File No.

WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR

वरिष्ठ मंडल वाणिज्य प्रबंधक का कार्यालय,

अमदप ु रु ा, नरोड़ा रोड़, अहमदाबाद- 382345
पश्चिम रे लवे,अहमदाबाद मंडल,
Sr. Divisional Commercial Manager’s Office,
Amdupura, Naroda Road, Ahmedabad - 382345
Western Railway, Ahmedabad Division
Email: tendercellearning.adi@gmail.com

No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR Date: 25/08/2022

Notice Inviting Quotation for cleaning of empty BOXN/BOXNHL rakes nominated at

Gandhidham yard for a period of three months.

Sub: Notice inviting quotation for the contract for cleaning of empty BOXN/BOXNHL rakes
nominated at Gandhidham yard for a period of three months or till finalization of contract
under tender, whichever is earlier.

Senior Divisional Commercial Manager, Western Railway, Ahmedabad invites sealed quotations in the
proforma enclosed for the the contract for cleaning of empty BOXN/BOXNHL rakes nominated at
Gandhidham yard for a period of three months or till finalization of contract under tender, whichever is
earlier.

File No. WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR

Quotation for the contract for the the contract for cleaning of empty
Name of the BOXN/BOXNHL rakes nominated at Gandhidham yard for a period of three
work months or till finalization of contract under tender, whichever is earlier. Detailed
scope of Work is enclosed as Annexure-III
₹10,000/-
The Deposit money should be in the form of DD / Banker’s Cheque in favor of Sr.
Deposit Money Divisional Finance Manager, Western Railway, Ahmedabad issued by any of the
nationalized / scheduled banks (Bank Guarantee / personal cheque will not be
accepted)
₹70 (Per wagon)
Monthly license fee will be collected in advance on the basis of average
Reserve Price
number of wagons being dealt. At the end of each month, the license fee
shall be reconciled with the actual number of wagons dealt.
Tenure of the
03 (Three) months
contract
Date & time of The subject quotation will be deposited in a sealed cover in the box kept for this
submission of purpose on 1st September 2022 from 10:15 Hrs. to 15:00 Hrs. The quotation
quotations received after 15:00 hrs shall not be considered at all.
Date & time of
opening of 1st September 2022 at 15:30 Hrs.
quotations
Address of the
office from Senior Divisional Commercial Manager’s Office, DRM Office, near Chamunda
where the Bridge, P.O Saijpur Bogha, Ahmedabad - 382345, Ahmedabad during the working
details hours (i.e. from 10:00 hrs to 18:00 Hrs)
available
Website
www.wr.indianrailways.gov.in
address

Page No 1 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
1. In the quotation only those quotations will be evaluated / considered whose
Deposit Money is found in valid form. Quotations without or with less EMD
amount shall be summarily rejected.
2. If the successful bidder fails to commence the contract by remitting the
security Deposit and due license fee within 15 days from the date of issuance
of LOA or as advised by Railway Administration, whichever is earlier, the full
amount of the deposit money is liable to be forfeited without any prior notice.
3. The Railway Administration reserves the right to accept or to reject any
Other details
quotation. Authority for acceptance or otherwise of the quotation will rest with
the Railway Administration which does not bind itself to accept any quotation
or to assign any reason for rejecting any quotation. Further, the Railway
Administration is not bound to accept the highest quotation.
4. Railway Administration may change the date of Opening of Quotations in
accordance with any exigencies without prior notice.
5. The bidder is requested to kindly read all the terms and conditions mentioned
in the scope of work.

(Ravindra Shrivastava)
Sr. Divisional Commercial Manager,
Western Railway Ahmedabad Division

Page No 2 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
Annexure-I
QUOTATION FORM
To,
The President of India
Through the Senior Divisional Commercial Manager,
Western Railway, Ahmedabad Division.

Sub: Notice inviting quotation for the contract for the the contract for cleaning of empty
BOXN/BOXNHL rakes nominated at Gandhidham yard for a period of three months or till
finalization of contract under tender, whichever is earlier.

I/We submit the quotation with the following details and offer:

1. Full Name of the Applicant (In Block Letters)

2. Legal status of the applicant (i.e. Whether
the applicant is Sole Proprietor, Partnership firm,
company etc. If applicants are firms (proprietary
or partnership), Company (Pvt. Ltd. or Public
Ltd.), Cooperative Society etc. full details along
with supporting documents should be
submitted).
3. Full Office address with Pin Code and phone
no./Fax no.
(For proof of address, documents should be
submitted)
4. Present Full Residential address of the
applicant
(For proof documents should be submitted)
5. Pan No. with documentary proof of PAN
CARD (Copy should be submitted)
6. EMD Details :
Amount in ₹.
MR/DD.
Issuing Office / Bank
7 GSTIN registration number, if available
(Copy should be submitted)

SIGNATURE OF THE TENDERER(S):

NAME of Tenderer:
ADDRESS:
DATE:
Phone No.:

Page No 3 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
Annexure-II

OFFER LETTER

To
The President of India
Through the Senior Divisional Commercial Manager,
Western Railway, Ahmedabad Division.

Sub: Notice inviting quotation for the contract for the the contract for cleaning of empty
BOXN/BOXNHL rakes nominated at Gandhidham (GIM) yard for a period of three months or
till finalization of contract under tender, whichever is earlier.

I/We ____________________________________________________ have read all the Terms and

conditions to quotation document and understood the same, and I/We hereby agree to abide by the
conditions/stipulations mentioned therein. I/We also hereby agree to abide by the General conditions of
contract.

I/We agree to pay _________ (In Figures)

_______________________________________________________________ (In Words) against the
reserve price of ₹70/- per wagon (Rupees Seventy Only).

