GOVERNMENT OF INDIA

(BHARAT SARKAR)
MINISTRY OF RAILWAYS
RAIL MANTRALAYA
(RAILWAY BOARD)

E-GLOBAL TENDER No TM 1705

Procurement of Multipurpose Tampers (MPT)

BID DOCUMENTS
PART-I

RAIL BHAWAN, RAISINA ROAD,

NEW DELHI-110001, INDIA

FAX NO: +91 11 23388876 or 23387098

 GOVERNMENT OF INDIA (BHARAT SARKAR)
MINISTRY OF RAILWAYS (RAIL MANTRALAYA)
(RAILWAY BOARD)
BID INVITATION FOR ELECTRONIC OFFERS

E-GLOBAL TENDER No TM 1705

Electronic bids are invited for and on behalf of the President of India from established and
reliable manufacturers or their authorized agents, for supply of the following items :-

Tender Description Qty. Cost of Bid Last date for

Notice in Tender Guarantee submission of
No. Nos. document Bids

TM 1705
As per IREPS

1. Non-transferable Bid documents containing complete description of the item required,

as also other terms and conditions are available at www.ireps.gov.in and may be downloaded
there from for on-line submission of their E-bid.

2. Tender document cost shall be submitted in electronic mode through Payment

Gateway facility available on the IREPS website.

3. The e-Bids complete in all respects will be received upto 11.30 hrs on the specified
date of opening given in www.ireps.gov.in.

4. e-bids will be opened at 12.00 hrs on the specified date of opening given in
www.ireps.gov.in.

5. No manual offers will be accepted against this tender. However, Copies of Bid with
complete documents as detailed in paras 1 & 2 of Special Notes given in Schedule of
Requirements. shall be mandatorily submitted manually before 11.30 hrs on the specified
date of opening given in www.ireps.gov.in.

Director Track(MC)
Railway Board
For and on behalf of the President of India
 GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

SCHEDULE OF REQUIREMENTS

(See clauses 1.1 and 2.1 of “Instructions to Tenderers”)

E-TENDER NO. TM 1705

The offers will be received up to 11.30 hrs and will be opened at 12.00 hrs on the date
specified as under:
Amount of Earnest Money to be deposited (See Clause 6.0 of Instruction to Tenderers).

Name of Firm_______________________________________________ (to whom issued).

1.0 Description & Quantity:

SN Description Qty.

1 Multipurpose Tamper for B.G. (1676mm Gauge) as per the 57 Nos.

specifications given in Part III of Tender Documents Spares
required for 2 years of operation during the warranty period as per
Cl. 19.1 of ITT.

2 Spares required for 2 years of operation during the warranty period 57Sets
as per Cl. 19.1 of ITT.

Note: Tenderers may quote the price for the Spares separately in terms of clause 19.1
of ITT.

2.0 Delivery Schedule: All the 57 Nos. machines alongwith Spares shall be delivered within
39 months from the date of placement of order/opening of Letter of Credit.

3.0 E- Tender/Bid Document consists of following

a) Part -I
i) Bid Invitation
ii) Schedule of Requirements with special notes
iii) Check List I & II

b) Part-II
i) Instructions to Tenderers (ITT) (Section-A)
ii) General Condition of Contract (GCC) (Section-B)
iii) Special Condition of Contract (SCC) (Section-C)
iv) Annexures (Section –D)

c) Part-III

i) Technical Specifications (Section E)

4.0 MANDATORY REQUIREMENTS OF ELECTRONIC TENDERS:

Bidder is required to fill-in and upload the following proforma giving an undertaking for
submission of required information/details at the time of on-line submission of their e-
bid. Hard copy of following proforma duly signed by the digital signatory should also be
 submitted manually along with other documents to this office within the specified time
limit i.e. upto 11.30 hours on bid opening date.

S.No. Requirement Remarks

1. Have you remitted the cost of the Bid Amount, Date and electronic
Documents ? (If yes Please fill-up the remittance no. generated by IREPS
details) after payment of tender cost.

2. Have you submitted a Bid Guarantee Bid Guarantee No. …. Date…….

as per clause 6 of Instructions to Amount……..Name of bank issuing
Tenderers ? bid guarantee……..
(If yes Please fill-up the bid guarantee
No. and other details)

SPECIAL NOTES :-

1. The e-bids should be uploaded at www.ireps.gov.in before the time and date specified
for the same. The rates and the other details required as per mandatory requirements as per
para 4.0 above, are to be uploaded on the IREPS site. Other documents are to be submitted
manually to the Director Track Machines, Ministry of Railways (Railway Board), Room
No.150, Rail Bhawan, New Delhi before the date & time specified for bid opening. Copy of bid
with complete documents shall invariably be submitted manually in 4 copies marked as
‘ORIGINAL’, ‘DUPLICATE’, ‘TRIPLICATE’ and ‘QUADRUPLICATE and each copy of the
bids should be complete in all respects, to the President of India through Director Track
Machines, Ministry of Railways, Railway Board, New Delhi-110001 by the due date of tender
opening. It is to be understood that the manual copies are only for the reference purpose.
Please note all the four copies of bid must be hard /Spiral bound. In case of any
variation in rate quoted in the on-line offer and hard copy of offer, the rate quoted in the
on-line offer shall be considered as final. Bidders must note that original copy of Bid
guarantee (EMD) instruments must reach this office within the specified time of bid
submission/opening on bid opening date.

2. Foreign firms (actual manufacturer of Stores) may authorize their Indian Agent to
represent them, to bid, negotiate and conclude the contract on their behalf. Indian Agent of
foreign manufacturer must submit valid authorization as per Annexure 6. The tenderer may
note that offers are required from the actual manufacturer of the Stores or their authorized
agent only who should submit a letter of authority from their principals as per Annexure 6.
The order/contract shall be directly placed in the name of the foreign firm only and they shall
be fully responsible for successful execution of contract in all respects.

3. The bidders should quote the specifications in all respects. Clause wise compliance of
Technical Specification is to be uploaded on the web site with their e-bid and a copy of same
shall also be submitted manually with other documents. If there are any deviations to the
Technical Specification, a Deviation Statement indicating clauses /sub-clauses, deviation
proposed and justification thereof should be enclosed in the prescribed format given as
Annexure- 7. In case of ‘Nil’ deviations the same should be specified.

4. Bidders are required to submit Performance Statement as per clause 4.2 of

‘Instructions to Tenderers’. The said performance statement is also to be uploaded with e-bid.

5. Indigenous (domestic) bidders should quote F.O.R destination rate, giving the detailed
break-up separately as per clause 9.8 of ‘Instruction to Bidders’.
6. Foreign bidders should quote F.O.B prices on the basis of F.O.B stowed and trimmed,
and C&F prices giving the detailed break-up separately as per clause 9.0 of . ‘Instruction to
Bidders’.

7.. The bidders should indicate the weight, size and volume of each of the
package/container with the details of the materials proposed to be packed in such package
and weight of each item. Basis of freight rate shall also be indicated in the bid. The type and
number of 20’ feet containers/40’ feet containers for the import portion should be specifically
indicated in the offers by the suppliers.

8. QUANTITY VARIATION CLAUSE:- The Purchaser reserves the right to vary the quantity
mentioned in the “Schedule of Requirements” by plus 30 %. Purchaser also reserves the right
to increase the contract quantity by a maximum of 30 % after the placement of order within a
year from the date of placement of order keeping the overall quantity increase within 30% of
the bid quantity.

9.0 In case the date of e-bid opening falls on a gazetted holiday or is subsequently
declared as such, the e-bids will be opened on the next working date at the appointed time.

10.0 Bidders are requested to visit site www.ireps.gov.in and go through the e-tender
documents carefully. References of some of the important clauses are as under-

a) Qualifying Requirements of Bidders- clause 4 of ‘Instruction to Bidders’

b) Bid Guarantee- clause 6 of ‘Instruction to Bidders’
c) Discrepancy in rates quoted in words and figures- clause 7.5 of ‘Instruction to Bidders’
d) Evaluation of Offers- clause 13 of ‘Instruction to Bidders’
e) Payment terms - clause 11 of ‘Instruction to Bidders’

11.0 E-Bids are liable to be rejected if:

a) Not supported with proof of remitting the cost of bid documents

b) Not accompanied with specified ‘Bid Guarantee’. Any fax/ swift message/
communication from the bank for establishing/issuing the bid guarantee later on will
not be entertained.

c) Received after stipulated time & date of opening.

d) Complete Bid in all respects not received manually within the specified time on date
of bid opening .

e) Not open for acceptance for a minimum period of 180 days from the due date of
opening of bid and Bid Guarantee is not valid for 225 days.

f) Bidders who are not manufacturers, quote without letter of authority from
manufacturers.

g) Any manufacturer/seller gives the letter of authority specific for this tender to more
than one bidder, bid of all the bidders who have produced such letter of authority will
be considered disqualified.
* * *
 CHECK LIST-I

1. Have you purchased the Tender Documents? Yes/No

2. Have you submitted a Bid Guarantee? Yes/No

(Annexure – 5, Bid Documents Part-II)

3. Have you furnished a Letter of Authority? Yes/No

(Annexure-6, Tender Documents Part-II)

4. Have you furnished the Performance Statement? Yes/No

(Annexure-3, Tender Documents Part-II)

5. Have you submitted the Banker’s Report? Yes/No

(Para 4.1 (b) of ‘Instructions to Tenderers’
Tender Documents Part-II)

6. Have you furnished the Statement of Equipment and

Quality Control? Yes/No
(Annexure – 4, Tender Documents Part-II)

7. Have you furnished the Clause-wise comments on

Technical Specification Yes/No
(Para 2.4 of ‘Instructions to Tenderers’ Tender Documents Part-II)

8. Have you furnished the Statement of Deviations Yes/No

(Preferably Nil)?(Annexure-7, Tender Documents Part-II)
9. Have you quoted in the prescribed proforma
(Annexure-1 or 2) Yes/No

10. Have you included prices of all Standard Accessories in the

price of the machine ? Yes/No
(Technical Specifications, Tender Documents Part-III)

11. Have you quoted FOB, CFR prices separately

as required? Yes/No
12. Have you quoted for all the Accessories and Spares? Yes/No

13. Have you quoted delivery period correctly and precisely? Yes/No

14. Have you kept your offer valid for 180 days? Yes/No

Signature & Seal of the Manufacturer/Tenderer.

 CHECK LIST -II

i. Have you submitted the authorization letter authorizing your Yes/No

agent to quote on this tender?
ii. Have you indicated the complete name and address of the Yes/No
agents and details of the services to be rendered by the
agents?
iii. In case the answer to (ii) is yes, confirm that the agent has Yes/No
necessary infrastructure and competent staff to render the
same.
iv. Have you submitted a copy of your agreement with your Yes/No
Indian Agent?
v. Manufacturer or their sole selling agents may note that an Yes/No
agent can represent only one firm in a tender and any
manufacturer cannot submit more than one offer against a
tender through different sole selling agents or one directly
and others through sole selling agents. In such a situation
all the offers will be rejected.
vi. Have you indicated your Indian Agent’s Income Tax Yes/No
Permanent Account Number?
vii. Are you aware that any payment against the contract, if Yes/No
placed, to your Indian agent directly by you in currency
other than in Indian Rupees is against the Indian Laws?
viii. Are you aware that failure to disclose the full amount of Yes/No
remuneration/agency commission payable to your Indian
Agents shall render the contract void?

******
 BID DOCUMENTS
PART-II

CONTENTS

SECTION A. Instructions to Tenderers

SECTION B General Conditions of Contract
SECTION C Special Conditions of Contract
SECTION D Annexures
 SECTION-A

INSTRUCTIONS TO TENDERERS

TABLE OF CONTENTS

Clause Page No.

1. General instructions A1
2. Technical information A1
3. Agents and service facilities in India-Agency Commission A2
4. Qualifying requirements of tenderers A3
5. Time Schedule A4
6. Earnest Money/Bid Guarantee A4
7. Submission of offers A5
8. Local Conditions A6
9. Price basis and indemnity A6
10. Insurance A9
11. Payment Terms A 10
12. Deduction A-12
13. Evaluation of the offers A 12
14. Shipping Arrangement A 13
15. Packing A 14
16. Import license A 14
17. Acceptance of tender A 14
18. Effect and validity of offer A 15
19. Spare parts A 15
20. Training of Railway Staff A 15
21. Service Engineers A 16
22. Offer by FAX A 16
23. General A 16
24. Last date of receipt of tender A 17
25. PROVISIONS APPLICABLE FOR MSEs A 17
(MICRO & SMALL ENTERPRISES)
 INSTRUCTIONS TO TENDERERS

1.0 GENERAL INSTRUCTIONS:

1.1 On behalf of the President of India, The Director, Track (MC), Ministry of Railways
(Railway Board), New Delhi, India (hereinafter referred to as the Purchaser), invites
offers from established and reliable manufacturers or their authorized agents for the
supply as set forth in the “Schedule of Requirements”.

1.2 All offers in the prescribed form at Annexure 1 or 2 (as applicable) should be
submitted before the time and date fixed for the receipt of offers as set forth in the
tender papers. Offers received after the stipulated time and date will be rejected.

1.3 All information in the offer must be in English. Information in any other language must
be accompanied by its authenticated translation in English; in case of failure to comply
with this, the offer is liable to be rejected. In the event of any discrepancy between an
offer in a language other than English and its English translation, the latter will prevail.

1.4 Only one tender may be submitted by each tenderer. No tenderer may participate in
the tender on behalf of another tenderer as usual for the same contract in any relation
whatsoever.

1.4.1 Manufacturer or their agents may note that an agent can represent or quote on behalf
of only one firm in a tender.

1.4.2 In cases where an agent participates in a tender on behalf of one manufacturer, he is

not allowed to quote on behalf of another manufacturer in a parallel/ subsequent
tender for the same item. A tender will be considered parallel if opened on the same
date. A tender will be considered subsequent until the previous tender in which the
same agent had participated, has been finalized and if, as a result thereof, a contract
is placed on the agent, the same has been completed in all respects.

1.4.3 With respect to agent and Principal/OEM, the following instructions to be followed:

(a) In a tender, either the Indian agent on behalf of the Principal/OEM or

Principal/OEM itself can bid but both cannot bid simultaneously for the same
item/product in the same tender.

(b) If an agent submits bid on behalf of the Principal/OEM, the same agent shall not
submit a bid on behalf of another Principal/OEM in the same tender for the same
item/product.

2.0 TECHNICAL INFORMATION:

2.1 Clarification regarding Specifications indicated in the ‘Schedule of Requirements’ may

be obtained from Director, Track (MC), Ministry of Railway, Railway Board, New Delhi.

2.2 The equipment offered should be in accordance with the stipulated drawings and
specifications in ‘Schedule of Requirements’.

A-1
2.3 The Purchaser may, in exceptional circumstances accept internationally accepted
alternative specifications which ensure equal or higher quality than the specifications
mentioned in the tender specifications. However, the decision of the purchaser in this
regard shall be final. In this connection, attention of tenderer is invited to the
‘Statement of Deviations’ from tender specifications (Annexure-7) which should
invariably be filled in and submitted alongwith the offer and further two copies of the
alternative specifications offered should be sent alongwith the offer.

2.4 The tenderer shall indicate his compliance or otherwise against each clause and sub-
clause of the technical specifications. The tenderer shall, for this purpose, enclose, a
separate statement (Annexure-7) indicating compliance or otherwise of each clause of
specifications. Whenever the tenderer deviates from the provisions of a clause/sub-
clause he shall furnish his detailed justification for the same in the Remarks’ column.

2.4.1 Details of variations from the drawings and specifications, if any, should be clearly
indicated and in such an event where alternative product is offered, a certificate from
the users must be furnished to the effect that the product offered is an alternative
acceptable to the users in the country of origin and in one or more countries. The
names of the users in those foreign countries should also be indicated.

3.0 AGENTS AND SERVICE FACILITIES IN INDIA-AGENCY COMMISSION:

3.1 Foreign firms quoting direct against the enquiry and who want Indian
Agents/Associates and or servicing facilities in India should indicate in their offer the
name of their Indian agents/associates or the representatives they have for servicing
in India. They should quote net F.O.B./CFR price, exclusive of the amount of
remuneration or commission provided for the Indian agents/associates. It should be
understood that the Purchaser will indemnify the supplier against payment of such
commission to the Indian agents/associates in rupees in India in respect of a contract
arising out of invitation to tender, where the Indian agents/associates remuneration or
commission covers a part of the price against the tender.

3.2 The foreign tenderer is also required to give the name and address of the local
agent/associate. In addition they should furnish the following details in the offer:

i) The precise/relationship between the foreign manufacturer/principals and

Indian agents/associates.
ii) The mutual interest which the manufacturer/principal and Indian
agents/associates have in the business of each other;
iii) Any payment which the agent/associate receives in India or abroad from the
manufacturer/principal whether as a commission for the contract or as general
retainer fee;
iv) Indian agent’s Income-Tax permanent account number;
v) All services to be rendered by the agent/associate whether of general nature
or in relation to the particular contract and facilities/infrastructure available with
them for the same;
vi) Past performance;

3.2.1 Foreign firms may authorize their Indian Agent to represent them, to bid, negotiate
and conclude the contract on their behalf. They must submit valid authorization as per
Annexure-6. The order/contract shall be directly placed in the name of foreign firm
only and they shall be fully responsible for successful execution of contract in all
respect.

A-2
3.3 In the case of indigenous offer the tenderer is not entitled to any agency commission.
In the case of imported offers the agency commission payable by the tenderer to his
Indian Agents shall be indicated in the space provided in the offer form in foreign
currency. However, Agency Commission finally payable to the tenderer’s Agents in
India under the contract will be converted to Indian Rupees at the telegraphic transfer
buying rate of exchange ruling on the date of placement of the contract/order as
quoted by State Bank of India and shall not be subject to any further exchange
variation. The Agency Commission shall be paid in non-convertible Indian Rupees
after successful completion of the contract, i.e., after completion of proving tests and
final commissioning of machine(s) in India.

3.4 The agent is official representative of Manufacturer/Principal/Bidder. Accordingly,

Manufacturer/Principal/Bidder shall be fully responsible for the conduct of their
appointed agent. This may please be noted.

4.0 QUALIFYING REQUIREMENTS OF TENDERERS:

4.1 The tenderer shall provide a satisfactory evidence acceptable to the Purchaser to
show that:-
a) he is a licensed manufacturer, who regularly manufactures the items offered
and has adequate technical knowledge and practical experience;
b) the tenderer has financial stability and sound status to meet the obligations
under the contract for which he is required to submit a report from a
recognized bank or a financial institution as per Annexure-8C;
c) he has adequate plant and manufacturing capacity to manufacture and supply
the items offered within the delivery schedule offered by him;
d) he has established quality control system in the organization to ensure that
there is adequate control at all stages of the manufacturing process.

4.2 For purposes of para 4.1, the tenderers should additionally submit:-
a) a performance statement as in Annexure-3, giving a list of major supplies,
effected in the last five years of items offered by him, giving details of the
Purchaser’s name and address, order no. and date and the quantity supplied
and whether the supply was made within the delivery schedule.
b) a statement indicating details of equipment employment and quality control
measures adopted as in Annexure-4.

In addition to the above, further information regarding his capacity/capability, if

required by the Purchaser shall be promptly furnished by the tenderer.

4.3 The purchaser reserves the rights to consider a tenderer for a developmental/trial
order upto 20% of the tendered quantity for simpler track machines i.e Rail cum Road
Vehicle (RCRV), Rail Threader (RT),Utility Vehicle (UTV), Rail Borne Maintenance
Vehicle (RBMV), Muck Disposal Unit (MDU), Track Laying Equipment (TLE) & Work
Site Tamper (WST) only:

a) who is not a regular manufacturer of the offered items, but a regular manufacturer of
the other types of large on-track machines;
or
b) who is not a regular manufacturer of the offered items or any other type of large on-
track machines but a regular manufacturer of the self propelled rolling stock items with
adequate technical knowledge and practical experience;
or
c) who is not a regular manufacturer of the offered items or any other type of large on-
track machines but a regular manufacturer of the self propelled rolling stock items
having technical tie-up with a regular manufacturer of the offered items;
A-3
4.3.1 Consideration of developmental/trial order is subject to technical suitability and
competitive rates, indigenous value addition of minimum 20% of the cost of the
machine, submission of drawing and general layout, structural layout, systems details,
illustrative sketches, drawing to achieve the performance requirement along with the
offer and meeting the other qualifying criteria as stipulated in Cl. 4.1 b), c) & d) and Cl.
4.2 above.

4.4 “The purchaser reserves the right to consider a tenderer who is a regular
manufacturer of the offered items, but an untried source for the tendered item on IR
and capable of executing the order for a developmental order upto 20% of the net
procurable quantity (NPQ) subject to technical suitability, competitive rates and
meeting the other qualifying criteria as stipulated in Cl. 4.1 b), c) & d) and Cl. 4.2
above.”

4.5 Tenderer not submitting the requisite information and not conforming to performance
standards specified may note that his offer is liable to be ignored.

5.0 TIME SCHEDULE:

5.1 The basic consideration and the essence of the contract shall be the strict adherence
to the time schedule for the supply of items/item offered.

5.2 The time and the date specified in the contract for the delivery of the stores and the
equipment shall be deemed to be essence of the contract and the delivery must be
completed not later than the date so specified. The attention of the tenderers is
invited to clauses regarding liquidated damages and default in the General Conditions
of the contract and clause 10 (Delivery schedule) in the special conditions of contract
by which the contract shall be governed.

6.0 EARNEST MONEY/BID GUARANTEE:

6.1 Earnest Money/Bid Guarantee (EMD) for the amount stipulated in the Tender
Invitation shall accompany each tender. EMD shall be as prescribed in IREPS or in
the form of Bank Guarantee in the name of the tenderer as per Proforma attached
(Annexure-5) whichever is applicable valid for 45 days beyond validity of the bid. The
Bank Guarantee shall be in one of the following forms:

a) Bank Guarantee from a Nationalized Bank of India or a Scheduled Bank in India.

Scheduled Bank shall mean a bank as defined under Section 2 (e) of the Reserve
Bank of India Act, 1934.
b) Bank Guarantee from a foreign bank outside India. Authentication of the same by any
Nationalized Bank in India is required.
c) Earnest Money/ Bid Guarantee shall also comply to the guidelines notified in IREPS
portal www.ireps.gov.in from time to time.

6.2 If the validity of the offer is extended the Bank Guarantee for EMD duly extended shall
also be furnished, failing which the offer after the expiry of the aforesaid period shall
not be considered by the Purchaser.

6.3 No interest will be payable by the purchaser on the Earnest Money/Bid Guarantee.

6.4 The Earnest Money/Bid Guarantee deposited is liable to be forfeited, if the tenderer
withdraws or amends, impairs or derogates from the tender in any respect within the
period of validity of his offer.
A-4
6.5 The Earnest Money of the successful tenderer will be returned (within sixty days) after
the contract Performance Guarantee as required (Clause 21 of the General
Conditions of Contract) is furnished and formal contract duly signed is received by the
Purchaser.

6.6 If the successful tenderer fails to furnish a contract performance guarantee as

specified in clause 21 of the General Conditions of Contract and fails to return the
formal contract duly signed within thirty days of the receipt of the formal contract, then
the Earnest Money shall be liable to be forfeited by the Purchaser.

6.7 The Earnest Money of all unsuccessful tenderers will be returned by the purchaser
within 30 days after issue of acceptance to the successful tenderer.

6.8 Any tender not accompanied by Earnest Money in one of the approved forms given in
clause 6.1 above will be rejected by the Purchaser as unresponsive.

7.0 SUBMISSION OF OFFERS:

7.1 E-bids as prescribed in IREPS (Annexure 1 or 2) should be submitted.

7.2 In addition to the E-BIDS , 4 hard copies marked as ‘ORIGINAL’, ‘DUPLICATE’,

‘TRIPLICATE’ & ‘QUADRUPLICATE’ must be submitted.

