GOVERNMENT OF INDIAMINISTRY OF RAILWAYS

(RAILWAY BOARD)

The Chief Mechanical Engineers,All Indian Railways.

Executive Director/CarriageRDSO, Lucknow

Executive Director,. CAMTECH, Gwalior

Sub: Prevention and control of Pests & Rodents in Trains.Ref: Board's letter of even No. dated 17.02.10

With the prime objective of controlling the menace of pest and rodent intrains, arising out of the experience gained through the trials with the professionalagencies, Board (MM) constituted a Committee to frame' model guidelines foreffective pest and rodent control measures including "model conditions ofcontract" for uniform and effective implementation through open tenders on allthe Ra.ilways.

2. Broadly based on the Committee's report, a model tender schedule hasbeen drawn up for pest and rodent control in passenger coaches as also forrodent control in the coaching depots yards and premises. The enclosed ModelTender Document, to be .f1oatedfor a period of three years under a two packetsystem, details comprehensive guidelines for eligibility criteria. resourcespecifications, frequency and methodology of treatment and performancemonitoringetc.

3.· All reserved coaches (both AC and non-AC) and pantry cars shall becovered under the ambit of pest and rodent control in trains. Based on localconditions and the levels of infestations, Railways may also consider providingthe treatment in unreserved coaches. •

4. Passengers need to be informed about the measures taken for pest androdent control. A link may be provided on the website for registering complaintson this account and a suitable mechanism must be put in place to collectconsumer response regarding the quality of service in rakes taken up forpest/rodent control.

5. Minor changes in the tender schedule, considered absolutely necessaryowing to local conditions, may be made only with the personal approval of theCME and with the concurrence of the Associate Finance.

This issues with the approval of Board (MM & FC) and concurrence of theFinance Directorate of Ministry of Railways.

t

~,(ArvilMt'Rautiyal)

Director Mech Engg (Coaching). Railway Board

Copy forwarded for information to FA&CAOs, All Zonal Railways.

~'1\'for Financial ~~~ioner/RailWayS

(Address)

TENDER NOTICE NO. DRM.Mech._file nO. dated _

Divisional Railway Manager (Mechanical), Railway, address for andon behalf of The President of India, invites open tenders (Two packet system comprising Technical and FinancialBids) in sealed covers from the reputed contractors on prescribed form up to 15.00 hrs on opening day as perdetails mentioned below:

Approximate Cost ofName of Work Cost of the EMD Tender Date of Validity Contract

Work form Opening Period

Pest & Rodent Control in Approximate total Rs Rs 90 days ThreeRailway passenger cost for 3 years. __ I- I- (Date) at yearscoaches maintained at Rs 1- -- hrs

coachingdepots of Division,

Railway

AND

Rodent control incoaching depot yards andpremises

Prescribed tender forms can be obtained from the office of the undersigned on all working days up to 17.00 hrs oncash payment of the cost of tender form (non-refundable). If the tender form is obtained from the office of theundersigned, the cost of the tender form should be paid in cash with Chief Cashier, Railway, (Address)or Divisional Pay Master, __ Railway, (Address) or with Station Manager I Station Master of any station of___ Railway.

The tender form shall also be displayed on website at www.tenders.gov.in If the tender form is downloaded fromthe website, the payment towards cost of tender form must be made in the form of DEMAND DRAFT issued byany Nationalized Bank in favour of Sr. Divisional Finance Manager/ Railway/ (Division). TheDemand draft should be enclosed along with the tender documents submitted by the tenderer(s).

The Earnest Money Deposit (EMD) should be in cash or in the form of deposit receipts, pay orders or demanddrafts executed by State Bank of India or any of the Nationalized Banks or by the Scheduled bank.

Sale of tender forms will be closed at 17.00 hrs. one day before the tender opening date. Tenderer(s), who wantto be present at the time of opening of tenders, may do so.

(a) Total Contract amount received during the last three years and in the current financial year upto the date oftender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submitdocuments to this effect, in the form of attested certificates from employerlclient, audited balance sheet dulycertified by Chartered Accountant

(b) The tenderer should have, in the last three years and the current financial year upto the date of tenderopening, completed at least one similar single work for a minimum value of 35% of the annual value of thisadvertised tender.

The tenderer should have, in the last three years and the current financial year upto the date of tender opening,received payment of at least 35% of the annual value of this advertised tender against uninterrupted andsatisfactory execution of an ongoing similar pest and rodent control contract.

Similar work implies' "pest and rodent control work executed in Rai/way coaches/Station premises, registeredhousing societies, warehouses, godowns & reputed hotels etc. "

(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contract should not exceed morethan 7% of the contract value. Confirmation and documentary evidence must be submitted by the tendererduly verified by the Agency that had awarded the contract.

Tenderer(s) should submit the following documents along with the tender document: (a) List of works ofsimilar nature ongoing/completed in the qualifying period (Le. current year and three previous financial years)giving description of work, organization for whom executed, approximate value of contract at the time of award,payment received in the qualifying period, date of award and date of scheduled completion of work. Date of actualstart, actual completion and final value of contract should also be given. In case of ongoing contracts, date ofcommencement of contract and the date the contract period will be completed should be mentioned with.Supporting documents / certificates from the organizations for which the tenderer(s) have worked should beenclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s).Certificates from private individuals for whom such works were executed will not be accepted. (b) As proof of thetotal contract amount received during the qualifying period (Le. current year and three previous financial years),tenderer(s) shall submit documents in the form of attested certificates from employer/client or, audited balancesheet duly certified by Chartered Accountant (c) List of works on hand indicating description of work, contractvalue, approximate value of balance work yet to be done and date of award. (d) List of personnel organizationavailable on hand and proposed to be engaged for the subject work (e) Details of Infrastructure, Plant andMachinery, agreements with reputed pesticide manufacturers to indicate capability of supplying quality pesticides.

Further details are given in tender schedule whichSr.DME __ /Sr.CDO or downloaded from website.

