| Important instructions to Tenderes |
| 1.0 |
In case of tender form downloaded from the website, tenders not accompanied with the demand draft towards the cost of the tender document shall be summarily rejected. Firms claiming exemption from submitting the tender cost must submit copy of current and valid NSIC registration certificate for the item (as on the date of tender opening). |
| 1.1 |
In case of Vendors registered with NSIC for the tendered item, mentioning the specification etc in NSIC registration certificate, the same should broadly cover the tendered item (ignoring the drawing no, Alt. No./Amendment No., size etc). In case the submitted NSIC registration certificate is found to be not valid for supply of free tender document, the offer will be treated as “without Tender cost” and it shall be summarily rejected. |
| 2.0 |
Offers not accompanied by the Earnest Money Deposit (EMD) in case of advertised/open tender shall liable to be rejected. It shall be responsibility of the tenderer to submit documentary evidence while claiming exemption in terms of corrigendum to special condition No. 3.1 (part-I) and reproduce in para 8.0 below. Vendors claiming exemption under the category ‘Manufacturers’ must certify that the tendered item shall be manufactured by them and submit details of Machinery and Plant, other equipments, testing facilities, quality management/ control systems and details of technical manpower available, failing which the offer shall be summarily rejected. Vendors claiming exemption under the category ‘accredited agent of Manufacturers’ must submit tender specific authorisation and accredited agent certificate from the manufacturer himself (no authorisation from dealer/agent shall be entertained), failing which the offer shall be summarily rejected. |
| 2.1 |
In case of Vendors registered with NSIC for the tendered item, mentioning the specification etc in NSIC registration certificate, the same should broadly cover the tendered item (ignoring the drawing no, Alt. No./Amendment No., size etc). In case the submitted NSIC registration certificate is found to be not valid for supply of free tender document, the offer will be treated as “without Tender cost” and it shall be summarily rejected. |
| 3.0 |
3.0 In case of offers received through FAX and found in the tender box as per para -7.0, if post confirmation copy is not received within ten working days from the date of opening, the offer shall be summarily rejected. |
| 4.0 |
4.0 In case of multi item or single item with multi consignees, the inter-se position will be decided item wise and consignee wise, unless otherwise some other evaluation criteria is specifically mentioned in the tender. |
| 4.1 |
4.1 Offers with delivery at other than the specified location in the tender, shall be considered unresponsive and shall be ignored for the specified location. |
| 4.2 |
Only unconditional rates quoted will be considered for determining inter-se ranking. Thus, conditional discount (for quantity, early payment, delivery at other than specified locations, etc.) will not be considered for determining inter-se ranking. However, Railway reserve the right to use the discounted rate/rates considered workable and appropriate for counter offer to the successful tenderers. |
| 4.3 |
4.3 In case of offer with FOR ex-works/station of dispatch, firm should specifically mention whether freight will be born by them or is to be charged extra. Firm should clearly indicate the amount of freight for delivery to consignee, if to be charged extra. Offer mentioning freight element as “Railway freight extra on actual”/ “road freight extra on actual” without mention of exact amount of freight charges, shall be treated as ambiguous and incomplete offer and shall be summarily rejected. |
| 5.0 |
5.0 In case of items which are restricted for procurement from approved sources by authorized nodal agencies like RDSO/CLW/DLW/ICF /RCF/CORE etc., it shall be responsibility of the vendor to enclose copy of proper approval certificate and status of the firm shall be reckoned as on the date of Tender opening and not thereafter except in case of downgrading/ removal/ suspension/ banning. |
| 5.1 |
If the tendering firm(s) is not approved by RDSO/PUs/CORE as Part-I or Part-II, then they must submit their credentials details i.e., Machinery and Plant, Testing facilities, QAP, Technical manpower, etc. In deserving cases, the offers from new suppliers may be considered for educational orders only after confirmation of their capacities/capabilities by CORE/Pus/CORE. Failure to furnish requisite credentials as mentioned above will make their offer liable to be ignored. |
| 5.2 |
The ordering on a Part-II approved tenderer with competitive price ranking can be considered beyond 15%, in case tenderer has successfully executed a larger quantity order in WCR or other Railways/ Pus in the preceding three years, before the date of tender opening. Successful executions will be signified by both quantitative and qualitative performance. Aggregate quantity to be ordered on all Part-II approved vendors taken together, however, will not exceed 25% of the net procurable quantity. |
| 5.3 |
However, all Part-II approved tenderers must submit attested photocopies of POs, inspection certificates and receipt notes/certificates related to maximum quantity of the material under procurement, successfully supplied by them in any single order placed on them over the preceding three years by the Zonal Rly./PU. Such tenderers are to note that non submission of such documents shall be taken as their not having any such past performance and their offers shall be considered further as per extant rules and no back reference in this regard will be made to them. |
| 5.4 |
5.2 Railway reserves the right to consider unapproved / part-II sources for supply of bulk quantity as per extant rules issued by the railway board time to time. |
| 5.5 |
Railway reserves the right to place the order for part quantity on more than one source and also to take delivery in installments. |
| 6.0 |
DOWNLOADING OF TENDER DOCUMENTS |
| 6.1 |
Tenderers are advised to download tender documents well in advance and submit the tender before the stipulated time. It is the responsibility of the Tenderer to check any correction or any modifications published subsequently in Website and the same shall be taken into account while submitting the tender. Tenderer shall download corrigendum (if any), print out, sign and attach it with the main tender document. The Railway will not be responsible for any postal delays/delay in downloading of tender document from the internet. |