7.3 Any individual (s) signing the tender or other documents connected therewith should
specify whether he is signing.
i) as sole proprietor of concern or as attorney of the sole proprietor;
ii) as a Partner or Partners of the firm;
iii) as a Director, Manager or Secretary in the case of a Limited Company
duly authorized by a resolution passed by the Board of Directors or
in pursuance of the authority conferred by the Memorandum of Association.

7.4 In the case of a firm not registered under the Indian Partnership Act, all the partners or
the attorney duly authorized by all of them should sign the tender and all other
connected documents. The original power of attorney or other documents
empowering the individual or individuals to sign should be furnished to the purchaser
for verification, if required.

7.5 All prices and other information like discounts etc., having a bearing on the price shall
be written both in figures and words in the prescribed offer form. In case of any
discrepancy in rates quoted in words and figures, the rates quoted in words shall be
considered.

7.6 Offer, in quadruplicate, in the prescribed form (Annexure 1 or 2, as applicable,) should

be addressed to the President of India through the Director, Track (MC), Ministry of
Railways, Railway Board, Rail Bhawan, Raisina Road, New Delhi, India and submitted
in the manner specified in the Tender Invitation contained in Tender Documents (Part
– I).
7.7 Offers shall be as per the Instruction to tenderers, the General and Special Conditions
of contract given in the Tender Documents. However, the tenderer shall indicate his
acceptance or otherwise against each clause and sub-clause of the Instruction to
tenderers, the General and Special Conditions of Contract. For this purpose, the
tenderer shall enclose a separate Statement (Annexure – 7) indicating only the
deviations from any clause or sub-clause of the Instruction to tenderers, the General
and Special Conditions of Contract, which he proposes with full justification for such
deviations and additional price for complying with the conditions of the contract in
each case. The Purchaser, however, reserves the right to accept or reject these
deviations and his decision thereon shall be final. A-5
7.7 Offers are required from the actual manufacturers of the stores or their authorized
agents who should submit a letter of authority from their Principals as in Annex.-6.
Offers from other agents, brokers and middlemen will not be accepted.

7.8 The tenderer should avoid ambiguity in his offer, e.g., if his offer is to his standard
size, dimensions, he should specifically state them in detail without any ambiguity.
Brief descriptions such as standard length etc. should be avoided in the offer.

7.9 Each page of the offer must be numbered consecutively, should bear the tender
number and should be signed by the tenderer at the bottom. A reference to the total
number of pages comprising the offer must be made at the top right hand corner of
the first page.

7.10 Quantity Variation Clause: The purchaser reserves the right to vary the quantity
mentioned in the “Schedule of Requirements” by plus 30% within a year from the date
of placement of order.

8.0 LOCAL CONDITIONS:

8.1 It will be imperative on each tenderer to fully acquaint himself of all the local
conditions and factors which would have any effect on the performance of the contract
and cost of the stores. SIn his own interest, the foreign tenderer should familiarize
himself with the applicable Income Tax Act., the companies Act, the customs act and
related laws in force in India. The Purchaser shall not entertain any request for
clarifications from the tenderer regarding such local conditions. No request for change
in price, or time schedule of delivery of stores shall be entertained after the bid is
submitted to the Purchaser.
9.0 PRICE BASIS AND INDEMNITY:

9.1 Foreign tenderer shall quote his price on the basis of FOB nearest port of shipment
having facilities to handle the same and CFR Indian Port.

9.2 The terms FOB and CFR shall be as defined in the current edition of International
Rules for the interpretation of the Trade terms published by the International Chamber
of Commerce, Paris and commonly referred to as INCOTERMS.

9.3 These prices should not include agency commission payable to Indian Agents which
shall be exhibited as already indicated in clause 3.0. The Indian Agent’s commission
shall be shown in foreign currency as a definite amount and not as a percentage.

9.4 The prices can be quoted in US Dollars or any other freely convertible currency.
However, if the goods offered are manufactured in more than one country, the
tenderer may state portions of the bid price in the respective currency of the country of
origin in which he wishes to be paid. The bid price shall be total of such portions.
Alternatively, tenderer may, at his option, state the entire bid price in U.S. Dollars or
any other freely convertible currency. The portion of the bid price relating to
components of Indian origin to be incorporated in the stores or supply of stores shall
be stated in Indian Rupees. The contract price will normally be paid in the currencies
in which the price is stated in the successful tender. However, purchaser reserves the
right to effect payment of the equivalent amount in the currency or currencies of the
country of origin of the goods in case the price is stated in other currencies. The
equivalent amount will be calculated on the basis of rate of exchange prevalent on the
date of payment.
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9.5 The purchaser shall also have the right to sign the contract on CFR basis in which
case he will not be responsible for making shipping arrangements.

9.6 The prices quoted shall be firm and not subject to any variation. In the case of CFR
delivery, ocean freight charges included must be firm and no variation will be allowed
on this account after the opening of tenders.

9.7 The tenderers should quote their lowest possible prices. Quotation should be made
only for units specified in the “Schedule of Requirements”.

9.8 Tenderers submitting indigenous offers shall indicate the FOR (Free on Rail) price
delivery at station of dispatch, which shall include all State and Central Taxes
and Excise Duties leviable on the final finished supplies tendered for. In addition, a
complete break-up showing the ex-factory price, taxes and excise duties individually,
incidentals and handling charges, freight and insurance charges, if any, shall also be
given as mentioned in Annexure-II.

9.9 Price variation is admissible for indigenous machines and also for partly imported and
partly indigenous machines. For partly imported and partly indigenous machines, price
variation is admissible only on indigenous portion, if the indigenous portion is more
than 20% of the total cost of the machine. The formula for price variation shall be as
under

PRICE VARIATION FORMULA

(for indigenous content)

P= Po/100 { 15 + ( 20 x A1/A2) + (25 x B1/B2) + (15 x C1/C2) + ( 25 x D1/D2) }

P = Escalated/De-escalated Price
Po = Price as per contract

A1 = Wholesale price index number 1.3.10.1 for Ferrous Metals as per table
“Wholesale Price Index” (Base: 2004-05=100), presently as Table No. 21 of
Reserve Bank of India Bulletin for the third (3) month preceding the month of
delivery of the machine (s).

A2 = Wholesale price index number 1.3.10.1 for Ferrous Metals as per table
“Wholesale Price Index” (Base: 2004-05=100), presently as Table No. 21 of
Reserve Bank of India Bulletin for the month preceding the opening of tender.

B1 = Consumer Price Index Number for Industrial Workers for capital town of the
state where the firm is located and Delhi for National Capital Region as per
presently Table No. 112/6/2013-CPI for Industrial Workers (Base: 2001=100)
published by Government of India, Ministry of Labour & Employment, Labour
Bureau for the third (3) month preceding the month of delivery of the machine
(s).

B2 = Consumer Price Index Number for Industrial Workers for capital town of the
state where the firm is located and Delhi for National Capital Region as per
presently Table No. 112/6/2013-CPI for Industrial Workers (Base: 2001=100)
published by Government of India, Ministry of Labour & Employment, Labour
Bureau for the month preceding the opening of tender.
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 C1 = Wholesale price index number 1.2 for Fuel & Power as per table “Wholesale
Price Index” (Base: 2004-05=100), presently as Table No. 21 of Reserve Bank
of India Bulletin for the third (3) month preceding the month of delivery of the
machine (s).

C2 = Wholesale price index number 1.2 for Fuel & Power as per table “Wholesale
Price Index” (Base: 2004-05=100), presently as Table No. 21 of Reserve Bank
of India Bulletin for the month preceding the opening of tender.

D1 = Wholesale price index number 1.3 for Manufactured Products as per table
“Wholesale Price Index” (Base: 2004-05=100), presently as Table No. 21 of
Reserve Bank of India Bulletin for the third (3) month preceding the month of
delivery of the machine (s).

D2 = Wholesale price index number 1.3 for Manufactured Products as per table
“Wholesale Price Index” (Base: 2004-05=100), presently as Table No. 21 of
Reserve Bank of India Bulletin for the month preceding the opening of tender.

Note: 1. The maximum payable escalation shall not exceed 35% of the Contract price.

2. PVC claims will be restricted for that particular quantity of supply, required to be
completed in that period as indicated in the delivery period, irrespective of whether
the supply has been made subsequently within the overall delivery schedule.

9.9.1 The eligibility for asking price variation in terms of indigenous portion of cost being
more than 20% will be seen as on the date of tender opening. Any variation in this
percentage as result of negotiations will not alter original position in respect of
eligibility to ask for the price variation.

9.10 CENVAT CREDIT:

9.10.1 The price quoted by the tenderers should take into account the credit availed on
inputs under the CENVAT Credit Rules, 2004. The tenderer should also state
quantum set offs in respect of duties on inputs (as admissible under law), that is being
totally and unconditionally passed on to the purchaser, in the prices quoted per unit of
the item.

9.10.2 In the event of additional CENVAT credit being extended by the Govt. of India, to
cover items ordered against present tender, the same shall be passed on to the
purchaser. The bill for payment should accompany the following certificate:-

a) We hereby declare that no additional CENVAT benefit has accrued to us beyond

what has already been taken into account while submitting our offer &
incorporated in the rates shown in the contract.
b) We hereby declare that the additional CENVAT benefit of Rs……….per
machine/Unit has accrued to us beyond what was taken into account while
submitting our offer & incorporated in the rates shown in the contract. We are
passing on the same to the purchaser & the bill has been prepared accordingly.

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9.11 Sales Tax/CST/VAT/Input Tax under VAT Scheme:

9.11.1 The concessional tax regime so far available to the Government Departments has
been withdrawn w.e.f. 01.04.2007. Government Departments will have to pay CST @
normal VAT rates prevalent in the seller’s state for purchase involving inter-state
movement of goods.

9.11.2 However, goods of special importance (called declared goods) as incorporated in

Section 14 of the CST Act will continue to suffer/enjoy concessional rate of tax since
State Governments cannot impose tax at higher rates than envisaged in CST Act. Iron
and Steel items as listed in Section 14 of CST Act, 1956, for instance will suffer CST
@ 4% only.

9.11.3 The tenderer should quote the exact percentage of VAT that they will be charging
extra.

9.11.4 While quoting the rates, tenderer should pass on (by way of reduction in prices) the
set off/input tax credit that would become available to them by switching over to the
system of VAT from the existing system of sales tax, duty stating the quantum of
such credit per unit of the item quoted for.

9.11.5 The tenderer while quoting for tenders should give the following declaration;
“We agree to pass on such additional set off/input tax credit as may become available
in future in respect of all the inputs used in the manufacture of the final production on
the date of supply under the VAT scheme by way of reduction in price and advise the
purchaser accordingly”.

9.11.6 The suppliers while claiming the payment will furnish the following certificate to the
paying authority;

“We hereby declare that additional set off/input tax credit to the tune of Rs.-----------
has accrued and accordingly the same is being passed on to the purchaser and to
that effect the payable amount may be adjusted”.

9.11.7 Even for contracts where CST is payable, this input tax credit may become admissible
to the suppliers where the supplier happens to be located in the state in which VAT
has been implemented. Accordingly the certificate under para 9.11.6 above should
also be obtained in all such existing contracts where CST is payable.

9.11.8 For the states in which the VAT has not yet been introduced, the existing system of
sales tax shall continue.

10.0 Insurance

10.1 In case of FOB/CFR offer insurance shall be arranged by the Purchaser.

10.2 In the case of indigenous offers, the purchaser will not pay separately for transit
insurance and the supplier will be responsible till the entire stores contracted for arrive
in good condition at destination. Where the tenderer intends to insure the goods, the
insurance charges should be clearly indicated, separately in the break up.

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 The consignee will advise the tenderer within 45 (forty five) days of the arrival of
goods at the destination, any loss/damage etc. of the goods and it shall be the
responsibility of the tenderer to lodge the necessary claim on the carrier and/or insurer
and pursue the same. The tenderer shall, however, at his own cost replace/rectify
immediately, to the entire satisfaction of the consignee, the goods lost, damaged,
without waiting for the settlement of the claim.

11.0 PAYMENT TERMS

The standard payment terms subject to recoveries, if any, under liquidated damages
clause in ‘General Conditions of Contract’ will be as under:

11.1 For Foreign Supplies.

Payment against foreign supplies shall be made though ‘letter of credit’. All charges
including the confirmation charges of LC, levied by Foreign Bankers shall be borne
by the contractor.

i) 80% payment on proof of inspection and shipment within 30 days of receipt of

shipping documents as specified under against equivalent Bank Guarantee valid till
satisfactory commissioning and completion of proving test of the machine at its
ultimate destination.

a) 2 copies of negotiable cum original bill of lading.

b) Signed certified commercial invoice showing the description, quantity and
price of stores shipped together with the number, weight and volume of such
packages shipped.
c) Certificate that the amounts claimed are correct in terms of the contract.
d) A copy of Contractor’s letter addressed to the Insurer and port consignee
advising the closing particulars as per Annexure attached.
e) Inspection Certificate issued by the Inspecting Officer.

ii) Balance 20% payment within 90 days of satisfactory commissioning of the

machines in India and completion of proving test in which the performance of
the equipment would have been demonstrated by the supplier after its
commissioning at ultimate destination and on furnishing a Bank Guarantee as
per Annexure-8B fully indemnifying the Purchaser against all losses incurred
by the Purchaser due to contractor’s default during the guarantee period
stipulated in the Warranty Clause (SCC Cl .9).

11.1.1 For developmental orders, the payment terms shall be:

(i) 80% within 90 days of satisfactory commissioning of machine in India and completion
of proving test at ultimate destination and on furnishing a Bank Guarantee as per Annexure-
8B fully indemnifying the purchaser against all losses incurred by the purchaser due to
contractor’s default during the guarantee period stipulated in the Warranty Clause (SCC Cl
.9);

(ii) 10% on satisfactory working of the machine for a period of 90 days from the date of
commissioning;

(iii) 10% on satisfactory working of the machine for a period of 90 days thereon.

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11.2 For indigenous supplies:

i) 90% payment on proof of inspection and dispatch documents as specified, to be made

within 30 days of receipt of specified documents.
ii) Balance 10% payment within 90 days of satisfactory commissioning of the machines
in India and completion of proving test in which the performance of the equipment
would have been demonstrated by the supplier after its commissioning at ultimate
destination and on furnishing a Bank Guarantee as per Annexure-8B fully
indemnifying the Purchaser against all losses incurred by the Purchaser due to
contractor’s default during the guarantee period stipulated in the Warranty Clause
(SCC Cl .9).

11.2.1 For developmental orders, the payment terms shall be:

(i) 80% within 90 days of satisfactory commissioning of machine in India and completion
of proving test at ultimate destination and on furnishing a Bank Guarantee as per
Annexure-8B fully indemnifying the purchaser against all losses incurred by the
purchaser due to contractor’s default during the guarantee period stipulated in the
Warranty Clause (SCC Cl .9);

(ii) 10% on satisfactory working of the machine for a period of 90 days from the date of
commissioning;

(iii) 10% on satisfactory working of the machine for a period of 90 days thereon.

11.3 For partly imported and partly indigenous supplies.

The Standard payment terms shall be as for indigenous supplies as per clause 11.2 of
ITT above. However, the following interim payment can be considered if desired by the
tenderer.

i) 100% payment for imported components/assemblies on proof of inspection and

dispatch of documents as specified to be made through letter of credit to be
opened as in clause 11.1 above, within 30 days of receipt of specified documents
against Bank Guarantee for full amount valid till satisfactory commissioning of the
machine at its ultimate destination. No CST on this value would be payable in
such cases.

ii) In case components/assemblies for the machine(s) are imported by the

manufacturer and the machine(s) is supplied FOR, the payment shall be as per
clause 11.2 of ITT above and CST as legally leviable on the value of the machine
shall be to Purchaser’s account.

iii) The above 100% payment under (i) for imported portion will be available to a
tenderer only if the indigenous value addition is more than 20% of the cost of
machine. To decide the inter-se position of the offers, interest on this 100%
payment under (i) shall be worked out at the interest rate equal to prime lending
rate as notified by State Bank of India on the date of opening of tender plus 2%.”

11.4 In all cases, for indigenous supplier as well as foreign supplier, payment will be made
only on fully assembled machines.

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11.5 Any part payment if required in Indian rupees towards local expenses etc. in India, the
same shall be payable at the rate of exchange (BC Selling) ruling on the date of
opening of tender and shall not be subject to any further exchange variation on any
account.

11.6 If a tenderer requests for a variation in the payment terms and if such variation is
acceptable to the Purchaser, the same would be evaluated at an interest rate equal to
the prime lending rate as notified by State Bank of India on the date of opening of
tender plus 2% for all earlier payments for the purpose of comparison with the other
tenderers.

11.7 In case the supplier fails to supply the machines as per the contractual delivery
schedule 100% payment under clause 11.3(i) above would be levied an interest at the
rate of 2% more than the Prime Lending Rate of State Bank of India for the delayed
period beyond scheduled delivery period.

12.0 DEDUCTION:

Payments as in clause 11.1 & 11.2 of ITT above shall be subject to deductions of any
amount for which the contractor is liable under the contract against this tender or any
other contract made by the contractor in respect of which the President of India is the
Purchaser.

13.0 EVALUATION OF THE OFFERS:

13.1 To facilitate evaluation and comparison, the Purchaser will convert all Bid Prices
expressed in the amounts in various currencies in the Bid Price as payable, to Indian
Rupees at the B.C. selling exchange rate established by the State Bank of India, New
Delhi, as on the date of the tender opening and all the offers will be evaluated as per
tax regime as applicable on the date of Tender opening.

13.2 The tenders received will be evaluated by the Purchaser to ascertain the best and
lowest acceptable tender in the interest of the Purchaser, as specified in the
specification and tender documents.

13.3 The value of spare parts (as per Schedule of Requirement) will not be taken into
consideration in the Evaluation of Offers.

13.4 BASIS OF THE EVALUATION OF TENDER:

13.4.1 The tenders received would be evaluated on the basis of either:

a) FOR price quoted on the Lines indicated in para 9.8 of Instructions to Tenderers.

OR

b) Quoted FOB price plus Agency Commission, Ocean freight as quoted by the
bidder & if not quoted by the bidder then Ocean freight intimated by the Ministry
of Shipping, Transport Bhavan, Government of India , New Delhi, India,
Insurance charges on FOB cost as per Board’s open cover policy on FOB cost
quoted, 1% port handling charges on CIF value thus derived, applicable Custom
Duty.

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 OR

c) Quoted CFR prices plus agency commission, insurance charges on FOB cost as
per Board’s open cover policy , 1% port handling charges on CIF value thus
derived, applicable Customs Duty.

OR

d) For partly imported and partly indigenous assembled/manufactured machines,

FOR price quoted for indigenous components on the lines indicated in para 9
plus CFR price for imported components as per (b) & (c) above duly following
CENVAT credit rules as applicable.

Purchaser reserves the right to adopt any of the above basis.

Cargo handling charges prior to the shipment, wherever applicable shall be to the
contractors account.

The terms FOB and CFR shall be defined in accordance with ‘INCOTERM’2000.

13.4.2 The following components would be added to FOB price to calculate the landed price
of an imported offer:

(a) Ocean freight as quoted by the bidder & if not quoted then Ocean freight as advised
by Ministry of Shipping including firm and variable component.

(b) Insurance charges as per IR’s open cover policy.

(c) Assessable Value is to be calculated by adding Port/landing charges @ one percent

with the CIF cost as per Customs Rules. Aggregate Customs Duty is to be calculated
on the assessable value and the total landed cost is to be worked out by adding the
assessable value with the aggregate Customs Duty.

(d) Landed cost = CIF value (add agency commission to the FOB cost, if any plus
Insurance on FOB cost plus freight)+ 1% port handling charges on CIF value +
customs duty as applicable.

(e) Thereafter, other charges as leviable and as required in terms of tender conditions
(viz. training, installation & commissioning charges etc. as quoted, if any) are to be
added to the total landed cost to arrive at the total cost of the offer.

13.4.3 After selecting the lowest evaluated bid on this basis, the purchaser reserves the right
to sign the contract either on (i) CFR or (ii) FOB price quoted by the tenderer.

14.0 SHIPPING ARRANGEMENTS:

14.1 In the event of an order being placed on CFR basis, the contractor shall arrange
shipment in accordance with the requirements of the Ministry of Shipping, Transport
Bhavan, New Delhi, India. The purchaser will, however, in accordance with option
clause, have the right to change over the contract to FOB basis if considered
necessary after giving two months’ notice to the contracting firm. Shipping

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 arrangements in the case of FOB contracts shall be made by the Shipping
Coordination and Chartering Division/Shipping Coordination Officer Ministry of
Shipping, Transport Bhavan, New Delhi, India. Particulars of cargoes for which
shipping space will be required in the execution of contract should be furnished in
detail to the Chief Controller of Chartering Shipping Coordination Officer, Ministry of
Shipping, Transport Bhavan, Govt. of India, New Delhi, India, as soon as possible
after the relevant contract is finalized (Annexure 9 & 10 ).

14.2 Port Clearance: In the event of order being placed for Partly Imported and Partly
Indigenous machine, the clearance of imported / spares shall be done by the
contractor on behalf of the Purchaser and in case of fully imported machine the
clearance will be done by the Purchaser.

15.0 PACKING:

15.1 The items tendered will have to undergo arduous transportation before reaching the
destination and will have to be stored and handled in tropical climatic conditions
(including monsoons) before they are put to the actual use. It is, therefore, imperative
that packing for every item is decided by taking into consideration, inter-alia, the
above vital factors so as to eliminate damage/deterioration of item in
transit/transshipment/handling or during storage.

15.2 The specifications of the packing proposed shall be indicated.

15.3 The packing advices should bring out the weight, dimensions and size of each
bundle/package. Where it is not possible to give weight of the bundles/packages, the
contractor must indicate the volume of the bundles/packages, the number of pieces
per bundle/packages, number of bundles/packages, and total weight of the items
supplied.

16.0 IMPORT LICENCE (In case of Indigenous Tenderers):

16.1 The successful tenderers will have to apply to the proper Government Authority for
grant of requisite import licence/foreign exchange for such items as require import,
within 14 days of the advance letter of acceptance/telegraphic acceptance and the
Purchaser will only render such assistance as considered necessary.

17.0 ACCEPTANCE OF TENDER:

17.1 The Purchaser may accept a tender for a part or whole of quantity offered, reject any
tender without assigning any reason and may not accept the lowest or any tender.

17.2 Acceptance of tender will be communicated by FAX, E-mail or formal acceptance of

tender direct to the tenderer or through his authorized agents in case where
acceptance is indicated by FAX, E-mail or the formal acceptance of tender will be
forwarded to the contractor as soon as possible but FAX, E-mail should be deemed
to conclude the contract.

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18.0 EFFECT AND VALIDITY OF OFFER:

18.1 The submission of any offer connected with these specifications and documents shall
constitute an agreement that the tenderer shall have no cause of action or claim,
against the Purchaser for rejection of his offer. The Purchaser shall always be at
liberty to reject or accept any offer or offers at his sole discretion and any such action
will not be called into question and the tenderer shall have no claim in that regard
against the Purchaser.

18.2 The offer shall be kept valid for acceptance for a minimum period of (180) one
hundred and eighty calendar days from the date set for opening of Tenders.

18.3 Offers shall be deemed to be under consideration immediately after they are opened
and until such time the official intimation of award is made by the Purchaser to the
tenderer. While the offers are under consideration, tenderers and or their
representatives or other interested parties are advised to refrain from contacting the
Purchaser by any means. If necessary, the Purchaser will obtain clarifications on the
offers by requesting for such information from any or all the tenderers, either in writing
or through personal contact, as may be considered necessary. Tenderers will not be
permitted to change the substance of their offers after the offers have been opened.

