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ANNEXURE-I

1.0

ENCLOSURE TO S 1302 INDENT No.450/024/EST Dt: 20.10.2014

SPECIFICATION FOR THE PROCUREMENT OF 36 NOS OF ROOF EXTRACTOR (AXIAL FLOW FAN TYPE) FOR ‘B’ SHED /SHELL DIVISION.

I. SCOPE: The scope of work shall be the supply, installation, testing &

commissioning of 36 Nos of Axial Flow type Roof extractor unit of size 36 inches sweep along with LED indicators & control timer for each roof extractors unit at B shed / Shell Division of ICF.

The entire systems shall be handed over to ICF after the satisfactory completion, testing and commissioning.

1.1 The Roof Extractor Unit shall be suitable for the inclined roof and it shall consist of

a 3 phase induction motor with axial flow fan type impeller. The size of the impeller shall be 36 inches (914 mm). The airflow capacity of the fan shall not be less than 25000 cubic meters per hour. The speed of the fan shall be around 920 RPM. The capacity of the motor shall not be more than 3 HP .The motor shall be with IP 55 enclosure and shall be suitable for operation on 3 phase 415 volts + or 10% Volts 50+ or – 3% Hz AC supply. The motor shall be provided with Class F insulation. The motor shall conform to IS- 2223, IS -325, IS-4621, IEC-60072-1 and IEC 60034. The motor shall be similar to Model No. D 112 M of MARATHON make (Brand acceptable: MARATHON, ABB, CROMPTON GREAVES, and SIEMENS)

SUPPLY OF 36 “ SIZE(SWEEP) AXIAL TYPE ROOF EXTRACTOR FAN AS PER THE FOLLOWING SPECIFICATION

1.2 The construction of roof extractor unit

shall be as per the drawing enclosed

1.3 The fan cowl shall be made up of 1.6 mm thick MS Sheet and FRP coated to prevent corrosion. The interconnecting duct shall be 2.5 meter long and made from 1.6 mm thick MS sheets. The mounting structure shall be MS angle frame of adequate size to support the fan.

1.4 CONTROL PANEL 1.4.1 Each fan shall be supplied with control panel of adequate size, made of M.S sheets

of thickness not less than 1.60 mm. The panel shall consist of 1 No. 3 HP DOL starter of SIEMENS, BCH, L&T, or SHNEIDER. The DOL starter shall be provided with suitable overload relay .The incoming supply shall be fed from one No 32 amps SFU with sheet metal enclosure of makes SIEMENS, BCH, L&T, SCHNEIDER, HAVELLS etc. The power cable connecting the roof extract fan shall be 3 cores 2.5 sq. mm PVC flexible copper cable conforming to IS-694. The length of the power cable shall be 30 meters. The power cable shall be laid in M.S conduit. The pipes shall be firmly clamped. Supply of power cables, pipes and hardware shall be the part of supply by the contractor.

1.4.2 The Input power supply arrangement to the fan shall be provided with one number

BCH make plug and socket near to the terminals of the fan in a separate base plate/enclosure to enable isolation of the extractor fan during servicing.

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2.0 ERECTION & COMMISSIONING OF THE ABOVE ROOF EXTRACTOR UNITS AS DETAILED BELOW.

2.1 The scope of work shall include the mounting structures with necessary hardware.

The location of the Roof extractor units shall be intimated by the ICF’s site engineer.

2.2 The power supply shall be derived from nearest MDB/SDB .The location and the tapping of power supply shall be as per the instruction of from ICF site engineers

3.0 SUPPLY OF LED INDICATOR AND THE CONTROL UNIT WITH TIMER FOR ROOF EXTRACT FANS AS DETAILED BELOW.

a. Product : Roof Exhaust Indication Lamp Specification for LED indicator

b. Light source : Light Emitting Diode (LED)

c. Indication Color : RED

d. LED Size : 5mm Round Axial

e. No. of LEDs : 30 Nos.

f. Working Voltage

Current& Input Power : 12 V DC, 200 mA & 1.6W – 2 W

g. Input Volts : 415 V AC to 12V AC Step down transformer

h. Type of power supply : Output DC 12 V Power supply

i. Life expectancy : 30000 burning hours at 90 Deg. C

j. Operating temperature : 80 Degree C

k. Powder Coated

Metallic cabinet : 150mm x 100mmx70mm (Lx H x W) approx.

l. Lid for Luminary : Red Acrylic plastic sheet with transparency

m. Sensing Method : 5A Current Sensor for Earth Phase.

n. Model : PROSYS or similar make

3.1

a. Timer : Programmable timer (make Crabtree)

Technical specification for Roof Exhaust Control Unit with Timer

b. Input Volts : 415V AC to 230 V Step down transformer

c. Cabinet size approx : 200mm x 150mm x 70mm (LxHxW)

with powder coated metal cabinet

d. Switch : 6A Toggle Switch Single Pole 3 way

e. AC Switch : 3 Pole MCB 16A with 30 A, 6 way connector

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f. Fuse : 2A Glass Fuse with Holder

g. Make : PROSYS or similar make

4.0 Installation, Testing & Commissioning of LED Indicator and the Control Unit

with Timer for Roof Exhaust Fan as detailed below

The successful tenderer shall supply and install the LED indicator for each Roof extractor unit .The required copper cables PVC/MS conduit pipes, Fixing clamps clamps, and necessary hardware shall form the part of supply by the contractor. The entire roof extraction system along with indication lamp and control unit shall be demonstrated to ICF after installation and commissioning to ICF.

5.0 TECHNICAL DRAWINGS: The following drawing is enclosed herewith for guidance of the contractor for fabrication of roof extractor units.

Drawing No-ICF-2010 (General arrangement of axial type roof extractor unit) 6.0 SPECIAL REQUIREMENTS:- 6.1 All the tools and tackles including welding & gas plants, gas cylinders & welding

electrodes required in connection with this work are in the scope of the contractor. 6.2 All required materials Hardware’s, sundry items except those mentioned under ICF

scope of supply & work shall be in the scope of the contractor. 6.3 All the safety gadgets like Safety Harness, Helmet, Gloves, Aprons, Anti falling nets,

Special roof ladders etc. for safe working on the roof top shall be arranged by the contractor. Without these safety gadgets, installation/repairing work will not be permitted and for the delay in installation and commissioning on account of this; the contractor will be responsible.

6.4 The installation, testing and commissioning and repairing work shall be carried

out only during Sundays, Holidays and non-working hours of Shell Factory. 6.5 The tenderer shall separately quote for 3 years Comprehensive Annual Maintenance

Contract (CAMC) charges after the successful completion of the warranty period on installation and commissioning and have to submit an undertaking about his willingness to take over the CAMC.

7.0 GUARANTEE: The materials supplied and the works carried out against this contract shall be guaranteed for TWO YEARS from the date of completion of the work. The materials becoming defective during the guarantee period shall be replaced free of cost and the defects arising out of the works shall be rectified free of charge without delay.

NOTE

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i. Tenderer shall furnish clause wise comments on the technical requirements specified, hereunder. Deviations, if any shall be brought out very clearly duly furnishing the techno economical merits, thereof.

ii. Tenderer shall offer components and sub-assemblies of specified makes only,

wherever specifically called for. (However, alternative make(s) may be considered, for which complete technical details for the same duly indicating the techno economical merits and demerits, as compared to the make specified shall be furnished in the offer).

iii The successful tenderer shall purchase branded items from original

manufacturer or authorized dealer only and the proof of purchase shall be produced along with the supply.

iv. All electrical installations, equipments and erection practices shall comply

with latest Indian Electricity Rules.

II. ICF SCOPE OF SUPPLY & WORK:

a. All the installations shall be erected and commissioned to the satisfaction of ICF site engineer. Good engineering practices suggested by ICF site engineer shall be followed by the contractor while carrying out the erection work.

a. Electrical energy required for works / activities such as welding, drilling, grinding

will be supplied by this administration at free of cost. b. ICF will co-ordinate with the contractor in supplying air free of cost only if the

contractor desires to use his air operated / concrete power breakers. c. Any shortage in contractor’s scope of supply due to unavoidable circumstances

arises in later stages, then the additional requirement apart from the schedule of rates anything found to be needed at site which will be borne by ICF. However, the supplier shall get prior permission from SEE/M in writing.

d. ICF will co-ordinate for availing necessary power shut downs. The contractor shall approach ICF site engineer with written request well in advance for getting the shutdown to facilitate installation, testing and commissioning.

III. INSPECTION, TESTING AND COMMISIONING OF THE

INSTALLATIONS AFTER COMPLETION OF THE WORK:

b. The contractor shall get the work inspected during the execution by AEE/M or his authorized representative at every stage as indicated below:

c. The contractor shall supply the sample qty. (both purchase and manufacture items) for each supply items for inspection and necessary approval by AEE /M before supplying the bulk qty.

d. The contractor shall offer stage inspection for completion of each work and should get clearance for every stage before proceeding to the next stage.

e. After completion of all wiring and installation the following tests are to be conducted before commissioning.

i. The insulation resistance value of the all wiring circuitry cables shall be measured and to be recorded.

ii. The earth continuity up to the all Electrical installation shall be checked and to be recorded.

iii. Any other checks and tests as instructed by ICF site engineer shall be conducted and to be recorded.

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* * * * * * * * *

ANNEXURE –II

SL. No.

SCHEDULE OF RATES

Description of item Unit Qty Rate* ( Rs )

Amount (Rs.)

1

Supply of 36" Axial Type Roof Extractor Unit as per Specification enclosed.

Nos 36

2

Erection, Testing & Commissioning Charges for the above Roof Extractor Unit as per Specification enclosed.

Nos 36

3

Supply of LED Indicator and the Control unit with Timer for Roof Exhaust Fan including power cable (30 meters) & SFU as per Specifications enclosed.

Nos 76

4

Installation Charges for LED Indicator and the Control with Timer for Roof Exhaust Fan as per Specification enclosed.

