REPORT ON MODEL TENDER DOCUMENT FOR REFURBISHMENT …

Model Tender Document Refurbishment of UIC 130 Bearing

केवल कार्ाालर्ीन उपर्ोग हेतु

(For Official Use Only)

भारत सरकार GOVERNMENT OF INDIA

रेऱ मंत्राऱय MINISTRY OF RAILWAYS

REPORT ON

MODEL TENDER DOCUMENT FOR

REFURBISHMENT OF UIC 130 BEARING

USED IN LHB COACHES

IRCAMTECH/GWL/MP04/CTBU REFURBISMENT/TENDER/1.0

SEPTEMBER, 2021


IRCAMTECH/GWL/MP04/LHB/TENDER/RUB/1.0 Page 2 of 63

THIS PAGE IS INTENTIONALLY LEFT BLANK



Contents

Contents ..................................................................................................................................... 3

Quality Policy .............................................................................................................................. 5

Our Objective .............................................................................................................................. 6

Amendment and Revisions ......................................................................................................... 7

I. INTRODUCTION ....................................................................................................................... 8

II. METHODOLOGY ADOPTED ..................................................................................................... 8

III. COMPILATION OF SUGGESTIONS AND FEEDBACK RECEIVED ................................................ 8

MODEL TENDER DOCUMENT ................................................................................................... 16

1. BRIEF DETAILS OF THE TENDER ......................................................................................... 17

2. GENERAL INSTRUCTIONS TO TENDERERS ......................................................................... 18

3. SPECIAL CONDITIONS OF CONTRACT ................................................................................ 21

ANNEXURE- A ........................................................................................................................................ 31

Format of Identity Card ......................................................................................................................... 31

ANNEXURE- B ........................................................................................................................................ 32

Form of Declaration to be given by the tenderer before tender negotiations ..................................... 32

ANNEXURE- C ........................................................................................................................................ 33

The sample GST Compliant invoice ....................................................................................................... 33

ANNEXURE-D ......................................................................................................................................... 34

Format of Bank Guarantee Bond for Performance Guarantee ............................................................. 34

ANNEXURE- E ......................................................................................................................................... 36

Format for No Claim Certificate ............................................................................................................ 36

ANNEXURE- F ......................................................................................................................................... 37

Request letter from Executive branch to Accounts Office for opening of LC ....................................... 37

ANNEXURE- G ........................................................................................................................................ 38

DOCUMENT OF AUTHORIZATION ......................................................................................................... 38

ANNEXURE- H ........................................................................................................................................ 39

Indemnity Bond ..................................................................................................................................... 39

4. LIST OF ANNEXURE TO BE SUBMITTED BY THE TENDERER ALONG WITH THE TENDER .... 40

ANNEXURE- I .......................................................................................................................................... 41

List of Personnel/Organization available on Hand ................................................................................ 41

ANNEXURE- II ......................................................................................................................................... 42

List of Plant & Machinery ...................................................................................................................... 42

ANNEXURE- III ........................................................................................................................................ 43

List of Works Completed in last 7 Financial Years ................................................................................. 43

Annexure- IV .......................................................................................................................................... 44



List of Works on Hand ........................................................................................................................... 44

ANNEXURE- V ........................................................................................................................................ 45

Declaration regarding association of the tenderer with serving/retired Gazetted Railway Officer(s) . 45

ANNEXURE- VI ....................................................................................................................................... 46

Details of the Tenderer ......................................................................................................................... 46

ANNEXURE- VII ...................................................................................................................................... 47

Mandate Form for EFT/NEFT ................................................................................................................. 47

ANNEXURE- VIII ..................................................................................................................................... 48

Acceptance / Deviation Schedule .......................................................................................................... 48

5. SCOPE OF WORK & TECHNICAL SPECIFICATION ................................................................ 49

5.1 SCOPE OF WORK: - ................................................................................................................ 49

5.2 TECHNICAL SPECIFICATIONS:- ............................................................................................... 54

5.3 Tender Schedule & Rate ........................................................................................................ 58

ANNEXURE- L ......................................................................................................................................... 60

Standard Bill Format for Payment ......................................................................................................... 60

REFERENCES ............................................................................................................................. 61



Quality Policy

“We at IRCAMTECH Gwalior are committed to maintain and update transparent standards of services to develop safe, modern and cost effective railway technology complying with statutory and regulatory requirements, through excellence in research, designs and standards by setting quality objectives, commitment to satisfy applicable requirements and continual improvements of the quality management system to cater to growing needs, demand and expectations of passenger and freight traffic on the railways through periodic review of quality management systems to achieve continual improvement and customer appreciation. It is communicated and applied within the organization and making it available to all the relevant interested parties”.



Our Objective To upgrade maintenance technologies and methodologies and achieve improvement in productivity and performance of all Railway assets and manpower which inter-alia would cover reliability, availability, utilization and efficiency.

CAMTECH is continuing its efforts in the documentation and up gradation of information on maintenance practices of railway assets. Over the years a large number of publications on railway assets have been prepared in the form of handbooks, pockets books, pamphlets & video films etc. These publications have been uploaded on the internet as well as on rail net. For downloading these publications please do following: 1. On internet visit : www.rdso.indianrailways.gov.in Go to Directorates CAMTECH

Publications for download Mechanical Engineering

2. On Rail-net visit RDSO website at 10.100.2.19 Go to Directorates CAMTECH

Publications for download Mechanical Engineering

For any further information regarding publications please contact:

Director /Mechanical

Landline - 0751 - 2470890

CUG - 9752447040

E-mail - [email protected]

Fax- 0751- 2470841

Write us at:

Director (Mechanical)

Indian Railways Centre for Advanced Maintenance technology

In front of Hotel Adityaz, Airport Road

Maharajpur, Gwalior (M.P), Pin code – 474 005



All rights reserved. This document or any portion thereof may not be reproduced or used in any manner whatsoever without authorization from Indian Railways.

All technical information and guidelines are latest at the time of publishing and are subjected to change due to technology updates and requirements. The scope in this document is made for UIC 130 Bearing of M/s TIMKEN and M/s SKF make.

Amendment and Revisions

The correction slips to be issued in future for this report will be numbered as follows:

IRCAMTECH/GWL/MECH/2021-22/LHB/Tender/CTBU Refurbishment/1.0# XX date ......

Where “XX” is the serial number of the concerned correction slip (starting from 01 onwards).

Version Date Corrections Remarks

1.00 30/09/2021 First Release --



I. INTRODUCTION

Zonal Railways have been reporting various issues related to the Refurbishment Contract of UIC 130 Bearing awarded to OEMs. The matters were examined in detail and IRCAMTECH IR is nominated to prepare a model contract document for Refurbishment of UIC 130 Bearing. Northern Railway is nominated to execute the centralized rate contract.

With reference to above IRCAMTECH has prepared a model contract document in association with Zonal Railways and OEMs (M/s TIMKEN and M/s SKF India Ltd.). It is Based on the suggestions and input (such as Lot Size, Lead Time, Inspection & Penalty related issues ) received from them.

IRCAMTECH is thankful to the Zonal Railways and representatives from OEMs involved with the documentation and making this a comprehensive document.

TERMS OF REFERENCE

Rly Board vide letter No. 2020/M(C)/141/2 Pt. (2) dated 23.04.2021 nominated CAMTECH to prepare model contract document on Refurbishment of UIC 130 Bearing of LHB design coaches as zonal railways had been facing issues related to refurbishment service provided by OEMs. Northern Railway was nominated to execute the centralized rate contract for zonal railways.

II. METHODOLOGY ADOPTED

The following methodology was adopted for collection of information and suggestions i. Due to countrywide lockdown on account of second wave of nCOVID-19 pandemic

and travel restrictions, field visits to depot and Workshop could not be done. Information and suggestions were collected by electronic communication from Zonal Railways.

ii. Discussions were held with Zonal Railways and the views expressed by zonal railways were taken into consideration.

iii. VC was organized with OEMs to discuss their feedback regarding ongoing contracts with Zonal Railways and their suggestions for model contract document.

iv. After collecting suggestions from Zonal Railways and OEMs a draft model document was created and was set to the Zonal Railways, RDSO and OEMs for comments.

v. Based on the feedback received on draft documentation changes were incorporated.

III. COMPILATION OF SUGGESTIONS AND FEEDBACK RECEIVED

A. Suggestions by Zonal Railways and OEMs for model document: Suggestions are requested from Zonal Railways & OEMs. Based on suggestions received from Railways & OEMs, a table is prepared to analyze the difficulties in decentralized contract of refurbishment of UIC 130 Bearing. Most of the suggestions received from Railway & OEMs are discussed separately in video conferencing. Final concluded areas are incorporated into Draft document of Centralized Refurbishment contract of UIC 130 bearing.



UNIT SUGGESTIONS COMMENTS

Zonal Railways

1. SCR 1. Warranty Period- It should be 3 years

It is covered under Clause 3.1.16 Ref: Annexure B para no 6 Latest CA copy of NFR (Dated: 27.04.2021)

2. Improper Transportation of CTBU by SKF

Covered under clause no.5.1.7. Ref: LOA of SR(22.12.2020), Clause 13.4(Scope of work)

2. NWR

1. Lot Size : There should be flexibility of lot size from OEMs end at the time of lifting of bearing

It has been covered in Clause 3.1.13. Ref: Latest tender document of(Copy of CA dated : 27.04.2021) DBWS/NFR, Page 5, Annexure B, Para No. B-6, 9

2. Cost of Rejected Bearing

It is covered in scheduled rate of Tender Document( Clause 5.3) Ref: Latest CA of NFR & Document provided by OEMs

3. CTRB Life & Refurbishment frequencies Policy matter is not the part of Tender Document

4. No yardstick to fix rate for maintenance of rejected bearing

Problem will no more in centralized rate contract.

5. Flexibility of Lot Size

Covered in Clause 3.1.13 Ref: Latest tender document of (Copy of CA dated: 27.04.2021) DBWS/NFR, Page 5, Annexure B, Para No. B-6, 9

3. WCR

1. Loading/Unloading & packing at railway premises- To be done by contractor to avoid any dispute regarding damage during transportation.

Covered under clause no.5.1.7. Ref: LOA of SR(22.12.2020), Clause 13.4(Scope of work)

2. Inspection at Railway premises only

It is covered in Section- Technical Specification Clause 5.2.1 Ref: Latest Tender document of Parel workshop

3. Lot size – It should be 200-300 CTBU

It has been covered in Clause 5.1.13. Ref: Latest tender document of (Copy of CA dated: 27.04.2021) DBWS/NFR, Page 5, Annexure B, Para No. B-6, 9

4. Repair cycle time – Very long lead time of 60 day leads to crisis of bearing on shop floor it should be maximum 30 days.

It has been covered in Clause 5.1.13. Ref : Latest CA copy of NFR



4. NFR

1. Cycle time (collection to delivery) - It

should be 60 days for lot size of 3 Month requirement.

It is covered above in NWR Section

2. Lot size- It should be 3-4 months requirement to optimize the warranty complaints.

It is covered above in Sr.2 NWR Section

3. Timely Collection of Bearings- Firm should collect the serviceable bearing within 15 days from the date of receipt of intimation from railway

It is covered under Clause 5.1.4, Ref: Minutes of VC held on 20/09/2021 with SKF

4. Penalty Clause- If bearing is not collected & returned as per Terms and conditions of CA then a penalty of 10% of the lot value for per delay day per lot should be included in CA.

