NORTH EASTERN RAILWAY

Sealed tenders (Tender notice No. 02/2019 - vehicle Hiring) invited by Divisional Railway
Manager (Commercial), North Eastern Railway, Lucknow for and on behalf of the President of
India for the following works:-

Tender Notice No. and description of Approx. value (in Rs.) For 21 EMD Money (Rs.)
works- months.

(02/2019- Vehicle Hiring) Hiring of 01 RS 10,72,050/- with GST Rs 21445 /-

No. (24 Hrs.) Four wheelers NON AC (Capacity
Cost of tender forms – Rs 2,000/- ( Two Thousand
minimum 07 seats) Road vehicles TATA
Only)
SUMO/Tavera/ Innova or similar vehicle 07
seater & 2000 + 1000 km. per month for the
period Twenty one MONTHS (21 Month) with
commercial registration, fuel driver, all
maintenance, all taxes, toll taxes & other
charges for the use of Ticket checking staff
(TTE) of Commercial department at DRM
office N.E. Railway Lucknow Under Dy.SS(
Commercial)/LJN.

Date and time for sale of tender documents up to 17:00 hrs. from 14.02.2019 to 15.03.2019
(On any working days)

Receipt of tender 10:00 to 14:00 hrs. 18.03.2019

Date and time of opening 15:00 hrs. on 18.03.2019

Detailed tender notice, eligibility criteria, terms and conditions is available on website
http://www.ner.indianrailways.gov.in as well as at office of the Divisional Railway Manager
(Commercial), North Eastern Railway, Ashok Marg, Lucknow.

Divisional Railway Manager(Commercial)

Lucknow

SIGNATURE OF TENDERER Page 1

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ekg dh vof/k gsrq fVdV pSfdax LVkQ ds lfgr
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SIGNATURE OF TENDERER Page 2

 North Eastern Railway
Tender Notice No. 02/2019 -Vehicle Hiring
Divisional Railway Manager (Commercial),N.E.Railway, DRM’s Office, Lucknow, for and on behalf of the
President of India invites sealed open tender for Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity
minimum 07 seats) Road vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km. per
month for the period Twenty one MONTHS (21 Month).with commercial registration, fuel driver, all
maintenance, all taxes, toll taxes & other charges for the use of Ticket checking staff (TTE) of Commercial
department at DRM office N.E. Railway Lucknow Under Dy.SS ( Commercial)/LJN. in the prescribed form. Details
of base station, Earnest Money, Sale, dropping , opening and Tender value of tender are as under --
S. Base Station Period Date & time for Date & time Date of Earnest Tender
No. of sale of tender of dropping opening of Money Value FOR
Contract form 10:00 to of tender tender at Rs. 21
17:00 hrs in 10:00 to 15:00 hrs. MONTHS .
office working 14:00 hrs. Rs.
days.
1 Hiring of 01 No. ( 24 Hrs.) Four 21 14-02-2019 18-03-2019 18-03-2019 21445/- 10,72,050/-
wheelers NON AC (Capacity Months To with GST
minimum 07 seats) Road 15-03-2019
vehicles TATA SUMO/Tavera/
Innova or similar vehicle 07
seater & 2000 + 1000 km. per
month for the period Twenty
one MONTHS (21 Month).with
commercial registration, fuel
driver, all maintenance, all
taxes, toll taxes & other charges
for the use of Ticket checking
staff (TTE) of Commercial
department at DRM office N.E.
Railway Lucknow Under Dy.SS(
Commercial)/LJN.
The tender form can be obtained from the office of the DRM (Commercial), N.E.Railway, Ashok Marg,
Lucknow on any working day mentioned above by submitting an application including cash receipt of Rs. 2,000/-
(Two Thousand) for Hiring of 01 Nos.(24 Hrs) Four wheelers NON AC (Capacity minimum 07 seaters). The cost of
tender form should be deposited in Booking Office, N. E. Railway, Lucknow Jn., which is not refundable. Tender
form is not transferable. Tenderer should deposit earnest money with the Divisional Cashier, N. E. Railway, and
Lucknow or in the form of DD/Bank draft issued by a Nationalized /Scheduled Bank drawn in favour of FA & CAO
/ N. E. Rly. Gorakhpur, which should be attached original with tender form in original. If due to any reason it is
declared holiday on the date of tender dropping and opening the tender shall be dropped and opened on next working
day.
List of required documents as given in tender form should be enclosed. Detailed informations are given in
the tender form. If any document is found false on verification from concerned department, tender will not be
accepted and security money will also be forfeited.
Divisional Railway Manager, N.E.Rly./Lucknow reserves the right to cancel the tender at any time without
ascribing any reason. The decision on the tender will be taken within 45 days from the opening of the tender but it
may be extended further due to any unavoidable circumstances.
The cost of the stamp duty for the execution of the agreement will be borne by the contractor and shall be
payable as per current rules at the time of execution of agreement.
Tender Notice & Tender Form is also available on Web site of “http/www.ner.indianrailways.gov.in” .which
can be down loaded and used. These tender forms which are down loaded from web site must be enclosed with a
Bank draft amounting Rs. 2,000/- (Two thousand) for Hiring of 01 Nos.(24 Hrs) Four wheelers NON AC (Capacity
minimum 07 seaters). issued by any Nationalised/Scheduled Bank payable in favour of FA & CAO/North Eastern
Railway, Gorakhpur as a cost of Tender form. Tender form not accompanied with above mentioned bank draft will
not be considered.

SIGNATURE OF TENDERER Page 3

 Compliance with the GST ACT, ‘ In case the successful tenderer is not liable to be registered under
2017 – Special tender condition. CGST/GST/UTGST/SGST Act, The railway shall deduct the applicable GST
from his/ their bills under reverse charge mechanism ( RCM) and deposit
the same to the concerned tax authority.”
Eligibility Criteria :
A- (i) The tenderer(s) shall be eligible only if he / they fulfill Eligibility Criteria of having
received total contract amount during the last three financial years and in the current
financial year with a minimum of 150% of the advertised tender value.
B- The tenderers shall submit a notarized affidavit on a non-judicial stamp paper of the value of Rs.
100/- (attached as Annexure—D stating that they are not liable to be disqualified and all their
statements/documents submitted along with bid are true and factual. Standard format of the affidavit to
be submitted by the bidder is enclosed as Annexure-C. Non submission of an affidavit by the bidder
shall result in summary rejection of his/their bid. And it shall be mandatorily incumbent upon the
tenderer to identify, state and submit the supporting documents duly self attested by which they/he is
qualifying the Qualifying Criteria mentioned in the Tender Document. It will not be obligatory on the
part of Tender Committee to scrutinize beyond the submitted document of tenderer as far as his
qualification for the tender is concerned.
C- Fill the Form at Annexure—E (Beneficiary for Electronic transfer of funds) completely, signed by the
concerning bank manager and submits with tender. So that Earnest Money of unsuccessful tenderers
may be refunded into their bank accounts.
D- Certificates duly attested and testominials regarding experience for the type of job for which
tender with the list of works carried out in the past Two years.
E- List of plant & Machinery available on hand (Own) & proposed to be indicated ( Hired) for the
subject work .
F- GSTN NO-
G- His financial status supported by bank reference & other documents.
1- The details of this tender notice and tender document will also be available on
Websiteshttp://www.ner.indianrailways.gov.in during the tender notice period, which may be down loaded and used as
tender document. Tenderer(s) who are submitting downloaded (from website) tender documents must enclose non refundable
tender cost in the form of Bank Draft issued by any Nationalized/Scheduled bank in favour of FA&CAO/N.E.
Railway/Gorakhpur with the tender form. Tender offer not accompanied with the requisite tender fee will be summarily
rejected. In case of any discrepancy between the tender documents down loaded from internet and the master copy available
in the office of the DCM NE RAILWAY LUCKNOW , the later shall prevail and will be binding on tenderer(s). No claim on
this account will be entertained.
2- Other terms and conditions and instructions to tenderers as available in tender document shall be applicable.
3- Railway administration reserves the right to accept or reject, any or all tenders, without assigning any reason there to.
4- Tenderer should insure Tender Notice No. and Name of the work, date of opening which is suffixed on tender box, before
drooping their tender document in the tender box.
5- Tenderer should check any correction / corrigendum related to this Tender Notice on Web Site before submitting their offer.
6- Compliance with the GST ACT-2017, Special Tender Condition- ´´In case the successful Tenderer is

7- The tenderer will have to provide GSTIN No. with documents.