Nos 76

GRAND TOTAL

Rupees………………………………………………………………………………………………………………………………………………………………………………… only

*Rate shall be inclusive of taxes, if any

Signature of the Contractor

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ANNEXURE – III

SPECIAL CONDITIONS

1. The Contractor shall give advance intimation to SEE/ M for inspection for completion of work.

2. The Contractor shall make his own transport arrangements for drawing any materials from construction Stores to site, and for moving the items if any from site to Construction stores situated inside Shell Factory.

3. The Contractor shall be solely responsible for the orderly conduct of his authorized persons as well as labourers within ICF premises and at work place.

4 The contractor shall obtain revised Entry Permit and following work Permits as required, introduced with effect from 15.6.09, vide CWE/Shell/ICF Procedure Order No. 03 dt.6.6.2009.

Revised Entry Permit

Permit to work at Height to avoid fall of person or tools (Only to approach to the work area at height above 2 M)

Hot work permit for Welding Gas Cutting, use of open flames Etc.,

The above permits shall be available with the contractor or his supervisor of the work site and shall be produced on demand by the ICF site engineer and any other authority of this Administration.

5. The tenderer shall ensure that their work shall not affect the regular work at the Shell Factory.

6. Safety accessories like Helmets, Safety harness, Safety shoes, Hand Gloves, Goggles, Anti

falling net, Roof ladders, Apron and shall be used by the contractor while executing the work.

7. The contractor shall employ technically qualified personnel with relevant field exposures related to Electrical Construction/Maintenance works such as installation, fabrication, welding, gas cutting, power shut downs, material handling etc.,

8. The administration shall have the power to direct the contractor to engage sufficient

numbers of expert supervisors, if it is considered that the contractor’s supervising arrangements are found insufficient for successful completion of the work. Failure to comply with the above directive also will result in the contract being terminated at the risk and responsibility of the contractor.

9. All the tools and plants such as welding sets, gas plants, crimping tools, ladders,

safety equipments and other Electrical Tools required for this work shall be arranged by the contractor at their own expense including the cost of conveyance to adhere to the target date of completion. The administration will not be responsible for inadequacy of tools and plants brought by the contractor and no claim on this ground is admissible.

10. The operation of any of the items in connection with this work will entirely be at the

discretion of the ICF administration and no claim whatsoever of any kind will be entertained by the administration for non operation of items.

11. The contractor shall be responsible to see that the work executed by him does not if any

way infringe or damage the existing structures or other works in the area. The contractor is

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liable to take responsibility and rectify for the damage, if any, caused to the ICF property during the execution of their work.

12. Departmental supply of materials shall be transported by the contractor to the work

site at his own expense. Necessary fabricating, cutting, welding, bending of structural steel to required size shall be done by the contractor at his expense.

13. The contractor shall be responsible for the safe keeping of all articles in his custody till the

work is completed, and finally handed over to this administration. 14. The tenderer while indicating the rate for the relevant item provided in schedule of

rates as per annexure shall include the cost of procurement (if any associated items applicable to this contract), excise duty, sales tax, service tax, discount, handling transportation to site of works, storage, wastage etc.

15. All materials specified in the contract shall be procured only from the reputed

manufacturers or their authorized dealer. The supply of materials shall be accompanied by the original invoice and a Xerox copy of the invoice.

16. The materials offered shall be of brand/make name specified in this specification.

17. The materials other than the acceptable brands of ICF specified such as MS angles, Zinc

sheets etc., shall be procured through authorized dealers only.

18. Railway administration shall not be responsible for safety of the staff of the contractor and,

hence the personnel shall not be liable for any compensation arising out of accidents if any, while executing the work.

19. Power shut down required by the contractor, shall be intimated to the SSE/ 45 in writing at

least one week in advance and plan for executing the work. This administration is not responsible for delay in the execution of the work due to the delay in taking power shut down.

20. It is the responsibility of the contractor to get all his doubts clarified about all the points

mentioned in this specification. If required he may visit the site duly fixing a prior appointment with SEE/M.

21. The contractor shall clear the work spot free from all unwanted materials like debris, scrap

etc when the work is completed in all respects and a photograph showing the Work spot after the completion of work shall be attached with the final bill request. Otherwise final bill will not be processed.

22. ELECTRICAL LICENSE: The Tenderer shall have valid and required level Electrical

License. Attested copy of the Electrical License shall be submitted along with the offer. The offers of tenderers who are not possessing prescribed required license will be summarily rejected.

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1. ICF WILL DISTRIBUTE THE PROCURABLE QUANTITY ON MORE THAN ONE FIRM, SUBJECT TO CAPACITY CUM CAPABILITY AND PAST PERFORMANCE WITH ICF ETC. OF HIGHER TENDERERS IN THE ZONE OF CONSIDERATION AND ACCEPTANCE OF COUNTER OFFER IF ANY.

Special Conditions to Tender No 06/14/5333.

2. SCOPE OF SUPPLY AND CLAUSE WISE COMPLIANCE REPORT AS PER SPECIFICATION SHOULD BE SUBMITTED ALONG WITH THE OFFER.

3. TENDERER SHALL QUOTE ALL INCLUSIVE RATE AT ICF DULY GIVING PRICE BREAK-UP ALONG WITH THE OFFER.

4. TENDERERS TO QUOTE FIRM PRICE ONLY AND NO PVC IS APPLICABLE.

5. TENDERERS SHOULD SUBMIT PERFORMANCE CERTIFICATE AND SUCCESSULL COMPLETION CERTIFICATES ISSUED BY THE BUYERS FOR THE SAME OR SIMILAR ITEMS INCLUDING INSTALLATION, TESTING AND COMMISSIONING.

6. IRS CONDITIONS OF CONTRACT APPLICABLE.

7. FIRM TO SUBMIT NEFT FORMS DULY FILLED IN AS PER PROFORMA-G OF E-TENDER SCHEDULE ENCLOSED AS ATTACHED DOCUMENT TO THE TENDER. ALONG WITH A XEROX COPY OF A CHEQUE LEAF, AND MAY BE IGNORED THE SAME IF ALREADY SUBMITTED. PLEASE NOTE ALL THE ICF PAYMENTS WILL BE MADE THROUGH NEFT ONLY.

0360 / I.C.F.305

INTEGRAL COACH FACTORY, CHENNAI - 600 038.

TENDER SCHEDULE

Tender No:………………………………………. Due on:……………………...

For the Supply of ...................................................................................................

Price : RUPEES .............................................ONLY

Tender can be deposited in Tender Box up to 2-15 p.m. TENDERER'S NAME ........................................................................................................

Tender Schedule containing Instructions to tenderers and General Conditions of Contract,

For the supply of Stores mentioned above.

[Tender Form is also enclosed]

Tenders pertaining to Shell Division (Starting with numbers 01,02,03,04 and 09) will be received and opened in the Office of the Controller of Stores, Shell Division. Tenders pertaining to Furnishing Division (starting with numbers 05,06,07 & 08) shall be received and opened in the Office of the Chief Materials Manager, Furnishing division.

[December - 2008]

INTEGRAL COACH FACTORY, CHENNAI - 600 038.

TENDER SCHEDULE - AUGUST- 2008

INDEX

1. Declaration by the tenderer ===Page - 1. 2. Instructions to the tenderers ===Page - 2. 3. General conditions of contract ===Page - 15. 4. Special conditions of contract === Page - 22. 5. Special conditions for procurement of M&P items ===Page - 23.

6. Special conditions for Supply and installation contract === Page - 25.

7. Performance statement proforma - A ===Page - 26.

8. Statement on equipment & manpower proforma - B ===Page - 27.

9. Contact details proforma - C ===Page - 30.

10. Proforma for B.G. for EMD ===Page - 31.

11. Proforma for B.G. for SD ===Page - 33.

12. Proforma for performance Bank Guarantee ===Page - 35. 13. Option Form for receiving payment through NEFT === Page - 37

NOTE : The declaration at page No. 1 and the proforma A,B,C & G should be filled in and signed by the tenderer and returned along with the offer without fail.

INTEGRAL COACH FACTORY

CHENNAI – 600 038.

Tenderer’s Name : ……………………………………………… Full postal Address : ……………………………………………… ……………………………………………… ………………………………………………

TENDER FOR THE SUPPLY OF STORES AS PER ANNEXED SCHEDULE

To The Controller of Stores, Integral Coach Factory, Chennai – 600 038. Sir, 1. I/We hereby tender for the supply of the Stores as per annexed Schedule at the prices quoted therein and in accordance with all the conditions and stipulations contained therein, IRS Conditions of Contract, Instructions to Tenderers & General Conditions of contract. 2. I/We have furnished the Tender Deposit specified in the annexed Schedule, and if, I/We fail to furnish the Security deposit as provided for in Clauses 2.6 of the annexed “Instructions To Tenderers”, I/We agree to forfeit the said Tender deposit to the above Administration. 3. I/We further undertake to enter into a contract embodying the terms of this Tender and the annexed Tender Conditions, IRS Conditions of Contract, Instructions to Tenderers & General Conditions of contract and schedule if required to do so. Yours faithfully, Date: (Signature with Seal)

Name of the person signing the tender papers :

Capacity/Designation of the person in the Firm : Contact Number :

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INSTRUCTIONS TO THE TENDERERS 1. Submission of Offers and Filling of Tender: 1.1 This tender should be duly filled in (in the enclosed Offer Form and Tender Schedule), duly signed in relevant places and submitted in a sealed cover addressed to The Controller of Stores, Integral Coach Factory, Chennai-600 038 super-scribed with words:- "Tender No………….. due date of opening ……….. opening time …………..

For the supply of …………… " It is the responsibility of the tenderer to ensure that their tender reaches on or before the date and time as specified.

1.2 Tender form is non-transferable and the tender should be submitted by the party in whose favour the same has been issued or sold. 1.3 The offer should be made in the `offer form’. Tender with incomplete /unfilled

offer form will be rejected. 1.4 Only authorized signatory should sign the Offer Form.