It is covered under Clause 5.1.23, Page 50 Ref: VC held on 20/09/2021 with SKF

5. Rejection of bearings- It should be minimum to minimize the AAC of bearing that reduce the expenditure incurred on POH of coaches.

It is covered above in Sr.2 NWR Section

5. SR

1. Rejection of bearings : During refurbishing of SKF Make CTRB, bearings are rejected on Age basis -10 years and above from mfg date irrespective of condition. Timken bearings are rejected only on condition basis. Suggestion: M/s.SKF may be advised to improve the reliability/standards of their CTRB so as to permit them to review their present practice of rejecting CTRB on age basis and to resort to ‘Condition based’ rejection, as followed by their counterpart OEM M/s.TIMKEN.

It is part of policy document

2. History Card : CAMTECH had issued a history Card for LHB Coach Bearings in Handbook on CTBUs as ‘Annexure D’. During refurbishing of Timken make CTRB, history card is prepared by OEM for each bearing as per standard format and a copy sent to consignee (IR) for reference. This is not being followed by M/s.SKF. Suggestion: SKF may be advised to follow the standard format for preparing the history card.

It is covered under clause 5.1.3 Ref: VC held on 20/09/2021 with SKF

6. SWR

1. Variation in Rates in location to location - In Decentralized rate contract system, OEMs varies location to location. Each railway unit has to negotiate the rate separately without any basis for genuineness and reasonability of the rate offered by OEM.

Problem will no more in Centralized rate contract system.

2. Provision of penalty for delay in lifting: There is no penalty for the delay in lifting the

It is covered under Clause 5.1.4 Ref: VC held on 20/09/2021



bearings. The movements may streamline if OEM is forced to stick to a schedule.

with SKF

3. Quantity variation Barrier: The OEMs are not accepting Quantity Variation Clause of GCC beyond ±125% because of provision of 2% and 4% rate reduction for variation of quantity beyond 125% to 140% and 140 % to 150% respectively.

It is covered under GCC 2020

7. WR

1. The base rate of refurbishment should be the same throughout IR, the freight charges may vary.

It is covered in Clause 5.3 Ref: GCC 2020, Clause 46

2. Maximum period should be 7 days from date of intimation as 15 days is too long.

It is covered under Clause 5.1.4 Ref: VC held on 20/09/2021 with SKF

3. Cycle time (collection to delivery) It has been covered in Clause 3.1.13. Ref: Latest CA of NFR, Para B-9

OEMs Suggestions

1. SKF

A. Bill format should be standard and common to all railways

It is covered ANNEXURE L Ref: Document received from SKF

B. Waive off the Penalty clauses

Subject is covered under Clause 5.1.23. Ref: VC held on 20/09/2021 with SKF

C. No need of Measurement Book, it consumes more time for payment procedure

It is covered under Clause 5.1.24. Ref: Latest Copy of CA/ NFR dated 27.04.2021

D. Minimum acceptable Lot size is 100

It is covered under Clause 3.1.13. Ref: VC held on 20/09/2021 with SKF & 21/09/21 with TIMKEN

2. TIMKEN

A. Payment should be done within 30 days from the date of submission of bill

It is covered under Clause 5.1.24 Ref: Latest (27.04.2021) copy of CA of NFR, Annexure B, Para F -7, Page 5

B. There should be common standard format for bill payment

Already discussed above

C. Minimize the legal formalities & paper work (ie. Measurement Book) to control delay in work.

It is covered under Clause 5.1.24. Ref: latest copy of CA/NFR( 27.04.21) Page 5, Annexure B, Para no F-5



B. Comments on draft model document.

S.N Section of

Document/ Clause

Present Clause OEM Comments Comments

SKF

1 Clause 3.1.16

The Warranty of refurbished bearing will be 24 months from the date of fitment or 30 months after the date of supply, whichever is earlier

We agree on the terms and conditions of the tender draft of 24 and 30 months

Annexure B para no 6 Latest CA copy of NFR (Dated: 27.04.2021)

5 Clause 3.1.13 Minimum lot size can be 100 Nos.

Minimum 100 nos shall be lot size of bearings for lifting

CA (Dated: 27.04.21) Copy of DBWS/NFR, Page 5, Annexure B, Para No. B-6

7 Clause 3.1.5

An Indemnity Bond of Rs ---------------- duly notarized on stamp paper of Rs 500, should be submitted to this Office before collection of bearing lot from Wheel Shop.

We shall submit indemnity bond only for the lot size as per the contract. Any additional request from workshop for lifting more bearings for service may be considered without any legal or financial implication on SKF.

GCC 2020, Clause 15, Part 2

8 Clause 3.1.13

The contractor can lift maximum 200 Nos. of bearings in a single lot and return the Refurbished bearings to Senior Section Engineer/ -----------------shop/---------------Workshop with history Cards/Summary Sheet & (OEM) contractor inspection Certificate/Work Test Certificate within 60 days from the date of lifting the bearing from the ------------Workshop. Minimum lot size can be 100 Nos.

Maximum return period for any lot of bearings shall be kept within 75 days. Alternatively 100-200 (60 days); 201-600 (75 days)

Latest tender document of(Copy of CA dated : 27.04.2021) DBWS/NFR, Page 5, Annexure B, Para No. B-6, 9



9 Clause 5.1.4

Contractor should collect the serviceable bearing within 21 days from the date of receipt of intimation from Railway authority.

Lifting shall be carried out within 15 days post intimidation by workshop.

Ref: VC held on 20/09/2021 with SKF

10 Clause 5.1.23

a. If firm will not return Refurbished bearing within 60 days, Penalty of Rs.1500/- per day per lot will be imposed.

b. If firm after receiving the information from Railway representative will not collect the bearing within 21 days, a penalty of Rs.1000/- per day per lot will be imposed.

All penalties shall be waived off for a consistent quality service provider/reputed vendor

Ref: VC held on 20/09/2021 with SKF

11 ANNEXURE-L Standard Bill format is added at Page 59

A single bill format for all workshops be prescribed for OEMs to be submitted centrally to Jagadhari workshop. They may also be nominated as central payment releasing authority.

Ref: Prescribed by SKF.

VC held on 20/09/2021

TIMKEN

1 Clause 3.1.1

The tenderer shall submit a Certificate 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 Certificate to be submitted by the bidder is enclosed.

Eligibility Criteria is not required as the tenderer is OEM for Timken Make UIC-130 CTRB.

Eligibility Criteria: As per Clause 10 Part –I GCC July 2020

2 Clause 3.1.13 The contractor can lift maximum 200 Nos. of bearings in a single lot

The contractor shall lift maximum of 200 Nos. in a single lot and return the

VC held on 21/09/2021 with



and return the Refurbished bearings to Senior Section Engineer/ -----------------shop/---------------Workshop with history Cards & (OEM)/Summary Sheet contractor inspection Certificate within 60 days from the date of lifting the bearing from the ---------------Workshop. Minimum lot size can be 100 Nos.

Refurbished bearings to Senior Section Engineer/ -----------------shop/---------------Workshop with Summary sheet & (OEM) contractor Work Test Certificate within 60 days from the date of lifting the bearing from the ---------------Workshop. Minimum lot size will be 50 Nos.

TIMKEN -----Summary Sheet & Work Test Certificate are added

3 Clause 5.1.2 Work should be started within 30 days from date of receipt of LOA.

work should be started within 30 days from the date of receipt of Contract Agreement

Latest GCC , July 2021, Clause 19.3 Part 2

4 Clause 5.1.24

Payment will be released within 30 days after submission of the bill but contractor can’t claim for it.

Payment has to be made within 30 days from the date of submission of bill, else next lot from respective workshop won’t be collected by contractor.

Latest (27.04.2021) copy of CA of NFR, Annexure B, Para F -7, Page 5

Comments Received From Parel Workshop

1 Clause 3.1.13

1. The contractor shall lift maximum of 200 Nos. in a single lot and return the Refurbished bearings to Senior Section Engineer/ -----------------shop/--------------- Workshop with history Cards/Summary Sheet & (OEM) contractor inspection Certificate/Work Test Certificate within 60 days from the date of lifting the bearing from the -----

1) Contractor can hold a maximum of 600 nos bearings at a time and accordingly the value of 600 nos bearing Material Security Deposit is to be submitted. 2) Minimum lot size 50 nos. 3) Completion time of a lot will be 60 days. Completion of a lot means calendar days between the date of the lifting of bad bearings to the date of receiving of refurbished/overhauling bearings.

VC held on 21/09/2021 with TIMKEN



----------Workshop. Minimum lot size will be 100 Nos.

2. However, if more bearings are available for refurbishment, the contractor shall be permitted to lift any number of bearings subject to submission of Material Security Deposit ( in the form of Indemnity Bond) equivalent to the bearing to be lifted for refurbishment. However, the contractor has to return the bearing to Senior Section Engineer/------ shop/------------- Workshop with history Cards & (OEM) contractor inspection Certificate within 60 days from the date of lifting the bearing from the -------------- Workshop

Clause 5.1.4

Contractor should collect the serviceable bearing within 21 days from the date of receipt of intimation from Railway authority.

Contractor should collect the serviceable bearing within 10 days from the date of receipt of intimation from Railway authority

VC held on 20/09/2021 with SKF



MODEL TENDER DOCUMENT



1. BRIEF DETAILS OF THE TENDER

Tender Notice No.

Name of the work Refurbishment of make UIC 130 Bearing used in LHB Coaches.

Location of the work As per scope of work.

Completion period

Approx. cost of the work

Earnest Money Deposit

Tender Document Cost

Tender closing date and time

System of Tendering Single Packet system

Validity of offer



2. GENERAL INSTRUCTIONS TO TENDERERS

I. The e-tender will be opened online on the IREPS portal anytime after the tender closing date and time. Railways reserve the right to open the tender any time after the time of closing of tender.

II. The tenderer(s) must keep themselves updated through the website https://www.ireps.gov.in and newspapers regarding corrigenda, if any, to the Notice Inviting Tender or tender document, which shall be uploaded on the same website and also published in the newspapers. It is the responsibility of the tenderer to check any correction or any modification published subsequently on the website and the same shall be taken into account while submitting the tender.

III. For Works Contract, Indian Railways follows the document titled “Standard General Conditions of Contract”. This document is applicable to the present tender and may be downloaded by using the following link and navigation chart. http://www.indianrailways.gov.in/railwayboard/ ↓ About Indian Railways ↓ Railway Board Directorates ↓ Civil Engineering ↓ Policy Matters ↓ Standard General Conditions of Contract https://indianrailways.gov.in/railwayboard/uploads/directorate/civil_engg/pdf/2020/GCC%2016%20July%202020.pdf

IV. Wherever the terms of GCC contradicts the Special Conditions of Contract, in such case Special Conditions of Contract will prevail. Tenderer must go through General Conditions of Contract and Special Conditions of Contract before quoting the rates.

V. When work is tendered for by a firm or company, the tender shall be signed by the individual legally authorized to enter into commitments on their behalf.