8- The Railway reserves the right to verify all statements, information and documents submitted by the bidder in his
tender offer, and the bidder shall, when so required by the Railway, make available all such information, evidence
and documents as may be necessary for such verification. Any such verification or lack of such verification, by the
railway shall not relieve the bidder of its obligations or liabilities hereunder nor will it affect any rights of the railway
there under.
9- In case of any wrong information submitted by Tenderer, the contract shall be terminated, Earnest Money
Deposit(EMD), Performance Guarantee(PG) and Security Deposit(SD) of contract forfeited and agency barred for
doing business on entire Indian Railways for 5 (five) years.

Divl Commercial Manager

N.E. Railway, Lucknow
(For and on behalf of President of India)
For DRM(C)/LJN
No.C/345/vechicle hiring/TTE/18 Dated:12-02-2019

SIGNATURE OF TENDERER Page 4

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2- The tenderers shall submit a notarized affidavit on a non-judicial stamp paper of the value of Rs. 100/- (attached as
Annexure—D stating that they are not liable to be disqualified and all their statements/documents submitted along with bid
are true and factual. Standard format of the affidavit to be submitted by the bidder is enclosed as Annexure-C. Non
submission of an affidavit by the bidder shall result in summary rejection of his/their bid. And it shall be mandatorily
incumbent upon the tenderer to identify, state and submit the supporting documents duly self attested by which they/he is
qualifying the Qualifying Criteria mentioned in the Tender Document. It will not be obligatory on the part of Tender
Committee to scrutinize beyond the submitted document of tenderer as far as his qualification for the tender is concerned.
3- Fill the Form at Annexure—E (Beneficiary for Electronic transfer of funds) completely, signed by the concerning bank
manager and submits with tender. So that Earnest Money of unsuccessful tenderers may be refunded into their bank
accounts.
4- Certificates duly attested and testominials regarding experience for the type of job for which tender with the list of works
carried out in the past Two years.
5- List of plant & Machinery available on hand (Own) & proposed to be indicated (Hired) for the subject work.
6- GSTN NO-
7- His financial status supported by bank reference & other documents.
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d`rs Hkkjr ds jk"Vªifr dh vksj ls

SIGNATURE OF TENDERER Page 5

 TOP SHEET Not transferabe

Tender no. 02/2019/vehicle hiring

Name of the work Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity
minimum 07 seats) Road vehicles TATA SUMO/Tavera/
Innova or similar vehicle 07 seater & 2000 + 1000 km. per
month for the period Twenty one MONTHS (21 Month).with
commercial registration, fuel driver, all maintenance, all
taxes, toll taxes & other charges for the use of Ticket
checking staff (TTE) of Commercial department at DRM office
N.E. Railway Lucknow Under Dy.SS( Commercial)/LJN.
Cost of tender form Rs. 2,000/-
Tender value Rs.10,72,050/-
Period of contract 21 month
Date and time for Purchasing of Tender 14-02-2019 To 15-03-2019 From 10:00 Hrs. to 17-00 Hrs.
Document from department Commercial
Date of Tender Box Sealing for Dropping of 18.03.2019
Tender
Last date and Time for Tender Paper Dropping 18.03.2019, 10-00to 14-00 Hrs.
in Tender Box
Date and Time of Tender Box Closing 18.03.2019, 14:00 Hrs.
Date and Time of Opening of Tender 18.03.2019, 15:00 Hrs.
Place of Tender Box 1-Tender box, placed at tender room of main gate of the
office of the Divisional Railway Manager, N.E. Railway,
10-Ashok Marg, Lucknow-226001.
EMD amount Rs. 21445 /- ( Rs. Twenty one thousand four gundred fourty five
only)
INDEX
Page No.
SN Annexure Document Name
From To
i) - NIT in English and Hindi 1 5
ii) - Top Sheet 6 --
iii) Definition 7 --
iv) - Instruction to Tenderer 8 10
v) - Declaration Form 11 --
vi) - Form for Agreement 12 --
vii) General condition of contract 13 19
viii) - Scope of work and Special Terms & Condition of contract 20 21
ix) A Summary of information pertaining to tenderer(s) 22 --
x) B Deviation Schedule 23 --
xi) C Schedule of Approximate Cost 24 --
FORMAT FOR AFFIDAVIT TO BE UPLOADED BY TENDERER ALONGWITH
xii) D 25 ---
THE TENDER DOCUMENTS
Detail of Beneficiary for Electronic transfer of funds
xiii) E 26 ---
1. Cost of tender Form: : Rs.2000/-( Rs. TWO Thousand only)
: Tender Form Sold To-M/S
Money Reciept No. & Date
DCM/LJN
N.E.Railway, Lucknow,
For and on Behalf of President of India

SIGNATURE OF TENDERER Page 6

 Definitions

Throughout this Tender document the following definitions shall apply:

1. “Railway” shall mean the President of the Republic of India or the Administrative Officer of the Railway or of
the Successor Railway authorized to deal with any matters which these presents are concerned on his behalf.
2. “Chief Commercial Manager” or “CCM/NER” shall mean the Officer-in-Charge of the Commercial
Department of North Eastern Railway.
3. “FA&CAO” shall mean Financial Advisor and Chief Accounts Officer/North Eastern Railway.
4. Sr.DCM shall mean Senior Divisional Commercial Manager/Lucknow.
5. “Divisional Railway Manager” shall mean the Officer in charge of a Division of the North Eastern Railway.
6. The “Railway Administration’ Means North Eastern Railway acting through Chief Commercial
Manager, Gorakhpur on behalf of the President of India in Lucknow Division,Railway administration is
represented by Sr. DCM/LJN.
7. The “Inspecting officer”/“Inspector” means the official, firm or department nominated by the “Railway
Administration” to inspect the work on his behalf and the deputies of the inspecting officer so nominated.
8. “Open Tenders” shall mean the tenders invited in open and public manner and with adequate notice.
9. “Tenderer” shall mean the Person or Firm or Co-operative or Company whether incorporated or not who
tenders for the works with a view to execute the works on contract with the Railway and shall include their
personal representatives, successors and permitted assigns.
10. The “Contractor” means the person, firm or company on whom the order for the execution of the work is
placed and shall be deemed to include the Contractors successors (approved by the “Railway
Administration”), representative, heirs, executors and administrators, as the case may be, unless excluded by
the terms of the contract.
11. “Contract” shall mean and include the Agreement of Work Order, the accepted schedule of rates or the
Schedule of Rates of North Eastern Railway modified by the tender percentage for items of works quantified
or not quantified, the General Conditions of Contract, the special conditions of contract if any, the drawings,
the specifications, the special specifications, if any, and tender forms, if any.
12. “Works " shall mean the works to be executed in accordance with the contract.
13. “Specification” shall mean specification for materials and works.
14. Drawing shall mean the drawing, plans and tracings or prints thereof annexed to the Tender Forms.
15. “GCC” shall mean General Conditions -2014 of Contract issued by Engineering Department of North Eastern
Railway and amendments issued, if any.
16. “Machine/Equipment” means the material/part/component proposed to be used during the contract (the
required material will not be provided by the “Railway Administration”) according to the specifications of the
Tender Document. It shall also include spare parts for the purpose, which will not be provided by the “Railway
Administration”.
17. “EMD” shall mean Earnest Money Deposit
18. “LOA” means Letter of Acceptance