18.4 In exceptional circumstances, the Purchaser may solicit the Bidders consent to an
extension of the period of bid validity. The request and the responses thereto shall be
made in writing (or by FAX or E-mail). The Bid security provided under clause-6 shall
also be suitably extended. A Bidder may refuse the request without forfeiting Bid
security. A Bidder granting the request will not be permitted to modify the Bid.

19.0 SPARE PARTS:

19.1 Where required the tenderer should quote, apart from main equipment, separately for
the mandatory spares as well as for recommended spares required for two years of
operation. The rates for such of the items of those spares should be indicated both in
FOB & CFR basis in the case of imported offers and FOR destination in the case of
indigenous offers with complete break up as indicated in the offer form. The
Purchaser reserves the right to order any or all the spares as quoted for any quantity
considered reasonable by him at the prices quoted by the tenderer and on the terms
and conditions quoted for the main equipment. The responsibility of the tenderer
under the warranty clause will not be diluted in any way on this account. The tenderer
should indicate the consumable spares and critical spares in two separate lists.

20.0 TRAINING OF RAILWAY STAFF:

20.1 Four personnel shall be given training for a period of two weeks in the manufacturing
plant and field operation abroad where these machines are already in operation at the
cost of the supplier who shall provide facilities for the training. Likely places of training
should be indicated in the offer. However, the cost of boarding, lodging and air fare
shall be borne by the Purchaser.

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20.2 Adequate training for one month of four personnel of the Indian Railway for each
machine should be arranged in India on the bidder’s premises or at the site of
commissioning of machines, in the operation, repair and maintenance of these
machines at no extra cost. This training of the staff to be deployed on the machine, in
operation repair and maintenance shall be completed before the commissioning of the
machine. However, the cost of boarding and lodging and travel of trainees will be
borne by the Purchaser.

21.0 SERVICE ENGINEERS:

21.1 The tenderer shall provide at his own cost the services of an experienced service
engineer for two weeks per machine in India for satisfactory commissioning and
operation of the machines.

21.2 Tenderers shall indicate the details of services which will be rendered for after sale
service of the machines.

22.0 OFFER BY FAX:

22.1 Offer received through FAX may be considered in case of procurement of items
through proprietary article certificate & single tender only subject to the firm submitting
post confirmation copy on their letter head duly signed by the authorized person as
per the tender conditions within ten working days from the date of opening of bid for
indigenous firm and twenty one days for foreign firms.

22.2 However, for other type of tender i.e. for Bulletin, limited and Advertised /open Tender
etc., offers received through FAX and found in the tender box at the time of opening of
Tenders and complete in all respects and duly signed by the authorized signatory
should be treated as in time offer subject to the firm/firms submitting post confirmation
copy duly signed by the authorized person as per the tender conditions within ten
working days from the date of opening of bid.

22.3 All other offers received by FAX not covered in Para (1) & (2) above shall be treated
as invalid. The offers received by FAX as covered in Para (2) above shall be deemed
as unresponsive in case confirmation copy is not received within the time stipulated in
Para (2) above.

22.4 No purchase order shall be issued against the FAX offers without receipt of the
confirmation copy of the same.

22.5 It shall be the sole responsibility of tenderers to ensure that the offers submitted by
FAX are dropped in appropriate tender box in sealed cover/covers and within the
prescribed time and date. The Railways shall not be responsible in any way for any
delay in dropping the FAX offers in the appropriate tender box.

23.0 GENERAL:

23.1 The tenderer must ensure that the conditions laid down for submission of offers
detailed in the preceding paras are completely and correctly fulfilled. Tenders, which
are not complete in all respects as stipulated above, are liable to be rejected.

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24.0 LAST DATE OF RECEIPT OF THE TENDERS:

24.1 The offers complete in all respects should reach the Director, Track (MC), Ministry of
Railways (Railway Board), Raisina Road, New Delhi-110 001, India, not later than
11.30 hrs. on the date specified in the ‘Schedule of Requirements’.

24.2 The tenders received shall be opened in the presence of such of the tenderers or their
representatives, who may like to be present at 12.00 hrs. on the date specified in the
‘Schedule of Requirements’ and the names of tenderers and the rates tendered by
them will be read out.
24.3 Offers received after due date and time shall not be considered.

25.0 PROVISIONS APPLICABLE FOR MSEs (MICRO & SMALL ENTERPRISES)

25.1 In pursuance of the Public Procurement Policy on MSE (Micro & Small Enterprises)
vide notification of Government of India dt.23.03.12(as printed in the Gazette of India
notification no.503 dated 26.3.12) following conditions are applicable for eligible
MSEs.:

i) Tender sets shall be provided free of cost to MSEs registered for the tendered item
with the agencies mentioned below.

ii) MSEs registered with the agencies mentioned below for the item tendered will be
exempted from payment of earnest money.

iii) Participating MSEs quoting a price within price band of L1 + 15% shall be allowed to
supply a portion of the requirement by bringing down their price to L1 price in a situation
where L1 price is from someone other than an MSE and such MSEs can be together
ordered upto 20% of the total tendered value.

25.2 MSEs who are interested in availing themselves of the above benefits will enclose
with their offer the proof of their being MSE registered for tendered item with any of
the agencies mentioned in the notification of Ministry of MSME indicated below:

i) District Industries Centers

ii) Khadi and Village Industries Commission
iii) Khadi and Village Industries Board
iv) Coir Board
v) National Small Industries Corporation
vi) Directorate of Handicraft and Handloom
vii) Any other body specified by Ministry of MSME.

25.3 The MSEs must also indicate the terminal validity date of their registration.

25.4 Failing 25.2 & 25.3 above, such offers will not be liable for consideration of benefits
detailed in MSE notification of Government of India dt. 23.03.12.

Director, Track (MC)

(Railway Board)
Fax: 91-11-23387098, 23384481 RoomNo.150.
E-mail : dtkmc@rb.railnet.gov.in. Tele: 23388876

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 SECTION – B

GENERAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS.

CLAUSE PAGE NO.

1. Definitions. B –1
2. Execution B –1
3. Responsibility of the Contractor for executing contract. B –1
4. Indemnity. B –2
5. Prices. B –2
6. Transfer & Sub –letting. B –2
7. Drawings. B –3
8. Alterations. B –3
9. Progress Report. B –3
10. Delivery FOB Invoices and Freight. B –3
11. Customs drawback B –4
12. Marking. B –4
13. Packing. B –4
14. Supply of Drawings, Tracings and specification. B –4
15. Corrupt gifts and payments of commission. B –5
16. Payment Terms deleted and incorporated as cl.11.0 of ITT B –5
17. Deduction deleted and incorporated as cl.12.0 of ITT B –5
18. Delivery Period. B –5
19. Liquidated Damages. B –5
20. Force Majeure. B –5
21. Performance Guarantee Bond. B –6
22. Inspection. B –7
23. Inspecting Officer-Powers of Rejection. B –8
24. Consequences of Rejection. B –8
25. Acceptance of Stores Dispatched After the Expiry of D.P. B –9
26. Export Licence. B –10
27. Arbitration. B –10
28. Laws Governing the Contract. B –11
29. Headings. B –11
30. Secrecy. B –11
 GENERAL CONDITIONS OF CONTRACT

1.0. DEFINITIONS:

1.1 Throughout these conditions and in the specifications, the terms:-

i) “The Purchaser” means the President of India, acting through the Director,
Track (MC), Ministry of Railways, (Railway Board), Rail Bhavan, Raisina
Road, New Delhi-110 001, INDIA unless the context otherwise provides.

ii) “The Inspecting Officer” means the person, firm or department nominated by
the Purchaser to inspect the stores on his behalf and the deputies of the
Inspecting Officer so nominated.

iii) “The Contractor” means the person, firm or company with whom the order
for the supply is placed and shall be deemed to include the Contractor’s
successors (approved by the Purchaser), representatives, heirs, executors,
and administrators, as the case may be, unless excluded by the terms of the
contract.

iv) “Contract” means and includes the bid invitation, instructions to tenderers,
Tenderers Acceptance of Tender, General and Special Conditions of
Contract, Schedule of Requirements, particular and the other conditions
specified in the Acceptance of Tender and includes a repeat order which has
been accepted or acted upon by the contractor and a formal agreement, if
executed.

2.0 EXECUTION:

2.1 The whole contract is to be executed in the most approved, substantial and
workman like manner to the entire satisfaction of the Purchaser or his nominee, who
both personally and by his deputies, shall have full power, at every stage of
progress, to inspect the stores at such times as he may deem fit and to reject any of
the stores, which he may disapprove, and his decision thereon, and on any question
of the true intent and meaning of the specifications shall be settled in terms of
clause 27, subject to the right of both parties to seek arbitration as provided for in
clause 27.

3.0 RESPONSIBILITY OF THE CONTRACTOR FOR EXECUTING CONTRACT:

3.1 Risk in the Stores: The contractor shall perform the contract in all respects in
accordance with the terms and conditions thereof. The stores and every constituent
part thereof, whether in the possession or control of the contractor, his agents or
servants or carrier, or in the joint possession of the contractor, his agents or
servants and the Purchaser, his agents or servants, shall remain in every respect at
the risk of the contractor until their actual delivery to the consignee at the stipulated
place or provided in the acceptance of tender, until their delivery to a person
specified in the “Schedule of Requirements”, as interim consignee for the purpose
of dispatch to the consignee. The contractor shall be responsible for all loss,
destruction, damage or deterioration of or to the stores from any cause whatsoever
while the stores after approval by the Inspector are awaiting dispatch or delivery or
are in the course of transit from the contractor to the consignee, or the interim
consignee as the case may be. The contractor alone shall be entitled and
responsible to make claim against Railway Administration or any other carrier in
respect of non-delivery, missed delivery, loss, destruction, damage or deterioration
of the goods entrusted to such carrier by the contractor for transmission to the
consignee or the interim consignee as the case may be. B-1
3.2 CONSIGNEE’S RIGHT OF REJECTION:

i) Notwithstanding any approval which the Inspector may have given in respect of the
stores or any materials of other particulars or the work or workmanship involved in
the performance of the contract (whether with or without any test carried out by the
contractor or the Inspector or under the direction of the Inspector) and
notwithstanding delivery of the stores, where so provided to the interim consignee, it
shall be lawful for the consignee, on behalf of the purchaser, to reject the stores or
any part, portion of consignment thereof is not in all respect in conformity, with the
terms and conditions of the contract whether on account of any loss, deterioration or
damage before dispatch or delivery or during transit or otherwise how-so-ever.

ii) Provided that where, under the terms of the contract the stores are required to be
delivered to an interim consignee for the purpose of dispatch to the consignee, the
stores shall be at the purchaser’s risk after their delivery to the interim consignee
but nevertheless it shall be lawful for the consignee on behalf of the purchaser to
reject the stores or any part/portion of consignment thereof upon their actual
delivery to him at the destination, if they are not in all respect in conformity with the
terms and conditions of contract, except whether they have been damaged or have
deteriorated in the course or transit or otherwise after their delivery to the interim
consignee.

iii) The provisions contained in the clause-24 of GCC relating to the removal of stores
rejected by the Inspector shall, mutatis mutandis, apply to stores rejected by the
consignee as herein provided.

4.0 INDEMNITY:

4.1 The contractor shall at all times indemnify the Purchaser against all claims which
may be made in respect of the said work for infringement of any right protected by
patent registration design or trade mark; provided always that in the event of any
claim in respect of an alleged breach of a patent registered design or trade mark,
being made against the Purchaser he shall notify the contractor of the same and the
contractor shall be at liberty, but at his own expense, to conduct negotiations for
settlement or any litigation that may arise there from.

5.0 PRICES:

5.1 The prices stated are to include all costs of stamping, painting, marking, protection
or preservation of the stores and any claim what-so-ever that may arise from the
manufacture, packing, shipment, marking, or delivery of stores in accordance with
those consideration and include payment by the contractor of Dock and Harbour
dues, port’s rates, export taxes and other fees or charges, if any, levied because of
exportation. The prices stated are also to include all rights (if any) of patent,
registered design or trade mark and the contractor shall indemnify the purchaser
against all claims in respect of the same.

6.0 TRANSFER AND SUBLETTING:

6.1 The Contractor shall not sublet (otherwise than that which may be customary in the
trade concerned), transfer, assign or otherwise part with directly or indirectly to any
person or persons, whatsoever is in this contract, or any part thereof without the
previous written permission of the purchaser or his nominee.

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7.0 DRAWINGS:
7.1 If any dimensions figuring upon a drawing differ from those obtained by scaling the
drawings, the figured dimensions shall be taken as correct.

8.0 ALTERATIONS:

8.1 The Purchaser or his nominee may require such alteration to be made on the work,
during its progress as he deems necessary. Should these alterations be such that
either party to the contract considers an alteration in price justified, such alteration
shall not be carried out until amended prices have been submitted by the contractor
and accepted by the Purchaser. Should the contractor proceed to manufacture
such stores without obtaining the consent in writing of the Purchaser to an amended
price, he shall be deemed to have agreed to supply the stores at such price as may
be considered reasonable by the Purchaser.

9.0 PROGRESS REPORT:

9.1 The contractor shall render such reports as to the progress of the contract and in
such form as may be called for by the Purchaser or his nominee, the submission
and acceptance of these reports shall not prejudice the rights of the Purchaser in
any manner.

10.0 DELIVERY - INVOICES AND FREIGHT:

10.1 Delivery FOB

10.1.1 The stores shall be delivered by the contractor free on board such vessels in such
port or ports named in the quotation, as Purchaser or his nominee may require.

10.1.2 Such number of inspection certificates, advice notices, packing accounts and
invoices, as may be required by the Purchaser or his nominee, shall be furnished by
the contractor at his own cost.

10.1.3 Freight for the conveyance of the stores or any part thereof will be engaged by the
Purchaser or his nominee, who will give due notice to the contractor when and on
board what vessels, stores or such part thereof are to be delivered. Should the
stores or any part thereof be not delivered within 7 days of the receipt of such
notice by the contractor, the contractor will be liable for all payments and expenses
that the Purchaser may incur or be put to, by reason of such non-delivery including
dead and extra freight demurrage of vessels and any other charges incurred by the
Purchaser whatsoever.

10.2 Delivery CFR

10.2.1 For CFR delivery, the stores shall be delivered free of expense to the Purchaser on
board the vessels with ocean transportation to named Indian Port. The unloading
charges will be paid by the port consignee in Indian Rupees and the tenderers are
not to include these charges in their price.

10.2.2 The seller shall ensure use of vessel to be classified with highest class equivalent
100 A1 Lloyds Register by a classification society which is a Member of IACS
(International Association of Classification Societies Ltd.). A certificate to this effect
shall invariably be sent by the seller to the Port Consignee(s) and also to the
Purchaser and the paying authority along with other shipping documents. Any extra
expenditure by way of extra insurance etc. if incurred, for use of non-classified/ over
aged vessel, shall be on seller’s account.
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11.0 CUSTOMS DRAWBACK (Indigenous supplier/goods):

11.1 If, by reason of a customs notification published after the placing of the contract, the
stores to be supplied shall become, on exportation, subject to customs drawback in
respect of duty paid on them or on the materials used in their manufacture, the
contractor shall recover the amount of the drawback and the contract price of the
stores shall be reduced by the amount so recovered. Similarly, if some benefits
under this clause are withdrawn by subsequent notification by the Government, the
supplier could claim, reimbursement accordingly. For this purpose, the tenderer
shall indicate in their offer, the extent benefit availed under this clause while quoting
the rate.
11.2 This provision applies only to Domestic supplies.

12.0 MARKING:

12.1 The marking of all goods supplied shall comply with the requirements of the Indian
Act relating to merchandise marks or any amendment thereof and of the rules made
there under. The following marking of the materials is required.

a) The following particulars should be stenciled with indelible paint on all the
materials/packages supplied loose:
i) Contract number
ii) Specification No.
iii) Item No.
iv) Port Consignee
v) Abbreviated consignee marks

b) The marking as in (a) above should be on labels securely clamped to the

packages or bundles so as not to break loose during transit. The use of
steel tags for this purpose should be avoided.

c) In addition to the marking as specified above, distinguishing, colour marks

should be given so as to distinguish the ultimate consignee in India.

13.0 PACKING:

13.1 The contractor will be held responsible for the stores being sufficiently and properly
packed so as to ensure their being free from any loss or damage on arrival at their
destination.

13.2 Where materials are to be supplied in bundles, the gross weight should not exceed
1.9 metric tone per bundle for shipments to Indian Ports.

14.0 SUPPLY OF DRAWINGS, TRACINGS AND SPECIFICATIONS:

14.1 Any Drawings, tracings or description specified shall, unless otherwise directed, be
furnished by the contractor with the first consignment of the work to which they relate
and no payment whatsoever will be made until such drawings, tracings of descriptions
have been furnished to the satisfaction of the Purchaser.

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15.0 CORRUPT GIFTS AND PAYMENTS OF COMMISSION:

15.1 Any bribe, commission, gift or advantage given, promised or offered by or on behalf of
the contractor, his agents or servants, or any one on his / their behalf to any
employee, representative or agent of the Purchaser or any person on his behalf in
relation to the execution of this or any other contract with the Purchaser shall, in
addition to the criminal liability under the laws in force, subject the contractor to
cancellation of this and all other contracts with the Purchaser, and also to payment of
any loss resulting from any such cancellation to the like extent and the Purchaser
shall be entitled to deduct the amounts so payable from any, money otherwise due to
the contract under this and all other contracts. Any question or dispute as to the
commission of any offence under the present clause shall be settled by the Purchaser
in such manner and on such evidence or information as may be thought fit and
sufficient, and his decision shall be final and conclusive on the matter.

16.0 Deleted and incorporated as Clause 11 of Instructions to tenderers.

17.0 Deleted and incorporated as Cl 12.0 of ITT.

18.0 DELIVERY PERIOD:

18.1 The earliest possible delivery is required in India. The Purchaser attaches the utmost
importance to timely deliveries and requests the manufacturers to take note of the
liquidated damages condition as is applicable in case of delays in supplies.

19.0 LIQUIDATED DAMAGES:

19.1 In the event of the contractor’s failure to have stores ready for delivery by the time or
times respectively specified in the letter of acceptance or contract, the Purchaser may
withhold any payment until the whole of the stores have been fully supplied and
delivered and may deduct or recover from the contractor as liquidated damages ( and
not by way of penalty) a sum at the rate of 2 percent (two percent) of the value of any
stores which the contractor has failed to deliver as aforesaid for each and every
month (part of a month being treated as a full month) during which the stores may not
be ready for delivery, subject to limit of 10% of the contract value. Provided, however,
that if the delay shall have arisen from any cause which the Purchaser may admit as
reasonable ground for further time, the Purchaser may at his discretion allow such
additional time as he may consider to have been required by the circumstances of the
case, and shall forgo the whole or such part, as he may consider reasonable of his
claim for such loss or damage as aforesaid.

20.0 FORCE MAJEURE:

20.1 Force Majeure means an event beyond the control of the supplier and not involving
the supplier’s fault or negligence and which is not foreseeable. Such events may
include, but are not restricted to acts of the Purchaser either in its sovereign or
contractual capacity, wars or revolutions, hostility, acts of public enemy, civil
commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions,
strikes, lockouts, and freight embargoes. However, it should not be used by a party
to effectively escape liability for bad performance.

20.2 If there is delay in performance or other failures by the supplier to perform its
obligation under its contract due to event of a Force Majeure, the supplier shall not be
held responsible for such delays/failures.
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20.3 If a Force Majeure situation arises, the supplier shall promptly notify the Purchaser in
writing of such conditions and the cause thereof within twenty-one days of occurrence
of such event with reasonable evidence thereof. Unless otherwise directed by the
Purchaser in writing, the supplier shall continue to perform its obligations under the
contract as far as reasonably practical, and shall seek all reasonable alternative
means for performance not prevented by the Force Majeure event.

20.4 If the performance in whole or in part or any obligation under this contract is
prevented or delayed by any reason of Force Majeure for a period exceeding sixty
days, either party may at its option terminate the contract without any financial
repercussion on either side.

20.5 There may be a Force Majeure situation affecting the purchase organization only. In
such a situation the purchase organization is to take up with the supplier on similar
lines as above for further necessary action.

21.0 PERFORMANCE GUARANTEE BOND:

21.1 After a letter of acceptance is issued by the Purchaser, the Contractor shall furnish a
Performance Guarantee Bond in the proforma attached (Annexure-8A) from a
Nationalized Bank/ Scheduled Bank in India or Foreign Bank acceptable to Purchaser
duly authenticated by a Nationalized Bank in India within 30 days from the receipt of
the Letter of Acceptance of the Tender by the Contractor or the execution of the
contract, whichever is earlier, for an amount equivalent to 10% of the total value of the
contract. On the performance and completion of the contract in all respects the
Performance Guarantee Bond will be returned to the Contractor without any interest.
In case furnishing of an acceptable Performance Guarantee Bond is delayed by the
Contractor beyond the period provided above and the Bond is accepted by the
Purchaser Liquidated damages, as provided in Clause – 19 for the period of delay in
submission of the bond may be levied. Alternatively, the Purchaser may declare the
contract as at an end and forfeit the EMD.

21.2 Bank Guarantees (BGs) to be submitted by the supplier/contractors should be sent

directly to the concerned authorities by the issuing Bank under Registered Post AD.

21.3 The Performance Guarantee Bond shall remain in full force and effect during the
period that would be taken for satisfactory performance and fulfillment in all respects
of the contract including satisfactory commissioning of the machines at consignee’s
work and shall be valid till for a minimum period of six months beyond the last
shipment/delivery of the goods contracted to be purchased provided that before the
expiry of the date of validity of the Performance Guarantee Bond, the contractor on
being called upon by the Purchaser from time to time, shall obtain from the
guarantor Bank, extension of time for validity thereof for a period of six months, on
each occasion. The extension or extensions aforesaid, executed on non-judicial stamp
paper of appropriate value must reach the Purchaser at least thirty days before the
date of expiry of the Performance Guarantee Bond on each occasion.

21.4 As and when an amendment is issued to the contract, the contractor shall, within
fifteen days of the receipt of such an amendment furnish to the Purchaser an
amendment to the Performance Guarantee Bond rendering the same valid for the
contract as amended.

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21.5 This Performance Guarantee Bond and/or any amendment thereto shall be executed
on a stamped paper of requisite money value in accordance with the laws of the
country in which the same is/are executed by the party competent to do so. The
Performance Guarantee Bonds executed in India shall also be got endorsed by the
Collector under Section 32 of the Indian Stamp Act, 1989 for adequacy of the Stamp
Duty by the contractor.

21.6 The Performance Guarantee Bond will be returned to successful supplier within 60
days following completion of contractors performance obligations including
satisfactory commissioning of all the machines.

22.0 INSPECTION:

22.1 Inspection will be carried out by the Purchaser or his nominee. The cost of the
inspection will be on Purchaser’s account subject to other provisions herein,
contained. At least eight weeks notice must be given to the inspecting authority to
enable him to arrange the necessary inspection.

22.2 Facilities for Test and Examination:

i) The contractor shall provide, without extra charge, all material, equipment
tools, labour and assistance of every kind which the Purchaser or his nominee
may consider necessary for any tests and examinations, which he or his
nominee shall require to be made on the contractor’s premises and shall pay
all costs attendant thereon.
ii) The contractor shall also provide and deliver free of charge, at such places as
the Purchaser or his nominee may nominate such materials as he or his
nominee may require for test by chemical analysis or independent testing
machines. The cost of any such tests will be defrayed by the Purchaser
unless it is stated in the specification that it is to be paid by the contractor.
iii) For all intents and purposes, satisfactory commissioning of the machine(s) will
be determined by the certificate of inspection and commissioning given by the
Purchaser or his nominee that the machine commissioned by him is in full
conformity with the conditions of the contract.