(Ref.: Clause 6(b) of Part-I of General Conditions of Contract – 2020 of Indian Railways).

VI. The tenderer shall clearly specify whether the tender is submitted on his own or on behalf of a partnership concern. If the tender is submitted on behalf of a partnership concern, he should submit the certified copy of partnership deed along with the tender and authorization to sign the tender documents on behalf of partnership firm.

(Ref.: Clause 15 of Tender Form in Annexure-I of GCC-2020 Part-I)

VII. The schedule of approximate quantities shown on Scope of work of the tender document is only for the information of the tenderer. The tenderer has to offer his rates in the format of e-tender module on website https://www.ireps.gov.in duly noting down the conditions and instructions on this page. The tenderer should not submit his offered rates on this page.

http://www.ireps.gov.in/

http://www.indianrailways.gov.in/railwayboard/

https://indianrailways.gov.in/railwayboard/uploads/directorate/civil_engg/pdf/2020/GCC%2016%20July%202020.pdf

https://indianrailways.gov.in/railwayboard/uploads/directorate/civil_engg/pdf/2020/GCC%2016%20July%202020.pdf




2.1.1 Precautions to be observed for downloading of Tender Document from Internet/ Website/Additional Special Conditions:

I. These additional special conditions are applicable to tender document and considered as part of it, which is downloaded from prescribed Internet / website.

II. Tenderer(s) may note that, in case of download failure or delay or, if incomplete tender document is downloaded, whatsoever, Railways shall not be responsible in any way. Railways shall not be responsible for any direct / indirect loss of business/ profit resulting from inability to use this facility.

III. Tenderer(s) shall download and print the tender document solely for the purpose of bidding for the above work and downloaded document shall not be used, copied or reproduced for any other purpose.

IV. The end of tender document is indicated by “END OF TENDER DOCUMENT” marker. Tenderer(s) should carefully see that above marker appears on the last page of downloaded tender document so as to ensure that downloaded document is complete. Tenderer(s) are suggested to check the integrity and completeness of document before submission.

V. Tenderer(s) while submitting their offer must sign all pages of the tender document.

VI. The downloaded and printed tender document along with the various other documents should be submitted as per details mentioned in the tender document.

VII. Tenderer(s) are required to pay non-refundable cost of tender document in the form prescribed in the tender notice/document while submitting their offer. In case they fail to furnish the requisite cost of tender document in prescribed form, their offer shall be rejected. The cost of EMD shall not be merged with cost of tender form and shall be separately furnished.

VIII. Tenderer(s) shall maintain the integrity of downloaded tender document and shall not make any change/ addition/ deletion/ tampering, whatsoever, in the downloaded documents. The tenderer(s) offer shall be rejected and full earnest money shall be forfeited, in case it is detected after submission of offer, that they have made any modification in the downloaded document. In case such modification is noticed even after award of contract, Railways is liable to terminate the contract on contractor’s default. In addition Railways reserves the right to take other action against the contractor as deemed fit, which may include banning of business dealings with the firm and the firm is also liable to be prosecuted as per the Law. After award of work, agreement will be prepared based on the master copy of tender document available in the Railway’s office. In case, any discrepancy is noted in the tender document submitted by the tenderer(s), the Master document kept with Railways shall prevail and the decision of Railways thereon shall be final and binding on Tenderer/Contractor.

IX. Further, tenderer(s) shall bear expenses of internet connection and telephone charges, if any, for downloading of the tender document and online submission of their offers.

X. Tenderer(s) shall keep themselves updated about any modification in the tender notice and tender document, issued by Railways through newspapers, website ore-mail or any other means and shall act accordingly. It is the responsibility of the tenderer(s) to check if any corrections or modifications are published subsequently on the Website and the same shall be taken into account while submitting the tender. The offer of the tenderer(s) is liable to be rejected if they



do not enclose all the corrections / corrigendum along with the downloaded tender documents.

XI. The “Additional Conditions for Tender Document downloaded from Website” must be signed by the Tenderer(s) and enclosed along with the Tender Document failing which the tender is liable to be rejected.The following declaration should be given by the Tenderer(s) while submitting the tender.

Declaration I/We _____________________________________________________ have downloaded the tender document from the prescribed website. I/We have not tampered/ modified the tender forms in any manner. In case the document is found to be tampered/ modified. I/We understand that my/ our tender is liable to be rejected and full earnest money deposit will be forfeited and I/ We am/ are liable to be banned from doing business with Railways and/or prosecuted. I have downloaded the latest version of General Condition of Contract and latest amendments (if any) from the Railway Board website and have understood the terms and conditions. Seal of Tenderer Signature of Tenderer



3. SPECIAL CONDITIONS OF CONTRACT

Name of the Work: Refurbishment of Make UIC 130 Bearing used in LHB Coaches.

Tender Notice No.: ___________________________

The following conditions are included over and above the General Conditions of Contract- July 2020 or the latest version, _________________________Railway, issued and amended from time to time. In case of any variation of these special conditions with GCC-2020 of Railways, these special conditions shall prevail. Also, the following special conditions are only indicative & not exhaustive. Tenderers are advised to keep themselves updated with the various instructions issued by the Railway Board that are usually uploaded in the Indian Railway’s website https://www.indianrailways.gov.in , similarly latest technical instructions are also uploaded in the Carriage Directorate section of RDSO website https://rdso.indianrailways.gov.in.

3.1.1 Eligibility Criteria: As per Clause 10 Part –I GCC July 2020

A. Technical Criteria: Not applicable

B. Financial Criteria: Not applicable.

Note:

I. The tenderer shall submit a Certificate 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 Certificate to be submitted by the bidder as (Annexure-V: Format for Affidavit to be submitted / Uploaded by Tenderer along with the tender documents Annexure-I of GCC-2020 Part-I). Non submission of Certificate 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.

II. 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.

III. 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. (Authority: Railway Board’s letter no. 2017/Trans/01/Policy, Dated 08.02.2018)

https://www.indianrailways.gov.in/

https://rdso.indianrailways.gov.in/



3.1.2 documents should be submitted by the tenderers along with the tender:

I. Certificate (Annexure-V: “Format for Affidavit to be submitted / Uploaded by Tenderer along with the tender documents” in Annexure-I of GCC-2020 Part-I)

II. List of Personnel, Organization available on hand and proposed to be engaged for the subject work. (Annexure-I : List of Annexure to be submitted by the tenderer along with the tender)

III. List of Plant & Machinery available on hand (own) and proposed to be inducted (own and hired to be given separately) for the subject work. (Annexure-II : List of Annexure to be submitted by the tenderer along with the tender)

IV. List of Works completed in the last seven financial years giving description of work, organization for whom executed, approximate value of contract at the time of award, date of award and date of scheduled completion of work. Date of actual start, actual completion and final value of contract should also be given. (Annexure-III : List of Annexure to be submitted by the tenderer along with the tender)

V. List of works on hand indicating description of work, contract value, approximate value of balance work yet to be done and date of award. (Annexure-IV : List of Annexure to be submitted by the tenderer along with the tender)

VI. The tenderer must establish that he follows all Labor laws and makes payment to his staff in accordance with relevant Acts through documentary evidence like registration for EPF, ESIC Code No. They must compulsorily submit the registration certificates in this regard.

VII. Declaration regarding association of the tenderer with serving/retired Gazette Railway Officer(s) (Annexure-V: List of Annexure to be submitted by the tenderer along with the tender)

VIII. Details of the tenderer (Annexure-VI: List of Annexure to be submitted by the tenderer along with the tender)

IX. Mandate form for EFT/NEFT (Annexure-VII: List of Annexure to be submitted by the tenderer along with the tender)

X. Acceptance/Deviation Schedule (Annexure-VIII: List of Annexure to be submitted by the tenderer along with the tender)

3.1.3 Price Variation Clause (PVC):

i. Price Variation Clause shall not be applicable in works contract tenders having value less than Rs 5 Crore. (Authority: Railway Board’s letter no. 2017/Trans/01/Policy, Dated 08.02.2018)

ii. Price Variation Clause (PVC) of General Conditions of Contract (GCC) shall not apply to such a work contract which is either an Annual Maintenance Contract (AMC) or a Zonal Contract. (Authority: Railway Board’s Letter No. 2013/CE-I/CT/O/10PVC/Pt.I dated 27.01.2015)

3.1.4 Deployment of manpower:

Identity Card: The name/list of all the personnel along with supervisor(s) to be deployed for the work should be submitted by the contractor to the authorized Railway representative before starting the actual work. The Contractor should issue Identity Cards to all his staffs engaged to carry out the work. These Identity Cards



should always be so carried by them at the place of work or during their presence on Railway Premises so that they can be identified by Railway Security/Mechanical Department Staff and Supervisors. The format of the Identity Card is placed at Annexure- A: Special Conditions of Contract.

3.1.5 Recovery of Conservancy Cess Charges (Ref: Clause 6 of GCC Part-II):

I. The contractor shall be liable for payment of conservancy charges as applicable from time to time. The present rate of conservancy charges is given below:

Average no. of Labourers or Workmen employed by the

contractor per day

Proposed Conservancy Cess charges to be recovered per

month

1 to 5 Rs.145/- 6 to 10 Rs.285/-

11 to 25 Rs.717/- 26 to 50 Rs.1044/-

51 to 100 Rs.1402/- 101 to 200 Rs.1760/-

(Authority Railway Board’s Letter No. F(X)I/95/1/1 dated 05.12.2016)

II. The necessary sanitary facilities are to be provided by the contractors for their labors in terms of clause 59(4) – Part II of the General Conditions of Contract (GCC) and where they fail to do so, the same will be provided by the Railway at their cost & recovery would be made from their bills in the following manner:

a. If the Contractors labors are employed at station and colonies where Railway Sanitary facilities do exist, recoveries would be made at the Rates as

stipulated above.

b. In respect of contractor’s labors working between stations are at isolated places where Railway sanitary facilities do not exist, recovery would not be made at the fixed rates as stipulated above. However, the Railway may provide these facilities at the cost of the contractor, after giving him due notice as stated above.

c. Supply contractors are exempted from the purview of recovery of cess charges, when their labours enter in the Railway premises only to load or unload the materials.

3.1.6 Negotiations: Railways may hold negotiations with a tenderer during the course of finalization of the tender. However, before the negotiations are held, the tenderer should sign and submit the Form of Declaration as placed at Annexure-B : Special Conditions of Contract

(Authority: Railway Board’s Letter No. 2008/CE-I/CT/1 dated 12.09.2008).

Validity of negotiated offer shall be 30 days from the date of negotiation or the validity of original offer, whichever is later.

(Authority: Railway Board’s Letter No. 2018/TransCell/S&T/NIT-periodm dated: 19.03.2019)

(Authority: Railway Board’s Letter No. 2002/CE-I/CT/37 JV Pt. VIII dated 14.12.2012)

3.1.7 Provisions in respect of the Contract Workers on Indian Railways:

Contractor should ensure compliance of all the provisions provided under “Labour”



as per GCC Works 2020:

i. The payment to the contract laborers should be made through bank/ cheque.

ii. Identity Card should be issued to all contract workers.

iii. Necessary steps should be taken to deduct Provident Fund from the payment made to the contract labor and ensure that the same is credited to their Provident Fund account.

iv. Medical facilities from ESI, if applicable.