SrNo Contents Pa~esFrom To .

1 Notice Inviting Tender

2 Index

3 Important notes for intending tenderer(s)

4 Part I: System of Tendering

5 Part II: Conditions of Contract

6. Part III: Scope of work

7 Annexure A: Broad methodology of measuring the level of infestation

8 Annexure B: Acceptance I Deviation schedule

9 Annexure C: Details of coaches

10 Annexure D: Financial Bid

11 Annexure E: Mandate form for EFT I NEFT

Please ensure that:1. You have signed the offer page with full name, address and witness filling all the blanks.

2. You have filled in the required column's.

3. You have accepted the validity period of 90 days.

4. You have not quoted special conditions of your own, as they are likely to vitiate yourtender and make it prone to rejection.

5. You have signed all pages, correction neatly scored out and initialed wherever required.

6. Please do not leave any blanks, which may lead to declaration of your offer as INVALID.

7. Tenders must be enclosed in a sealed cover super-scribed with the specified Tendernumber and must be deposited in the special box allotted for the purpose at the office ofSr.DME (division) (Address). Alternatively, the tenderscan be sent by registered post to the above addres.s so as to reach not later than thespecified time of sealing the tender box on the day of tender opening.

8. The tender box shall be sealed and opened at the specified timings on the day ofopening as detailed in the tender notice and corrigendum, if any, thereof.

9. Precaution to be observed for downloading of Tender Document fromInternetJWebsite/Additional Special Conditions:

i. These additional special conditions are applicable to tender document andconsidered as part of it, which is downloaded from Internet I website.

ii. Tenderer(s) may note that permitting of downloading of tender document is anadded facility for the convenience of Tenderer(s). In case of download failure I delayor, if incomplete tender document is downloaded, whatsoever, Railways shall not beresponsible in any way. Railways shall not be responsible for any direct I indirectloss of business I profit resulting from inability to use this facility.

iii. Tenderer(s) shall download & print the Tender document solely for the purpose ofbidding for the above work and downloaded document shall not be used, copied orreproduced for any other purpose.

iv. The end of tender document is indicated by "END OF TENDER DOCUMENTmarker. Tenderer(s) should carefully see that above marker appears on the lastpage of downloaded tender document so as to ,ensure that downloaded document iscomplete. Tenderer(s) are suggested to check the integrity and completeness ofdocument before submission.

v. The tender document downloaded from website though does not bear signature ofRailway authority, shall have same authority as the tender document directlypurchased from the office of Sr.DME (division). Tenderer(s) whilesubmitting their offer must sign all pages of the tender document.

vi. The downloaded and printed tender document along with the various otherdocuments. should be submitted as per details mentioned in the tender document.The tenderer(s) should clearly write on the main tender cover and also on the top ofthe sealed cover "Tender documents downloaded from website".

vii. Tenderer(s) are required to pay non-refundable cost of tender document in the formprescribed in the tender notice white submitting their offer. In case they fail to furnishthe 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 beseparately furnished.

viii. Tenderer(s) shall maintain the integrity of downloaded tender document and shallnot make any changeladdition/deletion/tampering, whatsoever, in the downloadeddocuments. The tenderer(s) offer shall be rejected and full earnest money shall beforfeited, in case it is detected after submission of offer, that they have made anymodification in the downloaded document. In case such modification is noticed evenafter award of contract, Railways is liable to terminate the contract on contractor'sdefault. In addition Railways reserves the right· to take other action against thecontractor as deemed fit, which may include banning of business dealings with thefirm 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 availablein the office of Sr.DME (division). In case, any discrepancy is noted in thetender document submitted by the tenderer(s), the Master document kept withRailways shall prevail and the decision of Railways thereon shall be final and bindingon Tenderer/Contractor.

ix. Tenderer(s) shall print the tender document on good quality A4 size paper ofthickness 75 GSM or above and the printed document shall be clearly legible. Thedocument shall be properly bound and page numbers shall be in serial order asmentioned in the downloaded documents. Tenderer(s) shall not be reimbursed withthe cost of stationery, printing and binding, etc. Offer of Tenderer(s) is liable to berejected by Railways, if the tender document is not printed or bound as per aboveinstructions. Further, Tenderer(s) shall bear expenses of internet connection andtelephone charges. if any, for downloading of the tender document.

x. All offers in the prescribed form should be submitted in Two-Packet system. Onepacket shall be called "Technical Bid" and the other packet be called "Financial Bid".These shall be separately sealed in individual envelope distinctly marked asTechnical Bid and Financial Bid in Bold letters. The two envelopes shall be put inone common envelope duly sealed and super scribed on top Tender No & Due date.Tenders not complying with these instructions shall be summarily rejected.

xi. The tender documents duly completed in all respects shall be submitted in a sealedcover addressed to Senior Divisional Mechanical Engineer (Division,Address). The tender shall be dropped in the Tender Box kept for the purpose insaid office before the date and time indicated above.

xii. All offers shall be submitted before the time and date fixed for the receipt of theoffers as.~et forth in the tender papers. Offers received after the stipulated time anddate are liable to be rejected.

xiii. Tenderer(s) shall keep themselves updated about any modification in the tendernotice and tender document, issued by Railways through newspapers, website or e-mail or any other means and shall act accordingly. It is the responsibility of theTenderer(s) to check if any corrections or modifications are published subsequentlyon the Website and the same shall be taken into account while submitting thetender. The offer of the Tenderer(s) is liable to be rejected if they do not enclose allthe corrections / corrigendum along with the downloaded tender documents.

xiv. The "Additional Conditions for Tender Document downloaded from Website" must besigned by the Tenderer(s) and enclosed along with the Tender document failingwhich the tender is liable to be rejected.

Note:

i. Tenderer(s) may carefully note that his/their Contract.Agreement for this work is liable tobe terminated at any time later, in case any of the information furnished by them is foundto be untrue or any adverse points come to light subsequently. The decision of Railway inthis regard shall be final and binding.

ii. The tender documents are not transferable and the cost of the tender document is alsonot refundable.

iii. Railway reserves the right to reject conditional tenders summarily without assigning anyreasons whatsoever.