22.3 Notification of Result of Inspection: Unless otherwise provided in the specification or

“Schedule of Requirements”, the examination of stores will be made as soon as
practicable after the same have been submitted for inspection and the result of the
examination will be notified to the contractor.

22.4 Inspection Notes: On the stores being found acceptable by the Inspecting Officer, he
shall furnish the contractor with necessary copies of the Inspection Notes duly
completed, for being attached to the Contractor’s bill in support thereof.

22.5 Certificate of Inspection and Approval for delivery:

i) No stores will be considered ready for delivery until the Purchaser or the
Inspecting Officer nominated by him shall have certified in writing that they
have been inspected and approved by him.
ii) It shall be the responsibility of the contractor to ensure that only such goods as
have been duly inspected and approved by the Inspecting Authority are
offered for arranging shipment to the Government of India Forwarding Agents
and to furnish to them a certificate as under:-

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 “Certified that the goods offered for arranging shipment have been duly
inspected and approved by the prescribed authority in accordance with the
terms of the contract and a copy of the Inspection Certificate issued in this
regard is enclosed”.

23.0 INSPECTING OFFICER-POWERS OF REJECTION:

23.1 The Inspecting Officer shall have the power:-

i) Before any stores or part thereof are submitted for inspection, to certify that
they cannot be inspected in accordance with the contract owing to the
adoption of any unsatisfactory method of manufacture.
ii) To reject any Stores submitted as not being in accordance with the
specifications.
iii) To reject the whole of the installment tendered for inspection, if after inspection
of such portion thereof, as he may in his discretion think fit, he is satisfied that
the same is unsatisfactory.
iv) To mark the rejected stores with a rejection mark so that they may be easily
identified if resubmitted.

23.2 The Inspecting Officer’s decision as regards the rejection shall be final and binding on
the contractor. However, any disputes arising out of it shall be settled in terms of
clause-27.

24.0 CONSEQUENCES OF REJECTION:

24.1 If on the stores being rejected by the Inspecting Officer or consignee at the
destination, the contractor fails to make satisfactory supplies within the stipulated
period of delivery. The Purchaser shall be at liberty to:

i) Request the contractor to replace the rejected stores forthwith but in any event
not later than a period of 21 days from the date of rejection and the contractor
shall bear all the cost of such replacement, including freight, if any, on such
replacing and replaced stores but without being entitled to any extra payment
on that or on any other account.
ii) Purchase or authorize the purchase of quantity of the stores rejected or others
of a similar description (when stores exactly complying with the particulars are
not, in the opinion of the Purchaser, which shall be final; readily available)
without notice to the contractor without affecting the contractor’s liability as
regards to the supply of any further installment due under the contract, or
iii) Cancel the contract:. In the event of action being taken under sub-clause (ii)
above or this sub-clause, the provisions of clause 19 of the General Conditions
of Contract, shall apply as far as applicable. However, any dispute arising out
of it shall be settled in terms of clause 27.

24.2 Where under a contract, the price payable is fixed on F.O.B.port of export or F.O.R.
dispatching station, the contractor shall, if the stores are rejected at the destination by
the consignee, be liable in addition to his other liabilities including refund of price
recoverable in respect of the stores so rejected, to reimburse to the Purchaser, the
freight and all other expenses incurred by the Purchaser in this respect.

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24.3 Rejected Store: On rejection of any stores submitted for inspection at a place other
than the premises of the contractor, such stores shall be removed by the contractor at
his own cost, subject as hereinafter stipulated, within 14 days of the date of intimation
of such rejection. If the concerned communication is addressed and posted to the
contractor at the address mentioned in the schedule, it will be deemed to have been
served on him at the time when such communication would in course of ordinary post
reach the contractor. Provided that the Inspector may call upon the contractor to
remove dangerous, infected or perishable stores within 48 hours of the receipt of such
communication and the decision of the Inspector in this behalf shall be final in all
respects. Provided further that where the price or part thereof has been paid, the
consignee is entitled without prejudice to his other rights to retain the rejected stores
till the price paid for such stores is refunded by the contractor and that such retention
shall not in any circumstances be deemed to be the acceptance of the stores or
waiver of rejection thereof.

24.4 All rejected stores shall in any event and circumstances remain and always be at the
risk of the contractor, immediately on such rejection. If such stores are not removed
by the contractor within the periods aforementioned, the Inspector may remove the
rejected stores and either return the same to the contractor at his risk and cost by
such mode of transport at the Purchaser or the Inspector may decide, or dispose off
such stores at the contractor’s risk and on his account and retain such portion of the
proceeds, if any, from such disposal, as may be necessary to recover any expense
incurred in connection with such disposals (or any price refundable as a consequence
of such rejection). The Purchaser shall in addition, be entitled to recover from the
contractor, the handling and storage charges for the period during which the rejected
stores are not removed/disposed off in accordance with the provisions thereof.

25.0 ACCEPTANCE OF STORES DESPATCHED AFTER THE EXPIRY OF DELIVERY

PERIOD:

25.1 In cases where only a portion of the stores ordered is tendered for inspection at the
fag end of the delivery period and also in cases where inspection is not completed in
respect of the portion of the stores tendered for inspection during the delivery period
because of the reason that adequate notice for inspection in accordance with clause-
22 of General Conditions of Contract was not given by the contractor, the purchaser
reserves the right to cancel the order for the balance quantity, at the risk and expense
of the contractor without any further reference to him. If the stores tendered for
inspection during or at the fag end of the delivery period are not found acceptable
after carrying out the inspection, the Purchaser is entitled to cancel the contract in
respect of the same at the risk and expense of the contractor. If, however, the stores
tendered for inspection are found acceptable, the Purchaser may grant an extension
of the delivery period subject to the following conditions:-

a) The Purchaser has the right to recover from the contractor the liquidated
damages on the stores, which the contractor has failed to deliver within the
period fixed for delivery.

b) That no increase in price, on account of any statutory increase in or fresh

imposition of Customs Duty, Excise Duty, Sales Tax, CST/VAT, freight
charges, foreign exchange variation or on any account of any other tax or duty
leviable in respect of the stores specified in the contract, which takes place
after the date of delivery period stipulated in the said Acceptance of Tender,
shall be admissible on such of the said stores as the delivered after said date.

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 c) That notwithstanding any stipulation in the contract for increase in price on any
other ground, no such increase which takes place after the delivery date
stipulated in the contract shall be admissible on such of the stores as are
delivered after the said date.

d) But nevertheless the Purchaser shall be entitled to the benefit of any decrease
in price on account of reduction in or remission of Customs Duty, Excise Duty,
Sales Tax, CST/VAT, freight charges, foreign exchange variation or on
account of any other ground which takes place after the expiry of the above
mentioned date namely the delivery date stipulated in the contract. The
contractor shall allow the said benefit in his bills or in the absence thereof shall
certify that no decrease in price on account of any of these factors has taken
place.

25.2 The contractor shall not dispatch the stores till such time an extension in terms of
clause 25.1 (a) to (d) of GCC above is granted by the Purchaser and accepted by the
contractor. If the stores are dispatched by the contractor before an extension letter as
aforesaid is issued by the Purchaser and the same are accepted by the consignee,
the acceptance of the stores shall be deemed to be subject to the conditions (a) to (d)
mentioned in clause 25.1of GCC above.

25.3 In case where the entire quantity has not been tendered for inspection within the
delivery period stipulated in the contract and the Purchaser chooses to grant an
extension of the delivery period, the same would be subject to conditions (a) to (d)
mentioned in clause 25.1 of GCC above.

26.0 EXPORT LICENCE:

26.1 If required, the contractor shall apply to the appropriate Government Authority of the
exporting country for the grant of the requisite Export Licence within seven days of the
receipt of the contract.

27.0 ARBITRATION:

27.1 (a) For domestic tender: In the event of any question, dispute or difference arising
under these condition or any special conditions of contract, or Instructions to Tenderers,
or in connection with this contract the same shall be referred to the sole arbitration of a
Gazetted Railway Officer appointed to be the Arbitrator, by any member of the Railway
Board, Ministry of Railway (Railway Board), New Delhi, India, the Gazetted Railway
Officer to be appointed as Arbitrator, however, will not be one of those who had an
opportunity to deal with the matters to which the contract relates or who in the course of
their duties as Railway servants had expressed views on all or any of the matters under
dispute or difference. The award of the Arbitrator shall be final and binding on the
parties to this contract.

b) For Foreign Tenderers : In the event of any dispute or difference arising between
the parties hereto relating to any matter arising out or connected with this agreement,
such dispute or difference shall be referred to the award of two Arbitrators, one
Arbitrator to be nominated by the Purchaser and the other to be nominated by the
contractor or in the case of the said Arbitrators not agreeing then to the award of an
Umpire to be appointed by the Arbitrators in writing before proceeding with the
reference, and in case the Arbitrators cannot agree to the Umpire, who may be
nominated by the Chief Justice of India. The award of the Arbitrators, and in the event
of their not agreeing, of the Umpire appointed by them or by the Chief Justice of India,

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 shall be final and binding on the parties. Subject as aforesaid, the Indian Arbitration
and Reconciliation Act, 1996, the rules there under and any statutory modification or re-
enactments thereof, shall apply to the arbitration in all cases shall be in India.

27.2 In the event of the arbitrator dying, neglecting to, refusing to act, or resigning or being
unable to act for any reason or his award being set aside by the court for any reason,
it shall be lawful for the authority appointing the arbitrator to appoint another arbitrator
in place of the outgoing arbitrator in the manner aforesaid.

27.3 The arbitrator may from time to time, with the consent of all the parties to the
contract, enlarge, the time for making the award.

27.4 Upon every and any such reference, the assessment of the cost incidental to the
reference and award respectively shall be at the discretion of the arbitrator.

27.5 Subject as aforesaid, the Arbitration Act-1996 and the rules there under and any
statutory modification thereof, for the time being in force, shall be deemed to apply to
the arbitration proceeding under this clause.

27.6 Work under the contract, if reasonably possible, may continue during the arbitration
proceedings and no payment due to or payable by the purchaser shall be with held on
account of such proceedings.

27.7 The venue of arbitration shall be the place from which the acceptance note is issued,
or such other place as the arbitrator at his discretion may determine.

27.8 In this clause the authority to appoint the arbitrator includes, if there be no such
authority, the officer who is for the time being discharging the functions of that
authority, whether in addition to other functions or otherwise.

28.0 LAWS GOVERNING THE CONTRACT:

28.1 This contract shall be governed by the laws of India for the time being in force.

28.2 Irrespective of the place of delivery, the performance or place of payment under the
contract, the contract shall deemed to have been made at the place in India from
where the contract has been issued.

28.3 Jurisdiction of Courts: The courts of the place from where the contract has been
issued shall alone have jurisdiction to decide any dispute arising out of or in respect of
the contract.

29.0 HEADINGS:

29.1 The headings of conditions here to shall not affect the construction thereof.

30.0 SECRECY:

30.1 The contractor shall take all reasonable steps necessary to ensure that all persons
employed in any work in connection with the contract, have full knowledge of the
Official Secrets Act and any regulations framed there under.

B-11
30.2 Any information obtained in the course of the execution of the contract by the
contractor, his servants or agents or any person so employed, as to any matter
whatsoever, which would or might be directly or indirectly, of use to any enemy of
India, must be treated as secret and shall not at any time be communicated to any
person.

30.3 Any breach of the aforesaid conditions shall entitle the Purchaser to cancel the
contract and performance bank guarantee will be encashed. In the event of such
cancellation, the stores or parts manufactured in the execution of the contract shall be
taken by the Purchaser at such price as he considers fair and reasonable and the
decision of the Purchaser to such price shall be final and binding on the contractor.

******

B-12
 SECTION –C

SPECIAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS

CLAUSE. PAGE NO.

1. Definitions. C –1

2. Performance of works. C –1

3. Specifications. C –1

4. Mistakes in drawings. C –1

5. Variations. C –1

6. Obligation to carry out inspector’s instructions. C –2

7. Responsibility of completeness. C –2

8. Shipment of stores beyond the stipulated delivery period for FOB contract. C –3

9. Warranty. C- 3

10. Delivery Schedule. C –5

11. Commissioning of machines C –5

 SPECIAL CONDITIONS OF CONTRACT

The following special conditions shall apply to contracts for the supply of plant and machinery
and manufactured equipment. But where they differ from the General Conditions, the Special
Conditions shall over-ride the General Conditions.

1.0 DEFINITIONS:

1.1 a) The term “Work” means all the work specified or set forth and required in and
by the said specifications, drawings and “Schedule of Requirements”, hereto
annexed or to be implied there from or incidental thereto or to be hereafter
specified or required in such explanatory instructions and drawings (being in
conformity with the said original specification(s), drawing(s), and “Schedule
of Requirements” and also in such additional instructions and drawings not
being in conformity as aforesaid, shall from time to time, during the progress of
the work hereby contracted for as are supplied by the Purchaser).

b) The term “Test” shall mean such test or tests are prescribed by the
specification(s) to be made by the Purchaser, or his nominee, during
inspection and at the time of commissioning after erection at site, before the
machine is taken over by the Purchaser.

2.0 PERFORMANCE OF WORK:

2.1 The work shall be performed at the place or places specified in the tender or at such
other place or places as may be approved by the Purchaser.

3.0 SPECIFICATIONS:

3.1 If the contractor shall have any doubt as to the meaning of any portion of the
conditions of the specifications, drawings or plans, he shall (before submitting the
tender) set forth the particulars thereof and submit them to the Purchaser in writing, in
order that any such doubt may be removed.

4.0 MISTAKES IN DRAWINGS:

4.1 The contractor shall be responsible for and shall pay for any alterations of the works
due to any discrepancies, errors or omissions in the drawings or other particulars,
whether they have been approved by the Purchaser or not, provided that such
discrepancies, errors or omissions are not due to inaccurate information or particulars
furnished to the contractor on behalf of the Purchaser. If any dimensions figured upon
a drawing or plan differ from those obtained by the scaling the drawing or plan the
dimensions as figured upon the drawing or plan shall be taken as correct.

5.0 VARIATIONS:

5.1 No Alterations, amendments, omissions, additions, suspensions, or variations of the

work (hereinafter referred to as “Variations”) under the contract as shown by the
drawing or the specifications shall be made by the Contractor except as directed in
writing by the Inspector, but the Inspector shall have full power, subject to the proviso
hereinafter contained from time to time, during the execution of the contract, by notice
in writing to instruct the contractor to make such variation without prejudice to the

C-1
 contract, and the contractor shall carryout such variations and be bound by the same
conditions, so far as applicable, as though the said variation occurred in the
specifications. If any suggested variation would, in the opinion of the contractor, if
carried out, prevent him from fulfilling any of his obligations or guarantees under the
contract, he shall notify the Inspector thereof in writing and the Inspector shall decide
forthwith, whether or not they shall be carried out. If the Inspector confirms his
instructions, the Contractor’s obligations and guarantees shall be modified to such an
extent as may, in the opinion of the Inspector, be justified. The difference of cost, if
any, occasioned by such variations shall be added to or deducted from the contract
price as the case may require. The amount of such difference, if any, shall be
ascertained as determined in accordance with the rates specified in the schedule of
prices, so far as the same may be applicable and where the rates are not contained in
the said schedules or not applicable, they shall be settled by the Purchaser and
Contractor jointly. But the Purchaser shall not become liable for the payment of any
such variations, unless the instructions for the variation have been given in writing by
the Inspector.

5.2 In the event of the Inspector requiring any variations, such reasonable and proper
notice shall be given to the Contractor, as will enable him to make his arrangements
accordingly, and in cases where goods or materials are already prepared, or any
designs, drawings, or patterns made or work done is required to be altered, a
reasonable sum in respect thereof shall be allowed by the Purchaser, provided that no
such variations shall, except with the consent in writing of the Contractor, be such as
will involve an increase or decrease in the total price payable, under the contract by
more than 10 percent thereof.

5.3 In any case, in which the Contractor has received instructions from the Inspector for
carrying out the work which either then or later, will in the opinion of the contractor,
involve a claim for additional payment, the Contractor shall, as soon as reasonably
possible, after receipt of the instruction aforesaid, advise the Inspector to that effect.

6.0 OBLIGATION TO CARRY OUT INSPECTOR’S INSTRUCTIONS:

6.1 The Contractor shall also satisfy the Inspector that adequate provision has been
made:-
i) to carry out his instructions fully and with promptitude.
ii) to ensure that parts required to be inspected before use are not used before
inspections; and
iii) to prevent rejected parts being used in error. Where, parts rejected by the
Inspector have been rectified or altered, such parts shall be segregated for
separate inspection and approval before being used in the work.

7.0 RESPONSIBILITY FOR COMPLETENESS:

7.1 Any fittings or accessories which may not be specifically mentioned in the
specifications but which are usual or necessary, are to be provided by the Contractor
without extra charges, and the equipment must be complete in all details.

7.2 In all cases where the contract provides for tests on site, the Purchaser, except where
otherwise specified, shall provide, free of charge, such labour, materials, fuels, stores,
apparatus and instruments as may be requisite from time to time and as may
reasonably be demanded; efficiently to carry out such tests of the plants, materials or
workmanship etc. in accordance with the contract.

C-2
7.3 In the case of contracts requiring electricity for the completion of the works and for test
on site, such electricity, when available, shall be supplied free to the Contractor at the
voltage of the ordinary supply. Unless otherwise specified, the Purchaser will
supply free of charge to the Contractor:-

a) Unskilled labour:

b) Consumable stores including fuel and lubricating oils required during

commissioning and testing of the machine at site/premises of the
purchaser.

c) the Contractor shall provide:-

i) Skilled labour and
ii) Tools and any other equipment which may be necessary.

8.0 SHIPMENT OF STORES BEYOND THE STIPULATED DELIVERY PERIOD FOR

FOB CONTRACT:

8.1 In the event of the contractor failing to ship the stores duly inspected and passed
within the stipulated delivery, the Purchaser is entitled to cancel the contract in
respect of the same at the risk and cost of the contractor or invoke the clauses
providing other remedies such as liquidated damages as provided in the contract.
However, if he so chooses, the Purchaser may grant an extension of the delivery
period subject to:

a) The Purchaser recovering from the contractor liquidated damages as

stipulated in the conditions of contract for the stores, which the contractor has
failed to ship within the period fixed for delivery after the inspection and a
passing of the stores.
b) The Purchaser retains the right to recover any extra expenditure which might
have been incurred by the Purchaser on account of the increase in Custom
Duty and Freight Charges directly relatable to the delay in shipping of the
stores.
c) Any additional expenditure incurred by the Purchaser on Custom Duty, Freight
Charges and also extra cost which may arise on account of variation in
exchange rate during the extended delivery schedule shall be borne by the
Contractor.

8.2 The contractor shall not dispatch the stores till such time an extension in terms of the
above is granted by the Purchaser. If the stores are dispatched by the contractor
before an extension letter as aforesaid is issued by the Purchaser, the supply of the
stores shall be deemed to be subject to conditions set above.

9.0 WARRANTY :

9.1 The contractor shall warrant that everything to be furnished hereunder shall be free
from defects and faults in design, material, workmanship and manufacture and shall
be of the highest grade and consistent with the established and generally accepted
standards for goods of the type ordered and in full conformity with the contract
specifications and samples if any, and shall if operatable, operate properly.

C-3
9.2 This warranty shall survive inspection of payment for and acceptance of the goods,
but shall expire 24 (twenty four) months from the date of commissioning and proving
test of equipment at ultimate destination in India or meeting the warranty performance
criteria stipulated in technical specification, if any whichever shall be earlier, except in
respect of complaints, defects and/or claims notified to the contractor within 3 (three)
months of expiry of such date. Any approval of acceptance by Purchaser of the
stores or of the material incorporated herein shall not in any way limit the contractor’s
liability.

9.3 The contractor’s liability in respect of any complainants defects and/or claims shall be
limited to the furnishing and installation of replacement parts free of any charge or the
repair of defective parts only to the extent that such replacement or repairs are
attributable to or arise from faulty workmanship or material or design in the
manufacture of the stores, provided that the defects are brought to the notice of
contractor within 3 (three) months of their being first discovered during the guarantee
period or 3 (three) months from the date of expiry of warranty period or at the opinion
of the Purchaser, to the payment of the value, expenditure and damages as herewith
mentioned.

9.4 The contractor shall, if required, replace or repair the goods or such portion thereof as
is rejected by the Purchaser free of cost at the ultimate destination or at the option of
the Purchaser, the contractor shall pay to the Purchaser value thereof at the contract
price or in the absence of such price at price decided by the Purchaser and such other
expenditure and damages as may arise by reason of the breach of the conditions
herein specified.

9.5 All replacement and repairs that Purchaser shall call upon the contractor to deliver or
perform under this warranty shall be delivered and performed by the contractor within
2 (two) months, promptly and satisfactorily.

9.6 Prompt clearance of the warranty replacement on arrival at Port/Airport shall be the
responsibility of the contractor or his representatives after payment of Custom and
other duties as applicable.

9.7 If the contractor so desires, the replaced parts can be taken over by him or his
representative in India for disposal as he deems fit at the time of replacement of
goods/parts. No claim whatsoever shall lie on the Purchaser for the replaced parts
thereafter.

9.8 The warranty herein contained shall not apply to any material which shall have been
repaired or altered by the Purchaser, or on his behalf in any way without the consent
of the contractor, so as to effect the strength, performance or reliability or to any
defects to any part due to misuse, negligence or accident.

9.9 The decision of the Purchaser in regard to contractor’s liability and the amount, if any,
payable under this warranty shall be final and conclusive subject to the right of either
party to seek arbitration as provided for under clause-27 of General Conditions of
Contract.

C-4
9.10 Contractor shall indemnify the Purchaser against all losses incurred by the Purchaser
due to contractors default on the obligations stipulated in the Warranty clause.
Contractor shall furnish a Bank Guarantee in the proforma attached (Annexure-8B)
from a scheduled Bank in India or Foreign Bank authenticated by a nationalized bank
in India for an amount equivalent to 10% of the value of machines supplied, as
stipulated in payment terms of this contract. The Warranty Guaranty Bond shall be
valid till for a minimum period of three months beyond the expiry of the warranty
period provided that before the expiry of the date of validity of the Warranty Guaranty
Bond, the contractor on being called upon by the Purchaser from time to time
shall obtain from the Guarantor Bank, extension of time for validity thereof for a
period of six months, on each occasion. The extension or extensions aforesaid,
executed on non-judicial stamp paper of appropriate value must reach the Purchaser
at least thirty days before the date of expiry of the Performance Guarantee Bond on
each occasion.

9.11 This Warranty Guaranty Bond and/or any amendment thereto shall be executed on a
stamped paper of requisite money value in accordance with the laws of the country in
which the same is/are executed by the party competent to do so. The Warranty
Guarantee Bonds executed in India shall also be got endorsed by the Collector under
Section 32 of the Indian Stamp Act, 1989 for adequacy of the Stamp Duty by the
contractor.

9.12 The Warranty Guarantee Bond will be returned to successful supplier within 60days
following completion of contractors warranty obligation under the contract.

10.0 DELIVERY SCHEDULE :

10.1 The contractor shall supply stores in accordance with the delivery schedule indicated
in the Schedule of Requirements annexed. Tenderers offering deliveries beyond the
cut of period are liable to be considered unresponsive. Cut off period shall be 6 (six)
months after the last date of delivery of all the machines as prescribed in the
Schedule of Requirements. For those who offer deliveries beyond the indicated
delivery schedule a penalty worked out at 2% of the Bid Price per month for the
delayed period may be added to their price for the purpose of comparison of their
bids, part of a month being taken as one month.

10.2 In case of failure on the part of supplier to arrange supplies as per the delivery
schedule/installments fixed in advance, save force majeure conditions or delays
attributable to purchaser, the Purchaser reserves the right to levy Liquidated
Damages which shall be levied for delayed quantity which have remained unsupplied
for the period.