(Authority: Railway Board’s Letter No. E(LL) 2015/PNM/AIRF/1 dated 20.10.2015)

3.1.8 Mode of payment of EMD and Tender Document Cost: Tenderers are allowed to make payments against this tender towards tender document cost and earnest money only through payment modes available on IREPS portal like net banking, debit card, credit card etc. Manual payments through Demand draft, Banker cheque, Deposit receipts, FDR etc. are not allowed.

3.1.9 The contractor should not violate ‘The Prohibition of Employment as Manual Scavengers and their Rehabilitation Act, 2013’ and accordingly should take all measures during the working as per the provisions of the Act.

3.1.10 The contractor should follow ‘The Solid Waste Management Rules, 2016’ for disposal of the Solid Waste.

3.1.11 Procedure for payment of Contractual bill: With GST in force, it will be the responsibility of service providers (i.e. contractors) to submit the invoice (bill) duly segregating the GST component from the Gross amount of work executed. The procedure as mentioned below will be followed while dealing with contractor’s payment, once GST is applicable.

a. All works contracts are to be provided with goods/ service code based on the type of contract. In case contract consists of both goods and service, then interpretation regarding nature of contract shall be done as per clause 8, Chapter III of CGST Act, 2017 (or latest revision if any). The goods/service code is notified by Ministry of Finance and can be downloaded from the website www.cbec.gov.in.

b. The ‘on account / final contract certificate’ shall be prepared by the Railway on the basis of quantity of work executed and agreemental rates, duly segregating the GST component as detailed in para (iii) below.

c. Since the agreemental rates of contracts are inclusive of all taxes as per clause 37 of GCC, the calculation of ‘Gross amount of work executed’, ‘amount of work executed excluding GST amount’ and ‘GST amount’ in the ‘on account / final contract certificate’ shall be done as under.

Let Z= Gross amount of work executed on the basis of quantum of work executed and agreemental rates

X = Amount of work executed excluding GST amount. Y = GST amount as per applicable GST rate for that goods/service code. R = Percentage rate of GST for that goods/ service code

Then,

Z = X + Y,

Y = X*R/100 (Authority: Railway Board’s Letter No. 2016/CE-I/CT/12/GST/Pt.I dated 29.06.2017)



d. Percentage rate of GST for various types of goods/services as finalized by GST council can be downloaded from the website www.cbec.gov.in.

e. Once the ‘on account / final contract certificate’ is prepared by railway and communicated to contractor, the contractor shall submit invoice (bill) on his Letter head duly segregating the ‘Amount of work executed excluding GST amount’ and ‘GST amount’ (i.e. “X” & “Y” as mentioned in Para ( c ) above along

with Invoice No. (Bill No.)and all other details required under GST Act. The sample GST compliant invoice is annexed herewith as Annexure-C: Special Conditions of Contract.

f. In case contractor is liable to be registered under GST Act, Railway shall pay to the Contractor ‘Gross amount of work executed’ (i.e. “Z” as mentioned in Para ( c )

above) duly deducting all other leviable taxes like I/Tax, labour-cess, royalty etc. as applicable. Contractor shall be liable to pay ‘GST amount’ to respective authority himself. Whereas, railway shall deposit all other taxes deducted to concerned authority as is being done presently.

g. In case contractor is not liable to be registered under GST Act, contractor shall be paid “Amount of work executed excluding GST amount” (i.e., “X” as mentioned in Para ( c ) above) duly deducting all other leviable taxes like I/Tax, labour-cess, royalty etc. as applicable. Railway shall deposit ‘GST amount’ as well as all other taxes deducted to concerned authority.

h. In case any need arises to modify the Invoice (Bill) due to any reason, contractor shall submit amended fresh invoice for processing the payment. (Authority: Railway Board’s Letter No. 2016/CE-I/CT/12/GST/Pt.I dated 29.06.2017)

3.1.12 Form of Contract Document: The contract document required to be executed by the tenderer whose tender is accepted shall be either an Agreement as per specimen form Annexure-IV or a work order as per specimen form Annexure-V of GCC-2020 Part-I as may be prescribed by the Railway.

3.1.13 Delivery Schedule:

i. The contractor can lift maximum 200 Nos. of bearings in a single lot and return the Refurbished bearings to Senior Section Engineer/ -----------------shop/---------------Workshop with history Cards/Summary Sheet & (OEM) contractor inspection Certificate/Work Test Certificate within 60 days from the date of lifting the bearing from the ---------------Workshop. Minimum lot size can be 100 Nos.

ii. If more bearings are available for refurbishment, the contractor shall be permitted to lift any number of bearings subject to submission of Material Security Deposit (in the form of Indemnity Bond) equivalent to the bearing to be lifted for refurbishment. However, the contractor has to return the bearing to Senior Section Engineer/------shop/------------- Workshop with history Cards/Summary Sheet & (OEM) contractor inspection Certificate/Work Test Certificate within 60 days from the date of lifting the bearing from the --------------Workshop.

iii. The contractor should strictly adhere to the programme framed by the Engineer or his representatives so as to complete the work within the time allotted to the contractor.

3.1.14 Completion period of Work:

Work should be completed within --------------- Months from the date of LOA.

http://www.cbec.gov.in./



3.1.15 Penalty:

It is as per Clause 5.1.23 of Scope of Work & Technical Specifications.

3.1.16 Warranty/Guarantee:-

The Warranty of refurbished bearing will be 24 months from the date of fitment or 30 months after the date of supply, whichever is earlier. The Contractor (OEM) shall inscribe the date of refurbishment on each CTRB's in a legible manner so as to prefer warranty claims in case of failure. The CTRB failed within the warranty period shall be refurbished again by the Contractor (OEM) free of cost, including to and fro charges of road transport.

3.1.17 Indemnity Bond:-

The Contractor shall indemnify and save harmless the Railway from and against all actions, suit, proceedings, losses, costs, damages, charges, claims and demands of every nature and description brought or recovered against the Railways by reason of any act or omission of the Contractor, his agents or employees, in the execution of the works or in his guarding of the same. All sums payable by way of compensation under any of these conditions shall be considered as reasonable compensation to be applied to the actual loss or damage sustained, and whether or not any damage shall have been sustained. It will be as per Clause 5.1 of Scope of Work & Technical Specifications. (Ref: Annexure H)

3.1.18 GCC-2020 Part-I, Clause 3:

The Tenderer(s) are required to quote items rate and must tender for all the items shown in the Schedule of approximate quantities attached. (Ref: Tender Form (Second Sheet) in Annexure-I)

3.1.19 GCC Part-I, Clause 12:

Bidders will be able to submit their original/revised bids up to closing date and time only on www.ireps.gov.in. Manual offers are not allowed against tender, and any such manual offer received shall be ignored. Tender will be closed at ---------- hours on --------------------Tender will be opened online on the IREPS portal anytime after the tender closing date and time. Railways reserve the right to open the tender any time after the time of closing of the tender.

(Ref: Tender Form (Second Sheet) in Annexure-I)

3.1.20 Performance Guarantee

It should be in favour of ---------------------------------------------------------------------------- (Ref: Clause 16 of GCC Part-II)

3.1.21 Mode of Payment:

The payment to the contractor will be made through EFT/NEFT.

3.1.22 Clause 2 of GCC Part-I:

Application for Registration will not be applicable for the subject tender.

3.1.23 Scope of Work:

It is mentioned in Para 5.1

3.1.24 Schedule of estimated quantities and estimated rates:

The tenderer should refer to “Tender Form (Third Sheet) of GCC July 2020, Part I” for details. (Ref: Para 5.3)

3.1.25 Payment:

As per of Scope of Work & Technical Specifications (Ref: Para 5)

3.1.26 Measurement of work by Contractor in Works Contract




(Ref: The Clause 45(ii) of Part-II of GCC)

The scope of Contractors Measurement has been extended for all works costing more than Rs. 5 Crore in Divisions, Construction and RE organization, subject to following condition:

a. Approval of DRM/PHOD/CHOD, without finance concurrence.

b. The proposal to have works measurements by Contractors for any project/contract shall be governed in accordance with the instructions contained in Railway Board’s letter no. 2016/CE-I/CT/14/Measurement/1 dated 21.09.2017 and 2016/CE- I/CT/14/Measurement/3 dated 21.09.2017 (latest amendment). Such instructions are applicable for all the works approved for Contractors Measurement by DRM/PHOD/CHOD.

c. The word Deputy CE or its equivalent mentioned in the instructions above shall mean equivalent Branch Officer of the division/RE organization. XEN/AXEN shall mean their equivalent counterparts in Division/Organization.

3.1.27 System of Verification of Tenderer’s credentials:

i. For the works tenders, it has been decided to adopt the Certificate -based system of credential verification. The tenderer shall submit along with the tender document, documents in support of his/their claim to fulfill the eligibility criteria as mentioned in the tender document. Each page of the copy of documents/certificates in support of credentials, submitted by the tenderer, shall be self-attested/digitally signed by the tenderer or authorized representative of the tendering firm. Self-attestation shall include signature, stamp and date (on each page). Only those documents which are declared explicitly by the tenderer as “documents supporting the claim of qualifying the laid down eligibility criteria”, will be considered for evaluating his/their tender.

ii. The tenderer shall submit a Certificate 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 Certificate to be submitted by the bidder (Ref: ANNEXURE-V - FORMAT FOR CERTIFICATE TO BE SUBMITTED / UPLOADED BY TENDERER ALONG WITH THE TENDER DOCUMENTS / GCC 2020 Part – I). Non submission of an Certificate 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.

iii. 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.

iv. 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.



3.1.28 Handling Vitiation during Variation in Contract Quantities:

i. As a result of variations, a contract shall be considered “vitiated” only when, the following percentage variation in contract value between tenderers are noticed to have been exceeded.