1.5 Even if not able to quote, Tenderers are requested to return this tender without fail,

by the due date duly signed with the words "NO QUOTATIONS" written across the face of it.

1.6 Offers not accompanied by signed tender documents/forms ( filled in all respect)

issued by the Purchaser may be rejected without assigning any reason. 1.7 No erasers, alterations or overwriting are permitted on the Tender Form. In case of

any cutting made in the offer form, the same must be signed by the authorized signatory. The tenders with eraser marks, alterations or over writings are liable to be invalidated.

1.8 The rates quoted should be written both in words and figures. The unit of rates

should be in metric system and as per tendered specification/schedule. In case of difference between quoted rate in words and that in figures, the rate quoted in words will prevail.

1.9 Tenderers are also requested to go through the important instructions printed on

the Tender Enquiry. 1.10 The Tenderers are requested to go through the I.R.S. Conditions of Contract, and

note that, by submitting the quotation, they undertake to abide by the I.R.S. Conditions of Contract & other tender conditions. The Standard IRS Conditions can be had from the Office of the Controller of Stores, ICF on payment of Rs. 25/- per Copy and Rs. 37/- if required by post.

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1.11 Remarks, if any/by the Tenderer should be recorded in the annexed Schedule and not on separate sheets.

1.12 No money should be enclosed with the tender or sent under insurance cover. 2. Earnest Money Deposit & Security Deposit: ( EMD & SD ) 2.1 (a) FOR OPEN TENDERS- The Earnest Money Deposit (EMD) shall be taken from all tenderers against

advertised tenders subject to following exemptions.

(i) Vendors registered with NSIC upto the monetary limit of their registration for the items tendered.

(ii) Vendors registered with Railways upto the monetary limit of their registration for the items tendered/trade groups of the items tendered.

2.1 (b) The Amount of EMD to be taken in advertised tenders wherever applicable, will be 2 % of the Estimated Tender Value subject to an upper limit of: (i) Rs. 5 lakh for tenders valuing upto Rs.10 crores and

(ii) Rs.10 lakhs for tenders valuing above Rs.10 crores.

2.1 (c) In case they are registered for a particular item/group with NSIC or Integral Coach Factory, copy of NSIC/Integral Coach Factory registration certificate should be enclosed. 2.1(d). If the firm is registered with ICF or with NSIC for the tendered item, EMD is exempted up to the monetary limit of registration. Over and above the monetary limit, tenderers shall have to pay EMD. 2.1(e). Firms in the approved list of RDSO/Production Units/CORE for the specific

items for which they are in the approved list, manufacturers and their accredited agents and other Govt departments are also exempted from payment of EMD.

2.2 The registration with Integral Coach Factory or NSIC will be considered only if the

firm is registered for specific items/trade groups and for the monetary value which should be clearly indicated by the tenderers in their offer for ready reference.

2.3 In case of Bulletin Tenders, firms should quote only for items/ trade groups for which they are registered. Offers for the items/trade groups for which they are not registered will be treated as unsolicited offers. 2.4. Tenderers’ request for adjustment of EMD/SD relating to their earlier tenders/contracts will not be considered. They will have to deposit EMD and SD afresh. Similarly Tenderers’ request to recover SD from their bills or at the time of consideration of tender will not be entertained and such offers are likely to be rejected. 3

However the Security Deposit can be adjusted from the bills already pending with ICF for payment for supply already made, the details of which has to be furnished by the tenderer while quoting. 2.5 The offers not accompanied by requisite EMD ( Earnest Money Deposit), until and unless specifically exempted, as per extant rules, are liable to be ignored. The firm claiming exemption from EMD/ SD (Security Deposit) should clearly indicate valid reasons for such claim.

The Earnest Money as indicated in the tender should be paid by any of the following methods :

a) Payment of Earnest Money Deposit by the Tenderers/ Suppliers in cash is not permitted.

b) The Earnest Money in supply contracts should be in any one of the forms viz.,

Deposit receipt, Pay Orders Demand Drafts, Guarantee Bonds issued by nationalized or Scheduled Commercial Banks, Bonds of Indian Railway Finance Corpn. and KRCL Bonds.

c) In addition to above mentioned forms of payment, Security Deposit may be paid in the form of Government Securities and a deposit in the Post Office Saving

Banks also. d) Guarantee bonds executed by the State Bank of India or Scheduled bank as defined in the Reserve Bank of India Act of 1934 and provided the amount is within the limit approved for the scheduled Bank by the Reserve bank of India (See Format of Guarantee Bond proforma -D). A written confirmation by the concerned bank that the Guarantee bond in question is genuine and has been issued by the bank shall be required in such situation which shall be done privately by the Railways. If the bank fails to confirm the bank guarantee within a period of 15 days from the date of issuing the letter to the bank, the bank guarantee shall be rejected and the firm’s offer may be rejected. 2.5.1 In the case of deposits as per item (b), (c) or (d) above, the guarantee bond, deposit receipts, pay order etc., as the case may should be enclosed with the tender papers in original. The payment of Earnest Money in the form of Pay Order/Demand Draft should be made in favour of FA & CAO/ICF. 2.5.2 Deposits tendered in any form other than the above will not be accepted and such tender received will be summarily rejected. 2.5.3. Tenders in respect of which the deposits in the manner laid down above have not been made on or before the date and time of tender opening will not be considered. 2.5.4. No interest will be allowed on Earnest Money Deposits. The EMD should remain valid for a period of 45 days beyond the final bid validity period. 2.5.5 Forfeiture of Earnest Money: When the suppliers undertake to keep the offers

open, for a particular period and if the offer is withdrawn or revised within the validity period, the Earnest Money Deposit shall be forfeited.

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2.6 SECURITY DEPOSIT : Unless otherwise agreed between the Purchaser and the Contractor, the Contractor shall within 14 (fourteen) days, after written notice of Acceptance of Tender has been posted to the contractor, deposit a sum equal to 10% of the total value of the quantities of the Stores detailed in the said Acceptance of the Tender, as security for the due fulfillment of the contract in accordance with the details given below: (A) Safety items : For procurement of Safety items, the Security Deposit (SD) / Performance Guarantee shall be submitted by all firms for contracts for all safety items placed against Single Tender, Limited Tenders, Special Limited Tenders, Advertised Tenders and Global tenders irrespective of registration with Rlys/NSIC. (B) Other than Safety items: The Security Deposit (SD) shall be submitted by all firms for contracts for items other than safety items placed against advertised tenders and Global tenders subject to following exemptions. i) Vendors registered with NSIC up to the monetary limit of their registration for the items ordered. ii) Vendors registered with Railways up to 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. The usual security deposit , should however be taken in case the contracts are placed on un-registered/un-approved firms or for items for which a particular firm is not registered /approved. 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 up to Rs.10 crores & Rs.20 lakhs for contract valuing above Rs.10 crores.

Upper limit on amount of EMD/SD will be enhanced suitably for tender cases/contracts valuing beyond the acceptance powers of GMs/AMs (i.e. 50 crores).

The Security Deposit should be paid in the manner prescribed below:- I) Payment of Security Deposit by the Tenderers/ Suppliers in cash is not permitted. II) Government securities at 5 percent below the market value.

a) The Security Deposits in supply contracts should be in any one of the forms viz.,

Deposit receipt, Pay Orders Demand Drafts, Guarantee Bonds issued by nationalized or Scheduled Commercial Banks, Bonds of Indian Railway Finance Corpn. and KRCL Bonds.

b) In addition to above mentioned forms of payment, Security Deposit may be paid in

the form of Government Securities and a deposit in the Post Office saving Banks also.

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c) Guarantee bonds executed by the State Bank of India or Scheduled bank as defined in the Reserve Bank of India Act of 1934 and provided the amount is within the limit approved for the scheduled Bank by the Reserve bank of India (See Format of Guarantee Bond Proforma - E). A written confirmation by the concerned bank that the Guarantee bond in question is genuine and has been issued by the bank shall be required in such situation which shall be done privately by the Railways. If the bank fails to confirm the bank guarantee within a period of 15 days from the date of issuing the letter to the bank, the bank guarantee shall be rejected and the shall be asked to submit the Security Deposit only Demand Draft without further delay (within further 15 days) failing which acceptance of the offer may be withdrawn and action may be taken against the firm for not fulfilling the contract requirement as per IRS conditions of the Contract.

d) Deposits in National Savings Certificates. e) Personal Security of two persons of known probity and financial standing f) a percentage of deduction, ordinarily 10% from the periodic payments made on

account of work done or supply made of .

2.6.1 In the case of deposits as per item (a),(b),(c) and (d) above, the guarantee bond, deposit receipts, pay order etc., as the case may should be enclosed with the tender papers in original. The payment of Security Deposit in the form of Pay Order/Demand Draft should be made in favour of FA & CAO/ICF. 2.6.2 The SD should remain valid for a minimum period of 60 days beyond the date of completion of all contractual obligation of supplier. Note : No interest shall be payable on Security deposit. The Purchaser shall be entitled to deduct from the said deposit any loss or damage which the purchaser may be put to by reason of any act or default committed by the Contractor and to call upon the Contractor to maintain the deposit at its original limit by making further deposits. In the event of the Contractor failing to make and to maintain a security deposit in the manner aforesaid, he shall be liable to forfeit any moneys lodged with the Tender by him and the Purchaser shall be entitled to cancel the acceptance of Tender. The Security Deposit will be refunded to the contractor subject to this Clause within a reasonable time after satisfactory completion of the Contract.

