doubly insulated.

So as to deliver:
- Power Consumption: not less
than 1200 Watts.
- Protection grade (moist, dust) : not less than IP 44
- Protection class (electrical) : not less than “I”
- Air flow with hose: not less
than 40 litres/sec.
- Vacuum sufficient to dry wet floor: not less than 20 KPa
- Container Volume: not less
than 20 litres.
- Weight (Empty) : not
to exceed 10 kgs
- Dimensions (HxLxB) in mm : not to exceed 550 x 400 x
400

Machine Type Quantity per Make

workstation
High Pressure Jet 1 for daily use with Eureka Forbes /Johnson Diversey/ or any other
Machine(s) spare. reputed equivalent make as per specifications
Wet & Dry Vacuum 1 for daily use with Eureka Forbes /Johnson Diversey/ or any other
Cleaner spare. reputed equivalent make as per specifications

3. Accessories/Tools:
(i) High grade Insulation Power Cable:
All the machines used for cleaning job shall have sufficient length of Power Cable so that it can
take care of the coach length while tapping electrical power from DG power supply generation &
distribution system. The Power cable shall be of class-I insulation material and shall be duly

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protected mechanically so that wear & tear while daily handling shall not cause any leakage of
current resulting into fatal consequences. It shall be double insulated for extra protection.

(ii) Back Mounting Arrangement:

The back mounting arrangement shall be such so as to carry the weight of machine to be
carried by Operators. It shall have Fiberglass flat surface to take care of operator back for
comfort & support. Machine shall be held in strings of Aluminum wire. It shall have a clip
arrangement for holding the machine in grip. The weight of arrangement shall not exceed 1 kg.

(iii) Quick Coupling arrangement for Toilet Tap:

The Water required for cleaning shall be sourced from Toilet Tap with the help of especially
designed Quick Coupling arrangement. The coupling shall be so designed that it can take care
of all designs of taps connected in Indian Railways Coaches. It shall be leak proof to avoid any
wastage of water in Toilets. It shall be lightweight, not more than 250 gms, and shall not take
more than 15 seconds to fix. In case water is not available in the toilet, the contractor can take
water supply from the platform water pipe line provided for filling of water in coaches.

(iv) Floor Mopper:

Specially fabricated for Railway coaches to meet the width of Coach Aisle area (approximately
24 inches). The mop rubber shall be made of special type of sponge material (PVA) so as to
absorb & retain at least 1 litre of water. The length of the handle shall be at least 1 meter &
made of mild steel or aluminum.

(v) Window glass squeegee:

It shall be made of Stainless Steel handle of preferably 10 inches length with highly durable
rubber blade of size 45 cms having a locking arrangement for easier & faster removal for
cleaning or replacement.

(vi) Special Cotton duster for glass cleaning:

It shall be made of Khadi cotton with a size at least 48 cms x 48 cms.

(vii) Jute Cotton Duster for wash basin cleaning:

It shall be made of 100% cotton jute with a size at least 45 cms x 45 cms.

(viii) Brushes for Toilet & Door Area Cleaning:

The brush for Toilet cleaning shall be 50 cms long plastic / wooden handle having combined or
mixed type bristle made of nylon & steel. Whereas the brush for Door area shall be made of
only steel bristles with wooden handle of length 25 cms & width 5.5 cms.

(ix) Disposable bag for waste:

Disposable bag is required for collection of waste & litter from Coaches & Dustbin of AC
coaches & after collecting the same the bag shall be disposed off to nominated municipal bin.
This bag shall be made of Milky white colour Polyethylene of a size 20” x 30” minimum &
minimum 80 micron gauge. Anything less than this micron size will not be acceptable for
environmental reasons. The polythene bag shall be printed with the name of scheme “Clean
Train Station”, name of the contractor & the name of station necessarily.

4. Cleaning Agents:
All the cleaning agents used for the project shall be bio-degradable environment friendly so that
it does not cause any harm to workers, passengers & the objects for which it is used. It shall
follow all the mandatory International & National standards of chemicals. Some of the
specifications for various types of cleaning agents those are required for this project are given
below:

Essential Ecological Requirements for All the Cleaning Agents:

• Shall have excellent biodegradability.

• Should exceed International Detergent Legislation.
• Should be Phosphate free.