11.0 COMMISSIONING OF MACHINE:

Tenderer will arrange to commission the machine within 90 days of its arrival at the
ultimate consignee premises and will also arrange for tests to be conducted according
to the contract as required by the purchaser or his nominee. In case of delay in
commissioning of the machine beyond the stipulated time period of 90 days
Liquidated Damages, as provided in Cl. 19 of GCC (General Conditions of Contract)
may be levied for the period of delay.

C-5
 SECTION - D

ANNEXURES

TABLE OF CONTENTS

Annexure

Page No.

1. Offer Form for imported Offers D–1

2. Offer Form for Indigenous Offers D–3

3. Proforma for Performance Statement D–6

4. Proforma for information regarding Equipment and D–7

Quality Control

5. Proforma for Bank Guarantee for Bid Guarantee D–8

6. Proforma for Authority from Manufacturers D – 10

7. Proforma for Statement of Deviations D – 11

8A. Proforma for Bank Guarantee for Contract Performance D - 12

Guarantee Bond

8B Proforma for Bank Guarantee for 10% Contract Value D - 14

Towards Warranty Guarantee

8C Proforma for Banker’s Report D – 16

10. Details of shipping arrangements D – 17

10. Proforma for indicating particulars of cargo D – 23

 Annexure – I
(Please see clause 1.2 & 7.6 of Instructions to Tenderers)

GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)
To
THE PRESIDENT OF INDIA,
Acting through the Director, Track (MC)
Ministry of Railways, Railway Board
New Delhi-110 001
This proforma is to be used only for offers of imported goods.
OFFER FORM for Tender No.-------------------- Date of opening ---------------- Time-------------------Hours

1. We ------------ hereby certify that we are established firm of manufacturers and authorized agents of M/s. --------------with factories at ---------
-which are fitted with modern equipment and where the production methods, quality control and testing of all materials and parts
manufactured or used by us are open to inspection by the representative of Indian Railways. We hereby offer to supply the following
items at the prices and within the period of delivery indicated below:-
Item Desc Spec Unit Qt Price per unit exclusive of Agency Agency Total CFR value Terms Delive Gross
no. riptio ificati y. Commission (in the currency/currencies Commission of offer per unit of ry weight
n on of Manufacturers country/countries or US per Unit (in (inclusive of payment period and
$ the Agency dimension
currency/curr Commission in of
encies of the packages
Manufacturer currency/currenci per unit as
s es of per cl.15.3
country/countr Manufacturers of ITT.
ies or country/countries
US $ or US $)
1 2 3 4 5 6 7 8 9 10 11
FOB Port of CFR Indian Port. 6 (b) + 7
country of supply.

6 (a) 6 (b)

2. Cost of training of four Indian Railways Personnel for two weeks in the country of the supplier applicable to full contract (Ref. clause 20
of Instructions to Tenderers).
3. We are agreeable to payment of agency commission to our Agents in India in non-convertible Indian Rupees. The relevant information
is given below:
D-1
(To be filled in by the tenderer)

a) The name and address of the Agent..

b) Service to be rendered by the Agent. …………………………………
c) Amount of remuneration for the Agent. …………………………….

4. It is hereby certified that we have understood the Instructions to Tenderers, and also the General and Special Conditions of Contract
attached to the tender and have thoroughly examined specifications drawings quoted in the ‘Schedule of Requirement’ and are
thoroughly aware of the nature of stores required and our offer is to supply store strictly in accordance with the requirements and
according to the terms of the tender. We agree to abide solely by the General and Special Conditions of Contract and other conditions
of the tender in accordance with the tender documents if the contract is awarded to us.

5. We hereby offer to supply the stores detailed above or such portion thereof, as you may specify in the acceptance of tender at the price
quoted and agree to hold this offer open for 180 days from the date of opening of tender. We shall be bound by the communication of
acceptance dispatched within the prescribed time.

6. Earnest Money/Bid Guarantee for an amount equal to. ---------- is enclosed in the form specified in Clause – 6 of the ‘Instructions to
Tenderers’.
Note:
i) The tenderers may prepare their own offer forms as per the proforma.
ii) No change in the proforma is permissible.
iii) No erasures or alterations in the text of the offer are permitted. Any correction made in the offer shall be initialed by the
tenderers.
iv) Please refer to Clause 3 of ‘Instructions to Tenderers’ before filling column.7.
v) Figures in columns 6 to 8 (both inclusive) should be both in figures and words. In case of discrepancy in rates quoted in words
and figures, the rates quoted in words shall be considered.

Signature and seal of Manufacturer/Tenderer.

D-2
 ANNEXURE - 2
(Please see clauses 1.2, 7.6 and 9.8
of ‘Instructions to Tenderers)
GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

THE PRESIDENT OF INDIA,

Acting through Director, Track (MC)
MINISTRY OF RAILWAYS, RAILWAY BOARD
NEW DELHI-110 001

This Proforma is to be used for offers of Partly imported partly indigenous and fully indigenous goods.

OFFER FORM for Tender No. ---------------------- Date of opening ------------- Time ---------- ------ Hours

1. We, ---------------- hereby certify that we are established firm of manufacturers and authorized agents of M/s. --------------with factories at -
-------- which are fitted with modern equipment and where the production methods, quality control and testing of all materials and parts
manufactured or used by us are open to inspection by the representative of Indian Railways. We hereby offer to supply the following
items at the prices and within the period of delivery indicated below: -

Item No. Description Specification Unit Qty. Price per Unit FOR station of Total value of Offer Terms of Delivery
dispatch (in Indian Rs.) (in Indian Rs.) Payment Period
1 2 3 4 5 6 7 8 9

Break up of Price in “Column – 6” (In Indian Rupees)

Ex-Factory Price Excise Duty Other Levies Sales Tax//CST/ Packing and F.O.R. Station of Total (In Indian
Total (In Indian Rs.) VAT/INPUT TAX forwarding in dispatch Price Rs.)
CREDIT detail
10 (a) 10 (b) 10 (C) 10 (d) 10 (e) 10 (f) 10 (g)

D-3
 Break up of Ex-Factory Price in “Column – 10 (a)” (In Indian Rupees)

12
Value of imported Duties on11 (b) Other Incidentals Value added Total Ex- Country of origin from Gross weight
Equipment/Components Levies Components factory where components are and dimension
in India Price imported of package per
unit as per cl.
15.3 of ITT
11 (a) 11(b) 11 (c) 11 (d) 11(e) 11(f) 11 (g) 11 (h)
FOB CFR
foreign foreign
currency currency
equivalent equivalent
(Rs.) (Rs.)

2. Cost of training of four Indian Railway Personnel for one month in India applicable to full contract….. ….. (Ref. clause 20 of
Instructions to Tenderers).

3. It is hereby certified that we have understood the Instructions to Tenderers, and also the General and Special Conditions of Contract
attached to the tender and have thoroughly examined specifications/drawings quoted in the ‘Schedule of Requirements’ and are thoroughly
aware of the nature of stores required and our offer is to supply stores strictly in accordance with the requirements and according to the terms
of tender. We agree to abide by the General and Special Conditions of Contract and other conditions of the tender in accordance with the
tender documents if the contract is awarded to us.

4. We hereby offer to supply the stores detailed above or such portion thereof, as you may specify in the acceptance of tender at the price
quoted and agree to hold this offer open for acceptance for a period of 180 days from the date of opening of tender. We shall be bound by the
communication of acceptance dispatched within the prescribed time.

5. Earnest Money/Bid Guarantee for an amount equal to. -------- is enclosed in the form specified in Clause – 6 of the ‘Instructions to Tenderer.

`
Dated ……… 2010.
Signature and seal of

Manufacturer/Tenderer
D-4
Note:
i) The tenderers may prepare their own offer forms as per this proforma.
ii) No change in the proforma is permissible
iii) The tenderers should indicate whether they possess the industrial license from Government of India for manufacturing and
marketing the items offered. Where collaboration with a foreign firm for manufacturing of the items offered is involved the details
of the same should be indicated.
iv) No erasures or alterations in the text of the offer are permitted. Any correction made in the offer shall be initialed by the
tenderer.
v) The detailed break up of ex-factory price should be indicated here and if so required by the Purchaser the tenderer shall produce
satisfactory proof in regard to the reasonableness of the same.
vi) The foreign exchange needed for the import of the components and import licence where necessary, should be arranged by the
supplier. The Purchaser will, however, render assistance required in this regard Clause – 15 of the ‘Instructions to Tenderers’.
vii) Figures in columns 6,7 10 and 11 should be both in figures and words. In case of discrepancy in rates quoted in words and
figures, the rates quoted in words shall be considered.
viii) Tenderers offering indigenous goods (Group A & B offers) may also take into account in their bids any benefits available for
supplies against IDA/BRD Credit through International Competitive Bidding, regarding deemed export after ascertaining from the
appropriate Government Agency/Agencies.
(ix) The Purchaser reserves the right to accept or reject deviations from General and Special Conditions of Contract and the
additional price for complying with the conditions of contract in each case and his decision thereon shall be final.

D-5
 ANNEXURE – 3

(Please see clause 4.2 (a) of Instructions to Tenderers)

PROFORMA FOR PERFORMANCE STATEMENT

(For a period of last 5 years)

Tender No.----------------------------Date of opening--------------------Time---------------------Hours-------

----

Name of the Firm ----------------------------------------------

Sr. Order placed Order Description Value of Date of Remarks Has the
No. by (Full No. & & quantity order completion indicating equipment
Address) Date of stores of delivery reasons been
ordered As per for late satisfactorily
actual delivery, commissioned
contract if any. and is it giving
trouble free
service?

Signature and seal of the

Manufacturer/Tenderer.

D-6
 Annexure – 4

(Please see clause 4.2(b) of the Instructions of Tenderers.)

PROFORMA FOR EQUIPMENT AND QUALITY CONTROL

Tender No. ------------------ Date of opening ------------------ Time ------------ Hours ---------
Name of the firm ------------------------------------------------------

Note: - All details required only for the items tendered.

1. Name and full address of the firm.

2. Telephone & Telex No. Office/Factory/Works.
3. Telegraphic address.
4. Location of the manufacturing factory.
5. Details of Industrial License, wherever required as per statutory regulations.
6. Details of Plant & Machinery erected and functioning in each Deptt. (Monographs &
description pamphlets be supplied, if available)
7. Details of the process of manufacture in the factory in brief.
8. Detail & stocks of raw material held.
9. Production capacity of items quoted for, with the existing plant & machinery.
Normal. Maximum.
10. Details of arrangement for quality control of products such as laboratory, testing equipment
etc.
11. Details of staff.:

Details of technical supervisory staff-in charge of production & quality control

Skilled labour employed
Unskilled labour employed
Maximum No. of workers (skilled & unskilled) employed on any day during the 18 months
preceding the date of application.
12. Whether stores are tested to any standard specification, if so, copies of original test
certificates should be submitted in triplicate.
13. Are you registered with the Directorate General of Supplies & Disposals, New Delhi, India.
If so, furnish full particulars of registration, period of currency etc.
14. Are you a Small Scale Unit, registered with the National Small Industries/Corporation
Ltd., New Delhi, India. If so, furnish full particulars of registration, currency period
etc.

Signature and seal of the

Manufacturer/Tenderer

D-7
 ANNEXURE - 5

(Please see clause 6.1 ( of ‘Instructions of Tenderers’)

Ref.: ___________________________

Date:____________________
Bank Guarantee No.:_________
__________________________

PROFORMA FOR BANK GUARANTEE FOR BID GUARANTEE (ON BANK’S

LETTER-HEAD WITH ADHESIVE STAMP) .

To

THE PRESIDENT OF INDIA

acting through the Director, Track (MC)
Ministry of Railways, Railway Board
NEW DELHI-110 001

Dear Sir,

In accordance with your invitation to Tender No.________ for supply of ______________

M/s _______________________ hereinafter called the tenderer with their Directors on their Board
of Directors/Partners of firm:-

1. 2.

3. 4.

5. 6.

7. 8.

9. 10.

wish to participate in the said tender for the supply of. ________________ As a Bank Guarantee
against Bid Guarantee for a sum of ______________________ (in words & figures) valid for (225)
two hundred and twenty five days from ___________________ required to be submitted by the
tenderer as a condition for the participation, this bank hereby guarantees and undertakes during
the above said period of (225 ) two hundred and twenty five days to immediately pay, on demand
by the Director, Track (MC), Ministry of Railways, Railway Board, New Delhi-110 001, INDIA, in
writing the amount of _____________ in words & figures to the said, Director, Track (MC), Ministry
of Railways, Railway Board, New Delhi-110 001, INDIA, and without any reservation and recourse,
if:
D-8
 i) the bidder after submitting his tender, modifies the rates or any of the terms and
conditions thereof, except with the previous written consent of the purchaser: or

ii) the bidder withdraws the said bid within 180 days after opening of Bid or

iii) the bidder having executed the contract fails to give the bonds so aforesaid within the
period provided in the contract; or

iv) The bidder having not withdrawn the bid, fails to execute the contractual documents
within the period provided in the contract.

This guarantee will be irrevocable and remain valid upto 4.30 P.M. on _____________, if
further extension to this guarantee is required, the same shall be extended to such required
periods on receiving instructions from M/s _____________________ on whose behalf this
guarantee is issued.

Date : _______________
Signature : __________________
Place : _________________ Printed Name ________________

Witness :_________________

___________________
(Bank’s Common Seal)

Note: It shall be ensured that the complete particulars of the Banks’ (issuing bank guarantee)
mailing address including telephone number, fax number & E-mail ID are invariably indicated on
the Bank Guarantee.

D-9
 ANNEXURE – 6

(Please see clause 7.8 of ‘Instructions

to Tenderers’)

PROFORMA FOR AUTHORITY FROM MANUFACTURERS

No. _________ Date

______________

To

THE PRESIDENT OF INDIA

Acting through the Director, Track (MC)
Ministry of Railways, (Railway Board)
NEW DELHI-110 001

Dear Sir,

Sub.: Director, Track (MC), Ministry of Railways Tender No.:___________

We __________________ an established and reputable manufacturers of _____________ having

factories and ________________ do hereby authorize M/s _______________ (name and address
of Agent) to represent us, to bid, negotiate and conclude the contract on our behalf with you
against Tender No._____________.

“However the Order shall be placed directly on us and we undertake responsibility for
successful execution of such contract.”

No company/firm or individual other than M/s _______________ are authorized to represent us in

regard to this business against this specific tender.

Yours faithfully,

(Name)
for & on behalf of M/s _________
(Name of Manufacturer)

Note:
This letter of authority should be on the letter-head of the manufacturing concern and should be
signed by a person competent and having the power of attorney on behalf of the manufacturer.

D-10
 ANNEXURE – 7

(Please see clause 2.3, 2.4 and 7.7 of

Instructions to Tenderers)

PROFORMA FOR STATEMENT OF DEVIATIONS

1) The following are the particulars of deviations from the requirements of the tender
specifications:-

CLAUSE DEVIATION REMARKS

(Including-justifications)

2) The following are the particulars of deviations from the requirements of the Instructions to
Tenderers, General and Special Conditions of Contract:-

CLAUSE DEVIATION REMARKS

(Including-justifications)

Signature and seal of the Manufacturer/Tenderer

Note:-

Where there is no deviation the statement should be returned duly signed with an
endorsement indicating “No Deviations”.

D-11
 ANNEXURE – 8A
(please see clause 21.1 of General
Conditions of Contract)

PROFORMA OF BANK GUARANTEE FOR CONTRACT PERFORMANCE

GUARANTEE BOND

Ref.: _________________ Date :_______

Bank Guarantee No.

To

THE PRESIDENT OF INDIA

Acting through the Director, Track (MC)
Ministry of Railways, (Railway Board),
New Delhi-110 001, INDIA

1. Against contract vide advance Acceptance of the Tender No. __________ dated
__________ covering supply of _____________ (hereinafter called the said ‘contract’)
entered into between the President of India and ____________ (hereinafter called the
Contractor), this is to certify that at the request of the Contractor we,
___________________ Bank Ltd., are holding in trust in favour of the President of India,
the amount of _________________ (write the sum here in words) to indemnify and keep
indemnified the President of India (Govt. of India) against any loss or damage that may be
caused to or suffered by the President of India (Govt. of India) by reason of any breach by
the Contractor of any of the terms and conditions of the said contract and/or the
performance thereof. We agree that the decision of the President of India (Govt. of India),
whether any breach of any of the terms of the conditions of the said contract and/or in the
performance thereof has been committed by the Contractor and the amount of loss or
damage that has been caused or suffered by the President of India (Govt. of India) shall be
final and binding on us and the amount of the said loss or damage shall be paid by us
forthwith on demand and without demur to the President of India (Govt. of India).

2. We __________________ Bank Ltd., further agree that the guarantee herein contained
shall remain in full force and effect during the period that would be taken for satisfactory
performance and fulfillment in all respects of the said contract by the Contractor, i.e., till
______________ (viz. till satisfactory commissioning of the machine(s) at consigns works
i.e six months after the date of last shipment/delivery of the goods ordered)
hereinafter called the ‘said date’ and that if any claim accrues or arises against us
________ Bank Ltd., by virtue of this guarantee before the said date, the same shall be
enforceable against us ( ______ Bank Ltd.), notwithstanding the fact that the same is
enforced within six months after the said date, provided that notice of any such claim has
been given to us, _______ Bank Ltd., by the President of India (Government of India)
before said date Payment under this letter of guarantee shall be made promptly upon our
receipt of notice to that effect from the President of India (Government of India).

D-12
3. It is fully understood that this guarantee is effective from the date of the said contract and
that we _________ Bank Ltd., undertake not to revoke this guarantee during its currency
without the consent in writing of the President of India (Government of India).

4. We undertake to pay to the Government any money so demanded notwithstanding any

dispute or disputes raised by the Contractor in any suit or proceeding pending before any
court or Tribunal relating thereto our liability under this present being obsolute and
unequivocal.

The payments so made by us under this bond shall be a valid discharge of our liability for
payment thereunder and the Contractor shall have no claim against us for making such
payment.

5. We, _________ Bank Ltd., further agree that the President of India (Government of India)
shall have the fullest liberty, without affecting in any manner our obligations hereunder to
vary any of the terms and conditions of the said contract or to extend time of performance
by the contractor from time to time or post for any time or from time to time any of the
powers excisable by the President of India (Government of India) against the said
Contractor and to forbear or enforce any of the terms and conditions relating to the said
contract and we, _________ Bank Ltd.,) shall not be released from our liability under this
guarantee by reason of any such variation or extension being granted to the said
Contractor or for any forbearance and/or commission on the part of the President of India or
any indulgence by the President of India to the said Contractor or by any other matter or
thing what-so-ever, which under the law relating to sureties, would, but for this provision
have the effect of so releasing us from our liability under this guarantee.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or
the Contractor.

Date :_________ Signature :____________

Place :__________ Printed Name :___________
Witness :___________ Designation

__________

(Bank’s Common Seal)

D-13
 ANNEXURE-8B

PROFORMA OF BANK GUARANTEE FOR 10% CONTRACT VALUE TOWARDS WARRANTY

GUARANTEE.

To,

THE PRESIDENT OF INDIA,

Acting through the Director Track (MC),
Ministry of Railway,
(Railway Board) Rail Bhavan, Raisina Road,
New Delhi -110 001, INDIA.

Sub: Guarantee No.---------------------------------for----------------------(Amount)

Covering equipment (s) Serial No.----------------------------------supplied
to --------------------------------------------------------------------(Consignee/s).

Ref: Contract
No.---------------------------------------------dated---------------------------------
Placed on M/s.--------------------------------------------------

1. WHEREAS M/S.------------------------------------------------------------- one of our

constituents,
(hereinafter called the “Sellers”) have agreed to sell to you (hereinafter referred to as the
“Government”) Nos. of ------------------------------------------------------------------- (give
description) as per
contract
No.-------------------------------------------------------------------------------------
Dated-------------------------------------------------- (hereinafter called “the said contract)

2. AND WHEREAS according to the terms of said contract, it has been stipulated that
payment of 10% of the value of the stores would be made, provided that the sellers furnish
to the Purchaser a Bank Guarantee from a recognized bank, acceptable to the Purchaser
for 10 per cent of the value of the said contract, valid for a period covering in full the
Guarantee Period as per the warranty clause-9 of Special Conditions of the contract, being
the conditions attached to and forming part of the said contract.

3. AND WHEREAS the Sellers have approached us to give the said Bank Guarantee
on their behalf in your favour for an amount representing 10 per cent of the value of the
said contract which you have agreed to accept.

4. That in consideration of the promises and at the request of the said Sellers, we
hereby irrevocably undertake and guarantee to pay to the Government of India or at such
other place as may be determined by you forthwith on demand and without any demur, any
sum upto a maximum amount of ------------------- representing 10 per cent of the value of the
stores dispatched under the said contract in case the Seller make default in paying the said
sum or make any default in the performance, observance or discharge of the guarantee
contained in the said contract.

D-14
5. We agree that the decision of the Government, whether any default has occurred or
has been committed by the Sellers in the performance, observance or discharge of the
guarantee aforesaid shall be conclusive and binding on us M/s.-------------------------------------
----------------------------------------.

6. Government shall be at liberty, from time to time, to grant or allow extension of time
or give other indulgence to the said Sellers or to modify the terms and conditions of the
contract with the said Sellers without affecting or impairing this guarantee or our liability
hereunder.

7. We undertake to pay to the Government any money so demanded notwithstanding

any dispute or disputes raised by the Sellers in any suit or proceeding pending before any
Court or Tribunal relating thereto our liability under this present being absolute and
unequivocal. We also undertake to pay to the Government any money so demanded
against the Purchaser’s claims in any other contracts placed on the said Sellers.

The payment so made by us under this bond shall, be a valid discharge of our
liability for payment thereunder and the Sellers shall have no claim against us for making
such payment.

8. This bank guarantee comes into force when the balance ten percent of the value of
the stores, shipped per Vessel ------------------------------------ vide Bill of Lading No. -------------
----------------------------- dated ------------------------------------------ or R/RNo ---------------------------
-- dated ----------------------- (in the case of indigenous contracts) under the said contract, has
been paid and will remain in full force and effect up to ------------------------- . ( viz till the date
of expiry of the warranty period as per clause -9 of the Special Conditions of the contract).

9. This guarantee will not be discharged due to the change in the constitution of the
Bank or the Sellers.

10. That no claim under this guarantee shall be entertained by us unless the same has
been preferred by the Government within the said date.

Date -------------------------- Signature ---------------------------

Place -------------------------- Printed Name ----------------------

Witness ----------------------- (Designation) ------------------------

Bank’s Common Seal

D-15
 Annexure-8C
(please see Cl. 4.1 b) of Instructions to Tenderers)

PROFORMA OF BANKER’S REPORT

Ref.:__________________ Date:_____________

To

THE PRESIDENT OF INDIA

Acting through the Director, Track(MC)
Ministry of Railways (Railway Board)
New Delhi-110001, INDIA

Sub: Global Tender No._____________________ for procurement of

__________________.

We understand that M/s.____________________intend to bid for subject tender. In this

connection, we are pleased to provide you with the following information on said firm.

That M/s._________________ (Firm’s complete address to be mentioned here) has had

a long standing relationship with this Bank since _____________ (the year to be
mentioned here) and has been maintaining satisfactory relationship with our bank.

That M/s. ______________ has proved themselves as a reliable and trustworthy partner
with a good financial standing.

That in our opinion M/s. ______________ has sufficient equity means and liquid assets
as well as access to credit lines & other financial means to meet all contractual
obligations under the subject tender.

Date______________ Signature______________

Place_____________ Printed Name___________

Witness___________ (Designation)__________

Bank’s Common Seal

D-16
 Annexure – 9

(Please see clause 14.1 of

Instructions to Tenderers)

DETAILS OF SHIPPING ARRANGEMENTS FOR LINER CARGOES IN RESPECT OF FOB/CFR

TRUNKEY/CONTRACTS FOR IMPORTS.