3. Telex/FAX/Telegram Quotations and late Tenders:

(i) 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 days from the date of opening for indigenous offers and within 21 days for offers from foreign firms against Global Tenders. 6

(ii) However, for other type of tenders i.e., for Bulletin, Limited and Advertised/open Tenders 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 days from the date of opening for indigenous offers and within 21 days for offers from foreign firms against Global Tenders. (iii) All other offers received by FAX not covered in Para (i) & (ii) above shall be treated as invalid. The offers received by FAX as covered in Para (ii) above shall be deemed as unresponsive in case of confirmation copy is not received within the time stipulated in Para (ii) above. (iv) No purchase order shall be issued against the FAX offers without receipt of the confirmation copy of the same. (v) 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. Suitable guidelines may be included in " Instructions to Tenderers " as part of Tender documents, covering the offers by FAX in tenders as detailed above respectively. 4. Drawings and Specifications: (a) Drawings and Specification if any as indicated in the Tender can be had from ICF/Chennai, RDSO/Lucknow who have issued the Drawing and specification on payment which has to be arranged by the Tenderer before quoting against the tenders. (b) Except where obtained on payment, all Railway drawings or specifications or samples issued to the Tenderer must be returned along with quotations, failing which the Controller of Stores reserves the right of recovery of the cost of the same from the pending bills of the Tenderer or through other recovery procedures. (c) Alternate offer if any should be indicated with full details i.e. the Drawing No. and or Specifications No. etc. and copies of such Drawings/specifications should be enclosed, failing which the offer may not be considered. The alternate offers are liable to be rejected if there are other offers to specifications tendered for. 5. Attendance of Representatives for Tender Opening: For Open Tenders and Special Limited Tenders, Tenderers’ representatives desirous of attending tender opening should submit their authorization letter to the concerned officer failing which they may not be allowed to attend the tender opening. 6. Sample Clause: Samples where called for, should be sent to the Controller of Stores, Integral Coach Factory, Chennai-600 038, duly marked tender number and labeled so as to reach the COS Office before the closing date and time, failing which offers are liable to be rejected. 7

7. Particulars to be enclosed along with tender: Following details should be enclosed along with the tender:- 7.1 Performance statement against Railways Orders for supply of same or similar items as per the Proforma-A of the Tender Document (Annexure). Correct status/supply position of pending orders if any should be invariably indicated. Photo Copies of the supply/purchase orders enclosing the Inspection Certificate by RITES/RDSO and Receipt Notes should be enclosed for ready reference, along with tender to substantiate their performance statement. 7.2 Plant, Machinery and Equipment and Staff statement as called for in Proforma-B of the tender Document (Annexure). 7.3 Contact details as per Proforma-C of the tender documents. 7.4 Tenderers should submit documentary evidence in respect of their RDSO approval indicating current validity and approval of their QAP by RDSO wherever necessary. 7.5 The Tenderers should also indicate their registration number with Integral Coach Factory with monetary value, currency there of and trade groups for which registered and validity date of registration. 7.6 Valid and current NSIC Certificate. 7.7 Proof for having paid EMD or waival authority. 7.8 Complete Tender document set duly signed in token of acceptance. 8. Rate , Taxes and Duties:- 8.1 Tenderers should clearly indicate separately ex-works basic price, packing charges,

forwarding charges, Excise Duty, Sales Tax and Freight charges up to destination applicable for each unit tendered. Duties and Taxes are not payable on freight charges and forwarding charges.

(i) Tenderers are requested to quote on Free delivery at ICF basis.

(ii) Also indicate Ex-works rate separately for the purpose of excise duty if applicable.

(iii) The rate to be quoted by the tenderer should take into account the duty set-off under the existing modvat scheme. The tenderer should give the declaration as stated in Excise duty heading.

(iv) In case firms fail to declare freight charges separately, then 10% of ED and 2% sales tax will be deducted from their bills.

(v) Packing charges if to be claimed extra must be specified. Forwarding/delivery charges if any to be claimed extra must be specified.

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(vi) Transit Insurance charges if to be claimed extra to be specified. If not specified the same will have to be borne by the tenderer and it will not be admitted at any stage and on any grounds what so ever later.

8.1 The rate quoted should be for the units (Nos./Kgs./Sets etc.) as per tender

schedule and offers to other units are likely to be rejected.

8.3 The Tenderers should clearly indicate in their offer that they are quoting identical price to other Railways or they have secured Purchase orders from other Railways at the quoted rates.

9. Excise Duty: 9.1 Tenderers are requested to refrain from quoting general phrases as “Excise duty

Extra as applicable” and mention clearly if excise duty is applicable on the tendered item as under:

i) Whether ED is leviable or not. ii) Whether included in the basic rate or claimed extra. iii) Whether linked with the turn-over . iv) Maximum rate of duty. v) Current rate of duty. vi) Whether increase in the rate of duty due to increase in turn over will be

absorbed by the tenderer or will be charged extra from the purchaser. If the tenderer quoted his rate stipulating an ED less than the maximum rate applicable and also stipulates that ED will be charged as applicable at the time of supply, his offer will be loaded with maximum rate of ED applicable unless the tenderer has clearly mentioned that increase in ED due to increase in turn-over will be absorbed by him.

vii) Excise tariff para reference under which ED is leviable on the tendered commodity.

viii) Please note that ED will be paid only on production of documentary evidence.

9.2 Payment of ED and Excise duty Modvat Rules.

i) As ED is not leviable on post manufacturing charges or cost such

as freight/transportation, forwarding, handling charges etc .and also the cost of packing materials like empty containers which are durable in nature and are returnable to the assessed supplier, you are requested to indicate these charges separately in your quotation.

ii) The purchaser will not be responsible for payment of taxes and duties paid by the supplier under misapprehensions of law and in such cases even if the suppliers bill contain an element of tax or duty which is not payable by the purchaser, such payment would be disallowed.

9.3. The claim for ED on each bill should be supported by the following certificates. 9

9.3.1 The rates of ED is advalorem. The ED at present legally leviable in this case is Rs……i.e on Rs…..being the unit value of the Stores assessed by the Controller of excise area.

9.3.2 Certified that the ED charged on this bill is not more than that legally

leviable and payable under the provision of the element act of rules made there under.

9.3.3 Certified that the amount of Rs….claimed as ED in this bill in

accordance with the provision of the rules in all respects and the same has been actually paid to the excise authorities in respect of the stores covered by the bills.

9.3.4 Quarterly certificate to the effect that no refund of ED already

reimbursed against this contract has been obtained during the quarter ending, in the event of any such refund being obtained by the seller the same should be passed on to the purchaser.

9.3.5 Certificate to the effect that we have not availed any additional duty set

off in respect of all the inputs used for the manufacture of final product under CENVAT scheme since the date of our quotation. The following declarations in the tender has to be made:- ."We hereby declare that in quoting the above price, we have taken into effect, the full effect of the duty set-off 'Central excise and counter-veiling duties' .available under the existing cenvat scheme. We further agree to pass on such additional duties and set off as may become available in future in respect of all the inputs used for the manufacture of the final product on the date of these supply under modvat scheme by way of reduction in price and advise the purchaser accordingly.”

9.4. In no case variation in Excise Duty due to increase in sales turn over during

the currency of the contract will be admissible. 9.5. If Tenderers misclassify the goods under relevant Excise Tariff Rules,

railway will not pay increased Excise Duty due to misclassification. 9.6. If Excise Duty and Sales Tax are not quoted in the offer, no Excise

Duty/Sales Tax will be payable.

9.7. Tenderers should indicate Excise Duty extra, wherever applicable. Even if Excise Duty is quoted as included in price quoted, Tenderers should still indicate the basic rate and Excise Duty amount included in the price separately.

10. Sales Tax: Sales Tax should be quoted extra if applicable. Exemption Form`D' will be supplied by the Purchaser while placing the order if required. If any surcharge on Tax is applicable the same should be indicated clearly. Wherever ST exemption form are not applicable the Tenderer should indicate so clearly. 10

10.1.1. VAT: The Tenderer should quote the exact percentage of VAT that

they will be charging extra. 10.1.2 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.

10.1.3 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 product on the date of supply under the VAT scheme by way of reduction in price and advise the purchaser accordingly".

10.1.4 The suppliers while claiming the payment will furnish the following certificate to

the paying authorities; “We hereby declare that additional set offs/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”.

10.1.5 Even for contracts where CST is payable, this input tax credit become admissible

to the supplies where the supplier happens to be located in the state in which VAT has been implemented. Accordingly the certificate under para 10.1.4 above should also be obtained in all such existing contracts where CST is payable.

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

11. PAN NUMBER: Tenderers are to indicate the Income-Tax PAN and enclose a Photocopy of the same. 12. VALIDITY: Tenderers are requested to keep validity of their offer open for a

minimum period of 90 days from the date of opening of tender and 120 days for tenders for procurement of Machinery & Plant Items. Offers with Validity less than prescribed period is liable to be passed over/ignored without making any further reference to the tenderer.

13 EVALUATION CRITERIA: 13.1 Discounts with conditions attached such as discounts having linkages to quantity,

early payment, early Receipt Notes etc will not be considered for evaluation purpose. Thus discounted rates, linked to quantities and prompt payment etc. will be ignored for calculating inter-se position.

Though the rates without considering discounts with conditions attached shall only be considered for evaluation purpose, Railways may avail the same, if otherwise firms’ offer is found to be acceptable.