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• Should not be a combustible liquid according to the regulations governing combustible

liquids.
• The cleaning agents should preferably have near neutral PH value in used dilution.
• Should have soothing fragrance & smell.

i) PVC Floor Cleaning Agent:

Preferred brands: Spiral (Johnson Diversey) or Sigla Neutral of Eco Lab
ii) Ceramic Toilet fittings Cleaning agent:
Preferred Brand: Taski R1/Taski R6 (Johnson Diversey) or Sigla Neutral of Eco Lab.
iii) Glass Cleaning agent:
Preferred Brand: Taski R3 (Johnson Diversey) or OC Glass cleaner of Eco Lab or Collin
iv) Deodorant :
Preferred Brands Preferably water based Taski R5 or equivalent Ecolab or any water based
reputed brand
v) Disinfectant
Preferred Brands: Disinfectants of reputed brands viz. Johnson Diversey, Eco Lab or any
other reputed brand.

5. Mosquito Repellent:
An aromatic insecticide spray for mosquitoes & other flies (insects) so that no inconvenience is
caused to passenger due to smell. The material used for spraying mosquitoes repellent shall
have following specifications & properties:
➢ It shall be a chemical composition of Deodorized LPG, Deodorized Kerosene, Allethrin
Technical, and Peperonyl Butoxide.
➢ It should be bio- degradable and shall meet all the conditions of IS 8496.
➢ The chemical shall be filled in a pressurized container equipped with a valve & suitable
propellant.

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Annexure-8
INSTRUCTIONS FOR WORKERS

1. Work System;

All the operational methods used in the project shall aim to maximize output in terms of quality
& quantity. The total output from the resources employed shall be to ensure cleaning of the
coaches and watering of coaches. Each cleaning operation shall be sequential and broken
down in small tasks. The no. of manpower & machines employed in the project shall be
distributed along the rake in adequate workstations. Each workstation will have a team of
atleast 3 members viz Toilet Cleaner, Vacuum Drier & Coach Mopper. The contractor shall also
ensure cleaning of Platform side AC coaches’ window glass, collection & disposal of Waste &
litter from AC coaches’ dust Bin & spraying of Mosquito Repellent by deploying additional
manpower if require.

2. Worker’s Training:
[Link]. Area(s)
1 Behaviour:
➢ With Passenger
➢ With Coworker
➢ With Supervisors
2 Productivity:
2a Quality:
➢ Quality of Washing
➢ Quality of Drying
➢ Quality of Waste Collection
➢ Quality of Waste Disposal
2b Quantity:
➢ Marshalling Orders
➢ Sequence of Operations
➢ Handling of Machines
3 Safety:
➢ Electrical Safety
➢ Traffic Safety
➢ Boarding & Alighting Safety
4 Team Work:
➢ Coordination with Co-workers
5 Supervisor’s Training

3. Operating Instructions:
3.1 Code of Conduct:

• Dress code:
• Every personnel working for “Clean Train Station” scheme should always be in uniform at
all times at the station.
• Dress should be clean and worn properly as shown in diagram.

• Timings;
• All personnel to report to work on the assigned time and be present till the assigned time
for leaving.

• Behaviors;
• All personnel need to be courteous to passengers and Railway personnel.
• All personnel need to bear in mind that passengers have a way of right & should not
cause inconvenience to passengers including carriage of machinery and equipment.
• Operators should follow supervisor’s instructions on behavior.
• Arguments with passengers and RO (Railway officials) should be avoided at all costs.
• All work related issues or objections should be directed handled by the Workstation
supervisors.

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• Safety
• No workmen should board or alight from a moving train.
• Supervisors will blow a whistle 1 minute before train starts.
• All persons to wind up the operation pick up their materials and get down from the train
immediately.
• Movement to and from the train will be while having at least one hand free for holding the
railing.
• No person will cross the Railway tracks from the platform or to the Platform ever.
• No littering on either platform or tracks will be allowed for any person.
• All debris and litter to be collected in the polybags provided.
• All accumulated litter & debris collected from sweeping the coaches & from AC coach
waste bins shall finally be disposed off to the Municipality Bin made outside the Platform.

• Language:
▪ While communicating with Railway Staff all the Contractor’s men will use language
understood by them. The language used shall be preferably local language.