SIGNATURE OF TENDERER Page 7

 INSTRUCTIONS TO TENDERERS
Open Tender Notice No. 02/2019 Vehicle Hiring

Divisional Railway Manager (Commercial), N.E.Railway, DRM’s Office, Lucknow, for and on behalf of the President
of India invites sealed open tender for Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity minimum 07
seats) Road vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km. per month for
the period Twenty one MONTHS (21 Month).with commercial registration, fuel driver, all maintenance, all taxes,
toll taxes & other charges for the use of Ticket checking staff (TTE) of Commercial department at DRM office N.E.
Railway Lucknow Under Dy.SS( Commercial)/LJN.in the prescribed form. Details of base station, Earnest Money,
Sale, dropping , opening and Tender value of tender are as under --
S. Base Station Period Date & time for Date & time Date of Earnest Tender
No. of sale of tender of dropping opening of Money Value
Contract form 10:00 to of tender tender at Rs. Rs.
17:00 hrs in 10:00 to 15:00 hrs.
office working 14:00 hrs.
days.
1 Hiring of 01 No. ( 24 Hrs.) Four 21 14-02-2019 18-03-2019 18-03-2019 4200/- 10,72,050/
wheelers NON AC (Capacity minimum Months To -
07 seats) Road vehicles TATA 15-03-2019
SUMO/Tavera/ Innova or similar
vehicle 07 seater & 2000 + 1000 km.
per month for the period Twenty one
MONTHS (21 Month).with commercial
registration, fuel driver, all
maintenance, all taxes, toll taxes &
other charges for the use of Ticket
checking staff (TTE) of Commercial
department at DRM office N.E.
Railway Lucknow Under Dy.SS(
Commercial)/LJN.
1.1 The tender form can be obtained from the office of the DRM (Commercial), N.E.Railway, Ashok Marg,
Lucknow on any working day mentioned above by submitting an application including cash receipt of Rs. 2,000/-
(ONE Thousand) for Hiring of 01 Nos.(24 Hrs) Four wheelers NON AC (Capacity minimum 07 seaters). The cost of
tender form should be deposited in Booking Office, N. E. Railway, Lucknow Jn., which is not refundable. Tender
form is not transferable. Tenderer should deposit earnest money with the Divisional Cashier, N. E. Railway, and
Lucknow or in the form of DD/Bank draft issued by a Nationalized /Scheduled Bank drawn in favour of FA & CAO
/ N.E.Rly.Gorakhpur, which should be attached original with tender form in original. If due to any reason it is
declared holiday on the date of tender dropping and opening the tender shall be dropped and opened on next working
day.
1.2 List of required documents as given in tender form should be enclosed. Detailed informations are given in the
tender form. If any document is found false on verification from concerned department, tender will not be
accepted and security money will also be forfeited.
1.3 Divisional Railway Manager, N.E.Rly./Lucknow reserves the right to cancel the tender at any time without
ascribing any reason. The decision on the tender will be taken within 45 days from the opening of the tender but it
may be extended further due to any unavoidable circumstances.
1.4 The cost of the stamp duty for the execution of the agreement will be borne by the contractor and shall be
payable as per current rules at the time of execution of agreement.
1.5 Tender Notice & Tender Form is also available on Web site of “http/www.ner.indianrailways.gov.in” and which can be
down loaded and used. These tender forms which are down loaded from web site must be enclosed with a Bank draft
amounting Rs. 2,000/- (Two thousand) for Hiring of 01 Nos.(24 Hrs) Four wheelers NON AC (Capacity minimum 07
seaters). issued by any Nationalised/Scheduled Bank payable in favour of FA & CAO/North Eastern Railway, Gorakhpur as a
cost of Tender form. Tender form not accompanied with above mentioned bank draft will not be considered.

SIGNATURE OF TENDERER Page 8

1.6 Compliance with the GST ‘ In case the successful tenderer is not liable to be registered under
ACT, 2017 – Special tender CGST/GST/UTGST/SGST Act, The railway shall deduct the applicable GST
condition. from his/ their bills under reverse charge mechanism ( RCM) and deposit
the same to the concerned tax authority.”

1.7 Railway Administration shall not be responsible for any delay / difficulties / inaccessibility of the down
loading facility for any reason whatsoever. In case of any discrepancy between the tender documents down
loaded from Internet and the master copy available in DCM NE RAILWAY LUCKNOW office, the latter
shall prevail and will be binding on the tenderer(s). No claim on this account shall be entertained.

1.8 It is the responsibility of the tenderer(s) that they ensure to check the corrigendum if any, in the newspapers or
on the website from time to time or before the submitting the tender document.

1-9 The tenderer will be required to submit Earnest Money Deposit (EMD) in an acceptable form, as
detailed in the tender documents.

3.1 Eligibility Criteria :

A- (i) The tenderer(s) shall be eligible only if he / they fulfill Eligibility Criteria of having
received total contract amount during the last three financial years and in the current
financial year with a minimum of 150% of the advertised tender value.
B- The tenderers shall submit a notarized affidavit on a non-judicial stamp paper of the value of Rs.
100/- (attached as Annexure—D stating that they are not liable to be disqualified and all their
statements/documents submitted along with bid are true and factual. Standard format of the affidavit to
be submitted by the bidder is enclosed as Annexure-C. Non submission of an affidavit by the bidder
shall result in summary rejection of his/their bid. And it shall be mandatorily incumbent upon the
tenderer to identify, state and submit the supporting documents duly self attested by which they/he is
qualifying the Qualifying Criteria mentioned in the Tender Document. It will not be obligatory on the
part of Tender Committee to scrutinize beyond the submitted document of tenderer as far as his
qualification for the tender is concerned.
C- Fill the Form at Annexure—E (Beneficiary for Electronic transfer of funds) completely, signed by the
concerning bank manager and submits with tender. So that Earnest Money of unsuccessful tenderers
may be refunded into their bank accounts.
D- Certificates duly attested and testominials regarding experience for the type of job for which
tender with the list of works carried out in the past Two years.
E- List of plant & Machinery available on hand (Own) & proposed to be indicated ( Hired) for the
subject work .
F- GSTN NO-
G- His financial status supported by bank reference & other documents.
3.2 Any other information required by the tenderer can be obtained from the office of the DCM NE RAILWAY
LUCKNOW during working hours up to 17:00 hrs. From Dt. 14.02.2019 to DT 14.03.2019 However, any
request by the tenderer(s) to postpone the date of opening will not be binding on Railway administration and
Railways decision on postponing date of tender opening or otherwise, will be final and binding.
1. Railway reserves the rights to cancel the tender without assigning any reason thereof.
2. Complete details of the tender are available in the tender documents.
3. Period of contract: - Twenty Month (21 MONTHS) from the date of Commencement of work.
4. The driver provided with the vehicle must be physically/medically fit, professionally and legally competent in
all respect, holding valid license prescribed under prevailing motor vehicles act and rules.
5. The Railway reserves the right to terminate the contract at any time without assigning any reason therof
by giving one month notice in advance. The contractor shall not be entitled for any claim for the same.
6. The vehicle deployed on the job should be fit in all respects for operation in accordance with the
prevailing Motor Vehicle Act & Rules, amended from time to time and all their relevant valid RTO
documents like RC book, Insurance Certificate, Fitness Certificate etc. must be available with the taxes
levies, fees etc. paid up to date. The contractor shall be exclusively and solely responsible for lapses in
this regard and Railway stands completely indentified by the contractor for such default.
SIGNATURE OF TENDERER Page 9
 7. The contractor shall be liable to honour central & stae Govt. Laws, statutory rules regulations,
notifications like legislations, local staff/Govt./Municipal requirements etc and shall be solely responsible
for any breach thereof Railway stands indemnified against any penalty/prosecutions consequent to the
violations (deliberate or in advertent) by the contractor of his employees representatives etc of such
statutory provisions in force.

8. The contractor shall indemnify the Railway against any or all claims, which may rise under motor vehicle
act or workman’s compensation act or any other act or stature having bearing over the service and for
engagement of workman directly for performance of work under the contract.
9. The contractor shall indemnify the Railway & its employees against any penalties as PRINCIPAL
EMPLOYER for any failure of the contractor to honour various central State Government laws/enactment.