| 6.2 |
If any change/addition/deletion is made by the Tenderer/Contractor in the downloaded document and the same is detected at any stage even after the award of the tender, full earnest money deposit will be forfeited and the contract will be terminated at his/their risk and cost and consequences. The tenderer is also liable to be banned from doing business with Railways and/or prosecuted. |
| 6.3 |
6.3 The cost of tender document as indicated in the tender schedule will have to be deposited by the tenderer in the form of bank draft payable in favour of Chief Cashier, West Central Railway, Jabalpur, along with the tender document. This should be enclosed as a separate Demand Draft. A single demand draft for the cost of tender form and Earnest Money Deposit will not be accepted. Tenders not accompanied with the demand draft towards the cost of the tender document will be summarily rejected. Please mention tender No., due date and firms name on the back side of the demand draft. |
| 6.4 |
Tender cost through cheque will not be considered and the tender will be summarily rejected. |
| 7.0 |
OFFER BY FAX |
| 7.1 |
Offers received through FAX will be considered in case of procurement of items through Proprietary Article Certificate and Single Tender only subject to the firm submitting post confirmation copy on their letter head duly signed by the authorized person within ten working days from the date of opening. |
| 7.2 |
7.2 Bulletin, Limited and Advertised/Open tender 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. |
| 7.3 |
All other offers received by FAX not covered in Para 7.1 & 7.2 above shall be treated as invalid. The offers received by FAX as covered in Para 7.2 above shall be deemed as unresponsive in case the confirmation copy is not received within the time stipulated in Para 7.2 above. |
| 7.4 |
No purchase order shall be issued against the FAX offers without receipt of the confirmation copy of the same. |
| 7.5 |
It shall be the sole responsibility of the 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. |
| 8.0 |
EARNEST MONEY DEPOSIT (EMD) |
| 8.1 |
The Earnest Money Deposit (EMD) shall be taken from all tenderers against advertised tenders subject to following exemptions: |
| |
| a) |
Vendors registered with NSIC upto the monetary limit of their registration for the items tendered. |
| b) |
Vendors registered with Railways upto the monetary limit of their registration for the items tendered/trade groups of the items tendered. |
| c) |
Vendors on approved list of RDSO/ PUs/ CORE/ Railways etc. for those specific items for which they are on approved list. |
| d) |
Manufacturers and their accredited agents. |
| e) |
Other Railways, Govt. Departments. |
|
| 8.2 |
The tenderer will have to deposit EMD amount in advertised tenders,@ 2% of the estimated tender value subject to an upper limit of: |
| |
| a) |
Rs .5 lakh for tenders valuing up to Rs. 10 crores , and |
| b) |
Rs. 10 lakh for tenders valuing above Rs. 10 crores. |
|
| 8.3 |
Validity of EMD should remain valid for a period of 45 days beyond the final bid validity period. |
| 9.0 |
Security Deposit: The following condition on SD may be read in supersession of para 0501 of IRS conditions of contract on the subject 0500 Security Deposit. |
| 9.1 |
Safety Items: The Security Deposit (SD)/ Performance Guarantee shall be taken from all firms for contracts for all safety items placed against advertised tenders and Global tenders subject to following exemptions: |
| |
| a) |
Vendors registered with NSIC upto the monetary limit of their registration for the items ordered. |
|
| 9.2 |
Other than Safety Items: The Security Deposit (SD) shall be taken from all firms for contracts for items other than safety items placed against advertised tenders and Global tenders subject to following exemptions: |
| |
| a) |
Vendors registered with NSIC upto the monetary limit of their registration for the items ordered. |
| b) |
Vendors registered with Railways upto the monetary limit of their registration for the items ordered/trade groups for items ordered or vendors on approved list of RDSO/PUs/CORE/Railways etc. for those specific items for which they are on approved list or other Railways, Govt. Departments on their specific request and on merits of the case as considered by tender committee. |
| c) |
The usual security deposit will be taken in case the contracts are placed on unregistered/unapproved firms or for items for which a particular firm is not registered/approved. |
|
| 9.3 |
9.3 The amount of SD to be taken, wherever applicable, will be 10% of the total value of contract subject to upper ceiling of Rs. 10 lakhs for contracts valuing upto Rs. 10 crores & Rs. 20 lakhs for contract valuing above Rs. 10 crores. |
| 9.4 |
Validity of Security deposit should remain valid for a minimum period of 60 days beyond the date of completion of all contractual obligations of supplier. |
| 10.0 |
Risk Purchase |
| 10.1 |
10.1 Risk Purchase action will not be effected for all orders for safety items, as levy of 10% Security Deposit has been made compulsory in all such orders (except in case of vendors registered with NSIC up to the monetary limit of their registration for the items ordered ). Whenever such contracts are rescinded, Security Deposit shall be forfeited. Such failure shall be recorded & will be considered by Railways on merit in future cases. |
| 10.2 |
In respect of orders for material other than safety items, where 10% security deposit has been taken from firms, Risk Purchase clause will not be applicable in case of default by such firms; the Security Deposit shall be forfeited. |
| 10.3 |
In such cases as covered under (10.1) and (10.2) above, the quantities unsupplied shall be procured independently without risk and cost of the original firm/supplier. |
| 10.4 |
Adverse performance of such firms will be taken in to account in future tender cases on merit. |
| 10.5 |
Such cases, which are not covered under para (10.1) & (10.2) above, Risk Purchase provisions shall continue for them as per existing guidelines. |
Note:
- Tenderers are note that these conditions supersede the condition(s), already exist, if any, at any other place in tender booklet.
- Tenderers must note that while submitting their offers they will mention Tender No. and Due date on top of the sealed envelop.
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