3.2 “WORKSTATION” DO’s & DON’Ts

(1) DO’s:
i. All Workmen to clean their machines/tools before getting ready for work in each shift.
ii. All Workmen & Supervisors to be in Uniform all the time in Station.
iii. All Workmen to take their Workstation position 5 minutes before the arrival of trains.
iv. All Workmen & Supervisors to strictly follow Safety instructions as advised by
management.
v. All Workmen to report to Supervisors in case of any argument with Passenger.
(2) Don’ts:
i. No workman will board and/or alight the train in moving condition.
ii. No workman will move over/ cross the Railway Track.
iii. No workman will fight or argue with any passenger or staff.
iv. No workman will throw or offload the dirt on railway tracks or platform area.
v. No workman will cause any inconvenience to the passengers while working.
vi. No workman will demand anything from Passenger.
vii. No workman should spit in trains or platform premises.
viii. No workman to smoke, chew Pan or any such habit to observe in Trains/Platform while
on duty.
ix. No Workman will sit on tracks while waiting for trains to arrive.
x. No unauthorized person(s) shall be permitted in the machine room.

3.3 SUPERVISOR’S OPERATING INSTRUCTIONS:

Each Workstation Supervisors primary responsibilities will be “Quality Output”, “Quantity Output”,
“Safety of Workmen” & Overall “Harmony” at Workplace.

• Each supervisor has to monitor a team of one third of workforce.

• Each supervisor has to supervise one third of the number of coaches being attended.
Following need to be supervised:
i. To ensure safety for all during operations.
ii. To ensure workmen are properly dressed as per uniform norms.
iii. To ensure they are present at all working hours specified in requisite number.
iv. To liaison with Railway Supervisors (RS) at workstations.
v. To maintain quality of work to satisfaction of RS.
vi. To fill up Score Card for each train and coach with requisite details.
vii. To blow whistle for operators to get onto the tracks for operation.
viii. To get RS (Railway Supervisor) to check the cleaned coaches.
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4. Passenger Feedback:
The “Clean Train Station” Scheme has been devised for the passenger & passenger only.
Passenger is the essence & central character of the project.
All efforts are to enhance the overall passenger satisfaction by providing interim cleaning of
coaches under this scheme. It is therefore very essential to know their continuous feedback that the
services are rendered in efficient & effective manner.

Their feedback shall also be basis for continuous improvement in the services.

The contractor is required to carry out monthly feedback of a sample size 1000 to 1500 minimum in
given format. The feedback shall be carried out in consultation with Railways Supervisors. Any
fabricating of such form shall be liable to immediate termination of contract. The monthly feedback
received for the sample size shall be analyzed train wise, item wise etc. & the report shall then be
duly submitted to the Sr. DME/ Officer Incharge for further action. Feedback forms shall be serially
numbered for each month.

The contractor at his own cost & convenience shall carry out the passenger feedback for those trains
only which are covered in the contract.

5. Departmental Monthly Reports:

The contractor shall submit following monthly reports to Railway:
I. Cumulative Percentage Score as per the daily scoring.
II. Target Vs Actual Performance
III. Deductions on account of Occupied Toilets.
IV. Passenger Feedback Analysis.

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Contract Number :--------------------------:- Mechanised Cleaning & Housekeeping works of XYZ station(s)/Trains of XYZ depot.

Annexure-9
“CLEAN TRAIN STATION”
… RAILWAY

SCORE CARD (TO BE FILLED BY THE RAILWAY SUPERVISOR / HOUSE KEEPING

INSPECTOR)

[Link] Date: Name of Work Name of Contractor -

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

Name of Supervisor Designation Date of Inspection--------------

------Train No.-----------------Arrival [Link]------------------

No. of Coaches attended by contractor Total No. of

Coaches in the train

Total Scores obtained: % Inaccessible: x

S
N Itemized Description
T’let C1 C2 C3 C4 C5 C6 C7 C8 C9 C10 C11 C12 C13
o of work
.
Toilet cleaning complete
T1
including pan with High
Pressure Jet machine
T2
&drying, cleaning wiping
1 & drying of wash basin,
mirror & shelves, , T3
Spraying of Air
Freshener & Mosquito T4
Repellant
2 Cleaning, wiping &
drying of outside
washbasin, mirror &
shelves in door way area
Vestibule area, Doorway B1
area, area between two B2
3 toilets and footsteps. D1
D2
Coach aisle area
4
cleaning
AC Coaches Window
5 Glass Cleaning from
Platform Side
Disposal of collected
6 waste from Coaches &
AC Bins.
7 Watering of coaches

Note: Please give marks for each item on a scale 0 or 1. All items as above which are inaccessible should
be marked ‘X’ and shall not be counted in total score. Item not available should be marked ‘_’. No column
should be left blank.

Signature of Contractor’s Supervisor

Signature of Railway Supervisor

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Annexure -10

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