SIGNATURE OF TENDERER Page 10

 DECLARATION FORM

To

The President of India,

Acting through Sr.DCM
North Eastern Railway, Lucknow,

I/We__________________________________________________________________________________
________________________________________________________________________have read the
various conditions of Tender attached hereto and hereby agree to abide by the said conditions. I/We also
agree to keep this Tender offer open for acceptance for a period of 45 (Fourty five days) from the date
fixed for opening the same and in default thereof, I / We will be liable for forfeiture of my/our full Earnest
Money. I /We offer to do the work of “Hiring of 01 No. (24 Hrs.) Four wheelers NON AC (Capacity
minimum 07 seats) Road vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 +
1000 km. per month for the period Twenty one MONTHS (21 Month).with commercial registration, fuel
driver, all maintenance, all taxes, toll taxes & other charges for the use of Ticket checking staff (TTE) of
Commercial department at DRM office N.E. Railway Lucknow Under Dy.SS( Commercial)/LJN.” at the
rates quoted in the attached schedule and hereby bind myself / ourselves to start the work within 30 days
from the date of receipt of “Letter of Acceptance”. I / We also hereby agree to abide by the General and
Special Conditions of Contract detailed in the Tender Schedules and to carry out the work according to the
standard specifications for material and works laid down by the Railway for the present contract”.

2. A sum of Rs.__________________ (in fig.) (Rupees__________ ) (in Words) is herewith

forwarded as full Earnest Money. The full value of the Earnest Money shall stand forfeited without
prejudice to any other rights or remedies if,

a) I/We do not execute the contract documents as mentioned in tender document and after
receipt of notice issued by the Railway that such documents are ready.
OR
b) I / We do not commence the work within (15) Fifteen Days after receipt of orders to that
effect.
3. Until a formal agreement is prepared and executed acceptance of this Tender shall constitute
binding contract between us subject to modifications, as may be mutually agreed to between
us and indicated in the letter of acceptance of my / our offer for this work.

4. I/ We have in my/ our possession a copy of all the conditions of contract, rates
specifications etc. embodied therein and agree to abide by the same.

Signature of Tenderer(s)

Contractor’s address:

Signature, name and address of

Witnesses:
1-

2-
Date-

SIGNATURE OF TENDERER Page 11

 INDIAN RAILWAY

FORM FOR AGREEMENT

Contract Agreement No. Dated……………..

ARTICLES OF AGREEMENT made this……day of ……………………..Between the President of India

acting through the -----------------------------------Railway Administration here after called the "Railway" of the one
part and-------------------------------------- ………………. hereinafter called the "Contractor" of the other part.

WHEREAS the Contractor has agreed with the Railway for the performance of the works”………… set-forth in
the schedule hereto annexed upon the General Conditions of Contract and the Specifications of the Railway and
the special conditions and special specifications, if any and in conformity with the details hereinto annexed AND
WHEREAS the performance of the said works is an act which the public are interested.

NOW THIS INDENTURE WITNESSETH that in consideration of the payments to be made by the Railway,
the Contractor will duly perform the said works in the said schedule set forth and shall execute the same with
great promptness, care and accuracy in a workman like manner to the satisfaction of the Railway and will
complete the same in accordance with the said specifications and said conditions of contract on or before the
……..day of ……. and will maintain the said works for a period of …. Calendar months from the certified date of
their completion and will observe, fulfil and keep all the conditions therein mentioned (which shall be deemed and
taken to be part of this contract as if the same had been fully set forth herein) and the Railway both hereby agree
that if the Contractor shall duly perform the said works in the manner aforesaid and observe and keep the said
terms and conditions, the Railway will pay or cause to be paid to the Contractor for the said works on the final
completion thereof the amount due in respect thereof at the rates specified in the schedule hereto annexed.

Signature of Contractor
Name of Contractor…………………………….......... Designation……………..……...
Address……………………………………… (For President of India)
Date…………………………………………… Date……………………………….
Stamp…………………………………………… Seal

Signature of witnesses with addresses to

1) …………………………….

2) ……………………………

SIGNATURE OF TENDERER Page 12

 General Conditions of Contract

The Standard General Conditions of contract (GCC-2014) of NER with all the correction slips up to
latest as amended from time to time will be applicable for this contract by Commercial Department .
The Engineer defined in Meaning of Terms shall be interpreted to include Engineer of Commercial
Department also for operation of GCC. Tenderer participating in this tender will be considered
well familiar with the clauses available in the GCC. In case any clarification/query the tenderer
may read GCC of Engineering works available in the office of Sr DCM/NE.Railway/ Lucknow.
Photo Copy of desired clause of GCC-2014 may be provided to the tenderer on their request if
otherwise it is possible, before submitting their offer.
1. Description of Work:
The work involves “Hiring of 01 No. (24 Hrs.) Four wheelers NON AC (Capacity minimum 07 seats) Road
vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km. per month for the
period Twenty one MONTHS (21 Month).with commercial registration, fuel driver, all maintenance, all
taxes, toll taxes & other charges for the use of Ticket checking staff (TTE) of Commercial department at
DRM office N.E. Railway Lucknow Under Dy.SS( Commercial)/LJN.”.

2. Place of Work: The work will be controlled by office of DCM/LJN, N.E.Rly. DRM Office, 10-
Ashok Marg, Lucknow-226001
3. Other Conditions:
3.1 “Single packet system” of tendering shall be adopted for this work.
3.2 Offers in prescribed form should be submitted in one envelope duly sealed with Tender No,
Due date & firm’s details super scribed on top.
3.3 The Bid shall contain the following:
a) D.D. of Rs 2000/- towards cost of tender documents (non refundable) as detailed in Tender
Notice. (It may be noted that this is required only if the tenderer has downloaded the tender
documents from the Internet).
b) EMD as mentioned in tender document.
c) All certificates should be on the organization's letter pad, bearing contact address, telephone
number, FAX number, E-mail address etc.
d) The Contractor should provide satisfactory evidence acceptable to the Railway to show that
he/she is a reputed firm / contractor who regularly undertakes the works similar to the subject
tender and has adequate technical knowledge and experience.
e) Clause by clause Deviation schedule as per Annexure B. In case of any deviation from the
requirement of tender conditions and/or specifications and /or Instructions to Tender and
General & Special Conditions of Contract, the same should be brought out by the tenderer in
Annexure B, clearly bringing out the extent of the deviation. In case there is no deviation “NIL”
should be written.
4. Schedule of Approximate Cost:
The “Schedule of Approximate Cost” (Annexure C) shall consist of total price offered by the
tenderer for the work “Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity minimum 07 seats)
Road vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km. per month for
the period Twenty one MONTHS (21 Month).with commercial registration, fuel driver, all maintenance,
all taxes, toll taxes & other charges for the use of Ticket checking staff (TTE) of Commercial department
at DRM office N.E. Railway Lucknow Under Dy.SS( Commercial)/LJN.” No other charges will be paid to
the firm. All prices should be written both in “figures” and “words” in the prescribed offer form
(Annexure C) and duly signed and stamped.