S.No Value of Contract

Percentage difference between present Contractor and new L-1 as a result of

variation. (percentage shall be calculated with base as the revised

contract quantities multiplied by the rates of the present contractor)

1 Small value Contracts (Tender

Value less than Rs 50 lakh) 10

2 Other than small value

Contracts (Tender Value equal to or more than Rs 50 lakh)

5

ii. When the percentage difference between present Contractor and new L-1 is noticed as becoming beyond the values specified above, the following action shall be taken. The railway administration should immediately examine whether it is practicable to bring in a new agency to carry out the extra quantity of work keeping in view the progress of the work in accordance with the original contract and the nature and lay-out of the work. If it is found that there will be no serious practical difficulty in meeting the additional quantity of work done by another agency, then fresh tenders for the extra quantity may be invited otherwise negotiating the rate with the existing contractor for arriving at a reasonable rate for the additional quantities of work, may be adopted.

iii. The above shall be regulated as under:

a) The case shall be decided by the tender accepting authority (competent for

the revised quantity) and shall not be treated as a case of single tender. The provision of Railway Board letter no. 2007/CE.I/CT/18/Pt. XII dated 31.12.2010 hereby gets superseded.

b) These instructions will be similarly applicable to earning contracts with H-1, H-2 substituted for L-1, L-2 and soon.

c) Executives while executing the work shall make all efforts to ensure that no vitiation takes place in normal circumstances. Vitiation should be an exception rather than a routine affair. Efforts should be made to invite bids on the basis of percentage above/below/at par.

d) Vitiation should always be computed with respect to the items, rates, quantities and conditions as available at the time of Tender Opening and subsequent changes/additions by way of new items will not be counted for computing Vitiation. (Authority: Railway Board’s letter no. 2017/Trans/01/Policy, Dated 08.02.2018)



3.1.29 Letter of Credit as mode of payment in Work Tenders or Service Tenders:

It has been decided by Board that henceforth, all works tenders or service tenders invited by railways through e-tendering on IREPS, having advertised value of Rs 10 lakh and above, shall include in tender conditions, an option for the contractor to take payment from Railways through a letter of credit (LC) arrangement.

i. For all the tenders having advertised cost of Rs 10 lakh or above, the contractor shall have the option to take payment from Railways through a letter of credit (LC) arrangement.

ii. This option of taking payment through LC arrangement has to be exercised in IREPS (Indian Railway Electronic Procurement System -the e-application on which tenders are called by Railways) by the tenderer at the time of bidding itself, and the tenderer shall affirm having read over and agreed to the terms and conditions of the LC option.

iii. The option so exercised, shall be an integral part of the bidder's offer.

iv. The above option of taking payment through LC arrangement, once exercised by tenderer at the time of bidding, shall be final and no change shall be permitted, thereafter, during execution of contract.

v. In case tenderer opts for payment through LC, following shall be the procedure to deal release of payment through LC:

(a) The LC shall be a sight LC

(b) The contractor shall select his Advising/ Negotiating bank for LC The incidental cost towards issue of LC and its operation thereof shall be borne by the Contractor.

(c) SBI, New Delhi, Main Branch will be the nodal branch for issue of LCs based on online requests received from Railway Accounts Units for tenders opened in financial year________________. SBI branches where the respective Railway Accounts Office has its Account (local SBI branch) will be the issuance/reimbursing branch for LC issued under this arrangement. The Bank shall remain same for this tender till completion of contract. The incidental cost @0.15% per annum of LC value, towards issue of LC and operation thereof shall be borne by the contractor and shall be recovered from his bills.

(d) The LC shall be opened initially for duration of 180 to 365 days in consultation with contractor. The LC shall be extended time to time as per the progress of the contract, on the request of the contractor. The value of LC to be opened initially as well as extended thereafter shall be finalized by the engineer in consultation with the contractor on the basis of expected progress of work.

(e) The LC terms and conditions shall inter-alia indemnify and save harmless the Railway from and against all losses, claims and demands of every nature and description brought or recovered against the Railways by reason of any act or omission of the contractor, his, agents or employees, in relation to the Letter of Credit (LC). All sums payable/borne by Railways on this account shall be considered as reasonable compensation and paid by contractor.



(f) The LC terms and conditions shall inter-alia provide that Railways will issue a Document of Authorization (format enclosed as Annexure G: Special Condition of Contract) after passing the bill for completed work, to enable contractor to claim the authorized amount from their bank.

(g) The acceptable, agreed upon document for payments to be released under the LC shall be the Document of Authorization.

(h) The Document of Authorization shall be issued by Railway Accounts Office against each bill passed by Railways.

(i) On issuance of Document of Authorization, a copy of Document of Authorization shall be posted on IREPS for download by the contractor. A digitally signed copy of document of Authorization shall also be sent by Railway Accounts Office to Railway's bank (Local SBI Branch).

(j) The contractor shall take print out of the Document of Authorization available on IREPS and present his claim to his bank (advising Bank) for necessary payments as per LC terms and conditions. The claim shall comprise of copy of Document of Authorization, bill of exchange and Bill.

(k) The payment against LC shall be subject to verification from Railway's Bank (Local SBI Branch).

(l) The contractor's bank (advising bank) shall submit the documents to the Railway's Bank (Local SBI Branch).

(m) The railway's bank (issuing bank) shall, after verifying the claim so received w.r.t. the digitally signed Document of Authorization received from Railway Accounts Office, release the payment to contractor's bank (advising bank) for crediting the same to contractor's account.

(n) Any number of bills can be dealt within one L.C, provided the sum total of payments to contractor is within the amount for which LC has been opened.

(o) The LC shall be closed after the release of final payment including PVC amount, if any, to the contractor.

(p) The release of performance guarantee or security deposit shall be dealt directly by railway with the contractor i.e., not through LC.

For opening of LC, executive department shall make a request letter to concerned Accounts Department on a format, placed as Annexure – F: Special Condition of Contract.

(Authority: Railway Board L.No 2018/CE-I/CT/9 dtd 04.06.2018)



(Signature of contractor on the photograph with his seal)

1. Sr. No. of the Employee

2. Name of the Establishment 3. Name of the Employee 4. Address 5. Age 6. Sex 7. Date of Entry inService 8. Designation/Nature of work 9. Department 10. Validity of date of Identity Card 11. EPF No.

12. ESIC No.

Signature & stamp of the Contractor Signature of the Employee

Countersign & stamp of authorized Railway representative

Photo

ANNEXURE- A

Format of Identity Card



ANNEXURE- B

Form of Declaration to be given by the tenderer before tender negotiations

Tender No.:

I ____________________do declare that in the event of failure of the contemplated negotiations relating to the Tender No. _________________opened on ________________________my original tender shall remain open for acceptance on its original terms and conditions. I also declare that I am aware that during this negotiation, I cannot increase the originally quoted rates against any of the individual items and that in the event of my doing so, the same would not be considered at all i.e. reduction in rates during negotiation alone would be considered and for some items if I increase the rates, the same would not be considered and in lieu my originally quoted rates alone would be considered and my offer would be evaluated accordingly.

Validity of negotiated offer shall be 30 days from the date of negotiation or the validity of original offer, whichever is later.

(Authority: Railway Board’s Letter No. 2018/Trans Cell/S&T/NIT-period dated 19.03.2019)

Seal of the Contractor Signature of the Contractor withdate



ANNEXURE- C

The sample GST Compliant invoice

1. Supplier Name

2. Supplier GSTIN

3. Invoice No.

4. Invoice Issue Date

5. Total Value

6. Taxable Value

7. Goods A/c HSN, Service Accounting Code

8. Goods and Services Description

9. Unit Qty. Code

10. Quantity

11. Rate

12. Whether eligible for ITC –Partial/Full/NIL

13. IGST Rate

14. IGST Charged Amt.

15. CGST Rate

16. CGST Charged Amt.

17. SGST/UGST Rate

18. SGST Charged Amt.

19. Cess Rate

20. Cess Charged Amount.

21. Name/ Recipient of Service/ Goods

22. Place of Supply

23. Recipient GSTIN

24. Tax Payable on Reverse Charge Basis (Y/N)

25. TDS



ANNEXURE-D

Format of Bank Guarantee Bond for Performance Guarantee

To: _______________________

__________________________Railway

For and on behalf of the President of India

1. In consideration of the President of India (thereinafter called “the Government”) having agreed to exempt M/s _______________________ (hereinafter called “the said Contractor(s)” from the demand, under the terms and condit ions of an Agreement dated ______________ made between ________________ and ____________________ for _________________________ (here in after called “the said Agreement”) the Performance Guarantee for the due fulfillment by the said Contractor(s) of the terms and conditions contained in the said Agreement, on production of a Bank Guarantee for Rs._______________(Rupees. _____________________________only). We___________________ (indicate the name of Bank hereinafter referred to as “The Bank”) at the request of_____________________ contractor(s) do hereby undertake to pay to the Government an amount not exceeding Rs. ____________________against any loss or damage caused to or suffered or would be caused to or suffered by the Government by reason of any breach by the said contractor(s) of any of the terms and conditions contained in the said Agreement.

2. We _________________________ (indicate the name of the Bank) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur merely on a demand from the Government stating their amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the Government by reason of breach by the said contractor(s) of any of the terms and conditions contained in the said Agreement or by reason of the contractor’s failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. ______________________________.

3. We undertake to pay to the Government any money so demanded not outstanding any dispute or disputes raised by the contractor(s) in any suit for proceedings pending before any court of tribunal relating to our liability under this present being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the contractor(s)/ Supplier(s) shall have no claim against us for making such payment.

4. We ___________________ (indicate the name of the Bank) further agree that the Guarantee herein, contained shall remain in force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of the said Agreement have been fully paid and its claims satisfied or discharged or till Railways certifies that the terms and conditions of the said Agreement have been fully and



properly carried out by the said contractor(s) and accordingly discharge this guarantee. Unless a demand or claim under this guarantee is made on us in writing on or before the _____________________ we shall be discharged from all liability under this guarantee thereafter.

5. We, __________________Bank Ltd. further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations here-in-under to vary any of the terms and conditions of the said agreement or to extend time of performance by the said contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the Government against the said contractor(s) and to forebear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation or extension being granted to the said contractor(s) or for any forbearance, act or omission on the part of the Government or

any indulgence by the Government to the said contractor(s) or by any such matter or thing whatsoever which under the law relating to the Sureties would, but for this provision have effect of so relieving us.

6. This Guarantee will not be discharged due to the change in the Constitution of the Bank or the contractor(s).

7. We, ________________________ (indicate the name of the Bank) undertake not to revoke this Guarantee during its currency except with the previous consent of Government in writing. Date this _______________ day of ________________20 ______.

For________________________

(Indicate the name of the Bank.)



ANNEXURE- E

Format for No Claim Certificate

1. I/We Was/Were awarded the work namely __________________________.

2. The work has been completed and jointly measured and full payment has been made to me/us in terms of the measurement so recorded and in accordance with provisions of work order/agreement.

3. I/We have no other claim against the Railways.

4. I/We have made payments to the labourers & sub-contractors strictly as per labor laws and other rules/laws of land in force. The Railways shall not be responsible for any dispute arisen between me/us with labourers & sub-contractors later on.

5. I/We hereby undertake and reiterate that I/We have given this No Claim Certificate with free consent and without any coercion as such the Railways stands relieved from all contractual obligations for above noted work order/agreement.

Thanking you,

Yours Faithfully,

(Signature) Name of the Contractor with date



ANNEXURE- F

Request letter from Executive branch to Accounts Office for opening of LC

Office of ________________________________________ Railway No: ___________________________ Dated: ________________ The PFA/ Sr.DFM/ Dy. FA HQ/Division/ Workshop Sub: Opening of LC Ref: Supply Order/ Contract Agreement No. It is requested to open a sight LC against the above referred Order/ Agreement in favor of ____________. The details of beneficiary are as under:

i. Name of Contractor/Supplier ii. Vendor Code

iii. Address iv. Tender No. v. Contract Agreement No.

vi. Description of Goods/ Service vii. Value of Contract

viii. Stages of payment ix. Expected payment within 6 months (LC Amount) x. Beneficiary bank details:

a. Bank name b. Address c. Account No. d. IFSC code

It is certified that the supplier/ contractor has exercised the option of taking payment due against the tender, through LC arrangement in lREPS portal at the time of bidding itself and the option has been flagged in the IREPS. This has the approval of _____________________. xi. Validity / Period for which LC is to be opened.