1. (a) SHIPMENT FROM PORTS OF U.K. INCLUDING NORTHERN IRELAND (ALSO

EIRE), FROM THE NORTH CONTINENT OF EUROPE (GERMANY, HOLLAND,
BELGIUM, FRANCE, NORWAY, SWEDEN, DENMARK, FINLAND AND PORTS
ON THE CONTINENTAL SEABOARD OF MEDITERRANIAN ( i.e. FRENCH AND
WESTERN ITALIAN PORTS), TO PORTS IN INDIA.

The Seller should arrange shipment of the goods by vessels belonging to the member
Lines of the India-Pakistan-Bangladesh Conference, if the Seller finds that the space on the
‘Conference Lines’ vessels is not available for any specific shipment, he should take up with India-
Pakistan-Bangladesh Conference. Conferity House, East Grin stead , Sussex (U.K), for providing
shipping space and also inform the Shipping Co-ordination Officer, Ministry of Shipping, Transport
Bhavan, New Delhi, India (Cable: TRANSCHART, NEW DELHI, TELEX: VAHAN IN –031-61157,
61158, 61159).

The Sellers should arrange shipment through the Government of India`s Forwarding
Agents, M/s. Schenker & Co., 2000-Hamburg (Cable: SCHENKER CO. HAMBURG) OR obtain a
certificate from them to the effect that shipment has been arranged in accordance with Instructions
of the Ministry of Shipping, Transport Bhavan, New Delhi, India.

(b) SHIPMENT FROM (RESTOCK) G.D.R.

Goods under this contract would be shipped by the national shipping companies of the
Contracting Parties operating bilateral shipping service and vessels under the flag of third countries
in accordance with the Agreement between Government of German Democratic Republic and the
Government of the Republic of India in the Field of Merchant shipping signed on 9.1.1979, as
amended up-to-date.

(c) SHIPMENT FROM ADRIATIC PORTS OF EASTERN ITALY AND YUGOLAVIA.

The Seller should arrange shipment of the goods by vessels belonging to the following
Indians member lines;

1. The Shipping Corporation of India Ltd.

2. The Scindia Steam Navigation Co., Ltd.
3. India Steamship Co., Ltd.

For the purpose of ascertaining the availability of suitable Indian vessels and granting
dispensation in the event of their non-availability, the Seller should give adequate notice about

D-17
the readiness of each consignment from time to time at least six weeks advance of the required
position to M/s. Schenker & Co. 2000 HAMBURG (Cable: SCHENKER CO. HUMBURG) and also
endorse a copy thereof to the Shipping Co-ordination officer, Ministry of Shipping, Transport
Bhavan, New Delhi, India (Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157,
61158,61159).

The Seller should arrange shipment through the Government of India`s Forwarding Agents
M/s. Schenker & Co. Hamburg (Cable: SCHENKER CO. HUMBURG) or obtain certificate from
them to the effect that shipment has been arranged in accordance with the Instructions of the
Ministry of Shipping, Transport Bhavan, New Delhi, India.

(d) SHIPMENT FROM POLAND, CZECH REPUBLIC & SLOVAKIA

(i) IMPORTS FROM POLAND.

Shipment under this contract would be made by the National flag lines of the two parties
and vessels of third flag conference lines, in accordance with the agreement between the
Government of the Republic of India and the Government of the Polish People`s Republic
regarding Shipping Co-operation dated 27.6.1960 as amended up-to-date.

(ii) IMPORTS FROM CZECH REPUBLIC & SLOVAKIA

Goods under this contract would be shipped by the National flag lines of the two parties
and vessels of third flag conference lines, in accordance with the agreement co-operation in
shipping between India and Czech Republic & Slovakia signed on 3.11.1978 and ratified on
19.12.1979, as amended up-to-date.

Shipping arrangements should be made by the Sellers in consultation with the resident,
Representative of the India Shipping Lines in Gdynia, Co., Morska Agencja W.Gdyniul, Pulaski ego
8,P.O. Box 246 ; Gdynia (Poland) Telex : MAG PL.054301, Tel. : 207621), to whom details
regarding contract number, nature of cargo, quantity, port of loading discharging, name of
Government consignee, expected date of readiness of each consignment etc. should be furnish at
least six weeks in advance of the required position, with a copy thereof endorsed to the Shipping
Co-ordination Officer, Ministry of Shipping ,Transport Bhavan, New Delhi, India (Cable:
TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157, 61158,61159).

(e) SHIPMENT FROM RUSSIAN FEDERATION

Shipment under this contract should be made in accordance with the agreement between
the Government of Republic of India and the Government of the Russia on Merchant Shipping
1976, as amended up-to-date, by vessels of Indo-Russian Shipping Service.

(f) SHIPMENT FROM JAPAN.

The shipment of goods should may be made by India vessels to the maximum extent
possible subject to minimum of 50%.

D-18
 The Seller should arrange shipment of the goods in consultation with the Embassy of India
in Japan, Tokyo, to whom details regarding contract number, nature of cargo, quantity, port of
loading/discharge, name of the Government Consignee, expected date of readiness of each
consignment etc. should be furnished at least six weeks in advance of the required position.

Note:- The copies of such contracts are to be endorsed both to the Attaché (commercial)
embassy of India in Japan, Tokyo, and the shipping Co-ordination Officer, Ministry of
Shipping , Transport Bhavan, New Delhi, India.

(g) SHIPMENT FROM AUSTRALIA, ALGERIA, BULGARIA, ROMANIA, EGYPT.

The Seller shall arrange shipment of the goods by Indian flag vessels to the maximum
extent possible subject to a minimum 50% for the purpose of ascertaining the availability of
suitable Indian vessels, the seller shall give adequate notice of not less than six weeks about the
readiness of each consignment to the Shipping Corporation of India Ltd. SHIPPING HOUSE, 245,
Madame Cama Road, Mumbai –400v021 (CABLE : SHIPINDIA MUMBAI) and also endorse a copy
thereof to the Shipping Co-ordination Officer, Ministry of Shipping, Transport Bhavan, New Delhi,
India ((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157, 61158,61159).

(h) SHIPMENT FROM PAKISTAN.

The shipment of cargoes should be made by Indian vessels to the maximum extent
possible subject to a minimum of 50%.

Shipping arrangement should be made by the Sellers in consultation with M/S. Mogul Line
Ltd., 16-Bank Street, Fort, Mumbai – 400 023 ( Cable : MOGUL MUMBAI ; TELEX : 011-4049
MOGUL), to whom, details regarding contract number, nature of cargo, quantity, port of loading/
discharging, name of Government consignee, expected date of readiness of each consignment
etc., should be furnished at least six weeks in advance of the required position with a copy thereof
endorsed to the shipping Co-ordination Officer, Ministry of Shipping, Transport Bhavan, New Delhi,
India ((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157, 61158,61159).

(i) SHIPMENT FROM U.S. ATLANTIC & GULF PORTS.

The Seller should arrange shipment of the goods by vessels belonging to the member lines
of the India-Pakistan-Bangladesh-Sri Lanka and Myanmar outward Freight Conference. If the
Seller finds that the space of the ‘Conference Lines’ vessels in not available for any specific
shipment, he should take up with India-Pakistan-Bangladesh-Sri Lanka and Myanmar outward
Freight Conference, 19 Rector Street, New York N.Y. 10006 U.S.A. for providing shipping space
and also inform the Shipping Co-ordination Officer, Ministry of Shipping, Transport Bhavan, New
Delhi, India ((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157, 61158,61159).

(j) SHIPMENT FROM ST.LAWRENCE AND EASTERN CANADIAN PORTS.

The Seller should arrange shipment of the goods by vessels belonging to the following
shipping lines:
(1) The Shipping Corporation of India Ltd.
(2) The Scindia Steam Navigation Co. Ltd.
D-19
 If the Seller finds that the space in the vessels of these Lines is not available for any
particular consignments, he should inform the Shipping Co-ordination Officer, Ministry of Shipping,
Transport Bhavan, New Delhi, India ((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-
61157, 61158,61159) immediately so the dispensation from the shipping lines concerned to use
alternative lifting may be sought.

(k) SHIPMENTS FROM WEST COAST PORTS OF U.S.A. CANADA AND OTHER
AREAS NOT SPECIFICALLY MENTIONED ABOVE.

The Seller should arrange shipment of the goods by Indian vessels to the maximum extent
possible subject to a minimum of 50%. For the purpose of ascertaining the availability of suitable
Indian vessels and granting dispensation in the event of their non-availability, the Seller should
furnish the details regarding contract number, nature of cargo, quantity, port of loading/discharge,
name of the Government consignee and expected date of readiness of each consignment, etc. to
the Shipping Co-ordination Officer, Ministry of Shipping, Transport Bhavan, New Delhi, India
((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157, 61158,61159) at least six
weeks in advance of the required position.

2. BILLS OF LADING.

(i) CFR/TURNKEY SHIPMENTS.

The bills of lading should be drawn to indicate Shipper, and ‘Consignee’ as under:

SHIPPER : The CFR/TURNKEY SHIPMENTS.

CONSIGNEE : As per consignee`s particulars in the contract ( The name and address of
the ‘Port Consignee’ and ‘Ultimate’ both should be indicated)

(ii) FOB SHIPMENTS.

The bills of lading should be drawn to indicate Shipper, and ‘Consignee’ as under:

SHIPPER : The FOB suppliers concerned.

CONSIGNEE : Suppliers Indian Agents on order.

Note 1. Moreover the name of the ‘Purchaser’ and ‘Ultimate’ Consignee, should appear in the
body of the Bills of Lading as per the ‘Notify’ or as remark.

2. Two non-negotiable copies of the Bills of Lading indicating the freight amount and
discount, if any allowed, should be forwarded to the Shipping Co-ordination Officer,
Ministry of Shipping, Transport Bhavan, New Delhi, India after the shipment of each
consignment is effected.

3. The Seller should avoid the use of over-aged vessels for the Shipment of the goods
under the contract and if so used, the cost of additional Insurance, if any, shall be borne
by the Seller.

D-20
 Annexure –10
(Please see clause 14.1 of
Instruction to Tenderers.)

DETAILS OF SHIPPING ARRANGEMENTS OF LINER CARGOES IN RESPECT ON FOB

CONTRACTS FOR IMPORTS.

1. Shipping arrangements will be made by the Ministry of Shipping, Transport Bhavan, New
Delhi, India ((Cable: TRANSCHART, NEW DELHI; Telex : VANAN IN-031-61157,
61158,61159), through their respective forwarding Agents/Nominees as mentioned
below, to whom adequate notice about the readiness of cargo for shipment should be
given by the Sellers from time to time at least six weeks in advance of the required for
finalizing the shipping arrangements.

S.No. Area Forwarding Agents/Nominees

(a) UK including Northern Ireland (also Eire),
the North Continent of Europe(Germany,
Holland, Belgium, France, Norway,
Sweden, Finland and Denmark) and ports
on the Continental Sea Board of the
Mediterranean (i.e. French and Western
Italian Ports) and also Adriatic Ports.
(b) USA, Canada, Mexico & South America,
Brazil.
(C) Japan.
(d) Australia, Algeria, Bulgaria, Romania,
Czech Republic, Slovakia, Egypt,
Germany.
(e) Russia, Ukraine, etc. (erstwhile USSR
Block)
M/s. Schenker & Co.,
2000 Hamburg –11, POB No. 110313
(Cable : SCHENKERCO HAMBURG)
Telex : 217004-33 SHD 212675
Telephone No. 040/36135-0
M/s. OPT Overseas Project Transport Inc.,
46, SELLERS STREET, KEARNY,
NEW JERSEY 07032.
TEL : (201) 998-7771
TELEX: 673-3586
FAX : (201) 998-7833
The First Secretary (Commercial)
Embassy of India, Tokyo, Japan
(Cable : INDEMBASSY TOKYO)
TELEX : INDEMBASST J-24850
TELEPHONE : 262-2391
The Shipping Corporation of India Ltd.,
‘Shipping House’ 229/232
Madame Cama road, Mumbai- 400 –21
(Cable : SHIP INDIA MUMBAI),
Telex : 31-2209 SCID IN,
Telephone : 232666,232785
The Secretaries, Indo-Soviet Shipping
Service, C/o The Shipping Corporation of
India Ltd.,

D-21
 Shipping ‘House’ 245, Madame Cama
Road, Mumbai – 400 021
(Cable : SHIP INDIA MUMBAI FOR
SOVIND SHIP
Telex : 31 2209 SCID IN
Telephone : 232666
(f) Poland The Secretaries, Indo-Polish Shipping
Service, C/o The Shipping Corporation of
India Ltd., Shipping ‘House’ 245, Madame
Cama Road, Mumbai– 400 021
(Cable : SHIP INDIA MUMBAI FOR
INDOPOL)
Telex: 3165119 SCID IN
Telephone: 232666
(g) Pakistan The Mogul-Line Ltd.,16 Bank Street,
Fort Mumbai –400 023
(Cable: MOGUL MUMBAI)
Telex: 011-4049 (MOGUL)
Telephone: 252785
(h) Other areas not specifically mentioned The Shipping Co-ordination Officer,
above Ministry of Shipping, Transport Bhavan,
New Delhi, India (Cable: TRANSCHART,
NEW DELHI; Telex : VANAN IN-031-
61157, 61158,61159)

2. BILLS OF LADING.

The Bills of Lading should be drawn to indicate ‘Shipper and Consignee’ as under-:

SHIPPER : The Government of India

CONSIGNEE : As per consignee`s particulars in the Contract, (The name and

address of the ‘Port Consignee and Ultimate Consignee’ should both
be indicated).

3. Two non-negotiable copies of the bills of lading indicating the freight amount and discount,
if any allowed, should be forwarded to the Shipping Co-ordination Officer, Ministry of
Shipping, Transport Bhavan, New Delhi, India after the shipment of each consignment is
effected.

4. The Seller should avoid the use of over-aged vessels for the shipment of the goods under
the contract and if so used, the cost of additional insurance, if any, shall be borne by the
Seller.

D-22
 MINISTRY OF SHIPPING, TRANSPORT BHAVAN, NEW DELHI,INDIA

(Cargo particulars in respect of Imports, from USA and Canada)

1. Name of U.S./Canadian suppliers with Postal/ Telegraphic

address.

2. Contract Number and date, date to be spelled in words

specially month to avoid misunderstanding.

3. Full Designation and Postal/Telegraphic address of the Port

Consignee and Ultimate Consignee.

4. Brief Description of Cargo.

5. Delivery Date.

6. Port of Shipment.

7. Port of Discharge.

8. Terms of delivery (The terms FOB is generally interpreted in

USA as FOB loading point ( i.e. Works/Factory or Ware house
which are located in the interior). If delivery is basis FOB
Plant/Works, Dollar Fund is necessary to cover inland freight
payment up to F.A.S. vessel port of Shipment. Also F.A.S.
West Coast and Gulf Ports involve additional charges towards
wharlage and handling, where handling is involved, to be paid
in Dollars. If payment by L/C is established by importers,
whether such charges have been provided in L/C, should be
indicated

9. Source of Fund, i.e. free foreign currency or loan. If former,

indicate foreign exchange sanction No. and date. In case of
later, Loan number should be indicate.

10. Paying authority, how the cost of goods etc., will be

reimbursed, whether through C.A.O., Embassy of India,
Washington D.C. or by L/C to be arranged by importer. The
name of Account Officer in India and head of Account in the
former case to be indicated.

D-23
11. Whether Transit/Marine Insurance is required/ arranged
(insurance is required or nor required to be clearly stated)

12. If payment of freight to U.S flag involved (i.e.

A.I.D./D.L.F./E.X.I.M. Loans required 60 percent by U.S. Flag)
and whether Dollar Fund has been made available to C.A.O.
Embassy of India , Washington. If so, details to be given.

13. Import Licence number and validity date. If import Licence ( in

India) is required.

14. Flag requirements, if any, to be indicated.

15. If, Export Licence required, whether suppliers advised to

apply in the name of Commerce and Supply Wing, Embassy
of India, Washington D.C. and submit application to them.

Note:- This form should be filled in and sent ( in duplicate) to the Shipping Co-ordination Officer,
Ministry of Shipping, Transport Bhavan, New Delhi, India

D-24
 MINISTRY OF SHIPPING, TRANSPORT BHAVAN, NEW DELHI,INDIA

Particulars of Cargoes for which Shipping space is required to be arranged by the Ministry of
Shipping, Transport Bhavan, New Delhi, India on behalf of Ministry/Department/Project/under
taking.

Name Name Particular of Cargo Period Load Discha Nature Any

of of the cargo availabili over ing rge of special
suppli Consi ty which port port contra conditio
er with gnee Desc Qua whether shipm ct ns in
Telegr with riptio ntity shipload ent to FOB/ that
aphic Telegr n or parcel be CFR contract
Postal aphic if the compl Turnk relating
addres Postal latter eted ey to
s addres size of shipme
s parcels nt
1 2 3 4 5 6 7 8 9 10

1. This form should be filled in and sent (in duplicate) to the Chief Controller of Chartering (in
respect of bulk cargoes ) and to the Shipping Co-ordination Officer, (in respect of general
liner cargoes) Ministry of Shipping, Transport Bhavan, New Delhi, India together with two
copies of the Purchase/Sale contract as soon as relevant contract is finalized.

2. This pro-forma is for all contract for imports and exports (except those for imports from
U.S.A. and Canada).

3. In case of import of general liner cargoes from Japan, the cargo particulars pro-forma
should be sent in quadruplicate and in respect of FOB/CFR Turnkey contract for import
U.K. Continent in quarter duplicate.

D-25
GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)

TENDER DOCUMENT

PART – III

Section E

TECHNICAL SPECIFICATION
 Technical Specification for on track Multipurpose Tamper for B.G.
(1676mm Gauge)
(Specification No: TM/HM/MPT-367 Rev.01 of 2015)

1. General:

1.1 With the mechanization of track maintenance activities on Indian railway, machines are
required for spot tamping of concrete sleepers on plain track and turnouts and special
locations like switch expansion joints, glued joints, L-Xing with check rails, ballasted track
with Guard Rails on Bridges, Curve etc. without removing check/guard rails. These
machines have to be very sturdy and suitable for heavy duty operation to tamp the modern
concrete sleepers’ turnouts and plain track with concrete sleepers. Simultaneously the
machine has to be suitable for the transport of engineering materials, equipments and
workmen for day to day working. These specifications have been designed for such a multi-
purpose machine hereinafter called “machine’’.

1.2 The technical specifications have been drafted to reflect the performance and quality
requirements of the machine in a neutral manner without bias to any specific manufacturer.
Bidders are requested to carefully study the specification and assure that their machine
fully comply therewith. If a bidder feels that his machine can substantially meet the
performance and quality requirements of the machine but does not fully satisfy a particular
system specification, he should mention the same in the statement of deviation from the
specifications, giving the details how the functional requirements are going to be met with.

1.3 The bidder shall specify the make/model offered and furnish a detailed technical description
of the same. System/ Subsystem of the working mechanism of the machine as per Para 3.0
in particular and all the items of the specifications in general shall be described in detail in
the “technical description” along with sketches to show the manner in which the
requirements of the specifications are accomplished by the machine (model) offered.

1.4 Photograph of the type of the machine offered, in working mode shall be enclosed with the
offer. These shall also show the close-ups of various working assemblies/ systems and the
full machine. The tenderer shall furnish a compact disc or DVD or USB showing the
working of machine in real time under field condition. Tenderer shall also submit the names
of countries & Railways where the offered machines are working and where their working at
site can be visited by Indian Railway officials.

2.0 Dimensional and operating requirement:

2.1 The diesel powered self propelled machine shall be of latest design, robust, reliable and
suitable for working on the Indian railway plain track, transition and curved track (up to 10°)
and Turn Outs and special locations as mentioned at Para 1.1 above on broad gauge (1676
mm). It should be basic tamping machine for tamping of plain track as well as points and
Xing. The machine shall be provided with end- cabins at either end and be capable of being
driven from these cabins at full speed in travel mode. Additional working cabin may be
provided to facilitate the view of working areas during working. The design and dimensions
of the machine and components shall be to metric standards and should comply with
provision of Indian Railways Schedule of Dimensions–1676 mm gauge (BG), revised, 2004
Quality assurance during manufacturing shall be as per ISO-9001, ISO 3834 and ISO
15085.
2.2 The machine shall be self-propelled bogie type vehicle. Distance between bogie pivots shall
be such as to avoid excessive rail stresses during lifting/ lining. Calculations may be
submitted.

2.3 The profile of the machine longitudinally and in cross section during transfer as self
propelled vehicle or towed in train formation shall be within the Indian Railways Schedule of
Dimensions –1676 mm gauge (BG), revised, 2004 with the latest corrigendum and upto
date correction slips issued. The maximum moving dimensions are shown in Annexure - I.
The tenderer shall submit sketches of the machine in plan and shall give calculations for
moving dimensions on 10° curve to show the extent of lateral shift at the ends, centre and
any other relevant cross sections. It shall be ensured that the machine does not cause
infringement while moving on a 10° curve.

2.4 In the past IR have condoned certain infringements to the Indian Railways Schedule of
Dimensions –1676 mm gauge (BG), revised, 2004 of such dimensions as Rigid wheel
Base, Length of stocks, Distance apart of bogie centres and maximum height of floor above
Rail level in certain track machines after due consideration of their design features vis-à-vis
safety and operation requirements of IR. However, condonation of an infringement in
another track machine in the past does not by itself entitle the manufacturer to assume
acceptance of the same in other track machines by IR. Where an infringement to Indian
Railways Standard BG schedule of Dimensions (metric)-2004 print is considered necessary
by the manufacturer as intrinsic to the design of the machine for meeting the work
performance requirements laid down in this specification while meeting the safety and
operational requirements of IR, the condonation of the same may be permitted by IR.
However, only those infringements which are acceptable shall be permitted.

2.5 Adequate clearance shall be allowed so that no component/part shall infringe the minimum
clearance of 102 mm from rail level while travelling.

2.6 The axle load of the machine shall be less than 20.32t with minimum axle spacing of 1.83 m.
Load per metre shall not exceed 7.67t. Axle loads upto 22.82 tonnes and lower axle
spacing may be permitted, provided the load combinations do not cause excessive stresses
in the tracks & bridges of IR. Stresses in the tracks & bridges shall be calculated by
IR/RDSO based on design data submitted by the firm as per (Annexure IX), and decision of
IR/RDSO shall be final in this regard.

2. 7 It shall have a minimum wheel diameter of 914mm (new wheel profile). However, lesser
diameter upto 730 mm (new wheel profile) can also be considered, provided it meets the
condition laid down in Clause 2.5 at its condemnation limit and rail wheel contact stresses
for 72 UTS rails are within permissible limits. Forged wheels to Indian Railways profile shall
be provided on the machine. It is desirable that 50mm margin between new and permitted
worn wheel diameter should be available, but this should not be less than 20mm.The worn
out wheel diameter (condemning worn out diameter) based on the criteria of rail wheel
contact stresses for various maximum axle loads are as under:

Maximum Axle load Minimum worn out wheel diameter

(tonne) (mm)
22.82 908
22.00 878
21.50 860
21.00 841
20.32 816
20.0 805
 19.5 787
19.0 768
18.5 750
18.0 732
17.5 713
17. 4 710

Permitted worn out wheel diameter should be specified by the manufacturer. The diameter of wheel
for assessment of permitted axle load will be the worn out wheel diameter.

2.8 The new wheel profile in the machine shall be as per Indian Railway standard drawing attached as
Annexure-VI which is titled as “WORN WHEEL PROFILE’

2.9 It shall be capable of negotiating curves up to 10° curvature (176m radius), super elevation
up to 185 mm and gradients up to 3% in travel mode. The supplier shall specify the
minimum attainable speed under the above limiting conditions, which in any case should
not be less than 40 Kmph.