. iv. Non-compliance with any of the conditions set forth herein above is liable to result in thetender being rejected.

v. The tender forms not accompanied with proper Earnest Money will be summarily rejected.vi. Tender documents duly completed in all respects shall be dropped in the Tender Box kept

for the purpose in the office of Senior Divisional Mechanical Engineer _(Division, Address) before the date and time indicated above.

vii. Decision of the Senior Divisional Mechanical Engineer (Division, Address)regarding the acceptability of the scheme shall be final and binding. However, within theframework of the scheme as submitted by the tenderer & acceptable to Railways, theRailway can effect suitable modifications to details as necessitated by the provision ofvarious codes, manuals, reference etc.

viii. Any other information required by the tenderer can be obtained from the office of SeniorDivisional Mechanical Engineer (Division) during the working hours.

ix. Contractors who download tender document from website shall make followingdeclaration:

I/We have downloaded the tender document from the website and l!We have nottampered/modified the tender forms in any manner. In case the document is found to betampered/ modified, I/We understand that my/our tender is liable to be rejected and full earnestmoney deposit will be forfeited and I/We am/are liable to be banned from doing business withRailways and/or prosecuted.

Two packet system of tendering shall be adopted for this work and the renderers shall submittheir bids in following two parts: (A) Technical bid & (8) Financial bid

A. Technical Bid: shall consist ofi. EMDii. Documents in support of fulfilment of the laid down ELIGIBILITY CRITERION as under:

(a) Total Contract amount received during the last three years and in the current financialyear upto the date of tender opening, should be minimum 150% of the advertised tendervalue of work. Tenderer(s) shall submit documents to this effect, in the form of attestedcertificates from employer/client, audited balance sheet duly certified by CharteredAccountant

(b) The tenderer should have, in the last three years and the current financial year uptothe date of tender opening, completed at least one similar single work for a minimumvalue of 35% of the annual value of this advertised tender.

ORThe tenderer should have, in the last three years and the current financial year uptothe date of tender opening, received payment of at least 35% of the annual value ofthis advertised tender against uninterrupted and satisfactory execution of an ongoingsimilar pest and rodent control contract.

Similar work implies "pest and rodent control work executed in Railwaycoaches/Station premises, registered housing societies, warehouses, godowns &reputed hotels etc."

(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contractshould not exceed more than 7% of the contract value. Confirmation and documentaryevidence must be submitted by the tenderer duly verified by the Agency that hadawarded the contract.

iii. As proof of the total contract amount received during the qualifying period (Le. current yearand three previous financial years), tenderer(s) shall submit documents in the form ofattested certificates from employer/client, audited balance sheet dUly certified by CharteredAccountant, TDS certificates or annual income tax returns filed with Income TaxDepartment. Tenderer shall submit bills and other verifiable documents from organizationsfor which they have executed pest and rodent control contracts for establishing that theyfulfil the technical eligibility criteria. Railways reserve the right to seek independentconfirmation from these organizations or from any other source.

iv. List of works completed in the qualifying period (Le. current year and three previousfinancial years, Annexure ~ giving description of work, organization for whom executed,approximate value of contract at the time of award, payme!1t received in the qualifyingperiod, date of award and date of scheduled completion of work. Date of actual start, actualcompletion and final value of contract should also be given.Supporting documents / certificates from the organizations for which the tenderer(s) haveworked should be enclosed. The authorized signatory of the organization should sign thecertificates submitted by the tenderer(s). Certificates from private individuals for whom suchworks were executed will not be accepted.

v. List of works on hand indicating description of work, contract value, and approximate valueof balance work yet to be done till date of tender opening.

vi. List of personnel and the organization proposed to be engaged for the subject work alongwith their qualifications.

vii. List of various machines / equipment proposed to be supplied and commissioned by thetenderer. Detailed specifications of these machines / equipment, OEM's catalogues, etc.are to be enclosed.

viii. List of manpower and site supervisor trained by recognised institutes like CFTRI Mysore,Indian Grain Storage Institute, National Plant Protection Training Institute etc. should besupplied along with the technical bid. The proof of site supervisor being a life science oragriculture graduate should be submitted.

ix. The clause by clause acceptance and deviation schedule as per Annexure B.

x. The tenderer must establish that he follows all Labour Laws and makes payment to his staffin accordance with relevant Acts through documentary evidence like copy of returns filedfor PF, ESI code no. etc.

xi. The Contractor should provide satisfactory evidence, acceptable to the Railways, toestablish that:

a. He is a reputed firm / contractor who regularly undertakes the works similar to thesubject tender and has adequate technical knowledge and experience.

b. He has an established proper supervisory control organization to ensure that thereshall be adequate control at all stages of execution of the contract.

xii. The Contractor shall be industry leader possessing complete technical know-how of pestcontrol treatment including but not limited to anti-cockroach treatment, anti bedbugs, antirodent treatment and other disinfestations/ pest control treatments. Proof to substantiatethis shall be enclosed along with tender.

Note:

This work is for comprehensive pest/rodent control treatment in the coaches homed invarious coaching depots and also rodent control in the identified area of the coachingdepots. Contractor may therefore visit the coaching depot (s) to familiarise himself with thesystem of operations and maintenance of coaches, levels of infestation of pest and rodentsin coaches/yards etc. and the primary maintenance schedules in the pit lines/lie-over (idlingTime) of empty rakes during which the pest/rodent control treatment is to be carried out inthe coaches/rakes, and plan the treatments accordingly. The contractor shall ensure that atno stage because of the treatment, any harm is caused to the passengers/ Railway staff.

B. Financial bid: shall consist of schedule of rates as per prescribed formats given inAnnexure '0'. Contractor shall quote rates against every item. Only those contractorsshall qualify to participate in Financial Bid opening, whose Technical Bids have beenaccepted and have met all conditions prescribed in eligibility criteria of the tender.