13.2 All-in-cost comprising of the Basic Rate, Excise Duty, Sales Tax, Packing Charges, Forwarding Charges, Insurance (if any) and freight charges up to destination, will be reckoned for relative positioning. 11

13.3 All offers will be arranged in the ascending order of the all in cost. 13.4 After arranging the offers as above, technically unsuitable offers will be passed over. Offers not conforming to tender schedule, offers from defaulters etc. may also be passed over. 14. CARTEL FORMATION:- 14.1 Whenever all or most of the approved firms quote equal rates and cartel formation is suspected, Railways reserves the right to place order on one or more firms with exclusion of the rest without assigning any reason thereof. 14.2 Firms are expected to quote for a quantity not less than 50% of the tendered quantity. Offers for quantity less than 50% of tendered quantity will be considered unresponsive and liable to be rejected in case Cartel Formation is suspected. Railways however reserve the right to order any quantity on one or more firms. 14.3 The firms who quote in cartel are warned that their names are likely to be deleted from list of approved sources. 15. PROCUREMENT OF MATERIALS FROM ISO CERTIFIED FIRMS:-

Safety & vital items are to be procured from RDSO and ICF approved sources as per the approved Vendor List. New sources might be considered only for developmental orders. In case of Open Tender, other things being equal, ISO certified firms will be given preference. 16. E-PROCUREMENT SYSTEM. All units of Indian Railways including ICF have already started Web based Electronic Procurement system. All Railway tender notices will be published on Indian Railway’s e-procurement portal www.ireps.gov.in from where the tender documents can be downloaded by the vendors directly. The system has been developed in such a manner that offers can be submitted electronically with Digital signatures. No manual offers/quotations shall be considered for such tenders uploaded in above eps portal. For participation in E-procurement tender, the vendor is required to obtain a Class- III Digital Signature certificate with company name as per Indian IT Act, 2000. No vendor shall be able to interact with the E-procurement portal of www.ireps.gov.in unless they possess a legally valid Digital certificate from any Licensed Certifying Authority like MTNL, M/s. Safescrypt, M/s.TCS, M/s.(n)Code Solutions, etc.,. The list of Authorized Certifying Authorities is available at site http://www.cca.gov.in.

It is therefore advised that all vendors should immediately procure Digital certificate as mentioned above. Also the vendors should get themselves registered on the www.ireps.gov.in website and obtain user id & Password, without any further delay. It will help you for participation in E- procurement. Please also note that for renewal of registration / new registration cases, availability of Digital Certificate is necessary. It may please be noted that it has been our aim/goal to completely switch over to e-procurement for all our tenders within the next few weeks. 12

17. In the event of a Tender being submitted by a firm, the Tender must, except in the case of well-known and recognized firms, be signed separately by each partner thereof or in the absence of any of the partners, by the person holding a power of attorney authorizing him to do so. In any case, the names and addresses of all the partners must be declared in writing. 18. The Tenderers should fill up performance statement (Proforma A, B) and Contact details (Proforma – C) enclosed with the Tender Schedule and submit them along with Tender Documents. Proforma E & F are to be used for Bank Guarantee for Security Deposit & for Performance Guarantee respectively. In the absence of necessary information regarding their capacity to supply the material, their offer is likely to be ignored. 19. Separate rates should be quoted for each item of the tender. 20. Quantity is approximate only and the full quantity or part thereof tendered for may be ordered. 21. Banker’s Guarantee Bonds should be only as per Govt. approved Formats as indicated in this tender. 22. In the event of the Contractor causing loss to the Administration through fraud, negligence, or any other action (direct or contributory) failing to pay on demand to the Purchaser any moneys which he shall be liable to pay under or by virtue of these conditions or by law, the Purchaser shall be at liberty to appropriate the payment of such moneys, either the whole of the Security Deposit or so much thereof as may be necessary to satisfy its claims and the contractor shall pay forthwith to the Purchaser. In case, the Security Deposit is insufficient to pay the whole of such moneys due from the Contractor it shall be lawful for the Purchaser to recover the balance amount from any of the pending bills payable to the contractor or by instituting legal proceedings against the contractor. 23. Unless otherwise stated in the annexed Schedule, each item mentioned therein will be considered a separate and distinct tender in itself. 24. Bills should be submitted by the Supplier on the standard form of this Administration. 25. If the contract is entered into with a firm it is understood that the contract is entered into a joint account and that the receipt of any one or more of the partners shall be a good discharge for all moneys paid under the contract and the operation of this clause shall not be effected by any notice to the Purchaser or any Officer of the Purchaser from or on behalf of any one or more of the partners to withhold payment of moneys under the contract to any other or others of the partners. In the event of the death of any one or more of such partners the receipt of any one or more of the survivor shall be a good discharge for all such moneys. 26. Procurement from Approved Sources : Wherever applicable, items manufactured by RDSO approved sources will only be considered for RDSO specified items. Tenderers are requested to enclose copies of RDSO approval letter along with their tenders. Date of approval will be reckoned as on date of tender opening. The Railway reserves the right to order entire or bulk quantity of safety & vital items generally on RDSO/ICF approved firms who have supplied the item on previous occasions. The status of the firm shall be reckoned as on the date of tender opening and not thereafter. But in case of downgrading/removal/suspension/banning of a firm, after opening of the Tender, such cases will be taken into account while deciding tenders. 13

For items,. which are required to be procured from approved sources entire or bulk quantity may be ordered on approved sources and new sources with established performance with adequate capacity and technical capability may be considered for trial orders. 27. Purchase/Price Preference Clause: The purchaser reserves the option to give a purchase/price preference to the offers from Public Sector Units and/or from Small Scale/Cottage Industries Units, over those from other firms, in accordance with the policies of the Govt. from time-to-time. The preference above cannot however be taken for granted and every endeavor need be made by them to bring down cost and achieve competitiveness. 28. Quotation in Foreign Currency: 28.1. Please note that, in case of Quotations in Foreign Exchange the firms should quote on FOB basis. Charges like Customs duty, Counter veiling duty, freight, insurance, handling charges etc to be borne by the purchaser should be quoted separately. 28.2. Any additional expenditure incurred by the purchaser on Custom Duty, Freight charges as also extra cost which may arise on account of Variation in Exchange rate during the extended delivery schedules, shall be borne by the Contractor and not by the Purchaser. 29. Delivery Schedule: 29.1 The delivery period quoted by the firm should be very specific and cogent instead of vague terms like 2 to 32 weeks or 2 to 10 months. Such offers will be considered with longest delivery period for the purpose of tender evaluation. Such offers are liable to be ignored in preference to offers with earlier deliveries. 29.2 Railway prefers deliveries in installments. Therefore firm should quote specific monthly rate of supplies they intend to deliver and the completion date/month of the lot so that contract can be made severable. In order to plan for receipt and unloading of material at ICF, firms who are dispatching materials against ICF Purchase Order has to intimate the concerned Depot Officer, the details of materials dispatched and the expected date of arrival at Depot etc. by Fax. Local firms should advise the details over telephone to Depot Officer or concerned Receipt Branch or they may fax the details to the concerned depot immediately after dispatch of materials. 29.3 Tenderers are required to quote clear delivery schedule offered by them with reference to the required delivery schedule in the tender. 30. Any money due hereunder from the supplier to this Administration may either be deducted by this Administration from any of the Supplier's pending bills or recovered from the suppliers direct. 31. The General Manager reserves the right to publish names and rates of successful tenders. 32. Where material is asked for to a specification, either: I.R, I.S. etc., or as printed in the tender, tenderers must guarantee that the supplies offered are up to specification. All supplies made against this tender will be subject to inspection or test. Cost of test on supplies rejected will be recovered from suppliers. 14

GENERAL CONDITIONS OF CONTRACT

1. Conditions of Contract:- The Tenderers are requested to go through the I.R.S. Conditions of Contract, General Conditions of Contract, Instructions to Tenderers & terms and conditions incorporated anywhere in the tender papers and note that, by submitting the quotation, they undertake to abide by these contract conditions. General Conditions of Contract, Instructions to Tenderers and other Conditions mentioned anywhere in the tender shall be known as “Tender Conditions”. 2. The above condition and all the conditions listed herein below are termed as General Conditions of Contract. 2.1 a) The Terms used in the tender papers will have the same meaning as defined in

Clause 0100 of IRS Conditions of Contract.

b) “Indenter” means any Officer authorized by the Purchaser to order Stores during the period of Contract

3. Acceptance of the Offers:- The Controller of Stores is not bound to accept the lowest or any offer nor to assign any reason for doing so and reserve to himself the right to accept any offer in respect of the whole or any portion of the item specified in the tender and contractor shall be required to supply at the rate quoted. 4. Quantity to be ordered: 4.1. The Purchaser reserves the right to cancel the tender for full or part quantity tendered without assigning any reason. The rates quoted by the tenderers for the full quantity would be taken as valid. 4.2. Wherever necessary, the purchaser may split the quantity to be ordered amongst two or more sources for ensuring better availability of material keeping in view the vital/critical nature of items, quantity to be procured and delivery requirements etc. 4.3. For the purpose of judging tenderer’s capacity / capability, a statement indicating details of Plant & Machinery, equipments employed and quality control measures adopted by the manufacturer should be furnished along with the staff employed as per proforma ‘B’. Vendor rating will be made as per Railway Board’s guidelines duly taking into account the past record of delivery, rejection and quality of supplies. 4.4. In all cases of split ordering, the following criteria would be applicable : (i) The purchaser will have the right to split the procurable quantity amongst the tenderers with due regard to capacity cum capability, past performance of the tenderers, quantity of outstanding orders etc. of the Railways, regardless of inter se ranking of the tenderers. (ii) Zone of consideration will be decided by the purchaser.

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(iii) The rate of the highest eligible tenderer within the zone of consideration has to be, per se reasonable to the purchaser. (iv) Splitting of procurable quantity will depend upon the differentials of rates quoted by the tenderers, other aspects like capacity cum capability, past performance, outstanding orders, quoted delivery schedule vis-à-vis the delivery schedule incorporated in the tender enquiry being same/similar. (v) The purchaser reserves the right to counter offer the lowest acceptable rate for bulk ordering to the higher tenderer(s). In the event of rejection of such counter offer(s), the purchaser will reserve their right to decide on the quantity distribution ratio/proportion. (vi) In the normal course, splitting of procurable quantity when it is done, will be as under : a. Two sources :

Price differential between L1 and L2

Quantity distribution ratio between L1 and L2

Upto 3% 60 : 40 More than 3% and upto 5% 65:35 More than 5% Atleast 65% on the L1 tenderer.

b) Three sources :

Price differential between L1 and L2 / L3

Quantity distribution ratio between L1, L2 and L3

Upto 3% 50 : 30 : 20 More than 3% and upto 5% 55 : 30 : 15 More than 5% Atleast 55% on the L1 tenderer.

c) If more sources are required distribution proportion amongst the tenderers will be decided by suitable extrapolation of the model as indicated in the para above.