(Signature)

Name: ___________________ Designation: ______________

(Official Seal)



ANNEXURE- G

LCDA No: (18 DIGIT IPAS GENERATED No.)_________________________________ Dated: _________________________________

DOCUMENT OF AUTHORIZATION

Reference: (i) Works Contract/Supply Contract No_____________ Dated____________

(ii) Inland Letter of Credit No.____________________ Dated___________

This document is issued against contract No __________________________________(FROM IREPS ---- dated----- ) for supply/ work : ___________________________(DESCRIPTION OF GOODS/ WORK FROM IREPS) The beneficiary of the afore mentioned Letter of Credit M/s _________________________(NAME) ______________________(Vendor Code as per IRPES ) is entitled to receive payment. aggregating INR ______________ (FROM ABSTRACT OF BILL PASSED) out of a total LC amount of INR _______ (FROM MASTER TABLE OF LC OPENED) against the first/second commercial Invoice No. (FROM IPAS) ____________ dated ________________ FROM IPAS ___________for INR (FROM IPAS) _______________ raised against the above contract from State Bank of India ___________________(branch-FROM LC MASTER TABLE) on the strength of this Certificate.

The details or payments already made to the beneficiary under this Letter or Credit arc as follows:

S.No Invoice No. Invoice date

Invoice Amount (INR)

LCDA No. LCDA date Amount Paid (INR)

Total Paid

THIS PAYMENT: _________________ LC balance after this payment: __________________

Signature of Authorized Railway Authority Name ____________________________ Designation _______________________

Official Seal



ANNEXURE- H

Indemnity Bond

Deed of Indemnity executed by M/s……………………………. Address ………………………… herein after called the CONTRACTOR in favour of Chief workshop manager, --------------------workshop,------------------- Railway acting through THE PRESIDENT, Union of India, herein after called the-----------------Workshop Administration. 1. Whereas the Contractor has taken up a contract and entered into an Agreement No

Dated for Refurbishment of --------------make UIC-130 Type Cartridge Tapered Roller Bearing of LHB Coaches.

2. Whereas the contractor has agreed to furnish the Indemnity Bond for Rs……………/ (Rs……………………………………………………………………………) representing the value of the cost of ------------------make bearing and Workshop administration has agreed for the same. The Contractor hereby under takes to indemnify and keep indemnified the Railway Administration, the amount of Rs…………………………….…………………../ (Rs…………………………………………………………………………..) in the event of their failure to maintain the equipments as per the terms and conditions of the contract dated referred to herein.

3. The contractor hereby under takes to pay the Railway Administration an amount due and payable under this Indemnity without any demur, merely on a demand from the Government stating that the amount claimed is due to loss suffered by the -------------------Workshop Administration by reason of any breach, delay of failure by the said contractor.

4. The Contractor further agrees that the Indemnity herein contained shall remain in full force and effect during the period prescribed under the contract dated and that it shall continue to be enforceable till all the claims of the Railway administration against the contract are satisfied or discharged or till the ---------------------Workshop administration on certified that the contractor has fully and properly performed their obligation under the contract and accordingly discharges the Indemnity.

Signed at ----------------Workshop this day of Witness Name & Address Signature 1. 2. Signature of Tenderer



4. LIST OF ANNEXURE TO BE SUBMITTED BY THE TENDERER ALONG WITH THE TENDER

The following annexure should be submitted by the tenderer duly filled in with the required details. Supporting documents should also be submitted wherever mentioned.

Sr. No. Contents

1 Certificate

2 Annexure-I: List of Personnel/Organization available on hand & proposed to be engaged for the subject work

3 Annexure-II: List of Machines/Equipment 4 Annexure-III: List of works completed in last three financial years 5 Annexure-IV: List of works on hand

6 Annexure-V: Declaration regarding association of the tenderer with serving/retired Gazetted Railway Officer(s)

7 Annexure-VI: Details of the tenderer

8 Annexure-VII: Mandate Form For EFT/NEFT

9 Annexure-VIII: Acceptance / Deviation Schedule



ANNEXURE- I

List of Personnel/Organization available on Hand

Sr. No. Name Designation Qualification Remarks 1 2 3 4 5

List of Personnel/Organization proposed to be engaged for the subject work

Sr. No. Name Designation Qualification Remarks 1 2 3 4 5

Tenderer’s Seal Signature of the tenderer



ANNEXURE- II

List of Plant & Machinery

List of Plant & Machinery available on hand (owned)

SN Particulars of the Equipment

No. of Units Kind &Make Capacity Age & Condition

List of Plant & Machinery proposed to be inducted for the subject work



List of Plant & Machinery proposed to be hired for the subject work






ANNEXURE- III

List of Works Completed in last 7 Financial Years

(i.e. current year and last Seven financial years)

Sr.No.

Name of Work

Name of Organization

for whom executed

Contract Agreement

No. and Date of Award

Approximate Value of contract

Date of Start Date of Completion

Agreement

Value

Final Value

Scheduled

Actual Scheduled

Actual

1 2 3 4 5 6 7 8 9 10

Note: i. Supporting documents/certificates from the organizations with whom worked should be

enclosed.

ii. Certificates for works executed for private individuals shall not be considered.

Regarding certificates from Private organization, please refer - Note for Para 10.1 of

GCC-2020.




Annexure- IV

List of Works on Hand

SN Name of Work

Name of Organization

for which being executed

Contract Agreement No.

and Date of Award

Contract Value

Approx. Value of Work Done

Approx. Value of Balance

Work

1 2 3 4 5 6 7

Note: i. Supporting documents/certificates from the organizations with whom worked/are

working should been closed.

ii. Certificates for works executed for private individuals shall not be considered. Regarding

certificates from Private organization please refer - Note for Para 10.1 of GCC-2020.




ANNEXURE- V

Declaration regarding association of the tenderer with serving/retired Gazetted Railway Officer(s)

Sr.No

Name of the

Railway Officer

Relationship with the tenderer

If serving, designation & place of working

If retired

Date of Retirement

Designation & place of working at

time of retirement

Whether period of

retirement is more than 1

year from the date of

submission of tender

Particulars of

permission taken for

associating with the tenderer

1 2 3 4 5 6 7 8

Note: If no Railway Officer is associated with the tenderer, then write NIL. (Please do not keep this page as blank.) Tenders without the information above referred to or a statement to the effect that no such retired Engineer or retired gazetted officer is so associated with the tenderer, as the case may be, shall be rejected. Tenderer’s Seal Signature of the tenderer



ANNEXURE- VI

Details of the Tenderer

Sr. No Description Details

1 Name of the tenderer

2 Address

Mobile Number Telephone Number Fax No.

e-mail ID*

3 Status of the tenderer: individual/ proprietorship firm/ partnership firm/ private limited/public limited/ Society/ Autonomous body (Attach documentary evidence.)

4 PAN No.(Attach documentary evidence.)

5 GSTIN No. (If applicable) (Attach documentary evidence.)

6 EPF Registration No. (Attach documentary evidence.)

7 ESIC Registration No. (Attach documentary evidence.)

8 Other Registration details under other applicable Laws (Attach documentary evidence.)

9 Name of the person signing the tender

10 Authority for signing the tender (Refer to Clause No. 6(b) {Care in Submission of Tenders}: of Part- I of General Conditions of Contract 2020)

*The date of sending of any letter by Railway to the contractor on the email address will be

deemed to be the date of receipt of the same by the contractor. Therefore, contractor

should regularly check his incoming emails. If there happens to be any change in the email ID

and other contact details, the same should be communicated by the contractor to Railways

immediately. Please do not keep any table blank write Not Applicable, as per the case

The above information should be necessarily submitted by the tenderer.

Tenderer’s Seal Signature of the Tenderer



ANNEXURE- VII

Mandate Form for EFT/NEFT

1. PARTICULARS OF THEPARTY:

i. NAME:

ii. ADDRESS:

iii. PHONE NO: MOBILE FAX NO.

iv. INCOME TAX PAN NO. EMAIL ID.

2. PARTICULARS OF BANKACCOUNT

i. CITY:________________________________________________________________

ii. BANK NAME:

iii. BRANCH:

iv. BANK ADDRESS:

v. BANK TEL NO. FAXNO.

vi. BANK MICR CODE (9DIGIT):

vii. BANK IFS code:

viii. BANK ACCOUNT NO:

(Please enclose a cancelled blank cheque)

ix. ACCOUNT TYPE: (SAVINGS/CURRENT/CASH CRED IT):

3. Certified that the particulars furnished with reference to Bank Account are correct and

the bank guarantees to honor all EFT/NEFT advices/reports as per RBI Regulations.

Bank’s Seal Signature of the authorized official of the bank 4. DECLARATION BY THEPARTY:

I hereby declare that the particulars given in this mandate form are correct and complete. If

the transaction is delayed or not effected at all for reasons of incomplete or incorrect

information, the User institution i.e., FA & CAO/____________ Railway, ____________ /

WAO ________ Workshop /___________ Railway will not be held responsible.

Date

Signature of the Party with Stamp



ANNEXURE- VIII

Acceptance / Deviation Schedule

Clause # Accepted (yes/No) If No, list Deviation(s) Special Conditions of contract:

Specifications of work:

Note: If no deviation, then write NIL. (Please do not keep this page as blank.) Tenderer’s Seal Signature of the tenderer



5. SCOPE OF WORK & TECHNICAL SPECIFICATION

The Tenderer shall note that the work shall be governed by Indian Railways Standard General Conditions of Contract, Special Conditions / Specifications annexed to the tender and Standard Specifications for Works and Materials of Railway as amended/corrected up to latest correction slip, before or after finalization of the contract, whatsoever. The Railway Administration is entitled to recover penalty or terminate the contract if the contractor is in default or fails to comply with such directions. In case of any conflict between the Special Conditions of Contract on one hand and Indian Railways Standard General Conditions of Contract on the other hand, these special conditions shall prevail. Name of the Work: - Refurbishment/overhauling of ----------------------------- make Cartridge Taper Roller Bearings UIC-130 Quantity: - ---------------------------

5.1 SCOPE OF WORK: -

5.1.1 The contract is to carry out Refurbishment of ----------------- make UIC-130mm Type as per procedure mentioned in ------------------ Manual of OEM (QAP) & RDSO instructions.

5.1.2 Work should be started within 30 days from date of receipt of LOA (Letter of Award)

5.1.3 The contractor shall be intimated by letter/email/fax and telephonic message regarding lot size (no. of bearings for Refurbishment) and the time schedule of conduct of the work.

5.1.4 Contractor should collect the serviceable bearing within 21 days from the date of receipt of intimation from Railway authority.

5.1.5 An Indemnity Bond of Rs ---------------- duly notarized on stamp paper of Rs 500, should be submitted to this Office before collection of bearing lot from Wheel Shop.

5.1.6 The contractor shall collect and acknowledge the receipt of bearings for Refurbishment from Senior Section Engineer/---------------- Shop/------------ Workshop.

5.1.7 Transportation: The contractor has to arrange to & fro transportation for bearings to be refurbished from Railway Workshop to Contractor’s Premises at their own cost.