PART -II: CONDITIONS OF CONTRACT

1. The SCC and the GCC: These Special conditions of contract (SCC) (along withSpecifications of work and other conditions as contained in this Tender Document) shallbe read together with the terms and conditions incorporated in this tender document andthe General Conditions of Contract (GCC) of Railways. Should there be any conflictbetween the provisions of the SCC (along with Specifications of work and other conditionsas contained in this tender document) hereof and that of the GCC I the import of the formershall prevail over the latter.

2. The coaches can be offered for pest / rodent control at coaching depots /pit lines of Division, Railway. The approximate number of coachesbased in different coaching depots is as indicated in Annexure C.

4, The quantity of coaches as mentioned in the tender is only approximate and can vary(increase / decrease) due to operational and other unforeseen circumstances.

5. The pest control treatment shall include cockroaches, bedbugs, mosquitoes etc. while therodent control shall include mice & other rodents etc., which cause discomfort to thetraveling passengers.

S. No. T e of coach1. AC Coaches & Pant Cars2. Reserved Non-AC coaches

The Pest Control Operators/Contractors shall be required to use only those chemicals /pesticides that have been approved for the household purpose by "Central InsecticidesBoard and Registration Committee" under the provision of Insecticides Rules 1971framed under Insecticides Act 1968.They must however undertake changes in thechemicals quarterly so that insects do not acquire immunity for a particular type ofchemical. They shall also submit detailed plan and methodology towards this end.

(i) The chemicals (also with brand names) proposed for the pest control treatment.(ii) Concentration of the solution (dilution ratio etc.).(iii) Dose (quantity)/coach/treatment for different categories of coaches.

Arising out of the experience in this tender, the most effective combination ofchemicals/treatment shall only be stipulated for the subsequent tenders. Biddersare accordingly expected to offer the most effective treatment solution.

The contractor must also ensure the following and submit documents in support,wherever applicable:

(i) The pest control operation should at no time violate the provisions of the InsecticidesAct, 1968 and Insecticides Rules 1971 and lor any other relevant Law and Rules asframed by Government of India, State Government or Local Bodies.

(ii) The pest control operations shall be done only by agencies, which have been approvedby the Plant Protection Officers of the concerned state's agriculture department orCentral Insecticides Board and Registration Committee (CIB&RC), Faridabad. ThePPOs are available at the district/division level

(iii)The pest control operators/agencies should provide an attested copy of their license inthe prescribed form with clear endorsement for permission to carry out commercial anddomestic pest control. The license should not be only for selling, exhibiting andstocking insecticides. Their license should be valid for the entire duration of theircontract with Railways.

S. No. T e of coach1. AC Coaches & Pant Cars2. Reserved Non-AC coaches

i) For the rodent control treatment as per the above-noted frequency, food basedattractant Glue Boards of reputed make shall be provided in the coaches duringtheir primary maintenance schedule as under:

Coach T peI AC Coach

No. of Glue Boards to be lacedOne in each cabin, coupe, attendant cubicle and electricalcontrol anel4 Nos. in passenger compartment and 1 in Electricalcontrol anel6 Nos.4 Nos. in assen

Pant CarsReserved non-AC coaches

ii) The Glue Boards shall be taken off from the coaches at the end of primarymaintenance schedule and it shall be ensured that rats/rodents trapped in the GlueBoards are removed before the departure of the train. The disposal of suchdeadllive rats/rodents must not cause any health /environmental hazard.

iii) Two Nos. of glue boards shall continue to remain in each of the I AC/AC-2Tiercoach and pantry car for the entire leg of the onwardlreturn journey forrequirements enroute/ at the other end terminals.

iv) The contractor shall also provide 2 Glue Boards per train rake to the escortingstaff/Executive Housekeeper of the agency providing on Board housekeeping/coach attendant to attend to specific requirements/complaints enroute.

The glue Boards must be replaced whenever they become unusable/ineffective fortrapping rodents.Other devices/implements as deemed fit by the contractor, such as rat traps,

guards on cables going from underneath of coach flooring to inside of the coach,ultrasonic devices etc. may also be used in addition in order to eliminaterodents/rats from the coaches.

i) The identified area of the coaching depot(s) for rodent control Le., pit lines, stabling linesand adjoining yard etc. is indicated in Annexure C-1. The rodent control programme inthe identified area of the coaching depot yard, pit lines and premises will requireintegrating several control methods to be implemented in a planned manner byhighly trained and experienced technical personnel. The treatment should commencewith strategic placement of baits to bring the infestation under control. A constant vigilon population of rodents would be necessary.

ii) The following methodology and guidelines should generally be followed for rodentcontrol in pit lines/ coaching depot yard:

a) On commencement of the contract, on the 1st day, representative of thecontractor and Railway shall jointly survey the entire area to locate pockets ofhigh, medium and low density burrows and the Contractor shall simultaneouslyplug all the burrows with soil and stone. The objective of this exercise is toidentify and distinguish active burrows from the dormant ones so as to preventthe use of chemicals in excess. Special monitoring and treatment should becarried out for the high density areas/zones.

b) On next day the burrows which are found open by rodents shall be termed asactive bul'IDJ\lSand these burrows shall be treated with aluminum phosphide (orequivalent) fumigant tablets and laced food attractant baits.

c) During the 1st month, burrow fumigation treatment should be done on weeklybasis and baiting shall be done on daily basis.

d) From 2nd month onwards, baiting should be done on fortnightly basis or asand when required. Burrow fumigation treatment should also be done onmonthly basis or as & when required.

e) All dead rats / rodents found shall be disposed off suitably on the same day bythe contractor. The disposal of such dead/live rats/rodents must not cause anyhealth /environmental hazard.