5. Payment Terms: 5.1 Tenderer should note that the normal payment terms of Railways is 100 percent after Receipt and Acceptance of material by consignee irrespective of pre-inspection done by any Agency. However, for Regular, Approved and Registered suppliers, 95 percent payment may be considered based on clear RR as proof of dispatch in case of despatch of material by Rail or proof of receipt if dispatched by Road duly signed by consignee not below the rank of Gazetted Officers and Inspection Certificate. Balance 5 percent to be paid after receipt and acceptance of material. For Trial / Developmental Orders / Educational Orders, for non-approved source & firms having poor performance in the past above facility may not be extended and 100 percent payment will be made only against Receipt Note. 5.2 The payment for supplies made to this administration and for works executed will be paid through cheques which will be sent through Registered Post with Acknowledgement Due, duly recovering any amount due from the Firm’s bills”.

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5.3 As per the recent instructions of Railway Board, all the payments to the suppliers/Contracts are to be made through electronic mode only. Hence suppliers/contractors should furnish the NEFT option form while submitting their quotations. All the payments due to suppliers/contractors including refund of EMD/SD will be made through NEFT only. The NEFT option form can be downloaded from ICF website www.icf.gov.in. If the bank branch of the supplier/contractors is not covered under NEFT scheme, they have to furnish the following details which will be incorporated in all the cheques issued in their favour. Name of the firm: Full Address: Bank Account No. Type of account Bank specific code no of the supplier (if available) Name of the Bank Branch Name and full address The option form for receiving payment through NEFT is enclosed in Proforma - G 6. Inspection clause: Will be governed by Clause 1502 of the IRS conditions of Contract. In addition to that, the following Conditions shall also apply : 6.1 A penalty of Rs.5,000/- will be levied on the suppliers in the event of non-availability of material during inspection and or non-despatch of inspected material within validity of inspection certificate. 6.2 Traders/agents are required to offer material for inspection at manufacturer’s premises. 6.3 Rejected Stores and Ground Rent:- Will be governed by Clause 2200 & 0703 of the IRS conditions of Contract. 6.4 Beyond the time stipulated for removal of rejected stores, as in Clause-2201 of IRS Conditions of Contract, ground rent or demurrage will be charged at the rate of 0.3% per day for articles weighing less than 250 kgs in weight and 0.2% per day for bulkier or heavier articles and these charges shall be payable before the rejected stores are removed. 6.5 For contracts valued less than Rs. 1 lakhs inspection by consignee only is preferred, if otherwise not indicated elsewhere.

6.6 The acceptance of material under Price reduction or replacement will be treated as rejections for the purpose of Vendor evaluation. 6.7 The rejected material will be defaced wherever possible, to ensure that the rejected

item are not recycled and supplied to other Railways or purchasers. For carrying out such defacing of the rejected materials the recoveries shall be made from the supplier as under:

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Value of rejected lot Charges levied Less than Rs.1 lakh. 1 % Between Rs.1 lakh and 5 lakhs 1.75 % More than Rs.5 lakhs 2.5 %

6.8 Recovery of cost of testing charges: The cost of test carried out during inspection of materials for the quantities on supplies rejected will be recovered from the supplier as per the rate fixed by the administration from time to time as per estimated costs of the tests.

6.9 The inspection charges for items rejected at ICF is as follows:-

Sl No.

Examination Charges

1. Visual Examination Rs. 500.00 2. Workmanship and Finish Rs. 300.00 3. Measurement of Dimensions (if sample size less than 20) Rs. 500.00 4. Measurement of Dimensions (if sample size more than 20) Rs. 800.00 5. Measurement of Thread Dimensions Rs.1000.00 6. Load test at Tensile load testing machine Rs. 600.00 7. Bend test Rs. 400.00 8. Leakage test Rs. 400.00 9. Fitment trail at shops Rs.1000.00

7. Terms of Delivery:

7.1 Mode of dispatch should be by rail/road.

7.2 For despatch of material by Rail, suppliers should clearly quote-FOR Conditions i.e. station of dispatch or destination. The freight charges paid or to pay should be clearly indicated in the offer.

7.3 The firms who quote FOR Station of dispatch but freight up to the destination is

borne by them should clearly state so in their offer. The claim for reimbursement of freight will be entertained only if they specifically indicate so in their tender, else it will be assumed that the firm is bearing the freight.

7.4 Transit Insurance for risk in transit should be arranged by the supplier, since risk

in transport in all such cases rests with the supplier.

7.5 Risk in stores irrespective of FOR conditions shall rest with the supplier in terms of IRS Conditions of Contract Para 1501.

8. Advise of dispatch of articles for which acceptance has been made must be received by the Controller of Stores within the period specified for delivery. The Administration shall be at liberty to cancel the contract and / or reject any articles in respect of which the advice of despatch shall not have been received within the time specified.

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9. Performance Guarantee: As & when required, for Machinery and Plant items and for items requiring specified performance, the Tenderer will be asked to give a Performance Guarantee (in the form of a Bank Guarantee in Proforma-E or instruments as applicable), to cover the performance of the item to be supplied. No separate consent will be asked from the Tenderers for the same. 10. Octroi exemption certificate: The purchaser will not bear any octroi charges, and if required will issue octroi exemption certificate only. In the event of octroi exemption certificate not being honored by the concerned municipal authority, and octroi charges become payable, the supplier will have to bear the Octroi charges. 11. Price Variation Clause: 11.1 Tenderers should normally quote firm price. However, any tenderer quoting with Price Variation Clause should clearly indicate the same in unambiguous terms. The basis of his quoted rate and the formulae to be adopted for calculating the impact of price variation in monetary terms need to be clearly given. Any ambiguous offer on this account is liable to be ignored. 11.2 Offers with vague phrases such as ‘Prices ruling at the time of supply’ are liable to be ignored. 12. Compliance of Environmental Management System.:- 12.1 During the course of manufacture and transportation of the stores, vendor shall comply to all applicable legislations of local pollution control authorities and Central Pollution Control Board. Suppliers who supply the items by Road will ensure to send Transport Emergency (TREM) card along with supply of following items. 1. Paint 2. Solvent 3. FRP Chemicals 4. Chemicals used in the CMT lab 5. Rexene 6. Foam Rubber 7. Epoxy Putty 8. Glass wool 9. Asbestos Mill Board. 10. Limpet Asbestos 11.CRPX Compound 12. Galvanized Compounds 13. Chromium Plated Compounds 14. Anodized Components 15. Powder coated components. 16. Adhesives used for pasting of PVC sheets, 17. PVC sheets, Plywood, Compreg Plywood, NFTC, MDF Boards. 12.2 Firm will ensure that eco-friendly materials are only used for packing avoiding usage of plastic materials. If usage of plastic materials is inescapable, the thickness of plastic material so used shall not be less than 20 microns. 12.3 Firm should use recyclable material as packing material. 13. Capacity and Capability:- 13.1 The tenderer must indicate clearly if he is quoting as

a) Manufacturer b) Manufacturer's authorised agent c) Manufacturer's authorised distributor/stockist

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d) Manufacturer's authorised dealer e) General dealer/trader f) General order supplier.

In case the bidder is not a manufacturer of the item, he will be required to indicate the maker's name and brand and the place from where the supply shall be dispatched. 13.4 Financial standing:- Based on the last 3 years audited accounts tenderer should

furnish details of the following for last three years :-

(a) Sales turn over (b) Gross profit (c) Net profit

13.3 Whether any stocks of the tendered item are maintained and if so the maximum stock held during the last one year. 13.4 Total year wise sales of the tendered item by quantity and value during the last 3 financial years and the current year. 13.5. Tenderer under category 1(a) should furnish full details of machinery, plant and manpower(technical and non-technical) available with them to undertake manufacture. Quality control/assurance programme and supply of the tendered materials to assess their capacity / capability. 13.6. In case the tenderer is not manufacturing the item and is going to purchase it from other sources then the details may be furnished. In the absence of such details, it will be assumed that tenderer will manufacture and supply the tendered item. 13.7 If any part of manufacturing process i.e forging, casting, machining, heat treatment is to be done elsewhere, the same to be indicated. a) Process concern b) Name and address of the processor and furnish an undertaking from the proposed processor that he will do the job on behalf of the tenderer. This undertaking should be enclosed along with the quotation failing which the offer is liable to be passed over. 14. Time Preference Order: Tenderers will please note that in case it is decided to accept a higher price than the lowest tender in the interests of earlier delivery, the following clause shall be embodied in the purchase order :- It should be noted that if a contract is placed on a higher tenderer as a result of the invitation to tender, in preference to a lower acceptable offer, in consideration of offer for earlier delivery, the contractor will be liable to pay to the government the difference between the contract and that of the lowest acceptable tender on the basis of final price, FOR/Destination including all elements of freight, sales tax, local taxes, duties and other incidentals in case of failure to complete the supplies in terms of such contract within the date of delivery specified in the tender and incorporated in the contract. This is in addition to and without prejudice to other rights under the terms of Contract. 15. If in the opinion of the Purchaser or his representative, all or any of the articles supplied are not to the quality specified or required, they may either be rejected, or accepted at a price to be fixed by this Administration and this decision as to the price to be fixed shall be final and binding on both parties.

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16. CONTRACTOR’S RESPONSIBILITY.

The Contractor shall be solely responsible for the execution of the Contract in all respects in accordance with the Conditions of contract notwithstanding any approval which the Inspecting Officer may have given of material, or other parts of the work involved in the contract or of test, carried out either by the Contractor or by the Inspecting Officer. 17. CLAIMS :

The Purchaser shall be entitled to retain the amount of any claim of the Purchaser against the Contractor whether liquidated or unliquidated arising out of the contract under reference or otherwise however and set off the same protanto against any amount payable to the contractor under the contract under reference or otherwise howsoever without prejudice and in addition to the other rights of the purchaser to recover the amount of any such claim as aforesaid.