SIGNATURE OF TENDERER Page 13

5. All offers shall be submitted as per the time and date for the receipt of the offers as set forth in the
tender papers or as modified from time to time. Offers received after the stipulated time and date
will be summarily rejected.
6. Tender must be enclosed in a sealed cover, super scribed "Tender Notice No. 02/2019 Vehicle
hiring, tender opening date and Name of the work “Hiring of 01 No. ( 24 Hrs.) Four wheelers
NON AC (Capacity minimum 07 seats) Road vehicles TATA SUMO/Tavera/ Innova or
similar vehicle 07 seater & 2000 + 1000 km. per month for the period Twenty one MONTHS
(21 Month).with commercial registration, fuel driver, all maintenance, all taxes, toll taxes &
other charges for the use of Ticket checking staff (TTE) of Commercial department at DRM
office N.E. Railway Lucknow Under Dy.SS ( Commercial)/LJN..”
7. Tenderer should ensure tender notice no., date of opening and name of work which is suffixed on
tender box, before dropping their tender document in the tender box.
8. All offers shall be written neatly without correction and over writings. In case of any overwriting /
cutting, the correction thus made is duly signed by the authorised signatory. In case of any
discrepancy in the rates quoted in words and numerals, the rates quoted in words will prevail and
shall be considered as final.
9. Any individual(s) signing the tender or other documents connected therewith shall specify whether
he is signing in the capacity of:
(a) As sole proprietor of the concern.
(b) As a partner or partners of the firm.
(c) As a Director, Manager or Secretary of a Limited company duly authorized by a resolution
passed by the Board of Director’s or in pursuance of the authority conferred by
memorandum of association.
10. Tenderer (s) shall submit their offers as per the General Conditions of Contract (GCC-2014) in
force on North Eastern Railway, as amended from time to time, as well as these Special
Conditions of Contract and Specifications for the work.
11. All pages of the tender document including corrigendum(s) issued if any should be duly filled in
by the tenderer, wherever applicable / required and submitted along with the tender, duly signed
& stamped on each page.
12. Tenderer(s) should avoid ambiguity in the offer, e.g. his/her offer is to his standard sizes / lengths /
dimensions etc. He/she should specifically state them in details without any ambiguity. Brief
descriptions such as “Standard lengths” etc. should be avoided in the offer.
13. Tenderer(s) may carefully note that their Contract Agreement for this work is liable to be
terminated at any time later, in case any of the information furnished by them is found to be false
or any adverse points come to light subsequently. The decision of Railway in this regard shall be
final and binding.
14. The tender documents are “non-transferable” and the cost of the tender document is non
refundable.
15. Conditional tenders are liable to be rejected. Railway reserves the right to reject any tenders
summarily, without assigning any reasons whatsoever.
16. Tender forms not accompanied with Earnest Money (EMD) will be summarily rejected.
17. Non-compliance with any of the conditions set forth herein above is liable to result in the tender
being rejected.
18. Any other information required by the tenderer can be obtained from the office of DCM/LJN,
North Eastern Railway, Office of DRM, North Eastern Railway, 10, Ashok Marg, Lucknow -
226001 during working hours upto 17:00 hrs. From Dt. 14.02.2019 to 14.03.2019 However,

SIGNATURE OF TENDERER Page 14

 Railway’s decisions regarding postponement of tender opening date or otherwise will be final and
binding.
19. Earnest Money Deposit (EMD):
a) The tenderer shall be required to deposit Rs. 21445/- as a earnest money with the tender for
the due performance with the stipulation to keep the offer open till such date as specified in
the tender, under the conditions of tender.
b) It shall be understood that the tender documents have been sold/ issued to the tenderer and
the tenderer is permitted to tender in consideration of stipulation on his part, that after
submitting his tender he will not resile from his offer or modify the terms and conditions
thereof in a manner not acceptable to the “Engineer”. Should the tenderer fail to observe or
comply with the said stipulation, the aforesaid Earnest Money amount shall be liable to be
forfeited to the Railway.
c) It his tender is accepted this Earnest Money mentioned above (a) will be retained as part
security for the due and faithful fulfilment of the contract in terms of the General Conditions
of Contract. The Earnest Money of other tenderers shall, save as herein before provided, be
return to them, but Railway shall be not responsible for any loss or depreciation that may
happen thereto while in their possession, nor be liable to pay interest thereon.
d) The Earnest Money should be in cash or Banker’s Cheque/Demand Drafts in favor of
FA&CAO/N.E. Railway executed by State Bank of India or any of the Nationalized Bank or
by a scheduled bank.
20. Security Deposit:
19.1 The Security deposit will be at a flat rate of 5% of the Accepted Value.
19.2 The Earnest Money deposit by the successful tenderer with his tender will be retained by the
Railway as part of Security for the due and faithful fulfillment of the contract by the contractor.
The balance to make up the security deposit, the rates for which are given below may be
deposited by the contractor by the cash or may be recovered by percentage deduction from the
contractor’s on account bills. Provided also that in case of defaulting contract, the Railway may
retain any amount due for payment to the contractor on the pending “on account bills” so that
the amounts so retained may not exceed 10% of the total value of the contract.
19.3 Recovery of Security Deposit : Unless otherwise specified in the special conditions, if any, the
Security Deposit/rate of recovery/mode of recovery shall be as under:
a) Security Deposit for each work should be 5% of the contract value.
b) The rate of recovery should be at the rate of 10% of the bill amount till the full Security deposit
is recovered.
c) Security Deposits will be recovered only from the running bills of the contract and no other mode
of collecting SD such as SD in the form of instruments like BG (except note (ii) below;) FD etc.
shall be accepted towards Security Deposit.
Security Deposit shall be returned to the contractor after the expirey of the maintenance
period in all the cases other than note (i) mentioned below and after passing the final bill based
on “No Clame Certificate” with the approval of the Competent Authority. The competent
authority shall normally be the authority who is competent to sign the contract. If this competent
authority is of the rank lower than JA grade than a JA grade officer (concerned with the work)
should issue the certificate. The certificate, inter-alia, should mention that the work has been
completed in all respects and that all the contractual obligations have been fulfilled by the
contractors and that there is no due from the contractor to Railways against the contract
concerned. Before releasing the SD, an unconditional and unequivocal ‘No Claim Certificate’
from the contractor concerned should be obtained.