7. (a) A maximum tolerance of + 7 days shall be provided in the frequency of pest/rodentcontrol treatment in coaches to take care of operational exigencies and disturbanceof coaches in the rake links etc. In case, for some reasons the coach does notreturn to the primary coaching depot by the designated due time for treatmentincluding the tolerance (including booking of the coach to the Workshops formaintenance schedules etc.), no penalty shall be imposed on the contractor.However, the coach shall be treated immediately on arrival, before being permitted inthe train services from the primary depot/station.

(b)The contractor must adhere to the specified frequency of treatment for rodent controlin coaching depot yards/pit lines and no tolerance shall be provided for the same.

(c) Rates shall be quoted by the Tenderer on a per treatment basis for each of thecategory of the coaches as in Annexure-D, and the payments shall be madeaccordingly through monthly bills for the total No. of treatments in each of thecategory of coaches.

For the rodent control in coaching depot premises identified for the purpose, the ratesshall be quoted by the tenderer on a per month basis as in the format in Annexure'D'.

For every attention done by contractor, the same shall be certified by RailwaySupervisor nominated/ deputed for this purpose by Sr.DME/ Sr.CDD of the division.The Measurement book for this purpose shall be maintained in every depot on thebasis of which payments shall be made to the contractor.

(d) The frequency of treatments laid down as above is the minimum requirement. Thecontractor may be required to increase the frequency, for a better and effectivepest/rodent control and in order to achieve the desired end results as in Annexure 'A'.Payments shall however be made only for the No. of treatments carried out per monthin coaches in accordance with the minimum frequency specified in the tender and ona monthly basis for rodent control in the coaching depot premises.

(e) Contractor shall ensure that only those personnel who are trained in the field ofpest/rodent control by certified training institutes are deployed for this treatment. Thecontractor shall give details of such personnel along with bid documents. Thetechnical bid should clearly bring out the yardstick for deployment of manpower foreffective execution of the contract.

(f) The strategy to eliminate pests/rodents while including all the measures stipulated inthis tender schedule should not be limited/restricted by these. The contractor isexpected to take all measures, whether mentioned in tender schedule or not, requiredfor complete elimination of pests/rodents etc.

9. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc.levied by the Government or Local bodies. Railways shall not be liable for any increase inthe taxes or duties levied by the Government or Local bodies which shall have to beborne by the contractor. .

10. Any overwriting / correction have to be attested / countersigned by the tenderer(s).The rate quoted in words shall be considered as final rate in case of ambiguity.

a. All offers shall be written/typed neatly without correction and over writings.b. Any individual(s) signing the tender or other documents connected therewith shall

specify whether he is signing.i. As sole proprietor of the concern.ii. As a partner or partners of the firm.iii. As a Director, Manager or Secretary of a Limited company duly authorized by a

resolution passed by the board of Director or in pursuance of the authorityconferred by memorandum of association.

c. All prices and other information like document sets having a bearing on the price shall bewritten both in figures and words in the prescribed offer form and duly signed andstamped.

d. Offer in the prescribed form should be addressed to Senior Divisional MechanicalEngineer (Coaching), (Address). The tender should be submittedin a sealed cover super scribed with the name of work.

e. Tenderers shall submit their offers made as per the General Conditions of Contract inforce as amended from time to time as well as these Special conditions of contract andSpecifications of the work as mentioned in this tender.

f. In case of any deviation from the requirements of tender specifications, instructions totenderer(s) or General & Special Conditions of Contract, the same should be brought outby the tenderer in Annexure B.

g. All pages of the tender document duly serialized and enclosed should be duly filled in bythe tenderer wherever applicable and submitted along with the tender duly signed andstamped on each page.

h. The tenderer should avoid ambiguity in his offer e.g. his offer is to his standardsizes/lengths/dimensions. He should specifically state them in details without anyambiguity. Brief descriptions such as "Standard lengths" etc. should be avoided in theoffer.

11. The contractor shall ensure that his staff while carrying out the said work, are in uniformand carry an identity card on their person, at all times. They shall behave in a disciplinedcourteous manner, and in no way, indulge in activities in Railway premises, which couldcause loss to property or reputation of Railways.

12. Issue of Identity cards by Contractor: Contractor should issue Identity badges (as perapproved format) to all his labour being engaged to carry out the Work, including theSupervisor. These identity badges should be so carried that Railway Security can identifythem. The Identity cards should be worn by the contractors' labour on left side on the chestevery time, during their presence on Railway Premises.

a. Security Deposit for each work should be 5% of the contract value.b. The rate of recovery should be at the rate of 10% of the bill amount till the full security

deposit is recovered.c. Security Deposit will be recovered only from the running bills of the contract and no other

mode of collecting SO such as BG, FD etc. shall be accepted. In case of contracts ofvalue RS.50 Crores and above, irrevocable bank guarantee can also be accepted as amode of obtaining security deposit.

d. After the work is physically completed, security deposit recovered from the running billsof a contractor can be returned to him if he so desires, in lieu of FOR/irrevocable BankGuarantee for equivalent amount to be submitted by him.

e. No interest will be paid on the said security in terms of Clause 16 (3) of GeneralConditions of Contract.

a. The successful bidder shall submit a Performance Guarantee (PG) in the form of anirrevocable bank guarantee amounting to 5% of the contract value.

b. A Performance Guarantee shall be submitted by the successful bidder after the letter ofacceptance has been issued, but before signing of the agreement. The agreementshould normally be signed within 07 days after the issue of LOA and the PerformanceGuarantee shall also be submitted within this time limit. This guarantee shall be initiallyvalid upto the stipulated date of completion plus 60 days beyond that. In case the timefor completion of work gets extended, the contractor shall get the validity of PerformanceGuarantee extended to cover such extended time for completion of work plus 60 days.

c. The Performance Guarantee (PG) shall be released after the physical completion ofthe work based on the 'Completion Certificate' issued by the competent authoritystating that the contractor has completed the work in all respects satisfactorily. Thesecurity deposit, however, shall be released only after the expiry of the maintenanceperiod and after passing the final bill based on "No Claim Certificate".