18. If the Contractor offers at any time to dispatch stores from any station other than that of his place of business as specified in the schedule, the extra freight, if any, shall be borne by the contractor. 19. Except as otherwise provided herein any arrangement or agreement, oral or written, abandoning, varying or supplementing this contract or any of the terms hereof shall be of no effect and shall not be valid or binding , on this Administration unless and until the same is endorsed on this Contract or incorporated in a formal agreement in writing and signed by the parties hereto. 20. Unless otherwise provided in the contract, all notices to be given on behalf of the President of India and all other action to be taken on his behalf may be given or taken on his behalf by the General Manager of this Administration or anybody authorized by him to do so. 21. Arbitrator’s Fee : In case of a dispute, if the matter is referred to arbitration, the fee of the arbitrator shall be as decided/fixed by Arbitrator.

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SPECIAL CONDITIONS OF CONTRACT

I ( a) OPTION CLAUSE:

The purchaser reserves the right to increase or decrease the order quantity by a quantity not exceeding 30% of the ordered quantity on the same price and terms and conditions during the currency of the contract such that the contractor has reasonable time / notice for executing such increase or decrease. However (+) 30% Option clause can be exercised even if the original ordered quantity is completed before the last date of delivery period, stipulated in the Purchase order ". Any increase of quantity under option clause after expiry of Delivery Period can be considered with the consent of the firm / contractor. The Purchaser reserves the right to vary the ordered quantity by upto (+) 30% at any time, till final delivery date of the contract, by giving suitable delivery schedule for the enhanced quantity, even though the quantity ordered initially has been supplied in full before the last date of delivery period. The Purchaser reserves the right to exercise (-) 30% Option Clause consequent to decrease in prices subsequent to the placement of contract. However a notice shall be served, by giving a reasonable opportunity to the contractor to unconditionally agree to accept such lower rates for the quantity unsupplied on the date of reduction/decrease of prices, or the (-) 30% quantity, whichever is less. In case of non-acceptance of the lower rate, the minus option shall be exercised to the extent required limited to 30 % ordered quantity or quantity outstanding whichever is less.

I. (b) PENALTY FOR DELAYS IN SUPPLIES DURING DELIVERY PERIOD : Upper limit for recovery of Liquidated Damages in supply contracts will be 10% (Ten Percent) of value of delayed supplies irrespective of delays, unless otherwise provided, specifically in the contract. The purchaser will recover from the Contractor as agreed Liquidated Damages and not by way of penalty, a sum equivalent to 2% (Two percent) of the price of any stores (including elements of taxes, duties, freight, etc.) which the contractor has failed to deliver within the period fixed for delivery in the contract or as extended for each month or part of a month during which the delivery of such stores may be in arrears where delivery thereof is accepted after expiry of the aforesaid period, subject to a maximum of ten percent of value of the delayed supplies.

There should normally be no system of waiver of Liquidated Damages and imposition of Token Liquidated Damages for delayed supplies in supply contracts. System of waiver of Liquidated Damages and imposition of Token Liquidated Damages for delayed supplies in supply contracts will strictly be an exception rather than rule and only in situation where the circumstances leading to delays in supplies were beyond the control of supplier.

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II. SPECIAL CONDITIONS FOR PROCUREMENT OF M&P ITEMS :

1. Element of Freight for indigenous purchase : (a) In case where the consignees are more (say more than 4 or so ), tenderers are

required to quote for the FOR station of dispatch prices with an average freight for all consignees, which will be added to FOR station for dispatch price to get FOR destination prices.

(b) In case where the consignees are four or less, tenderers are required to quote FOR

station of dispatch price with actual freight for each individual consignee, which will be added to FOR station of dispatch price to get FOR destination prices for each individual consignee.

2. Timely Commissioning of M&P :

In the event of contractor's failure to have M&P commissioned by the time or times respectively specified in the letter of acceptance or contract, purchaser may withhold, deduct or recover from the contractor as penalty, a sum @ 2 % (two percent ) of the price of M&P which the contractor has failed to commission as aforesaid for each and every month (part of a month being treated as a full month) during which the M&P may not have been commissioned, subject to an upper limit of 10% ( ten percent) of contract value.

3. Warranty :

(a) Warranty period for M&P will be 24 ( twenty four) months from the date of commissioning and proving out of M&P. A maximum period of 2 (two) week will be allowed for attending and rectification of faults during the warranty period.

(b) Maximum down time during the warranty period will be 2 % (two percent) for on line M&P and 10% ( ten percent) for of line M&P calculated on quarterly basis.

(c) A penalty of 0.5 % (Zero point five percent ) per week of the contract value will be levied for delay in response time for attending and rectification of faults beyond specified time during the warranty period as detailed above.

(d) Maximum penalty to be levied on account of warranty failure will be 5%(five percent ) of the contract value calculated during whole of warrantee period and after that if there is delay on the part of supplier, purchaser shall be entitled for encashment of WG Bonds. In such cases the bad performance of firm during the warranty period, the same should be recorded and circulated to all Railways. The same should be given due regard in deciding future orders on the firm and when evidence to the contrary is not available, the firm's offer may be even rejected.

4. Annual Maintenance Contract :

(a) Tenderers are required to quote for post warranty Annual Maintenance for a period of five years after expiry of the warranty period of the M&P along with their offers.

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(b) Tenderers are required to mention such AMC schedule of such Annual

periodic maintenance along with offers giving the charges for AMC maintenance schedule and other details of items to be used in such preventive maintenance.

(c) The charges of Annual preventive maintenance schedule for five years along with the cost of items to be used in preventive maintenance schedule during these five years are payable to supplier and sum total of these charges would be included in the FOR destination price quoted for M&P for the purpose of comparative evaluation of offer.

(d) Tenderers are required to give the cost of essential spares and service charges for each items of work of repair of M&P outside preventive maintenance contact. These charges will not be included in the price of M&P for the purpose of comparative evaluation of offers.

(e) The terms & conditions of AMC must clearly specify the maximum down time and maximum response time.

(f) Tenderers who are OEM, must give undertaking for supply of spare parts for a period of expected life of the machine / equipment. Other tenderers must submit undertaking from OEM for supply of spare parts for a period of expected life of the machine / equipment.

5. Payment Terms : (i) Payment to foreign supplier :

Payment against foreign supplies shall be made through Letter of Credit. All charges, including the confirmation charges of L.C., levied by foreign Banks, shall be borne by the supplier. The standard payment terms subject to recoveries if any, under the liquidated damages clause and general condition of contract will be as under :- (a) 80% of the payment against irrevocable L.C. on proof of inspection

certificate and shipping documents within 30 days of receipt of shipping documents as specified.

(b) Balance 20% payment within 90 days after installation / commissioning and proving out test of M&P subject to submission of bank guarantee for an amount of 10% of contract value, as warranty security.

(iii) Payment against indigenous supply :

The standard payment terms subject to recoveries if any, under the liquidated damages clause and general condition of contract will be as under : (a) 80 % of the payment on proof of inspection certificate and Rail/Road

Chillan to be made within 30 days of receipt of documents as specified. (b) Balance 20% payment within 90 days after satisfactory installation /

commissioning and proving test of M&P subject to submission of bank guarantee for an amount of 10% of contract value, value as warranty security.

Other terms and conditions for procurement of M&P remain unchanged.

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III. SPECIAL CONDITION FOR SUPPLY AND INSTALLATION CONTRACTS.

The suppliers should comply the following clauses with respect to Factories Act :- • Contractors who are engaged in supply and installation contracts, they shall be

registered with chief safety officer/shell and Furnishing as the case may be, before commencement of work. The Name, Sex, Age, Address and contact Number if any of the contract employee are to be furnished by the contractor for registration purposes.

• Contractors employing more than 20 staff should obtain License from the Inspector of factories.

• All contract staff should be suitably insured before being pressed into service.

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Proforma – A.

PERFORMANCE STATEMENT.

Tender no.________________________ Date of Opening ______________ Tenderer’s Name & Address_____________________ ____________________________________________ _____________________________________________ Sl. No

Purchasing Agency

Order No & Date

Brief Item Description

Quantity Total Value

Original Delivery period

Actual date of Delivery

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Proforma - B.

PROFORMA FOR EQUIPMENT AND QUALITY CONTROL EMPLOYED BY THE MANUFACTURER.

Tender No. .........................................Date of Opening .................................... 1. NAME OF THE FIRM 2. Location 2.1. POSTAL ADDRESS

(ii) Head Office (iii) Works / Factory

2.2. Telephone No. (with STD code ) (i) Head Office (ii) Works/Factory

2.3. Telegraphic address & Telex / Fax (i) Head Office (ii)Works / Factory

3. DESCRIPTION OF FACTORY / WORKS

(i) Total Land area : (in Sq. metres)

(ii) Total Covered area : (in Sq. metres) (iii) Different sub-units

(with details of covered / uncovered area etc.) (iv) Special features, if any :

4. No. of Personnel employed ( category-wise)

(i) Managerial * (ii) Supervisory * (iii) Skilled artisans * (iv) Unskilled * The qualification may also be indicated.

5. GENERAL INFORMATION - TECHNICAL 5.1 Description of different departments in the Factory/Works and function of each dept., along with an organizational chart. 5.2 Detailed description of machinery and Plant in each department (make and year of procurement / commissioning to be provided. For special type of equipment, copy of pamphlets/ Write ups to be furnished so as to supplement the description.