SIGNATURE OF TENDERER Page 15

 Note :-
(i) After the work is physically completed, Security Deposit recovered from the running bills of a
contactor can be returned to him, if he so desire, in lieu of FDR/irrevocable Bank Guarantee for
equivalent amount to be submitted by him.
(ii) In case of contracts of value Rs. 50 crore and above, irrevocable Bank Guarantee can also be
accepted as a mode of obtaining security deposit.
19.4 No interest will be payable upon the Earnest Money and Security Deposit or amounts payable
to the Contractor under the Contract, but Government Securities deposited in terms of Sub-
Clause (19.2) of this clause will be payable with interest accured thereon.
21. Performance Guarantee (PG):
The procedure for obtaining Performance Guarantee is outlined below:
a. The successful bidder shall have to submit a Performance Guarantee (PG) within 30 (thirty)
days from the date of issue of Letter of Acceptance (LOA), Extension of time for submission of
PG beyond 30 (thirty) days and upto 60 days from the date of issue of LOA may be given by
the Authority who is competent to sign the contract agreement. However, a penal interest of
15% per annum shall be charged for the delay beyond 30 (thirty) days, i.e. from 31st day after
the date of issue of LOA. In case the contractor fails to submit the requisite PG even after 60
days from the date of issue of LOA, the contract shall be terminated duly forfeiting EMD and
other dues, if any payable against that contract. The failed contractor shall be debarred from
participating in re-tender for that work.
b. The successful bidder shall submit the Performance Guarantee (PG) in any of the following
forms, amounting to 5% of the contract value:
i) A deposit of cash;
ii) Irrevocable Bank Guarantee;
iii) Government Securities including State Loan Bonds at 5% below market value;
iv) Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These forms of
Performance Guarantee could be either of the State Bank of India or of any of the
Nationalized Banks;
v) Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled Banks;
vi) A deposit in the Post Office Saving Bank;
vii) A deposit in the National Saving Certificates;
viii) Twelve years National Defence Certificates;
ix) Ten years Defence deposits;
x) National Defence Bonds and
xi) Unit Trust Certificates at 5% below market value or at the face value whichever is less.
Also, FDR with auto renewal facility in favour of FA&CAO (free from any encumbrance) may
be accepted.
Note: The instruments as listed above will also be acceptable for Guarantees in case of
Mobilization Advance.
c. The Performance Guarantee shall be submitted by the successful bidder after the Letter of
Acceptance (LOA) has been issued, but before signing of the agreement. This P.G. shall be
initially valid upto the stipulated date of completion plus 60 days beyond that. In case, the
time for completion of work gets extended, the contractor shall get the validity of P.G.
extended to cover such extended time for completion of work plus 60 days.
d. The value of PG to be submitted by the contractor will not change for variation up to 25%
(either increase or decrease). In case during the course of execution, value of the contract
increases by more than 25% of the original contract value, an additional Performance
SIGNATURE OF TENDERER Page 16
 Guarantee amounting to 5% (five percent) for the excess value over the original contract
value shall be deposited by the contractor.
e. The Performance Guarantee (PG) shall be released after the physical completion of the work
based on the ‘Completion Certificate’ issued by the competent authority stating that the
contractor has completed the work in all respects satisfactory. The security deposit shall,
however, be released only after expiry of the maintenance period and after passing the final
bill based on “No Claim Certificate” from the contractor.
f. Whenever the contract is rescinded, the security deposit shall be forfeited and the
Performance Guarantee shall be en-cashed and the balance work shall be got done
independently without risk and cost of the failed contractor. The failed contractor shall be
debarred from participating in the tender for executing the balance work. If the failed
contractor is a partnership firm, then every partner of such a firm shall be debarred from
participating in the tender for the balance work in his/her individual capacity or as a partner of
any other partnership firm.
g. The Engineer shall not make a claim under the Performance Guarantee except for amounts to
which the President of India is entitled under the contractor (not withstanding and/or without
prejudice to any other provisions in the contract agreement) in the event of:
i) Failure by the contractor to extend the validity of the Performance Guarantee as described
herein above, in which event the Engineer may claim the full amount of the Performance
Guarantee.
ii) Failure by the contractor to pay President of India any amount due, either as agreed by the
contractor or determined under any of the Clauses/Conditions of the agreement, within 30
days of the service of notice to this effect by Engineer.
iii) The contract being determined or rescinded under provision of the GCC the Performance
Guarantee shall be forfeited in full and shall be absolutely at the disposal of the President of
India.
22. AGREEMENT-
a) Agreement will be done with successful tenderer after deposit Performance Guarantee as
mentioned in S.N. 21 above.
b) A Non judicial stamp duty paper of Rs 100/- purchased from state treasury will have to be
deposited by the successful tenderer within 10 days of issue of LOA for execution of
Agreement. A Separate Affidavit on stamp paper of Rs 10/- (Rs Ten only) will have to be
deposited by the firm, that in case special writ petition pending before the Hon. Supreme court
regarding the value of stamp paper for execution of such agreement is decided in favour of
Government, the Contractor will deposit the amount in excess of Rs. 100/- towards stamp duty
in the account of State Government. It will be the responsibility of contractor entering in to
contract agreement with Railways to ensure the genuineness of the stamp paper being utilized.
c) He shall submit a declaration while signing the Agreement that all the employees engaged by
him shall be his paid employees and Railway shall have no onus for them.
d) While signing the Agreement The contractor shall submit a list of his employees as would be
engaged by him for this work with details of names, address, phone No., Age etc.
e) Tendere will execute the contract agreement after receipt of notice issued by the Railway that
such documents are ready.
f) Payment will be done to the contractor after signing of Contract Agreement by the contractor
and the Railway.
23. Variation in Quantities of Items of Contract-Limits & Rates:

SIGNATURE OF TENDERER Page 17

 The procedure detailed below shall be adapted for dealing with variations in quantities during
execution of works contracts:
1. Individual NS items in contracts shall be operated with variation of plus or minus 25% &
payment would be made as per the agreement rate. For this, no finance concurrence would be
required.
2. In case an increase in quantity of an individual item by more than 25% of the agreement
quantity is considered unavoidable, the same shall be got executed by floating fresh tender. If
floating a fresh tender for operating that item is considered not practicable, quantity of that
item may be operated in excess of 125% of the agreement quantity subject to the following
conditions:
a) Operation of an item by more than 125% of the agreement quantity needs the approval of an
officer of the rank not less than S.A. Grade:
i) Quantities operated in excess of 125% but upto 140% of the agreement quantity of the
concerned item, shall be paid at 98% of the rate awarded for that item in that particular tender;
ii) Quantities operated in excess of 140% but upto 150% of the agreement quantity of the
concerned item, shall be paid at 96% of the rate awarded for that item in that particular tender.
iii) Variation in quantities of individual items beyond 150% will be prohibited & would be
permitted only in exceptional unavoidable circumstances with the concurrence of associate
finance and shall be paid at 96 % of the rate awarded for that item in that particular tender.
b) The variation in quantities as per the above formula will apply only to the Individual items of
the contract and not on the overall contract value.
c) Execution of quantities beyond 150% of the overall agreemental value should not be permitted
and , if found necessary, should be only through fresh tenders or by negotiating with existing
contractor, with prior personal concurrence of FA&CAO/FA&CAO(C) and approval of
General Manager.
3. In cases where decreases is involved during execution of contract:
a) The contract signing authority can decrease the items upto 25% of individual items without
finance concurrence.
b) For decrease beyond 25% for individual items or 25% of contract agreement value, the
approval of an officer not less than rank of S.A. Grade may be taken, after obtaining ‘No
Claim Certificate’ from the contractor and with finance concurrence, giving detailed reasons
for each such decrease in the quantities.
c) It should be certified that the work proposed to be reduced will not be required in the same
work.
4. The limit for varying quantities for minor value items shall be 100% (as against 25%
prescribed for other items). A minor value item for this purpose is defined as an item whose
original agreement value is less than 1% of the total original agreement value.
5. No such quantity variation limit shall apply for foundation items.
6. The aspect of vitiation of tender with respect to variation in quantities should be checked and
avoided. In case of vitiation of the tender (both for increase as well as decrease of value of
contract agreement), sanction of the competent authority as per single tender should be
obtained.

SIGNATURE OF TENDERER Page 18

 24. Taxes and statutory deductions :-
i. Income Tax : Income tax will be deducted at source including the surcharge, if any, at the
rates notified by the government from time to time.
ii. Other Taxes / Levies: All rates quoted in the tenders shall be deemed to be inclusive of all
taxes, duties, royalties, octori, cess, Service Tax, excise duty, municipal taxes etc. payable by
the contractor to the Govt. or any public body and no additional amount / rate or claim will be
entertained on this account by the Railways. Also no claim whatsoever will be accepted by
Railways on account of revision of tax rates, new taxes of statutory nature by State / Central
Govt.
25. PAYMENT TERMS –
a. Payment will made as per accepted monthly rental charges including 2000 Km + 1000km
extra . run with fuel and driver run and accepted rates for extra Kms for actual run extra run
beyond 2000 km., per log-book of vehicle for previous month.
b. Firm will submit their bill of previous month as per log book in triplicate in the office of
Dy.ss/commercial/LJN, Lucknow. Incharge of the office of DCM will verify the bill as per
logbook and fill the MB as per extent rule. Incharge of the office of DCM will submit bill
WHICH will be accepted by DCM, ACM/LJN. After acceptance of the bill it will be counter
signed by Sr. DCM/LJN and thereafter bill will sent to Account department for payment.
c. Payment will be made on the basis of the logbook maintained by the driver, duly certified by
the vehicle users. The contactor shall submit the bill during Ist week of the succeeding month
for payment.
d. Payment will send directly to the bank account of the firm by the Div. Account Deptt. through
Electronic Clearance System.
e. Firm will mentioned the A/c no of Bank, Bank Name, IFSC and MICR no.GSTno./ HSN/SAC
CODE etc on the bill.
26. PENALTY –
a. If the vehicle fails to attend the Railway booking due to goes out of order or under break down
or Driver denies or driver absent for whatsoever reason, the contractor shall provide an
alternative arrangement within one hour (Time will be calculated from first telephonic
information to the contractor from the office of DCM office/Dy.ss/commercial/LJN), failing
which a minimum penalty of Rs. 2000/-(Rs. Two Thousand only) per day shall be imposed in
addition to the deduction of average per hour rental charge on prorate basis of the vehicle for
the period in which work could not be execute due to the failure of the firm, from the bill of
the firm.
b. Driver shall not at any point of time, be under the influence of any intoxicant while executing
the duty. He shall not behave in any way which may tarnish the image of Indian Railways, its
user and Govt. of India in general. Non-adherence to this instruction on part of contractor will
lead to a lump sum penalty of Rs. 1000/- per event with restriction of that driver also.
c. Driver should be provided with proper uniform/dress, preferably white, and shall also wear the
name badge. All this has to be provided by contractor. Non-adherence to this clause/any other
terms and conditions of the contract/poor performance of vehicle, will lead to a lump sum
penalty of Rs. 100/- per event/each case.
27. ARBITRATION - The standard General Conditions of Contract (GCC) for works contract
with all the correction slips issued then and there shall be binding on this contract. Any
dispute regarding the contract will be dealt with in accordance with the relevant Para of
General Conditions of contract-2014 or latest.