d. Wherever the contract is rescinded, the security deposit shall be forfeited and thePerformance Guarantee shall be encashed and the balance work shall be got doneindependently without risk and cost of the failed contractor. The failed contractor shallbe debarred from participating in the tender for executing the balance work. If thefailed contractor is a JV or a partnership firm, then every member/partner of such afirm shall be debarred from participating in the tender for the balance work either inhis/her individual capacity or as a partner of any other JV/partnership firm.

e. The Engineer shall not make a claim under the Performance Guarantee except foramounts to which the President of India is entitled under the contractor (notwithstanding and/or without prejudice to any other provisions in the contractagreement) in the event of:i) Failure by the contractor to extend the validity of the Performance Guarantee as

described herein above, in which event the Engineer may claim the full amount ofthe Performance Guarantee.

ii) Failure by the contractor to pay President of India any amount due, either asagreed by the contractor or determined under any of the Clause/Conditions of theagreement, within 30 days of the service of notice to this effect by Engineer.

iii) The contract being determined or rescinded under provision of the GCC thePerformance Guarantee shall be forfeited in full and shall be absolutely at thedisposal of the President of India.

f. The successful bidder shall submit a Performance Guarantee (PG) in any of thefollowing forms amounting to 5% of the contract value.i. A deposit of cashii. Irrevocable Bank Guaranteeiii. Government Securities including State Loan Bonds at 5% below market valueiv. Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These

forms of Performance Guarantee could be either of the State Bank of India or ofany of the Nationalized Banks

v. Guarantee Bonds executed or Deposit Receipts tendered by all ScheduledBanks

vi. A deposit in the Post Office Saving Bankvii. A deposit in the National Saving Certificates

viii. Twelve years National Defence Certificatesix. Ten years Defence depositsx. National Defence Bondsxi. Unit Trust Certificate at 5% below market value or at the face value whichever is

less.xii. Also FOR in favour of FA&CAO (free from any encumbrance) may be accepted

15. The coaches can be offered for pest / rodent control at coachingdepots / maintenance sidings of Division, Railway or at any otherlocation as decided by Sr.DME (Cog) / Sr.CDO. The approximate number of coachesbased at the above coaching depots is as indicated in Annexure C.

16. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. leviedby the Government or Local bodies. Railways shall not be liable for any increase in thetaxes or duties levied by the Government or Local bodies which shall have to be borne bythe contractor.

17.Any overwriting / correction have to be attested / countersigned by the tenderer(s). Therate quoted in words shall be considered as final rate in case of ambiguity.

18.The above work will be subject to the General conditions of contract in force on _Railway in addition to the Special terms and conditions as laid down below.

I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted byRailway and abide by the special terms and conditions as laid down here in above.

(i) Comprehensive control of cockroaches, rodents, bedbugs, mosquitoes, etc. in allcoaches maintained at coaching depots of Division,____ Railway.

Note:a. It must be ensured that treatment/disinfestation is carried out in thoroughly cleaned

coaches. Proper I.iaison must be made by the contractor with the Coaching Depotofficials in this regard.

b Whenever a coach is detached from the rakes for IOH/POH in the sick lines/workshops,fumigation/misting treatment shall be carried out in the coach using reputed brands offogging tin (CANNON or equivalent) to cover all corners/crevices, including inaccessibleareas such as underneath seats and berths, including toilets and dustbins etc. The tinshall be lighted and once it starts producing smoke the coaches shall be sealed. Thefumigated coach must be kept in the sealed condition for about 6 hours.

The contactor shall quote the rate/coach for this activity separately (As in Annexure 0)and monthly payments shall be made accordingly for the No. of coaches where suchfumigation has been carried out.

c. Pest/rodent control treatment should invariably be carried out in the coach beforeputting it back in service after IOH/POH in the workshops.

The work shall be carried out at coaching depots of Division,_____ Railway. In case of any change in location, same needs to be jointly agreedto by authorized representative of contractor and Sr.DME/CDO.

a. In order to get maximum time for the chemicals to act, the contractor may, if so desired,start the pest control treatment immediately on arrival of the terminating train on theplatform after detraining of the passengers. The coaches shall be opened as soon asthe rake is taken up for maintenance in pit line. Contractor shall have no claim to theeffect that less than adequate time was available" for the chemicals to act. Thecontractor supervisor shall maintain close liaison with authorized representative ofrespective coaching depots towards an overall effective objective of pest/rodent control.

b. In order to prevent cross infestation, the contractor may make efforts to treat all the ACcoaches & all the Non-AC coaches of a particular rake together.

c. Besides maintaining written records, the date of the treatment and next due date shallalso be indicated by the contractor through appropriate stickers inside the coach in thedoorway/toilet area. No additional payment shall be made for said activity.

d. Spare coaches lying in yards, etc. shall also be required to be treated for pest/rodentcontrol as per the laid down frequency.

e. Railways shall make efforts to detach pantry cars from rakes once a month (withinreasonable tolerance) to facilitate complete vacation & intensive cleaning for thoroughpest / rodent control treatment & give adequate time for the chemicals to act. However,due to exigencies of train operations, the same may not always be possible & the pantrycars may have to run for a period of more than one month before detachment. Thecontractor shall not have any claim in this regard.

f. The contractor shall carry out surprise inspections with regard to the work carried out bytheir staff & submit report of the said inspection whenever called for the perusal ofcompetent Railway authority.

g. The desired end result in reduction / elimination of the infestation in coaches and broadmethodology for measuring the level of infestation and the expected reduction atvarious stages of the contract agreement is as at Annexure A. Contactor must aim toachieve the prescribed results. The measurement of infestation levels at various stagesshall be jointly recorded by contractor/his representative and the Railway staffnominated by the COO.

h. Storage Space: Railways shall provide storage space free of cost for stocking ofchemicals, maintaining of records, etc. The space may not necessarily be a separateroom; some space may be earmarked within existing room. About one month'sinventory of the chemicals shall be maintained in the storage space. The security ofchemicals / records will be the responsibility of the contractor and the allotted spaceshall under no circumstances be used for any other purpose. Contractor shall maintainrecords of consumption of various chemicals consumed by him and shall make thesame available to inspecting Railway officials Le. Sr OME/Sr COO or the supervisorsnominated by them for this purpose.