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5.3 Production capacity of the quoted items

(i) Per month (ii) Per year

5.4 List of other items, which the firm regularly manufactures and corresponding production capacity 6. DESIGN CAPABILITY 6.1 Details of qualified personnel (indicating qualification and experience). 6.2 Other facilities available. 7. MANUFACTURING PROCESS

7.1 Level of in-house facilities 7.2 Important items of Work done by outside Vendors 7.3 Brief details of manufacturing process relevant to

the items quoted. 8. QUALITY ASSURANCE

8.1 Is the firm certified for ISO 9000 or equivalent ?

if so, please give the certification details If firm is certified for ISO 9000 or equivalent, no further information on para 8 is required to be filled in.

8.1.1 If no, does the firm contemplate to obtain ISO 9000 certification ? what steps have been taken by the firm in that direction ?

8.2 Does the factory have an established Quality Assurance programme ? If yes, please enclose a copy of the write-up if not, what plans are there if any for setting it up ?

8.3 Details of Quality Assurance Organisation names of key personnel, their qualifications, designations and position in overall management structure ( explain with organisation chart, if necessary )

8.4 Quality control testing Facilities and Laboratory equipment available.

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8.5 Availability of gauges ( please give details ) 8.6 Calibration of laboratory / test equipment / gauges, indicated in para 8.4 and 8.5 above.

(i) How is the calibration done ? (ii) Frequency of calibration (iii) System to ensure that calibration of above equipments does not fall overdue. (iv) Action taken on such calibration has fallen overdue.

8.7 Source of procurement of raw-materials, important

bought-outs, and steps taken to ensure their quality.

8.8 Details of inspection / checks done on material during various stages of the above manufacturing process. 8.9 Have acceptable values for the parameters inspected during above stage checks been laid down ? If yes, the action taken if value of the parameter inspected does not meet the desired laid-down value. 8.10.System for documentation of the results of the above stage checks. 9. AFTER-SALES-SERVICE

9.1 Facilities Available at Works and Branch Offices. 9.2 Assessment of quality of service including Response Times. Signature ................................ Name .................................... Designation .................................

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Proforma – C.

CONTACT DETAILS. Annexure to Tender No. : _______________ Opened On : ______________.

To be filled in by the Tenderer : ( Mandatory )

1. Name of the Firm ( In Block Letters ) : 2. Full Postal Address : 3. Telephone Nos. with STD Code : 4. E - Mail : 5. Fax No. with STD Code : 6. Tenderer's Head Office Address : 7. Head Office Telephone Nos with STD Code : 8. Head Office Fax No. : 9. Name & Address of Proprietor / Partner / Director :

10. Name of contact person, Telephone No., Cell No.: who could be contacted in case of emergency. 11. Income Tax - Permanent Account No. : 12. Full address of IT Circle : 13. Full address of Excise Circle : 14. Electronic Fund Transfer ( EFT ) No. : if allotted by ICF 15. Bank A/C. No. : 16. Name of the Bank : 17. Bank's specific Code No. of the supplier : DATE : Signature of the Tenderer : Name : Designation :

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Proforma – D

PROFORMA FOR BANK GUARANTEE BOND FOR EARNEST MONEY DEPOSIT

Bank Guarantee Format for EMD :

In consideration of the President of India acting through Controller of Stores/, Integral Coach Factory ( hereinafter called “ the Government”) having agreed to exempt M/s (firm’s name and address) (hereinafter called “ the said Contractor(s) ”) from the payment of Earnest Money Deposit in Cash towards tender no. ________________________ for supply of _____________________________

We (bank’s name and address) hereby undertake to indemnify the Government on demand to the extent of Rs. ……………. to the Government on breach of any of the terms of the said tender by the said Contractor(s) M/s ……………………..

We (bank’s name and address) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur, merely on a demand from the Government stating that the amount claimed is due by way of breach of terms of the said tender by the said Contractor(s). Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. __________. We undertake to pay to the Government any money so demanded not with standing any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment. We (bank’s name and address) further agree that the Guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under the said tender have been fully paid and its claim satisfied or discharged or till Controller of Stores, Integral Coach Factory, Ministry of Railway certified that the terms and conditions of the said tender have been fully and properly carried out by the said contractor(s) accordingly discharges this guarantee. Unless demand or claim under this guarantee is made on us in writing on or before _________________________ we shall be discharged from all liability under guarantee thereafter. We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said tender and we shall not be relieved from our liability by reasons of any such variation or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would but for this provision, have effect of relieving us.

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This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(S)/ Supplier(S).

We (bank’s name and address) lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Government in writing.

Dated the ___________day of _______________________(Month & Year) For ( b a n k’ s n a m e a n d a d d r e s s )

(ZONAL MANAGER/ BRANCH MANAGER)

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Proforma-E

Proforma for Bank Guarantee Bond for Security Deposit

In consideration of the President of India acting through Controller of Stores, Integral Coach Factory/ FA & CAO, ICF ( hereinafter called “ the Government”) having agreed to exempt M/s.(firm’s name and address) ( hereinafter called “ the said Contractor(s)) ” from the demand under the terms and conditions of an Agreement/ Purchase Order no. ________________________ dt______________ made between M/s.(firm’s name and address) and Controller of Stores, ICF for supply of (brief description of material to be supplied as per letter of acceptance) ( hereinafter called “ the said Agreement”) of Security deposit for the due fulfillment by the said Contractor(s) of the terms and conditions contained in the said Agreement, on production of Bank Guarantee for Rs. ___________________ ( Rupees ________________________________ _____________ only ).

We (bank’s name and address) (hereinafter called “ the bank”) at the request of (firm’s name and address) do hereby undertake to pay the government an amount not exceeding Rs. _______________________________ against any loss or damage caused to or suffered or would be caused to or suffered by the Government by reason of any breach by the said Contractor(s) of any of the terms and conditions contained in the said Agreement.

We (bank’s name and address) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur, merely on a demand from the Government stating that the amount claimed is due by way of loss or damage cause to or would be caused to or suffered by the Government by reason of breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement or by reason of the Contractor(s) failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. ______________________________ We undertake to pay to the Government any money so demanded not with standing any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment. We (bank’s name and address) further agree that the Guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of said Agreement have been fully paid and its claim satisfied or discharged or till Controller of Stores, ICF, Ministry of Railway certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said contractor(s) accordingly discharges this guarantee. Unless demand or claim under this guarantee is made on us in writing on or before _________________________ we shall be discharged from all liability under guarantee thereafter.

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We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend title of performance by the said Contractor(s) from title to time or to postpone for anytime or from time to time any of the power exercisable by the Government against the said Contractor(s) and to forebear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reasons of any such variation or extension being granted to the said contractor(s) or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would but for this provision, have effect of relieving us. 6 This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(S)/ Supplier(S).

We (bank’s name and address) lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Government in writing.

Dated the ___________day of _______________________(Month & Year) For ( b a n k’ s n a m e a n d a d d r e s s )

(ZONAL MANAGER/ BRANCH MANAGER) ----------------------------------------------------------------------------------------------------------- Note:

1) Stamp paper used should be of appropriate value

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Proforma - F

Proforma for Performance Bank Guarantee

In consideration of the President of India acting through Controller of Stores, Integral Coach Factory / FA & CAO/Con, ICF ( hereinafter called “ the Government”) having agreed to exempt firm’s name and address) ( hereinafter called “ the said Contractor(s)) ” from the demand under the terms and conditions of an Agreement/ Purchase Order no. _________________________________ dt________________ made between firm’s name and address) and Controller of Stores, Integral Coach Factory for supply of (brief description of material to be supplied as per Purchase Order) ( hereinafter called “ the said Agreement”) of Security deposit for the due fulfillment by the said Contractor(s) of the Performance Guarantee Condition contained in the said Agreement, on production of Bank Guarantee for Rs. __________________ ( Rupees _________________________________________ only ). We (bank’s name and address) ( hereinafter called “ the bank”) at the request of firm’s name and address) (contractor(s)) do hereby undertake to pay the government an amount not exceeding Rs. _______________________________ against any loss or damage caused to or suffered or would be caused to or suffered by the Government by reason of any breach by the said Contractor(s) of any the terms or conditions contained in the said Agreement.

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

We undertake to pay to the Government any money so demanded not

withstanding any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment.

We (bank’s name and address) further agree that the Guarantee herein contained

shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of said Agreement have been fully paid and its claim satisfied or discharged or till Controller of Stores, ICF, Ministry of Railways certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharge this Guarantee. Unless, demand and or claim under this guarantee is made on us in writing on or before the _______________________ We shall be discharged from all liability under this Guarantee thereafter.

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We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time or to postpone for anytime or from time to time any of the power exercisable by the Government against the said Contractor(s) and to forebear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reasons of any such variation or extension being granted to the said contractor(s) or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of relieving us.

This Guarantee will not be discharged due to the change in the constitution of the

Bank or the Contractor(S)/ Supplier(S).

We (bank’s name and address) lastly undertake not to revoke this Guarantee during currency except with the previous consent of the Government in writing.

Dated the ____________________ day of _____________ (Month & Year)

For (bank’s name and address) (ZONAL MANAGER/ BRANCH MANAGER) ------------------------------------------------------------------------------------------------------------ Note:

1. Stamp Paper used should be of appropriate value.

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Proforma – G

INTEGRAL COACH FACTORY, CHENNAI – 600 038.

OPTION FORM FOR RECEIVING PAYMENT THROUGH NEFT.

1. Name of the Firm : 2. Vendor Codes allotted by ICF : (If more than one vendor code, furnish all)

3 . Address : 4. Name of the Bank : 5. Branch : 6. Address of the Bank branch :

7 .. Account number : Type of Account : 9. IFS Code of the Branch : 10. MICR code. of the Branch :

Signature of the authorised person of the Firm with seal & date.

Certified that the information furnished above are correct. Our branch is participating in the NEFT system.

Signature of the Banker with stamp.

Note: Account number and IFS Code should be furnished exactly as appearing in the

cheque book and the same may be verified with the Bank. A cancelled cheque may be enclosed for verification.

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