SIGNATURE OF TENDERER Page 19

 28. JURISDICTION OF COURT – In case of any dispute Lucknow will be the jurisdiction of
court.

SCOPE OF WORK AND SPECIAL TERMS AND CONDITIONS OF THE CONTRACT

1. The contract is for “Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity minimum 07 seats)
Road vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km. per month
for the period Twenty one MONTHS (21 Month).with commercial registration, fuel driver, all
maintenance, all taxes, toll taxes & other charges for the use of Ticket checking staff (TTE) of
Commercial department at DRM office N.E. Railway Lucknow Under Dy.SS( Commercial)/LJN.”
2. The company/Agency will ensure availability of vehicle daily 24 Hrs as per requirement of officer.Each
shift will be of 08 Hrs.
3. Vehicle should not be more than 02 years old from its manufacturing year.
4. Movement of Vehicle will be monitored by office of SR DCM/NER/ Lucknow/DCM
office/Dy.ss/commercial/LJN
5. Vehicle will be stationed at Divisional Railway Manager Office, 10-Ashok Marg, Lucknow and will
move as per instructions of DCM/ N.E. Railway, Lucknow or his authorized representative.
6. The rates quoted by the firm for hiring of vehicle with driver and fuel, shall be all inclusive i.e. lubricant,
maintenance cost of vehicle, consumables, toll taxes etc. No other charges/taxes /toll taxes, repair and
maintenance charges, taxes (leviable by state/Central Govt.), insurance, toll Tax (if payable), parking etc,
shall be paid by Railway and the same are payable by contractor.
7. The rates quoted by the tenderer shall not be revised or altered during the currency of the contract period.
8. The vehicle shall have good appearance and riding comfort as well as good and sound condition of engine
and other mechanical parts.
9. The inner and outer condition of the vehicle shall be good and clean, to the satisfaction of the user. The
seats shall be covered with white-towel/seat covers (or similar), which should be changed at least every
week.
10. The wipers must remain in working condition and rain water must not leak inside the vehicle through
glasses, roof, window and door etc.
11. The vehicle is likely to be used generally all over the jurisdiction of Lucknow division, N.E. Railway,
however if so required, the vehicle can be used for outside this jurisdiction also.
12. The vehicle can be used beyond 24 Hrs in a day.
13. The contractor will supply vehicle bearing the commercial registration number, being supported with
necessary papers and documents, including current ‘Non polluting vehicle” certificate. Description of the
vehicle i.e. make name, Registration number, Registration certificate, Year of manufacture, Driver’s name
and licence no., Copy of road tax, Insurance Certificate, should be submitted by tenderer when asked by
Railway.
14. Vehicle should be insured as per extant rules and statutory obligations.
15. As far as possible contractor should provide a fixed vehicle and fixed set of drivers. The performance of
drivers and the vehicle should be up to satisfaction of the user.
16. Frequent change of driver/vehicle is not permitted. Vehicle may be changed only with approval of
DCM/LJN.
17. In case of any accident or mishap resulting in loss or damage to property or life, the sole responsibility for
any legal or financial implication shall rest with the contractor.
18. In case any material unauthorized or illegal or banned by any law for the time being in force is found in
the vehicle, the responsibility shall solely rest with the contractor for the same.
19. Rest days in a month on account of weekly rest will be provided to the driver. How ever, if vehicle is
required on the nominated rest day, contractor will have to made alternate arrangement of driver.
20. In case of any complaint by the user or by the Rlys. or in the event of any disagreement between the
vendor and the vendee (Rlys), decision of DCM/LJN shall be final & binding on the firm.
21. Drivers of vehicle should be courteous, polite and possess the valid driving licence, have clean
background & clean police record. Drivers of vehicle should be in uniform (White Colour) to be arranged
by the contractor.

SIGNATURE OF TENDERER Page 20

 22. The drivers of the vehicle can not deny going to any place inside or outside the city, as directed by the
user once he has reported on duty. He will also work more than the normal duty hours (in case of
emergency).
23. No accommodation to drivers and garage facility for vehicle will be provided by Railways. 10 to 20
minutes time will be allowed for changing over of driver.

24. The payment of the vehicle shall be made monthly according to accepted monthly rental charges (upto
2000 Km.) and for extra 1000 Km. run beyond 2000 Km., for 24 Hrs, payment will be made as per
accepted rate for each extra km. for total actual km run beyond 2000 Km/as per accepted rate of extra
hour and as per accepted rates for night for which the vehicle is utilized.
25. Logging of vehicle kilometers shall commence from the first reporting point i.e. Office of
Dy.ss/commercial/LJN.
26. The driver of vehicle will maintain logbook which will be supplied by contractor. Logbook shall be
signed by the DCM office/Dy.ss/commercial/LJN or his authorized representative and contractor for
daily movement.
27. The log book should be submitted in the office of DCM/LJN by the contractor, while clearing monthly
payment.
28. The contractor shall provide mobile phone to the drivers for receiving calls from the
DCM/NER/Lucknow, or Office of DCM office/Dy.ss/commercial/LJN. No extra payment shall be made
by Railway on this account.
29. In case of break down, Maintenance, repair and all other requirement of vehicle, shall be made by the firm
on their own expenses, and an alternate arrangement of vehicle shall be made by the firm on their own
expenses with one hour notice.
30. The performance of the contractor shall be watched and the contract may be terminated at any time for
poor performance by giving seven days and 48 Hrs notices as per GCC-2014.
31. The contract shall be valid for a period of 21 months from date of commencement of actual service. The
Railways, however, reserves the right to increase or decrease it further as per extant rules as deemed fit by
the competent authority.
32. Delay in payment or non-payment of contactor’s bill will under no circumstances be accepted as excuse
for contactor not to carry contract satisfactorily.
33. In case of emergency/breakdown of regular vehicle, contactor will have to provide similar vehicle to
continue smooth Railway working. The contractor should make arrangement for vehicle replacement
within an hour from the time he is intimated by Railway. If regular commercial vehicle goes under
breakdown for a major cause, firm will inform the DCM office/Dy.ss/commercial/LJN and will get
permission to change regular vehicle and also ensure the repairing of break down vehicle with in the
minimum period.
34. Railway shall not be responsible for safety/security of any thing related to vehicle engaged against the
contract.
35. The contractor shall ensure that all meters particularly the Km/speedometer and other devices of vehicle
are always in working condition. In case if the Railway’s authority point any defects the contractor at his
own cost and in the mean time shall immediately rectify the same. The contractor shall arrange another
vehicle so that the Railway work does not get hampered. If the kilometer gets out of order instantaneously
the reading given by the officer shall be the final and binding on the contractor.
36. The contractor shall provide a spare wheel and necessary tools in a good working condition.
37. The driver shall ensure that the vehicle is always having sufficient fuel.
38. Driver shall be personal staff of the contractor and there shall be no relation or claim for railway service
in any conditions.
39. No boarding and lodging facility for driver will be made available at any stations/place.