L The pest control operator shall give an undertaking of following all safe workingpractices. The pest control. operations should not result in any discomfort to thepassengers (including children) / Railway staff in vicinity at the time of operations orduring normal service and maintenance of the coaches. The processes utilized forrodent I pest control should be safe for the traveling public.

j. Railways reserve the right to randomly draw samples of the insecticides utilized by thecontactor for pest control, for tests in any Government approved laboratory, in case ofdoubts or complaints. The cost of such tests will however be borne by the contractor.

4. Penalty:

Railway administration may at its sole discretion, impose the following penalties forunsatisfactory performance:

i. Penalty of Rs. 500/- (Rs. Five hundred only) per coach (besides immediate freeattention to the coach) when the contractor does not adhere to the specified frequencyof treatment.

ii. Penalty of Rs. 1,000/- (Rs. One thousand only) per complaint (besides immediate freeattention to the coach) for written passenger complaints regarding presence ofcockroaches, rodents, bedbugs, mosquitoes etc. in coaches covered under the contract.

The coaching depot incharges shall maintain a proper log of all such complaints andensure that the bills are paid only after accounting for all the complaints. However, thedepot incharges may consider the exemption of penalty on account of rodents in case itis established that 9utside yard (secondary examination/terminal attention/stablingpremises) nominated for the rake are infested to extraordinary dimensions. To exercisethis discretion, depot incharges should get an acknowledgement from Divisionalauthority that the concerned outstation yard/premises is infested for which correctivemeasures are programmed by the Division concerned.

iii. Penalty of RS.1000/- (Rs. One thousand only) whenever it is found by RlyOfficer/Authorized Supervisor that the number of personnel deployed for the contractexecution or their qualifications are not as per the yardsticks of the bid.

iv. Penalty of RS.1500/- (Rs. One thousand and Five hundred only) whenever it is noticedthat contractor is using chemicals/implements not permitted under this contract.Besides, no payment shall be made for such Pest/Rodent Control treatments carried outby the contractor.

v. A lump sum penalty @ RS.100/coach holding covered under the contract whenever thecontractor does not achieve reduction in infestation levels of cockroaches as prescribedin annexure -A.

vi. A lump sum penalty @ RS.50/coach holding covered under the contract whenever thecontractor does not achieve reduction in infestation levels of rodents as prescribed inannexure -A.

vii. Penalty of RS.10000 for not achieving desired level of infestation of rodents in thecoaching depot premises during the monthly checks as prescribed in Annexure-A.

Bills for work done under this contract shall be prepared in duplicate by the Contractoron or before ih day of each month in respect of the work done during the precedingmonth. Such bills shall be submitted to the Divisional Railway Manager (Mechanical)___ (Division) and when passed for payment by the Sr. Divisional FinanceManager, payment of amount due will be made through EFT / NEFT. Mandate form of .EFT / NEFT is enclosed as Annexure E.

Payment shall be made for total number of treatments given to coaches during themonth based on the specified frequency of treatment. No payment shall be made forany treatment which is to be carried out in addition to what has been specified by thetender schedule for any reason whatsoever.

The contract will be valid for a period of 3 years with a provision of a clause for price variation.Price Variation Clause (PVC) shall however be applicable only for tenders of value more thanRupees fifty lakhs.The amount payable on account of Price variation shall be settled every quarter as per thefollowing method:-

(i) The amount paid during a quarter shall constitute of the following elements: -• X % - Labour• y % - Material (Consumables i.e. chemicals/pesticides, rodents traps etc.)• Z % - Fixed Component (this implies the cost of machines, implements, fixed installations

and other overheads)(X, Y and Z are to be quoted by the contractor in the Price Bid in "Annexure-D")

(iii) For calculation of PV on account of Labour, the Consumer Price Index Numbers for industrialworkers (Base 1982 = 100) published as Sh.36 in RBI Bulletins shall be used. The base shallbe taken as the index no. (All India Average) ,as on date of opening of tender. For aparticular quarter, the average index for that quarter shall be worked out and variation withreference to the base index no. shall be taken into account for calculation purpose.

(iv) For material portion, Statement 40 of RBI Bulletin (All India Average) shall be used. Thecalculation of Price Variation payable illustrated as under.

Price Index for material as on date of opening (Mo) = 160

Avg. Price index for Labour during 1st quarter (L1) = (452 + 456 + 455) /3 = 454.3,where 452, 456 and 455 are the indices for the three months in the quarter underconsideration.

Avg. Price index for material during 1st quarter (M1) = (165 + 164 + 168) /3 = 165.7,where 165,164 and 168 are the indices for the three months in the quarter underconsideration.

Assuming the bifurcation of the amount of Rs. 10,00,000/- as under: -Labour 01'1) Rs. 5, 50,000/-Material (M) Rs. 3, 00,000/-Fixed Rs. 1, 50,000/-

PV for material = ( M1 - Mo ) x M /Mo = ( 165.7 - 160 ) x 3,00,000/160 = Rs 10,687/-No Price Variation will be payable on Rs. 1, 50,000/- (i.e. the fixed component)

7. Variation in Quantity: The variation in quantity shall be governed by the GeneralConditions of Contract.

8. Cancellationsor Suspension of Contract: The Railway Administration shall be atliberty at any time without giving any reason to suspend temporarily or terminatepermanently this contract on giving 7 days notice in writing to the contractor and thecontractor shall not be entitled to any claim or compensation by reason thereof.

l!We hereby agree to carry out the work at the rate quoted by me/us in financial bid submittedseparately in a sealed envelope, duly accepted by Railway & abide by the terms & conditionslaid down here in above.