2.10 It shall be capable of continuous operation during the varying atmospheric and climatic
conditions occurring throughout the year in India. The range of climatic conditions is as
follows:

Ambient temperature : - 5°C to 55° C

Altitude : sea level to 1750 m above mean sea level
Humidity : 40 to 100%
Maximum rail temperature : 70° C

All the system components on the tamping machine shall be covered by roof or other
suitable covering so that the system & components vulnerable to moisture ingress are not
adversely affected during rains and the machine is able to work continuously even during
rains.

2.11 During transfer from one station to another, it shall be capable of travelling on its own at a
speed of 80 kmph and at a speed of 100 kmph when hauled in a train formation as last
vehicle. Since the machine is likely to cover long distances on their own power, the travel
drive system should be robust to sustain these requirements during the life of the machine.
It shall be possible to drive the machine in both directions at the same speed. The machine
should be capable of hauling an 8-wheeler coach/Wagon(90 ton approximately) at a
maximum speed of not less than 50kmph.It should be able to negotiate sharpest gradient of
up to 1 in 33 prevailing on Indian Railways.

2.12 The machine shall be capable of working without requiring power block in electrified
sections. 25KV AC power supply is used for traction through an overhead wire at 5.5 m
above rail level. On bridges and tunnels, the height is restricted to 4.8 m.

2.13 The machine or its any part shall not infringe the adjoining track as per ‘Indian Railways
Schedule of Dimensions, 1676mm gauge (BG), revised-2004 with the latest corrigendum
and up to date correction slips issued’, while opening and closing of work. While working,
also it shall not infringe the adjoining track and it shall be possible to permit trains at full
speed on that track. Minimum spacing of tracks is 4.265 m centre to centre.

2.14 The machine should be capable of carrying about 12 P. way workmen along with their
tools. Suitable seating arrangement and adequate space shall be provided.
2.15 There should be one loading platform for keeping the tools and small P. way
materials/machines at one end of the machine of length not less than 7.0 meters so as to
carry the half length of rails (6.5 m). The width of this open platform should be equal to the
width of the machine as per the permitted schedule of dimension prevalent on Indian
Railways as mentioned above. The loading platform should be provided all-around with a
sidewall/ Railing of about 45 to 60 centimeters height to protect the men and materials from
falling. The approximate gross tonnage expected on this loading platform shall be limited up
to 7 tonnes and the detail of engineering tools & materials required on this loading platform
is as given in annexure-5 attached.

2.16 All operations for work and travel shall be controlled from a spacious fully enclosed cabin
permitting unobstructed view in both directions.

3.0 Working Mechanism:

3.1 The machine should be capable of tamping plain track as well as for spot attention of points
and Xings and other miscellaneous track locations, handling of P. way material including
rails, sleepers, switches & Xings, their stacking on the material platform. It shall be capable
to tamp effectively the special track locations such as level crossing with check rails, SEJ
portion, ballasted track with Guard Rails on Bridges, Glued joint, curve etc. For handling of
engineering materials & equipments a suitable terfor / chain pulley (working capacity 1.5t)
arrangement may be provided at one end of the material platform.

3.2 The machine shall be capable of automatic lifting, levelling, lining and tamping of track to
achieve the laid down track geometry standards, with proper packing for various kind of
track structures.

3.3 Separate split head tamping unit shall be provided for each rail, each unit comprising of
tamping tools operated hydraulically. Each of the two halves of the tamping units should be
able to be lowered and put into action separately from the other. Additionally, both halves of
the unit should be able to be displaced laterally. It shall be possible to adjust the tamping
tools such that all accessible tamping zones on either side of the rails and sleepers are
tamped effectively. The tamping units shall be provided with necessary arrangements for
lateral shifting to adjust them on the rails in curves turnout SEJ and other such special track
locations. It shall be possible to tamp all four rails of the switch up to heel block. The
minimum lateral adjustment of tamping units (for both outer and inner) should not be less
than 270 mm from their normal position. It should be possible to rotate and adjust tamping
unit from operator’s seat for tamping of slanting sleepers in turnout. Since the machine is
predominantly to be used for spot attention and tamping on such spots may be required to
be done without any general lift, the tamping system should be capable of giving effective
tamping at spots and correct the track geometry even when no general lift is given.

3.4 Tamping action shall be based on vibratory squeeze principle to achieve a durable
compaction with tamping tools operating under the same pressure but independent of one
another.

3.5 Amplitude of vibration, vibration pressure, vibration frequency, squeezing pressure,

squeezing time and tamping depth of tamping tools in tamping units shall be such that
durable compaction under the sleeper is achieved. Details of all the above parameters will
be submitted in the offer.
3.6 The squeezing action shall stop automatically after the tamping tools encounter the
resistance from the ballast to the pre-selected squeezing pressure. The squeezing pressure
and squeezing time shall be variable so that it can be adjusted according to ballast
conditions.

3.7 The lifting system shall be such that the track can be lifted without bearing on the ballast. It
shall be possible to lift track upto 150mm in one go depending on the requirement. While
working on track with no limitation of space, the lifting system should hold the rail
continuously rather than releasing and re-lifting the rail at every tamping cycle. To ensure
easy lift at all locations the machine should be provided with lifting hooks and lifting rollers
clamp both or any similar device capable of lifting the track as mentioned above. However,
the lifting/lining system and actual tamping should be so synchronized that the track is stiffly
held in position and there is no movement in the track when the tamping tool is inserted for
tamping. This is required to ensure that the lift and slew are not altered during the process
while track is being tamped. It shall also be capable to lift properly the Glued (insulated
joint), Switch expansion joint and Special one meter fish plated joint.

3.8 The working cabin should be so located that the operator faces towards the direction of
movement of machine to facilitate tamping of plain track. The lifting/ lining units should
normally be so located that it is visible to the operator from the working cabin and its
operation by operator should not require assistance of other person. Camera with monitor
shall be provided for the assistance of operator if required.

3.9 The free rail length between the two bogies should be long enough to permit the track lifting
and lining upto 150 mm in one go, having 60 kg rails on concrete sleeper, without excessive
stresses in the rail or on the lifting mechanism.

3.10 The machine shall be provided with automatic leveling equipment which will permit correct
leveling of the track and points & xing including provision of super elevation along with
tamping.

3.11 The tamping tool holding arrangement in tamping arm of tamping bank should be cylindrical
compressible type with bolting and dowel arrangement such that no hammering is normally
required for fixing and removing the tamping tools.

3.12 The machine shall be fitted with automatic lining equipment capable of carrying out lining
simultaneously with leveling. It shall be possible to adjust the lining unit longitudinally
depending upon the position of sleepers and fittings etc, in the turnout. If required, the
machine shall be able to slew the track upto 150 mm in one go. The lining unit should have
two rollers for each rail or other suitable arrangement to avoid derailing of the lining rollers.

3.13 The machine shall be able to achieve the following tolerance:

Unevenness: + 1 mm on 3.6 m Chord

Cross level: + 1 mm
Alignment: + 2 mm on 7.2m Chord
Twist: 1mm/m

3.14 The machine shall be capable of carrying out on plain track, automatic lifting, leveling,
tamping and lining of 1000 sleepers or more in an hour of working and when tamping
turnouts, it shall be capable of tamping one 1 in 12 turnout complete with 10 sleepers on
straight portion on the approaches of the turnouts in an hour of working at the following
machine parameters:
 a) Squeezing time of 0.8 sec or more
b) Squeezing pressure of 120 kg/cm 2 or more.
c) Tamping depth upper edge of tool blade should be15-20 mm below the bottom of
the sleeper

The time shall be counted from start to finish of tamping work at work place. Stoppage of
work not attributable to machine shall be discounted. The setting up time and winding
uptime shall be measured and the total time taken by the two operations of setting up and
winding up of the machine together shall not exceed 10 minutes.

3.15 The machine shall be capable of automatic leveling, lining and tamping of turnouts with
Cast Manganese Steel (CMS) and built up crossing of angles 1 in 8.1/2 (Eight and half), 1
in 12 and 1 in 16 laid on concrete sleepers without dismantling the turnout.

3.16 The machine shall be capable of tamping, lifting and lining up to 60 Kg/m long welded rails,
short welded rails and fish-plated track with rails laid on pre-stressed concrete sleepers. As
the minimum clear distance between the joint sleepers is 50 mm, the machine shall be able
to tamp these two sleepers together. The normal sleeper spacing in different track
structures on Indian Railways is 55 cm to 75 cm.

3.17 The ballast depth ranging from 300 mm to 350 mm shall be effectively compacted having
zone of influence of tamping confined to app. 150 mm layer below the bottom of sleepers.
There shall be provision for stepless adjustment of the depth of tamping tools to suit
different type of sleepers. The maximum depth of concrete sleeper is equal to 210mm.

3.18 For handling of engineering materials & equipments a suitable telescopic crane
arrangement may be provided at one end of the material platform. The crane shall be
capable of lifting. 1.5 t load over front at such a minimum lifting radius upto 3.0 mthat it is
possible to load & unload 60 kg CMS crossing, 6.5 m long 60 kg Rail, & concrete sleeper
(details as per annexure-5) from machine to the Railway track below & vice versa. It should
be possible to work with this crane in electrified sections of Indian Railway without taking
power block. Proper slings or any other equivalent arrangement required for picking up
rails, sleepers or crossings shall be supplied as part of the crane.

3.19 The crane operation should be such that there is no infringement to over head electric
equipment during crane manoeuvring/extension/shortening and there is no infringement
to the Indian Railways Schedule of Dimensions – 1676mm gauge (BG), revised, 2004 with
latest corrigendum and up to date correction slips issued, on the adjacent track at 4265 mm
track centres. In case there is a possibility of boom getting lifted to infringe the Overhead
Electric Equipment, suitable safety device to prevent such an eventuality should be
provided.

3.20 The working cabins of the machine shall be air-conditioned. The air-conditioning provided
shall be of robust industrial design capable of operating in highly dust laden environment.
However, the electronic equipments shall be so designed that it shall be able to work
without air conditioning under the climatic conditions described in Para no. 2.10 of the
specification.

3.21 The machine shall be provided with a computerized unit for the overall control of its
working system for all possible track geometry. The system shall be so designed that for
working on tracks with pre-decided target geometry, the standard track geometry data as
well as correction values can be entered prior to work either directly on system or via USB,
 CD or DVD. For working on tracks with unknown target geometry, it shall be possible to
determine the correction values by making a measuring run and subsequent geometry
compensation of the recorded data considering obligatory point and constrains of lifting and
lining etc. Interactive processing of the target profile by the operator shall be possible. The
machine shall be capable of measuring and recording the longitudinal level of both rails,
alignment of datum rail (Versine), cross level (Super Elevation) and twist in real time before
and after the tamping by the machine. These parameters shall be displayed on screen and
its print out (printing arrangement to be provided) could be taken whenever required. It shall
also record progress vis-a-vis time and it should be possible to take all the above data on
USB drive. The software shall be Windows based. The hardware shall be sturdy for
operations under conditions of shock, vibrations, dust, electromagnetic influences from
outside and interruption of power supply. The unit shall have adequate memory to keep
records of minimum 100 km of work performed; new track geometry obtained and enables
transfer of the data via USB, CD or DVD as required.

3.22 In addition to the computer system provided on the machine for its own controls, the
machine shall be provided with an industrial quality heavy duty portable computer (Laptop-
tough book) for keeping record of overall aspects of working, spares management and
reporting. The detailed specifications of the laptop are enclosed as Annexure-VII.

3.23 Important tamping Parameters like Datum Rail, General lift, single insertion or double
insertion, design or smoothening mode, time of start and finish of work, squeezing
pressure, squeezing time, vibration pressure and tamping depth etc shall be shown on a
display in the working cabin. It shall be possible to draw these data from the system itself
after work via USB port on a memory stick for the purpose of record.

3.24 A programmable logic control system shall be provided in the machine so that the work like
lifting, lining, tamping and work drive of machine will commence only when all conditions for
their working/movement is fulfilled.

3.25 To monitor the working of machines, closely from anywhere in the country from any
location, suitable number of IP based cameras are to be installed. The camera should be
fixed on machine at such location that the live video of the important working units of
machine which are working on track, location of worksite and post-work track can be seen
by the authorized person with commonly used browsers in India over the internet. Camera
should be password protected and be decentralized, IP based. It should have recording
function built-in and thus can record directly to any standard storage media, such as SD
cards. Internal memory space of 500GB should also be available.
3.26 In case of failure of the up and down cylinders of tamping unit, there should be an
arrangement for lifting the tamping units mechanically by lifting equipment like terfor/chain
pulley etc. Any other alternative arrangement for mechanically lifting tamping unit in such
failures may also be provided.

3.27 The machine should be equipped with a centralized computer based control and monitoring
system which shall monitor the health of machine working system such as engine (lub oil
pressure, temperature, rpm etc.), hydraulics (hydraulic pressure in different units,
temperature, oil level in tank etc), pneumatic (pressure of different units), electrical
(charging/discharging rate, voltage etc.). All these data should be displayed on a monitor
installed in working cabin. Arrangement for providing 3G/4G internet connection for
sending data in soft format directly from the computer should also be available.
4.0 Diesel Engine:

4.1 The machine shall be powered by diesel engines preferably indigenous with proven record
of service in tropical countries with wide service network in India. Robust construction and
low maintenance cost are of particular importance. Adequate allowance shall be made for
de-rating of diesel engine under the most adverse climatic conditions mentioned in the
specification elsewhere. In order to adhere to Pollution Control norms, the diesel engine
should be electronically controlled emmissionized engine with minimum compliance of tier 2
stage.

4.2 The supplier shall furnish the details of diesel engine and its controls to assess its
conformity with the engines already operating on track machines on Indian Railways. If the
machine-design incorporates an engine not already operating with the purchaser, the model
of the engine is liable for change as per the technical requirements and the maintenance
logistics with the purchaser after technical negotiations with the supplier. Nothing extra
shall be payable on this account.

4.3 High speed diesel oil to Indian standard specification shall normally be used. A minimum
fuel tank capacity sufficient for continuous operation for eight hours but not less than 1400
liters shall be provided.

4.4 Sight glass type fuel measuring gauge preferably of full height shall be provided on the fuel
tank.

4.5 For starting the engine, storage batteries of well known indigenous make with wide service
network in India shall be provided. The engine shall normally be push/pull button start type
or key type.

4.6 Since the engine is to work outdoor under extreme dusty conditions, the air intake system
shall be designed suitably so as not to allow dust through air intake system.

4.7 There is a likelihood of dust deposition over the engine body and surrounding area over the
lubricants spills over. These should be easy to access for daily cleaning and routine
maintenance. In case, air cooled engines are proposed by the supplier, maintenance
equipment for cleaning and maintenance of the air cooling fans shall be provided by the
supplier along with the machine.

4.8 The engine parameter monitoring gauges like temperature, rpm, and lub. oil pressure shall
be direct reading type mounted on the engine backed up by electrical/mechanical gauges in
the operator’s cabin showing the absolute readings along with safe limits suitably coloured.
There shall be audiovisual warning (safety mechanism) to the operators in case of any of
these parameters exceeding the safe limit and engine shut down circuit in case of
operator’s failure to respond.

4.9 Suitable and rugged mechanism should be provided to start the prime mover at minimum/
no load and gradual loading after the start of the prime mover. A fail safe clutch
mechanism, if required may be provided to meet this requirement. The engine shall be
mounted on suitable Anti-Vibration Mountings.

4.10 The engine should have Electronic Control Module (ECM) or similar arrangement for taking
out operating parameters on real time basis such as RPM, load, fuel consumption,
temperature, pressure maintenance and diagnostic data as well as trip and historical data.
 These data should be displayable on a centralized computer based control and monitoring
system as mentioned in para 3.27 above. It should also be possible to transfer these data
on USB device.

5.0 Driving Mechanism:

5.1 The machine should be provided with an efficient traction drive system for traction during
the operation. It shall be equipped with separate power train circuits for high speed
travelling in traveling mode and slow cyclic movement in working mode.

5.2 The driving mechanism for travel drive should be rugged to perform satisfactorily during the
life cycle of the machine. The machine’s driving system shall be through hydro dynamically
/ hydraulic coupled power/transmission arrangement capable of achieving full speeds in
travel mode in both the directions. However, the system should be so designed that all the
driving wheels work in synchronization and there is no slippage/skidding of the wheels
during the work drive.

5.3 The driving mechanism, in working mode, shall be adequately designed to handle the
acceleration and braking forces at each tamping cycle. A suitable synchronization circuit to
control the synchronization of lifting/lining/tamping process with the machine drive/braking
system in working mode shall be provided to prevent any damage to the machine systems
on account of non-synchronization.

Suitable differential systems may be provided between coupled wheels on the same bogie.

5.5 Suitable flow divider/throttling arrangement may be provided to equalize the tractive effort
amongst different bogies.

5.6 The tenderer shall provide the necessary technical details including circuit diagrams to
confirm the above requirements.

5.7 Adequate gauges should be provided in working and driving cabins near operator’s seat.
Solenoid valves shall be provided near linkage assembly for indication, flow control and
carrying out necessary adjustment in the field.

5.8 To the extent possible hydraulic and pneumatic component/assembly should be fixed at
suitable location preferably on the side frame of the machine so as to avoid the need of
going on top of the machine for day-to-day maintenance schedules.

5.9 The pneumatic circuit should be provided with air dryer for the smooth working of
pneumatic components.

5.10 The machine shall be equipped with adequate safety circuit such that if any unit/part which
may endanger the safety is unlocked, the machine shall not move during run drive. The
indication of locking and unlocking of all units should be displayed in the cabin.

5.11 Onboard system for online filtration and monitoring the quality of hydraulic oil in hydraulic
circuit should be provided. The gauge should clearly indicate if the hydraulic oil is
contaminated beyond the permissible limits and requires immediate replacement.
6.0 Cooling System:

6.1 The cooling system shall be efficient and designed for a maximum ambient temperature of
55°C. Supplier shall note that the machine shall be working under extreme dusty conditions
and the cooling mechanism shall be maintainable under these conditions.

6.2 Adequate heat transfer arrangement for the hydraulic system shall be designed and
provided so that under extreme heat conditions as mentioned in 2.8 above, the system oil
temperature does not go beyond specified range of the engine.

7.0 Brakes:

7.1 The machine shall be fitted with the compressed airbrakes applying brakes equally on all
wheels and provision shall be made to connect air brake system of the machine to that of
camping coach/wagons when the machine is hauling it. Fail safe braking mechanism
system shall be provided so that in case of any failure of brake circuit will result in
automatic application of brake. The brakes shall be protected from ingress of water, grease,
oil or other substances, which may have an adverse effect on them. The brake lining shall
be suitable for high ambient temperature of 55° C. The force required for operating the
brake shall not exceed 10 Kg. at the handle while applying by hand and 15 Kgs. on the
pedal, when applied by foot. In addition, mechanical brakes shall also be provided.

7.2 Machine shall be equipped with suitable arrangement of braking so that while attached in
train formation, as last vehicle machine can be braked by traction vehicle having
compressed air braking system. In addition, the machine shall be equipped with suitable air
brake system in the driving cabins so that the attached wagon or coach while being hauled
by machine, can be braked.

7.3 There should be provision of emergency brake application in the machine either travelling
alone or coupled with the coach/wagons, in addition to the normal braking system of the
machine, using the compressed air. The emergency braking distance (EBD) of the machine
on the Indian Railway Track, at the maximum design speed on level track shall not be more
than 600m. Design calculations for the braking effort and EBD at the maximum design
speed of the machine on level track & at falling grade of 1 in 33 should be provided by the
supplier. Brake design details are to be submitted as per Annexure VIII.

7.4 Clearly visible brake lights shall be provided at both the ends of the machine, which will be
automatically operated when brake is applied and switched off when brake is released. This
will be to alert the operator of machine following this machine when the machines are
working in groups.

8.0 Horn, Hooter and Safety switches:

8.1 The machine shall be provided with dual tone (low tone & high tone) electric/pneumatic
horns facing outwards at each end of the machine at suitable locations for use during
travelling to warn the workmen of any impending danger. Control shall be provided in close
proximity to the driver permitting the driver to operate either horn individually or both horns
simultaneously. The horns shall be distinctly audible from a distance of at-least 400 m from
the machine and shall produce sound of 120-125 dB at a distance of 5 meter from horn
(source of sound). The higher tone horn shall have fundamental frequency of 370 ±15
hertz.
8.2 Safety equipments like jacks, pullars, terfor and other such equipments specific to the
machine for restoring failed units of the machine during working shall be provided on the
machine.

8.3 Machine shall be provided with emergency backup system to wind up the machine in the
event of failure of prime mover or power transmission system of the machine. The
emergency backup system should be able to be operated manually also.

8.4 Pneumatically/electrically operated hooters capable of producing intensity of sound

between 105-110 dB at a distance of 5 meter (when measured in still air in a closed room)
and variation in intensity of sound shall not be more than 5 dB. The hooter shall be provided
facing outwards at each end of the machine at suitable locations, operated by means of
push buttons provided in the cabins to warn the staff working on/around the machine about
approaching train on adjoining track. Additionally switches for such hooter shall be provided
outside on the machine frame and near the both side exit gates so that it can be operated
by staff present at work site near the machine. The hooter shall also be operatable from
remote point at a distance of at least 300 m from the hooter.

8.5 Adequate numbers of safety stop/ switches should be provided all around so that in case of
any danger to worker as well as hitting of any obstructions by working unit like signalling
cable, joggle fish plate etc. During work, so that the operator can be warned or the machine
can be stopped immediately.

9.0 Hooks and buffers:

The machine shall be fitted with hooks and buffers of IRS design on both ends for coupling
the machine with other vehicles and running it in train formation as last vehicle and for
attachment with the coach, locomotives and wagon.

10.0 Suspension System

The suspension system shall be preferably of two-stage type with suitable spring and
damping arrangement. Springs for primary and secondary suspension shall be designed to
cater for actual service conditions. Effective measures shall be adopted to minimize the
weight transfer while starting, stopping and during runs. Any other proven design of similar
suspension may be accepted provided it meets the functional requirements of speed and
ride quality mentioned elsewhere in this specification.

11.0 Electric equipment and lighting:

The electrical equipment to be provided shall conform to relevant standard specifications

and shall be suitable for Indian climatic conditions. The machine shall be equipped with
twin beam headlight assembly, conforming to RDSO specification No.
ELRS/SPEC/PR/0024 Revision–1, September, 2004 with the latest amendments ensuring
a light intensity of 3.2 lux at ground level at track centre at a distance of 305 m. away on a
clear dark night, at each end and with two front and rear parking lights, which can be
switched to red or white according to the direction of the travel. Powerful swiveling
floodlights shall also be provided to illuminate the working area sufficiently bright for
efficient working during night. In addition minimum eight power point locations(24 volt
DC/15 amp socket) shall be provided on outside frame of the machine two in front, two in
rear and two on both sides for providing lighting arrangements during night working. The
amber colour LED based flasher lights producing not less than 500 lux at 1 meter and 55
lux at 3 meter in line measurement in axial direction from flasher light shall be provided on
 both ends of the machine to give indication for the train arriving on other line about any
impending danger.

12.0 Cabins:

12.1 The machine shall be equipped with fully enclosed sound and heat insulated cabins with
safety glass windows at both ends and working cabin shall be air conditioned. In view of
the high ambient temperature prevailing in India, special attention shall be paid to free
circulation of air and ventilation in the driver’s cabin. However, the electronic equipments
shall be so designed that it shall be able to work without air conditioning under the climatic
conditions described in Para 2.10. It shall be possible to have a clear view of the track
ahead while driving the machine in both the directions from the cabins at either end. The
cabin layout shall be such that, before leaving the machine, the operating staff has full view
on both the sides, to avoid any danger to them from trains on the adjacent track. Additional
driver’s cabins shall be provided if the view while driving is not clear for safe travel in both
directions.