5.1.8 Loading/Unloading of repairable bearings at railway premises will be done by railway staff.

5.1.9 The contractor have to inform to SSE/-------------/ -------------- Workshop in advance the probable date of dismantling the bearing for inspection so that a representative from Railways can be arranged.

5.1.10 After opening of the bearing, the same will be examined jointly by the contractor representative in the presence of authorized representative of -------------- Workshop to assess the actual involvement of the work and quantum of replacement of components needed for refurbishment of bearing.

5.1.11 The Contractor will undertake the following procedures and steps for Refurbishment of CTRB

(A). SKF make UIC 130 CTBU a. The Contractor will undertake the following procedure and steps for

refurbishment of Timken make UIC-130 CTRB: i. Dismount the Z labyrinth seals on TBU. ii. Disassembly of the bearing. iii. Cleaning of the bearing components. iv. Visual Inspection of the bearing components.



v. Check of the cone with polymer cage. vi. Check of the outer ring. vii. Check of the spacer. viii. Check of the labyrinth ring and distance ring. ix. Check of the outer & inner seal. x. Check of the axial internal clearance before mounting. xi. Assembly of the TBU & greasing. xii. Mounting new LL seals on TBU xiii. Storage of TBU.

b. SKF should replace following must change items during refurbishment:

S. No Description of material Qty. per bearing

1 Stamping seal ( fitted on backing ring and small distance ring)

2 Nos.

2 Grease seal 2 Nos.

3 Backing ring 1 No.

4 Small Distance Ring 1 No.

5 Polymer spacer 1 No.

6 Grease 0.350 Kg + 0.030kg

c. Details of replacement of Condition based material

S. No Description of material Qty. per bearing

1 Cage 2 Nos.(either 1 or 2 will be replaced as per bearing condition

(B). In Case of TIMKEN make bearing refurbishment of bearing will be done as per QAP/

RDSO Standard. Must change items should be replaced with new one during refurbishment. If any component is deficient, the details shall be recorded at the time of offering the assembly to the representative of the contractor. Each cartridge tapered roller bearing will consist of the following components:

S. No.

Component Quantity per Cartridge Tapered Roller bearing

1 Cone assembly consisting cone, cage and rollers.

02 Set.

2 Double Cup 01 no.

3 Cone Spacer 01 no.

4 Grease 280 Grams

5 HDL Seal 02 nos.

6 Backing spacer 01 no.

7 Sealing Ring 01 no.

8 Backing ring 01 no.

a. The Contractor will undertake the following procedure and steps for

refurbishment of Timken make UIC-130 CTRB:



i. Dismount the Seals from CTRB. ii. Dismantling of CTRB.

iii. Cleaning of Bearing components. iv. Visual inspection of the bearing components. v. Check of the cone with polymer cage

vi. Check of the Double cup. vii. Check of the Backing Spacer, Backing Ring, Seal Sleeve.

viii. Check of the Spacer. ix. Check of the Bearing Clearance before bearing assembly. x. Assembly of the CTRB with new HDL Seal & Grease.

xi. Packing

b. In course of refurbishing the following components will be renewed:

SI. No. Item Qty. Per Bearing

1 Grease Seals 2 nos.

2 Grease 0.280 kg

c. Refurbishment of CTRB comprises following major and minor repairs: Major Repair: ·

• Dismantle the seal and components(scrap the seals) • Cleaning • Detailed microscopic visual inspection and dimensional check • Segregate the repairable and rejected components • Grinding of raceway • Phosphating

Minor Repair: · • Dismantle the seal and components(scrap the seals) • Cleaning • Detailed microscopic visual inspection and dimensional check. • Segregate the repairable and rejected components • Relieve spalls • Polishing and Buffing • Phosphating

5.1.12 After refurbishment of the Cartridge Taper Roller bearing, It will be inspected by the authorized railway representative.

5.1.13 Entries have to be made in the history card/Summary Sheet regarding the satisfactory compliance item wise regarding the actual involvement of work and quantum of replacement of components in the refurbished bearing.

5.1.14 The contractor shall maintain the history card/Summary Sheet for each CTRB bearing. This history card/Summary Sheet should indicate the nature of defects of the parts and the details of the refurbishment/ replacement of components done. The history card/Summary Sheet has to be jointly certified by the contractor representative and representative of Railway.

5.1.15 The contractor shall mark on each bearing outer cup marked month, and year of refurbishment. Marking should be permanent and legible. The marking on CTRB will be ensured as per RDSO instruction/OEM instruction.

5.1.16 The contractor shall return the refurbished CTRB to ------------------------Workshop in a



lot along with History card/Summary Sheet duly countersigned by the authorized representative from Railway Unit and the Contractor representative with challan and OEM’s Work Test Certificate. Senior Section Engineer/--------------shop/---------------------Workshop should acknowledge the receipt of Refurbished bearings.

5.1.17 The contractor shall return all the rejected (scrap) components of CTRB which have been replaced with new one to Senior Section Engineer/--------------------Shop / -------------Workshop with the endorsement on the history card/Summary Sheet. No charges will be borne by the Railways due to handling/packing/freight charges of rejected components by the contractor.

5.1.18 Cycle time (collection to delivery of bearing): Contractor shall lift bearing as per prescribed lot size mentioned in the Clause 3.1.13 and return the Refurbished bearings to Senior Section Engineer/ -----------------shop/---------------Workshop with history Cards/Summary Sheet & (OEM) contractor Work Test Certificate within 60 days from the date of lifting the bearing.

5.1.19 The CTRB’s shall be suitably packed to protect them against ingress of dust, dirt and moisture. The contractor should ensure that their packing methods are adequate for handling Road/Rail transport.

5.1.20 Rejected Bearing: In case of CTRB is not taken up for refurbishment due to its components found beyond repair, hence forth called discarded / rejected bearing for the purpose of this contract. The contractor has to return the rejected bearing duly packed along with history card indicating the nature of repair due to which these CTRB have been declared unserviceable. The charges towards labour and transportation will be payable to the contractor for the rejected bearing.

5.1.21 As regards Octroi exemption permits and gate passes will be issued by the Railways for transporting of bearings.

5.1.22 The transit risk for assemblies shall be entirely on contractor’s account. The contractor shall take adequate precautions against damage from break down or accidents during the transit. Railway administration shall not be liable to pay any compensation whatsoever for the staff of contractor involved in any accident during the execution of the work including transit etc. In case of some detention during execution of work due to unforeseen circumstance for some reason, no detention charges shall be payable to the contractor.

5.1.23 Penalty:

The Railway administration at its discretion and without prejudice to any other rights and remedies to which the contractor may be entitled under this agreement.- a. If firm will not return Refurbished bearing within 60 days, Penalty of Rs.1500/-

per day per lot will be imposed. b. If firm after receiving the information from Railway representative will not collect

the bearing within 21 days, a penalty of Rs.1000/- per day per lot will be imposed.

5.1.24 Measurement and Payment for Works:

1. After successfully refurbishment of allotted CTRB, contractor shall raise GST bill/ tax invoice. The bills should be submitted along with Summary Sheet & OEM Work test Certificate to SSE/------------Shop, who will certify the work mentioned in the bill and after that the bills as well as MB should be counter signed by nominated Railway Officer. Then it should be forwarded to account department along with details if required.

2. Bill must be submitted only to CWM--------------------Workshop or officers (Dy.



CME, WM, AWM, APE) nominated by CWM----------------Workshop.

3. Payments for works shall be done through electronic payment facility only.

4. No advance payment in any form shall be made by the Railways to the contractor.

5. Payment will be done as per actual execution of work recorded in Register/Log Book/ Measurement Book whichever is applicable by concerned SSE.

6. Payment would be done based on enclosed Summary Sheet (OEM) Contractor’s work test certificate & Guarantee/ warranty certificate against that lot.

7. Payment will be made by Workshop Accounts Officer--------------------Workshop.

8. Payment will be released within 30 days after submission of the bill but contractor can’t claim for any delay in payment.

9. For payment, contractor should submit following documents:

(i) GST Bill/Tax invoice along with certificate. (ii) Joint Inspection Report (iii) Satisfactory work completion report (iv) Penalty certificate (as per format) (v) NEFT Mandate.

Note: SAC/HSN should be clearly mentioned in the bill along with rate amount and type of GST clearly mentioned. Billed cost including GST and any other taxes and charge will not be more than accepted cost for the billed quantity. All the documents should be in 04(four) copies along with forwarding letter. Ref: ( Annexure – H)

5.1.25 Railway reserve the right to make any of the following deductions:

1. Any statutory deduction as per the orders of the Govt. of India or the State Government.

2. Penalties as per the terms of the contract.

3. Financial liability on the Railway due to defective work done by the contractor while executing this contract.

4. The railway Administration shall have the right to with hold payment dues to the Contractor or terminate the contract in accordance to GCC or latest correction slip if in opinion of the Railway Administration there has been breach in the terms of the Contract.



5.2 TECHNICAL SPECIFICATIONS:-

The contractor shall conduct the work comprising of a collection of Cartridge Tapered Roller Bearings ------------------ make, refurbish/overhaul as per the procedure contained in ---------------- maintenance manual ( OEM manual) for UIC-130 bearing for LHB coaches and hand-over the refurbished/overhauled cartridge tapered roller bearings to ------------------------ Workshop along-with necessary documentation.

5.2.1 INSPECTION

a. Inspection of dismantled bearings at Firm’s premises:

The contractor shall disassemble the Cartridge Tapered Roller Bearings and conduct washing and buffing to enable inspection. Dismantled components of the Cartridge Tapered Roller Bearings shall have to be got examined by an authorized representative of Railways to assess how many bearing can be refurbished based on the rejection of double cup. If a double cup found beyond repair and required replacement with a new one, the bearing will be treated as rejected/discarded bearing. “Refurbished bearings / Rejected bearings Sheet” in the given format will be prepared and signed by an authorized representative of Railways and contractor.

Format 1 “Refurbished (Overhauled) bearing / Rejected bearing Sheet” (To be filled at contractor premises after dismantling of the bearings)

Work Contract No:

Work Contract Qty:

Lot No

Lot Qty :

Date of Inspection

Place of inspection

S.No Type of bearings Qty in Nos (Write quantity in numbers and in words)

1 Refurbished Bearings

2 Rejected Bearings

Railway Representative

Contractor Representative

b. Inspection of refurbished/overhauled bearings at Firm’s premises: Inspection of 5% refurbished bearings (Minimum sample size 08 nos.) shall be carried out by an authorized representative of Railways. An “Inspection of Refurbished/overhauled Bearing Sheet” in the given format will be prepared and signed by an authorized representative of Railway and contractor.



c. Inspection of refurbished/overhauled bearings at Railway Workshop Sr. Section Engineer or Jr. Engineer / -------------------- Shop, -------------------- Workshop; Railway will check 5% refurbished/overhauled bearings (Minimum sample size 08 nos.) received from Contractor in each lot for visual inspection for any deficiency/ damage during transportation and mount these bearings on wheel set and check lateral play, free rotation and any unusual sound. A “Mounted Bearing Inspection Sheet” in the given format will be prepared and signed by Sr. Section Engineer or Jr. Engineer / ----------- Shop.