1. Broad methodology of measuring the level of infestation of cockroaches andratsl rodents in coaches and expected reduction in infestation with time

Within these broad guidelines, before commencement of the contract, Sr OME/Sr COO or his authorized representative and contractor shall lay down a specificmethodology for measurement of the levels of infestation in sample coaches at variousstages of the contract.

Pantry cars & AC coaches- 10%of the holding of the DepotNon AC coaches (SleeperClass) - 5%of the holding of the depot

Sample coaches chosen should be representative and include trains plying indifferent directions/destinations. The measurement of levels of infestation asprescribed above should be carried out in the sample coaches, subject to thesehaving been treated for pest control at least 5 days prior to this exercise.

(a) Cockroaches in coaches:

Flushing agents (ROACHEX™/SOLFAC 050EW/OEVIKOL Solution in water in the ratio100ml insecticide: 4.5 litres of water) will be sprayed in cracks and crevices and othervulnerable locations like linen storage area; berth folds; toilets etc., in the followingdoses to force cockroaches to come out in open:

Pantry carsAC coachesNon AC coaches

13.8 liters of solution/coach9.2 liters of solution/coach4.6 liters of solution/coach

After the above noted doses are sprayed, each sample pantry car and AC coachshall also be subjected to intensive fogging using 125 gm CANON/equivalent reputedmake fogging tin. The tin shall be lighted and once it starts producing smoke thecoaches shall be sealed for about an hour. Food based attractant traps (5 Nos.) shallalso be placed in each pantry car/AC coach before sealing.

Thereafter, the number of cockroaches trapped and their life stage (nymph / adult)will be recorded and used as a benchmark for measuring the levels of infestation in thebeginning as also at various stages of the contract. Reduction to be achieved over theperiod of time shall be:

• At the end of one month of commencement of work - 50%• At the end of six months of commencement of work - 90% (80% for pantry cars)• The levels to be achieved after six months should be sustained andchecked/monitored every six months thereafter.

No penalty shall, however, be imposed if number of cockroaches (Dead or alive)detected during these checks is less than 2/coach.

Quarterly monitoring of levels of infestation of rodents shall be done in the samplecoaches. 6 Nos. of Glue boards shall be placed in each sample coach atpredetermined locations and rat/rodent catch, if any, will be recorded. Acceptable levelsduring such checks shall not be more than one catch (dead or alive) per five coachesor a part thereof.

Note: Cost towards such performance monitoring checks for control ofcockroaches and rodents shall be borne by the contractor and no extra paymentshall be made by the Railways.

Pit line /yard area proposed to be covered under the contract for rodent treatmentis given in Annexure C-1. The Contractor will be responsible for disinfestations ofthe earmarked area and shall ensure to make passive the boroughs, holes whichprovide shelter to rat / mongoose / bandicoots etc. by the end of one month ofcommencement of the contract and none of these are further permitted to come upduring the currency of the contract.

The monthly joint evaluation of the earmarked area will be conducted by contractorand Sr.DME or his authorized representative, and a penalty shall be imposed fornot achieving the desired results.

Contractor will bring out in his schedule as to how he proposes to show the effectof Rodent control treatment in Pit lines/yard of the coaching depots, subject toapproval of the scheme by Sr.DME. If the contractor fails to submit any acceptablemethodology in this regard, the decision of Sr.DMEwill be final.

Clause # Accepted (Yes/No) If No list Deviation(s)Special terms and Conditions of contract:

Specifications of work:

Sr. Depot Non AC Coaches AC Coaches Pantry CarsNo. Reserved Unreserved12345Total no ofcoaches

SKETCH/LAYOUT INDICATING THE AREAS OF THECOACHING DEPOT(S) IDENTIFIED FOR RODENTCONTROL TREATMENT, ALSO DENOTING THE

TOTAL AREA IN SQUARE METERS.

Type of coach No. of coaches Frequency Total number of Rate per Total cost for(holding) of treatments during treatment THREE years

treatment the contract for 3years

ACFortnightly

Pantry Cars Fortnightly

Non-AC (Reserved) Fortnightlyin firstthreemonths &thereaftermonthly

Non-AC Bi-monthly(unreserved)

TOTAL COST (I)._.------

Type of coach Rate per treatment (Rs.Labour Component Material component Fixed component

ACPantry CarsNon -AC(reserved)Non -AC(Unreserved)

Anticipated No. of coaches to be Rate/treatment/coach Total cost for the contractbooked for IOH/POH during the (3years)

contract period

Total Cost (II) -------------

Type of coach No. of Frequency of Total number of Rate per Total cost forcoaches treatment treatments treatment THREE years(holding) during the

contract for 3years

AC During everyPrimaryMaintenance

Pantry Cars During everyPrimaryMaintenance

Non-AC (Reserved) Weekly

.TOTAL COST (III) ----------

Type of coach Rate per treatment (Rs.Labour Component Material component Fixed component

ACPantry CarsNon-AC(reserved)

N.S. Contractors shall note that above rates are inclusive of all the special treatments whichare proposed to be given at various stages of work and no payments other than the above·shall be made.

1. PARTICULARS OF THE PARTYi) NAME: _

ii) ADDRESS: _

iii) PHONE NO: MOBILE FAX NO. _

iv) INCOME TAX PAN NO. EMAIL 10. _

2. PARTICULARS OF BANK ACCOUNTi) CITY: _

ii) BANK NAME: _

iii) BRANCH: _

iv) BANKADDRESS: _

v) BANK TEL NO. FAX NO. _

vi) BANK MICR CODE (9 DIGIT): _

vii) BANK IFS code: _

viii)BANK ACCOUNT NO: _

(Please enclose a cancelled blank cheque)

ix) ACCOUNT TYPE: (SAVUBGS/CURRENT/CASH CREDIT): _

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.

i) I hereby declare that the particulars given in this mandate form are correct and complete. Ifthe transaction is delayed or not effected at all for reasons of incomplete or incorrectinformation, the User institution Le., FA & CAO/ Railway, (Division) willnot be held responsible.