SIGNATURE OF TENDERER Page 21

 Annexure A

Summary of Information pertaining to Tenderer(s)

1. Name/s of Tenderer/s_______________________________________________________________Whether
Individual/firm/________________________________________________________________________
Company/Co-operative Society (duly registered)
2. (i) Permanent Address: ___________________________________________________________

(ii) Business address:______________________________________________________________

(ii) ResidentialAddress:___________________________________________________________
3. If a Firm :-
(a) Whether registered or unregistered, Partnership or Proprietorship:
__________________________________________________________________________
(b) Date and No. of Registration under Indian partnership Act:_____________________________
NOTE: True copy, duly attested OR registered Partnership Deed is to be enclosed in case of partnership firm
and copy of Certificate of Registration, under Indian Partnership Act, should also be enclosed.

4. If a Company:
(a) Whether incorporated in India: ---------------------------------------------------------------------------------
_______________________________________________________________________________
Names and addresses of Directors ________________________________________________________

NOTE:- A certified copy of the (i) Certificate of Incorporation (ii) Memorandum and Articles of Association,
and (iii) last audited Balance Sheet and Profit & loss Accounts are to be enclosed.

5. If a Registered Co-operative society of actual workers:-

a) Name of the Society____________________________________________________________________
Name of the President Address

b) Date and No. of Registration of the Society___________________________________________

NOTE:- A certified copies each of 1) Certificate of Registration, 2) Memorandum of Articles of the
Society, 3) Last audited Balance Sheet and 4) Profit and Loss Accounts should be enclosed with this
tender.

Original Money Receipt / Demand Draft/Deposit Receipt / Pay Order NO. _____________dt.
_________issued by the Station Manager/LJN or __________________________or Chief Cashier/North
Eastern Railway/LJN or______________________________________ (scheduled / Nationalized Bank)
is enclosed herewith.

TENDERER’S SEAL

Signature/s of the Tenderer/s ________________________

________________________
Place:________________________

Date :______________________

SIGNATURE OF TENDERER Page 22

 Annexure B

DEVIATION SCHEDULE

(Tenderer may add more sheets, if space is not adequate)

Clause # Deviation Justification for deviation

Note: “Nil” be written, if there is no deviation.

Signature of Tenderer

Place: ……………………………

Date: …………………………………………. Seal:……………….

Signature of Contractor SRDCM/Lucknow

Page 23 of 26
 ANNEXURE-C
SCHEDULE OF APPROXMATE COST

Tender Notice No. 02/2019/vehicle hiring

Description of work “Hiring of 01 No. ( 24 Hrs.) Four wheelers NON AC (Capacity minimum 07 seats) Road
vehicles TATA SUMO/Tavera/ Innova or similar vehicle 07 seater & 2000 + 1000 km.
per month for the period Twenty one MONTHS (21 Month).with commercial
registration, fuel driver, all maintenance, all taxes, toll taxes & other charges for the
use of Ticket checking staff (TTE) of Commercial department at DRM office N.E.
Railway Lucknow Under Dy.SS( Commercial)/LJN.”..

Period of contract Twenty one Months. ( 21 month)

Estimated cost Rs. 10,72,050/- (Rs Ten lakh seventy two Thousand fifty Only)

S.No. Description Unit Total Qty. Rate (Rs.)

Figures Words

1 “Hiring of 01 No. ( 24 Hrs.) Four wheelers 1 21 months

NON AC (Capacity minimum 07 seats)
Road vehicles TATA SUMO/Tavera/
Innova or similar vehicle 07 seater & 2000
+ 1000 km. per month for the period
Twenty one MONTHS (21 Month).with
commercial registration, fuel driver, all
maintenance, all taxes, toll taxes & other
charges for the use of Ticket checking
staff (TTE) of Commercial department at
DRM office N.E. Railway Lucknow Under
Dy.SS( Commercial)/LJN.”.

2 Additional charge per KM. Rate for 1 ------

Extra km. for 1000 km./month beyond
2000 km.

Note:-
1. Quantities mentioned in schedule are approximate. Quantity may vary.
2. The rates should be quoted both in Figures & words.
3. The rates should be inclusive of all taxes and Expensive. Nothing extra will be paid over accepted
rates for items included in above schedule.
4. General conditions of contract-2014 edition with all up to date correction slips will apply on contract.
5. Rate will be finalized on the total of Sr. 1 and 2.
6. The contractor/tenderer has to sign at the bottom of every page of the Quotation form.
7. All the terms and conditions mentioned in tender document should be followed by firm.
8. Govt. Taxes as applicable from time to time will be deducted from the bill of firm.

Signature/s of the Tenderer/s

__________________________
______________________

Signature of Contractor SRDCM/Lucknow

Page 24 of 26
 Annexure-D
FORMAT FOR AFFIDAVIT TO BE UPLOADED BY TENDERER ALONGWITH THE TENDER DOCUMENTS
(To be executed in presence of Public notary on non-judicial stamp paper of the value of Rs. 100/- . The
Stamp paper has to be in the name of the tenderer)**
I……………………….(Name and designation)** appointed as the attorney/authorized signatory of
the Tenderer (including its constituents),
M/s………………………………………(hereinafter called the tendered) for the purpose of the tenderer
documents for the work of …………………………………………..as per the tender No……………of (-------Railway),
do hereby solemnly affirm and state on the behalf of the Tenderer including its constituents as under:
1. I/we the Tenderer (s), am. are signing this document after carefully reading the contents.
2. That I/We am/are competent to swear this affidavit on behalf of company/firm etc namely m/s
-----------------------
3. That M/S -------------------- has never been debarred or blacklisted by railway administration or
Govt. of India or any private/public organization.
4. That our firm M/S------------------------ or any of its Officials has been convicted in Civil or
Criminal offence under state or statutory laws.
5. I/we the tenderer(s) also accept all the conditions of the tender and have signed all the pages in
confirmation thereof.
6. I/we hereby declare that I/we have downloaded the tender documents from Indian Railway website
www.ner.indianrailways.gov.in. I/we have verified the content of the document from the website
and there is no addition, no deletion or no alteration to the content of the tender document. In case
of any discrepancy noticed at any stage i.e. evaluation of tenders, execution of work or final
payment of the contract, the master copy available with the Railway Administration Shall be final
and binding upon me/us.
7. I/we declare and certify that I/we have not made any misleading or false representation in the
forms, statements and attachments in proof of the qualification requirements.
8. I/We also understand that my/our offer will be evaluated based on the documents/credentials
submitted along with the offer and same shall be binding upon me/us.
9. I/We declare that the information and documents submitted along with the tender by me/us are
correct and I/we are fully responsible for the correctness of the information and documents,
submitted by us.
10. I/we understand that if the certificates regarding eligibility criteria submitted by us are found to be
forged/false or incorrect at any time during process for evaluation of tenders, it shall lead to
forfeiture of the tender EMD besides banning of business for five years on entire Indian Railway.
Further, I/we (insert name of the tenderer**…………….) and all my/our constituents understand
that my/our offer shall be summarily rejected.
11. I/we also understand that if the certificates submitted by us are found to be false/forged or incorrect
at any time after the award of the contract, it will lead to termination of the contract, along with
forfeiture of EMD/SD and Performance Guarantee besides any other action provided in the contract
including banning of business for five years on entire Indian Railway.

DEPONENT
SEAL AND SIGNATURE OF THE TENDERER VERIFICATION
I/we above named tenderer do hereby solemnly affirm and verify that the contents of my/our above
affidavit are true and correct. Nothing has been concealed and no part of it is false.
DEPONENT
SEAL AND SIGNATURE OF THE TENDERER
Placeː-
Dateː-
** The contents in Italics are only for guidance purpose. Details as appropriate are to be filled in suitably
by tenderer. Attestation before Magistrate/Notary public

Signature of Contractor SRDCM/Lucknow

Page 25 of 26
 Annexure—E

Detail of Beneficiary for Electronic transfer of funds

1- Beneficiary Name—

2- Bank Name—

3- Branch Address with Pin code—

4- IFSC code—

5- MICR code—

6- Account Type—

7- Account No—

8- City—

9- PAN No—

10- TIN No—

11- Telephone No--

Signature of the Signature of the

Beneficiary Bank Official with Stamp

“End of Tender”

Signature of Contractor SRDCM/Lucknow

Page 26 of 26