Format 2 “Inspection of Refurbished/Overhauled Bearing Sheet” (To be filled at contractor premises)

Work Contract No:

Work Contract Qty:

Lot No

Lot Qty :

Date of Inspection

Place of inspection

S. No. Bearing No (ID number)

Visual Inspection for any deficiency, damage etc.

Date of refurbishing marking on double cup in legible manner

Remark

Railway Representative

Contractor Representative

Format 3 “Mounted Bearing Inspection Sheet”

Work Contract No:

Lot No: Lot Qty: Date: Place of inspection

Sr No Bearing ID

Visual Inspection for any deficiency, damage etc. before mounting

Specified bearing lateral play after mounting on axle

Free Rotation

Any Unusual sound / defect

Remark

Sr. Section Engineer or Jr. Engineer / -------------- Shop, ---------------Workshop.



5.2.2 If any refurbished/overhauled bearing fails in mounted condition, the contractor shall have to visit Railway Workshop and inspect at Railway Workshop jointly with Railways and if the fault is attributable to the contractor, the contractor shall rectify/provide new bearings free of cost. Some of the Cartridge Tapered Roller Bearing sent to the contractor may get discarded/rejected on account of the double cup found beyond repair and required replacement with a new one.

5.2.3 Rejected Bearing: Bearings found having double cup beyond repair and required replacement with a new one is treated as discarded/rejected bearings and such bearings shall be returned along with the refurbished/overhauled Cartridge Tapered Roller Bearings to Sr. Section Engineer / -----------------Shop, ---------------- Railway ------------------------Workshop, ------------.

5.2.4 Packing: The Cartridge Bearings shall be suitably packed into biodegradable material to protect them against ingress of dust, dirt and moisture. The supplier will be responsible for proper packing methods and should ensure that these packing methods are adequate for handling at Indian Ports and Inland Rail/Road Transport. The contractor shall provide suitable packing boxes to the Railway for storing the CTRBs dismounted from the wheels for refurbishment.

5.2.5 The Contractor shall provide the following documents along with each lot of Cartridge Tapered Roller Bearing overhauled by them:

1. Challans / Invoices 2. History Card of each Cartridge Tapered Roller Bearing duly signed by contractor

indicating nature of defects and details of repair/replacement of individual components.

3. Warranty Certificate. 4. The contractor will return all the rejected (scrap) components of the bearings

which have been replaced with new to Sr. Section Engineer /---------Shop, --------Railway ------------------Workshop, ---------------.

5. Contractor shall inscribe the date of refurnishing on the double cup in each bearing in a legible manner.

5.2.6 The works contract should be completed within ------------------- months from the date of issuing LOA. “The Format No-4, Lot details” should to be submitted with bill signed by consignee.

The bearing can be refurbished / overhauled or not can only be assessed after dismantling, cleaning and inspection at the firm’s premises. The quantity of refurbished/overhauled bearings and rejected bearings taken for estimation are tentative and their proportion may vary for (-----------+---------) ------------ nos. bearings. However, the payment to the firm will be done based on the actual quantity of bearings refurbished/overhauled or rejected in that particular lot.



The Format No-4, Lot details

Work Contract No:

Lot No: Qty: Date:

Sr. no Details To be filled by SSE/JE ---------- shop

1 The date on which the firm informed for collection of bad bearings. (Bad bearing means: Bearing requires refurbishment/overhauling )

2 Date of collection of bad bearings with gate pass number.

3 Date of received of refurbished bearings with delivery challan number.

4 No. of days taken by a firm to complete of work of this lot. (means calendar days between a collection of bad bearings from ------------Workshop to supply of refurbished bearing at ---------------Workshop including the day of collection and day of supply) [Permissible working days of a lot is 60 calendar days]

5 A penalty of INR 1500/- per day of delay per lot applicable or not

SSE/JE /, --------------Shop, ------------------- (Location).



5.3 Tender Schedule & Rate

5.3.1 Tender Details:

E-Tender Notice No. :----------------- Name of Work: Refurbishment of ------------- Nos. UIC 130 CTBU of ------------- makes fitted in LHB coaches of ---------------------- Workshop for ---------------- years. Total Estimated Cost: ----------------------- Rs.

Table-1: Approximate Estimated Rates and Quantities:

S.No Description Rate per unit Unit Quantity Value

1 Refurbishment Cost ---------------- -------Nos. ----------- -----------

2 Cost for rejected TBU ---------------- -------Nos. ----------- -----------

Total value -----------

OR

S.No Description Rate per unit Unit Quantity Value

1 Refurbishment Cost a. Material Charge b. Labour Charge

---------------- Nos. ----------- ------------

2 Cost for rejected TBU a. Labour Charge

3 Transportation Charge ---------------- Nos. ----------- ------------

Total value ------------

Table-2: Tenderers offer in common (%)

Rates may be quoted in percentage (%) Above (+ ) or Below (-) or Equals to (=) Over estimated cost in the following table

Total Approximate Estimated value Rate offered by contractor in Percentage (%)

In Figures In words

Rs. ---------------------

5.3.2 Rate to Exclude GST:

The rate should be quoted in % age on Tender Estimated Value as per IREPS provisions by Tenderer and shall be exclusive of GST etc. levied by Central Government or State Governments. However, all these Statutory Payments will be reimbursed on submission of proof of payment at applicable prevailing rates. The documentary evidence must indicate agreement No./Acceptance letter No. along with name of work duly indicating the amount of Statutory Payments/ GST/ VAT/ GST actually paid by the contractor to the Govt. of India and this should be produced either during the currency of the contract or before passing the final bill. Rate(s) should be quoted in Indian



Currency. Contractor should have GST Registration and Certificate which should be submitted along with tender. The Tenderer should be GST Compliant. The tenderers should ensure that they are GST compliant and their Quoted tax structure/ rates are as per GST Law. No Bills will be acceptable without GST Registration, which is mandatory. Responsibility for remitting the GST lies with the Tenderer. This GST will be reimbursed on submission of proof of payment to the Government at prevailing rates for this work.

5.3.3 Guidelines for quoting the Rates:

1. Above rates are all inclusive of labour, material [must change items, packing charges, transportation charges] and all other taxes/duties/levies etc., but exclusive of GST. GST will be paid as per GST Law.

2. Payment shall be made once in a month on submission of the bill by the contractor as per the procedure.

3. I/WE agree to supply/carry out the above items of work at the rate quoted by me/us against the same strictly in accordance with the General Conditions of Contract in force on the S.C. Railway stipulated above, and special conditions brought out in this booklet.

I/We undertake to do the work at % above/below the schedule of Rates of the Railway as applicable to Workshop or at the rates quoted above for each item and also abide by the Special terms and conditions of contract and General Conditions of Contract.

Signature of Tenderer Dated:



ANNEXURE- L

Standard Bill Format for Payment

Dy. Chief Mechanical Engineer / CWM Invoice No:

Carriage & Wagon Workshop 1.

-----------------Railway, -------------- 2.

3.

4.

Contract No. Challan No:

Bank Details

Inspection Certificate No. HSBC Bank Ltd

Address:

Consignee A/C No -

MICR No -

IFSC Code

Account Type -

S.No Description Qty (in Nos.)

Unit Rate (Rs)

Amount (Rs)

1

Refurbished Quantity Material Cost

GST @ 18% on Material Cost Total Material Cost (A) Labour Cost GST @18% on Labour cost Total Labour cost (B)

Total Refurbishment cost of bearing A + B

2

Rejected Bearing Labour Cost

GST @18% on Labour cost Total cost of inspection of rejected bearing

3

Transportation Charges Transportation Charges

GST @ 18%

Total Cost of transportation D Grand Total A+B+C+D

Total No. of bearing Received: GSTIN: Total No. of Bearing Refurbished: SAC:

Total no. of bearing Rejected( Without warranty) PAN:

Total Amount (Rs.) in Word: Signature :



REFERENCES

Nomination Letter

1. Railway Board Nomination letter to IRCAMTECH for preparing model contract document on Centralized Rate Contract for Refurbishment of UIC 130 Bearing used in LHB coaches: Letter No: 2020/M(C)/141/2 Pt. (2) Dated: 23.04.2021



Policy Related

2. Indian Railways Standard General Condition of Contract (GCC)- 2020: Issued by Railway Board Letter No: 2020/CE-I/CT/3E/GCC/Policy/, Dated: 16/07/2020

3. Process Reform Works Contract: Issued by Railway Board Letter no. 2017/Trans/01/Policy, Dated 08.02.2018

4. Non-Application of Price Variation Clause to Annual Maintenance Contract (AMC) & Zonal Contract: Issued by Railway Board Letter No. 2013/CE-I/CT/O/10PVC/Pt.I, Dated 27.01.2015

5. Revision of Conservancy Cess Charges: Issued by Railway Board Letter No. F(X)I/95/1/1, Dated 05.12.2016

6. Form of Declaration to be signed by tenderer before tender negotiation meeting: Issued by Railway Board Letter No. 2008/CE-I/CT/1, Dated 12.09.2008

7. Validity of Negotiated Offer: Issued by Railway Board Letter No. 2018/Trans Cell/S&T/NIT-periodm, Dated 19.03.2019

8. Participation of Joint Venture Firms: Issued by Railway Board Letter No. 2002/CE-I/CT/37 JV Pt. VIII, Dated 14.12.2012

9. Provision in Respect of Contract Worker: Issued by Railway Board Letter No. E(LL) 2015/PNM/AIRF/1, Dated 20.10.2015

10. Procedure for Payment of Contractual Bill . Issued by Railway Board Letter No. 2016/CE-I/CT/12/GST/Pt.I, Dated 29.06.2017

11. Measurement of work by Contractor in Works Contract-1: Issued by Railway Board Letter no. 2016/CE-I/CT/14/Measurement/1, Dated 21.09.2017

12. Measurement of work by Contractor in Works Contract-3: Issued by Railway Board Letter no. 2016/CE- I/CT/14/Measurement/3, Dated 21.09.2017

13. Empowerment to Field Organization: Issued by Railway Board Letter no. 2007/CE.I/CT/18/Pt. XII, dated 31.12.2010

14. Letter of Credit as a Mode of Payment: Issued by Railway Board Letter No: 2018/CE-I/CT/9, Dated 04.06.2018

Contract Related Documents of Zonal Railways

15. Refurbishment contract of bearing (TIMKEN). Issued by Central Railway/Parel Workshop, Tender No. PR-LHB-CTRB-TIM-21-22-552, Dated 28.07.2021

16. Refurbishment contract of bearing (TIMKEN). Issued by East Central Railway / Harnaut Workshop, Tender No. CRW-HRT-MECH-TIMKEN, Dated 17.05.2018

17. Refurbishment contract to M/s SKF INDIA LTD-GURGAON Issued by NFR Railway/DBWS Workshop, Tender No. DBWS-NIET-ST-02-2021-22, closing date 14-06-2021



18. Refurbishment contract to TIMKEN Tender Notice No: CWRFCTRBTIM dated 26.05.2020. Issued by Southern Railway/Carriage & Wagon Works, Ayanavaram, Chennai-23

19. “Refurbishment of TIMKEN make UIC taper roller bearing for 130 mm diameter axle journal fitted in LHB coaches through OEM on single tender basis”. Tender Notice No. 04-CWM-UBLS-2021-22 dated 28.04.2021

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