12.2 The gauges, panels and controls shall be suitably located in the operator’s cab so that they
can be observed without undue fatigue to the operator.

12.3 The operator’s cabin shall be ergonomically designed to have easy access to all the
controls. The operator shall have a full view of the working area from the operating seat to
have a full control over the work.

12.4 Screen wipers preferably operated by compressed air or electrically operated shall be
provided on the windscreens on both sides.

12.5 Suitable number of fire extinguisher (dry chemical type) shall be provided in all the cabins.

12.6 The machine shall be provided with well designed adequate space for keeping the tools
and spares required for onsite repair of the machine to attend the breakdowns and other
working requirements.

12.7 Necessary inter-communication system shall be provided inter-connecting all the cabins
and should be so oriented that the operator, seating on the seat of either cabins/working
cabin, can distinctly hear the conversation.

13.0 Chassis and under-frame:

The chassis shall be of standard welded steel sections and of steel sheets, so as to permit
transportation of the machine in train formation without endangering safety of the train. The
under-frame shall be constructed with rolled steel section and/or plates and shall be
designed to withstand a maximum static squeeze test load of 102 t i.e. 51 t at each buffing
point without any permanent distortion. The under frame shall be sufficiently robust for safe
travel of the machine in train formation and not necessarily as the last vehicle.

14.0 Tools and Instruction Manuals:

14.1 Each machine shall be supplied with a complete kit of tools required by the operator in
emergency and for normal working of the machine. The list of tools to be provided shall
also include all tools necessary for maintenance and repair of the entire machine including
specialized equipment. All special tools shall be listed and catalogued illustrating the
method of application. The tenderer shall along with his offer submit the list of tools to be
 supplied along with each machine. The list can be modified to suit the purchaser’s
requirement, while examining the offer.

14.2 Detailed operating manual maintenance and service manual, user manual indicating
capabilities of machine, prepared in English language and four hard copies & soft copies of
each of the same shall be supplied with each machine.

14.3 The manufacturer shall also supply circuit diagrams of electrical, hydraulic, pneumatic and
electronic circuits used on the machine. Trouble shooting diagram/table shall also be
supplied. In addition, the supplier shall provide dimensional drawings with material
description of items like rubber seals washers, springs, bushes, metallic pins etc., main
features such as type, rpm & discharge etc of items like hydraulic pumps, motors and such
other bought out components/assemblies shall be furnished by the tenderer. These shall be
specially prepared in English language and four copies of these shall be provided with each
machine.

14.4 The tenderer shall along with his offer, submit the list of tools, manuals, circuit diagrams
and other technical literature/drawings in English language to be supplied along with each
machine as above, for operation, servicing, maintenance, assembly overhauling, periodic
overhauling and troubleshooting guides/manuals. The list can be modified to suit the
purchaser’s requirement, while examining the offer.

14.5 While offering the machine for first inspection, the supplier shall submit one copy of
complete technical literature in English language including operation, service and
maintenance manual/instructions and complete electrical, electronic hydraulic & pneumatic
circuit diagrams, trouble shooting charts, component drawings/ description and other
relevant technical details as reference document for the inspecting officer.

14.6 One portable diesel operated D.C. welding plant (with the provision of auxiliary output of
minimum 2.5 KW, 230 V AC for lighting) of reputed make (preferably made in India) with a
minimum 5 KVA capacity capable of welding upto 5 mm. electrode (dia) at 60% duty cycle
shall be supplied. Sufficient cable or lead shall be provided with the welding plant for day to
day repairing of machine and its wearing parts. The diesel tank capacity shall be not less
than 10 liters.

14.7 The firm shall provide detailed technical drawings and specifications of wheels and axles
used in the machine. The above details shall be provided in four sets with each machine.

14.8 One set of all the manuals and diagrams should also be sent to the Principal/IRTMTC,
Allahabad, one set to ED/TMM, RDSO, Lucknow, one set to DTK (MC)/Railway Board and
one set to Director/IRICEN/Pune along with supply of first machine of similar group. In
case, there is any subsequent amendment in above documents based on field
performance, the amendment/amended documents should also be sent to above
mentioned authorities.

14.9 A draft copy of all documents to be supplied with the machine should be sent 3 months in advance of
inspection of the first machine to RDSO for their review regarding adequacy and manner of
detailing. Necessary modifications and further detailing as per RDSO’s comments should be carried
out and compliance should be reported to RDSO as well as the Inspecting officer of the first
machine.
15.0 Spare parts:

15.1 The tenderer should quote, apart from main equipment, separately for the mandatory
spares as well as for recommended spares required for two years of operation along with
description, part number, quantity, cost, whether imported or indigenous. The expected life
of components/spare parts shall be advised along with their condemning limits. The supplier
shall be responsible for the subsequent availability of spare parts to ensure trouble free
service for the life of the machine (15 years).

15.2 For indigenous parts and brought out components and assemblies, the source (original
equipment manufacturers reference and part no.) and other relevant technical details shall
be supplied while offering the first machine for inspection.

16.0 Maker’s test certificates:

Copies of maker’s certificate guaranteeing the performance of the machines should be

supplied in duplicate along with the delivery of each machine.

17.0 Operators:

The number of operators and allied staff for working of the machine under normal working
condition may be indicated, specifying their duties and minimum qualifications.

18.0 Optional Equipment:

Tenderer is expected to quote for optional equipment separately for each item giving the
advantages/functions of such optional equipment. Tenderer shall also indicate whether
such equipments are already in use on machines elsewhere indicating the user Railway
system.

19.0 Warranty:

In addition to the clause 9 of the special conditions of contract dealing with warranty, the following
will apply.

The machine shall be warranted for 1200 effective working hours or 18 months from date of
commissioning and proving test of equipment or 24 months from date of delivery at ultimate
destination in India whichever shall be earlier. Effective working hours for this purpose will be
traffic block time during which machine is deployed for tamping work. Should any design
modification be made in any part of the equipment offered, the warranty period of 18months would
commence from the commissioning and proving test of equipment for the purpose of that part and
those parts which may get damaged due to defects in the new replaced part. The cost of such
modification should be borne by the supplier.

20.0 Inspection of the Machine:

20.1 While inspecting the machine before despatch from the supplier’s premises, the inspecting
officer shall verify the conformity of the machine with respect to individual specification as
above. The machine’s conformity /nonconformity with respect to each item shall be jointly
recorded before issue of the inspection certificate and approval for despatch of the machine
as per Annexure – III enclosed.
20.2 Following arrangements shall be made by the supplier/Manufacturer at the inspection premises for
carrying out inspection of the machine by inspecting officials:

• Machine to be stabled on straight & level BG track. The length of the track should be at least 10 m
more than buffer to buffer length of machine.
• In order to check Maximum Moving dimensions in cross section, a Sturdy frame of IR Max Moving
Dimensions shall be provided by the manufacturer and passed over the machine holding it
perpendicular to track, centre aligned with track centre. Adequate arrangements shall be made to the
satisfaction of inspecting official.

20.3 The following documents shall be provided to the Inspecting Officer at least 30 days before
the proposed date of inspection.

i) One copy of complete technical literature mentioned in clause 14, in English language,
including operation, service and field maintenance manuals/instructions and complete
electrical, hydraulic and pneumatic circuit diagrams, trouble shooting charts, component
drawings/ description and other relevant technical details as a reference documents in soft
& hard copies for the inspecting officer.

ii) Cross section of the machine super imposed on IR maximum moving dimensions
envelope shall be provided to IO in advance.

iii) Clause by clause comments of the manufacturer to be sent to Inspecting Officer (IO) in
advance for his review. Comments should state manufacturer’s conformity of compliance
of each of the requirement stated in each clause, elaborating where necessary the
details/manner in which the requirement has been complied. The proforma for the clause-
wise comments is given below:

Clause Clause no. Comments of Comments of

Supplier/manufacturer Inspecting Officer

iv) Manufacturer’s Internal Quality Inspection Report of the machine.

v) Manufacturer’s quality certificate and/or test reports for bought out assemblies/sub-
assemblies to be provided to IO, containing serial number wherever applicable.

vi) Draft Inspection Report to be prepared by the manufacturer, containing all annexure
mentioned at para 20.4

vii) Details of arrangements made for checking Maximum Moving Dimensions for his approval.
Supplier will incorporate amendments/further clarification in the above documents to the
satisfaction of the Inspecting Officer keeping in view the Inspecting Officer’s comments, if
any.

20.4 List of documents to be annexed in the draft Inspection Report should include:

i. Maker’s Test Certificate.

ii. Manufacturer’s Internal Quality Inspection Report
 iii. Quality Certificates of Bought out assemblies/sub-assemblies
iv. Cross section of the machine super imposed on the IR MMD
v. Vogel’s diagram
vi. List of spare parts to be dispatched along with the machine
vii. List of tools to be dispatched along with the machine
viii. List of Manuals, Drawings, Spare Parts Catalogues, etc. to be dispatched along with
the machine, duly indicating the number of sets of each.
These above documents in soft & hard copies shall be part of final inspection report

21.0 Service Engineers:

21.1 The contractor shall provide at his own expense the services of competent engineers
during the warrantee period for warrantee related issues. The service engineers shall be
available for the commissioning of the machine for regular service, and for training to the
operating, repairing and maintenance staff of the machine. The engineers shall also advise
the Railways on appropriate maintenance, testing, operating, repair and staff training
facilities that are necessary for the efficient performance of the machines.

22.0 Acceptance Test:

22.1 In addition to verification of the various items of specifications the purchaser’s nominee
shall carry out the following tests in India at the purchaser’s premises at the time of
commissioning of the machine. The pre-commissioning tests shall be completed and the
machine shall be commissioned within 90 days of its arrival at the premises of the final
consignee.

22.1.1 The Dimensional check of loading gauge, i.e. maximum moving dimensions, buffer heights,
clearances, length of machine bogie distance etc.

22.1.2 Testing for negotiability on 1 in 8½ turnouts.

22.1.3 Construction and engineering of the machine and its ability to perform all the functions as
laid down in the specification.

22.1.4 Actual output and performance test to be conducted on the first machine.

The general conditions of tests shall be as follows:

a) Machine crew shall be either trained personnel of Indian Railways or the staff of the
supplier.
b) Dry weather, ambient temperature between +5°C to + 40°C
c) Plain Track on curve minimum 1000m radius.
d) Straight track with gradient up to 5 per thousand.
e) Rails and sleepers in good conditions and properly fastened.
f) Concrete sleepers.
g) Clean ballast cushion up to 150 mm in sufficient quantity below the bottom of the
sleepers and generally not cemented.
h) LWR track.
i) Regular sleeper spacing of 60/65 cm with a tolerance of
+ 3 cm on straight track.
j) Formation good.
k) General lift up to 20mm.
l) Maximum slew up to +10 mm.
 Test to be conducted:

At the parameters specified by the tenderer against clause 3.14 the machine shall be
capable of carrying out on plain track, automatic lifting, leveling, tamping and lining of 1000
sleepers or more in an hour of working. When tamping turnouts, it shall be capable of
tamping one 1 in 12 turnout complete with 10 sleepers on straight portion on the
approaches of the turnouts in an hour of working. Stoppage of work not attributable to
machine shall be discounted. The time shall be counted from the time the machine arrives
at the place of work to the time it is ready to start back from work after winding up
operation. The setting up time and winding uptime shall be measured and the total time
taken by the two operations of setting up and winding up of the machine together shall not
exceed 10 minutes.

22.2 Should any modification be found necessary as a result of the tests, these shall be carried
out by the supplier at his own expenses.

22.3 Running speed tests on the Indian Railway main line track on one of the machinewithin
warranty period in accordance with procedure outlined in Annexure-II .

23.0 Issue of Provisional Speed Certificate:

Whenever a new rolling stock is introduced in Indian Railways, a provisional speed
certificate is issued by RDSO based on certain design parameters of the vehicle. Final
speed clearance of the vehicle is given after conducting detailed oscillation trials of the
vehicle, which is a time taking process. Therefore, issue of provisional speed certificate for
the vehicle becomes a necessity and based on the same the approval of running of the
vehicle on Indian Railway track is taken from Commissioner of Railway Safety. For issue of
provisional speed certificate, following actions are required to be taken by the suppliers.

a) Current supplier, whose models are approved:

The supplier shall give details of the model, year of introduction in Indian railway, details of
speed certificate issued etc. The supplier shall certify that no change has taken place in the
model being offered with respect to design of undercarriage i.e. suspension system/
arrangement, wheel & axle assembly, bogie braking arrangement loading pattern of the
vehicle etc and the distribution of axle loads, lateral forces, unstrung mass and braking
force coming on rail is the same if, there is any change in above respect, the action shall be
taken as detailed in Para (b) below.

b) Current Supplier, whose models are not approved/ or new:

As soon as the supplier completes the design of the machine as per specification, the
technical details as per Annexure (IV- A&B ) which in no case should be more than six
months from signing of contract, shall be supplied to Track Machine and Monitoring
Directorate of RDSO for processing of provisional speed certificate for the machine so that
it can be permitted to move on track on case- to – case basis, more technical details ( other
than mentioned in Annexure IV- A&B ) can also be asked for issue of provisional speed
certificate for the machine .

c) New supplier, whose models are new:

The technical details shall be supplied as detailed in para (b) above.

24.0 MARKING & COLOUR OF MACHINE:

24.1 The machine body shall be painted in golden yellow colour,

24.2 Following should be written in black on the machine at appropriate location in English &
Hindi as per direction of Indian Railway official

i) India Railways logo of height between 300 mm to 600 mm as suitable on all four faces of
the machine.
ii) On both side faces and below the Indian Railways logo, the text “ INDIAN RAILWAYS” to
be written in Bold and in Black colour of size equal to or slightly smaller than the size of
logo but of size not less than 250 mm.
iii) Below the text “INDIAN RAILWAYS” mentioned above, Machine model and
manufacturing Year should be written in black colour and in letter of size less than the
size in which Indian Railways is written but not less than 200 mm in any case.
iv) If required, the Manufacturers Name may be written in size not more than 150 mm and
should not be at more than four locations. Also the Manufacturers Logo may
be provided at not more than two Locations and should be of size less than 200mm.

*******************
Annexure I
 ANNEXURE III
INSPECTION CERTIFECATE

CERTIFECATE OF INSPECTION OF TECHNICAL SPECIFECATION FOR ON TRACK MULTIPURPOSE

TEMPERS (Model No. ……….) BY INSPECTING OFFICAL AND APPROVAL FOR DESPATCH OF
MACHINE
(strike out whichever not applicable)

This is to certify that I have inspected the Multipurpose temper……………. bearing Sl.No. ………….. from
(date) ………….to …………….at (place) ………………. for its conformity / non –conformity with respect to
the laid down Technical Specification on contract Agreement No. …………………. dated ……………….
between president of india through Director ………………………. / RDSO/ Lucknow and M/s. (Name of
contractor) …………………………….
The detailed inspection Note regarding its conformity / non conformity to the laid specification is
enclosed along with as annexure ‘A”. It is observed that (strike out whichever is not applicable): -
The Multipurpose Tamper conforms to all the laid down specifications.
The Multipurpose Tempers conforms to all the laid down specifications except those at
Sl. No………………
• The above deviations are miner / major affecting / not affecting the performance of the
equipment in substantial way.
The following T and P / manuals drawings are to be supplied along with the machine.
1……………………………….
2……………………………….
3……………………………….
Based on the above the multipurpose tamper is certified /no certified to be conforming to the
specifications.
The Multipurpose Temper is approved/ not approved for dispatch to …………. (consignee) Indian
Railway.

For M/s …………………. SIGNATURE AND DATE

……………………………. INSPECTING OFFICIAL
(NAME AND DESIGNATION)
For and on Behalf of President of India
 Annexure IV-A

Particulars Required in Respect of the Rolling Stock Under Consideration

1. A diagram showing elevation salient dimensions :

a) i) Overall length of the vehicle :

ii) Length over head stock :
iii)Length over buffers :
iv) Distance apart for Centre of buffers :
v) Max./Min. height of centers of buffers
above rail level :

b) i) Wheel base :
ii) Axle load (max) :
iii) Bogie Centres :

2. Wheel dimension :
i) New :
ii) Worn out :

3. i) Tread and flange profile of the wheel :

indicating clearly whether it is Indian
Railway standard profile or differs from
standard flange profile.
ii) Wheel gauge dimension – :
(back to back of tyre flange).

4. Whether the stock is designed to be used as :

a general purpose or in a closed circuit in
specified sections under defined conditions.

5. Maximum design speed

i) Own Power :
ii) In train formation :

6. Unsprung weight per axle in tonnes

i) Driving axle :
ii) Running axle :

7. Expected lateral force in tonnes per axle :

At maximum design speed.

8. Method of operation - :
Whether single only or coupling together is
possible. If coupling is possible, the number
 which can be coupled and what is trailing load.

9. Maximum tractive effort at start and at the speed

of operation -

i) at working drive at start :

at operation speed :

ii) at transfer drive at start :

at maximum speed :

10. Maximum braking force coming on to the rails per wheel

a) at working axle :
b) at transfer axle :

11. Drawing indicating suspension arrangement details :

of bogie and axle.

12. Height of centre of gravity from rail level :

13. Height of floor from rail level :

14. Type of coupler provided -Indian Railways Standard

Coupling :

Buffer :

15. Any infringement to the moving dimensions :

Sketch provided in the Indian Railways Standard
Schedule of Dimensions – Chapter IV (A).
 Annexure IV B

Following information as detailed below is also required along with the information required for
processing the case for issue of provisional speed certificate for new vehicles

S.No. Item
1. a) Brake System details
b) Gross Braking Ratio
2. Brake rigging arrangement drawing and calculation of braking force
3. Maximum Braking Effort. at start and at the speed of operation -
a) at working drive at start :
at operation speed :
b) at transfer drive at start
at maximum speed :
4. Characteristics of springs used in suspension indicating free height, working height,
dynamic range, stiffness and locations etc.
5. Characteristics of the dampers if used, and over all damping factors and locations
of dampers.
Calculation of the following frequency of the vehicle to be attached :-
Bouncing ii) Pitching iii) Rolling
Wave length of free axle and bogie
6. Write up and salient design calculation on suspension system, type of
suspension- whether it is of coil suspension with or without dampers and
laminated bearing springs and double link suspension.
7. What are lateral clearance of axle box / horn, wheel flange/rail and other locations
for the negotiability of the vehicle on curve and turn out (enclose Vogel’s Diagram
for negotiability on maximum degree of curve and turn out permitted on Indian
Railways) of new and worn out wheel.
8. Wheel and axle assembly drawings
9. Calculation for flange force
10. Technical specifications of Vehicle supplied.
11. Calculation of natural frequency
12. Calculation of spring characteristics and critical speed of the vehicle.
13. Simulation result showing ride index, lateral force and acceleration results.
14. A certificate regarding the speed of the vehicle for which it has been designed.
 ANNEXURE- V

Different Engineering materials of IR -Required to be loaded on the machine

Sl. No. Description Length Width Height Weight

(mm) (mm) (mm) (kg.) (approx.)

Concrete Sleeper 2750 150 220 300

1.
2. Wooden Sleeper 2750 250 130 100
3. Steel trough Sleeper 2680 257 106 79

4. 60 kg Rail (2 nos.) 6500 150 172 785

5. 60kg 1in 12 CMS crossing 4350 521 172 980

6. Abrasive rail Cutter 1070 420 950 30

7. Rail Drilling Machine 1030 450 570 60

8. Rail Tensor 1700 400 300 700

Alumino Thermit welding kit with two gas
9. Minor item 200
cylinders (one LPG & one Acetylene )

10. Weld trimmer 1200 620 280 150

11. Rail profile weld grinder 1020 460 350 80

12. 60 Kg Fish Plates, 2 pairs (4 pieces ) 610 Minor 70

13. Torque wrench Minor items

14. Fish bolts Minor Items

Gang tools i.e. Crow bars, hammers, rail
15. Minor Items
tongs etc.

Note :
1. A combination of the items listed above shall required to be carried on the loading
platform of the machine as narrated in paragraph 2.15of the specification and these
items should be in the working reach of the crane described in paragraph 3.18 above.
2. Maximum load on the platform may be restricted upto 7 Tonnes, so, under frame and
suspension may be designed accordingly.
3. The loading platform should be provided all-around with a sidewall/ Railing of about 45
to 60 centimeters height to protect the men and materials from falling.
ANNEXURE-VI
 Annexure VII

Specifications of Heavy Duty Industrial Quality Water proof & shock proof
Laptop (Tough book)

CPU Intel Core i-5 processor, speed 2.4 GHz or higher

version

Operating System Windows 7 professional or higher version

RAM 2 GB or more and expandable upto 8GB

Storage Shock mounted flex connect hard drive with quick

release 1000 GB or More

Display Minimum 13” high definition LED or better with anti

reflective and anti glare treatment

Keyboard Backlit 61 key QWERTY keyboard. Touchpad with

vertical scrolling support.

Wireless Integrated Gobi 2000 mobile broadband or better,

Bluetooth V 4.0 or better.

Durability features
Pre-Loaded Softwares
Product shall be durable and meet the latest MIL
standard.
Moisture and dust resistant screen, Key board and
touch pad.
Antivirus software for 18 months validity
Microsoft office 2007 complete bundle

Power supply Long life Li-ion battery, minimum 5400 m AH

Warranty 3-year warranty

 Annexure VIII

BRAKE DESIGN DETAILS OF THE MACHINE FOR

CALCULATION OF EMERGENCY BRAKING DISTANCE

Tare & gross weight of the machine in Kilograms

Brake power in Kilograms
Type of Brake blocks
Brake block area in Square Centimeters
Brake Rigging Diagram
Type of Brake system
 ANNEXURE IX
Machine details required for simulation of machine on NUCARS or similar Track-vehicle simulation software

Parameters required
C.G. of component in x, y, zMass in Kg and Mass moment of inertias in
SL. No. Component’s Name direction from rail level in mm
Kg- m^2 of component in three-dimension
st
(Referenced point 1 axle) space about their C. G
X Y Z Mass Ixx Iyy Izz
Super structure with vehicle frame
(machine structure kept on
1.
secondary suspension of front and
rear bogie)
Front Bogie frame including brake
2.
rigging
Rear Bogie frame including brake
3.
rigging
Transmission system device
4. (hydraulic. Mechanical or electrical
traction motors)
Wheel axle set including axle boxes
5.
which constitute the unsprung mass
Total
Mass of Items included in unsprung unsprung
1 2 3 4 5 6
6. mass partially or fully along with their mass in
name per axle tonnes

Machine Full weight of vehicle

Front bogie Rear bogie frame (front bogie + rear bogie
7. Total weight of components in tonnes
full assembly full assembly full +vehicle car body or
structure super structure).
 Secondary suspension element
Primary suspension element stiffness
stiffness per side between bogie and
per axle box between bogie and axle box
machine frame
8. Suspension stiffness details in Kg/mm
Longitudin Vertical Longitudi
Vertical stiff Lateral stiff Lateral stiff
al stiff stiff nal stiff

Damping force details

9. (If hydraulic damper used give there
rating force per meter/second)
Rotation Rotation
Clearance in mm or radian provided Rotation
Lateral Longitudin about about
for motion between bogie frame and Vertical direction about
10. direction al direction vertical longitudi
machine frame for relative motion lateral axis
axis nal axis
(motion stopper)

Detail of location of suspension springs Detail of location of suspension

Dimension of location of suspension
11. and dampers and shock absorbers with springs and dampers and shock
elements
support drawing absorbers with support drawing

Details of centre pivot arrangement

12. Provide detail arrangement drawing and description
working and location

Concerning with general arrangement of vehicle, bogie general arrangement,

Set of drawings and design suspension arrangement details, suspension clearances drawing, detail written
13.
description description of configuration and loading pattern accompanies design particular
of vehicle bogie.

************