Please note that, the monthly license fee will be collected in advance on the basis of average
number of wagons being dealt (The tentative license fee will be advised in the Letter of
Acceptance). At the end of each month, the license fee shall be reconciled with the actual
number of wagons dealt.

I/We agree that if the amount undertaken or ordered to be paid is stated differently in words and figures,
the amount stated in words shall be the amount undertaken or to be paid.

If the bidder is registered under GST, then GST @ 18% on the total license fee for three months should be
remitted directly to the concerned department. If GST registration is not available then the payment of
GST should be invariably remitted to this office through DD favoring Sr. DFM, Western Railway,
Ahmedabad.

I / We agree to pay all cess /taxes/assessments and any other charges/levies whatever payable or
hereafter becomes payable to the Railways, Government, Municipal Corporations and Local Bodies in
addition to the accepted License fee.

I / We understand that, if I/we fail to commence the contract by remitting the Security Deposit and due
license fee within 15 days from issue of LOA or as advised by Railway Administration, whichever earlier,
full amount of the Deposit Money submitted by me is liable to be forfeited without any prior notice.

SIGNATURE OF THE BIDDER:

NAME of Bidder:
ADDRESS:

Phone No:
Date:

Page No 4 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
Annexure – III
Scope of work

1) Scope of Work: Cleaning of nominated BOXNHL/BOXN wagons and taking away the collected
residual material by using your own arrangement. And also close the opened doors of any wagon in
that nominated rake.
2) Location/Area : The area of work for wagon cleaning will be at Gandhidham C& W yard.

3) Joint procedure order for working:

a) CYM/GIM through DCMI/GIM will advise the concerned party regarding the
placement of nominated invalid rakes in the GIM yard regularly.
b) CYM/GIM will maintain the register and will enter the time/date of placement of
rakes. On intimation to the party regarding placement of rakes the party will start
the work of cleaning.
c) Before the completion of the examination of the rakes/wagon the work should be
completed. There should be no delay in cleaning. In case of delay on this account,
the penalty per hour or part thereof per wagon for the entire rake as per extent
demurrage charges rules shall be charged (presently detention charge is Rs.150/-
per hour or part thereof per wagon)
d) The cleaning of rakes and examination at the nominated examination line at GIM
yard will be done together. The work of cleaning should not affect the work of
examination.
e) After cleaning the wagons in the GIM yard area, the doors should be closed properly
& in case of any problem in the closure of any door, it should be immediately
informed to on-duty C &W staff at GIM yard by the party.
f) In case the door of the wagon is sealed by means of welding, the same in any case
should not be opened for cleaning.
g) CYM/GIM will be responsible to ensure that all the doors of the wagons are closed by
the party.
h) The party will ensure that during the cleaning of the wagon no residual material is
spilled on the track/pathway and hinder the examination activities. The contractor
should use tarpaulin/bags etc. to collect the scattered material on the pathway and
make it free for examination, movement of staff and material . The area around the
tracks/pathway/yard premises where the rake is placed will be intensively cleaned
regularly after every examination of the rake.
i) For collecting material from the wagon, if the party utilizes the trolley/handcart and
the examination pathway, the size of the same should be approved by SSE (C & W)
GIM.
j) During the work, for any untoward incident/injuries to contractual staff, the Railway
will not be responsible. Safety and precautions of the staff will be the responsibility
of the contractor.
k) During the movement of rakes (Shunting etc) no work should be initiated by the
party.
l) All the staff deputed for work should be in proper uniform (Retro Reflective Jackets)
having I-cards and their police verification should be available and the copy of the
same should be submitted to the concerned CMI/CYM office.
m) The material collected from the wagons will be checked by an on-duty Yard Master
and will issue a gate pass.
n) For any irregularities, a suitable fine will be imposed by Sr.DCM/ARM-GIM and action
may be taken under the Railway Act in case of theft of Railway Material etc.
o) Three Month’s advance license fees will be collected in advance based as mentioned
in Para 1 (a).
p) At the end of each month, the license fee shall be reconciled with the actual number
of wagons dealt. License fees shall be collected for all the BOXN/BOXNHL wagons
examined during the period irrespective of whether cleaning is done or not.

Page No 5 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
q) The police verification of the laborer engaged in cleaning work should be done on a
priority basis before their utilization.
r) The list of contractor laborers should be sent to the concerned RPF inspector, who
are utilized for cleaning work. If there is any change or new labor is appointed, the
same should be informed to the concerned RPF inspector in advance.
s) For rakes of BOXN/BOXNHL at loading points and non-C&W yards & also at GIM
yard, monitoring of the subject work will have to be looked after by the concerned
Commercial Inspector/CYM.
t) The party will have to ensure that no damages to Railway property, rolling stock,
examination lines, pathways occur or injuries to examination staff during the
cleaning of wagon or transportation of residual material, the cost of such
damages/charges shall be recovered from the contractor.

4) Contractual Period: Three months.

5) Taxes and other charges: In addition to the License Fee, the party will pay the GST under RCM
to GST authorities and submit copies of receipts to Railways.

6) Refund and Forfeiture of deposit money: The EMD will be refunded after successful
completion of the contract. The Deposit money will be forfeited in case of breach of LOA /
agreement conditions. If the party rescinds the contract, runs away or abandons the contract
midway before the expiry of the pilot period and without following due procedure of the exit clause,
the Deposit money will be forfeited.

7) General Terms and Conditions:

a) Refund in License Fee: The Railway Administration reserves the right to terminate the
contract without assigning any reason(s) at any time, by giving a seven days notice. The
party shall not be entitled to any damages or compensation by reason of termination other
than refund of the proportionate amount of License Fee for the period of Non-Display or
Non-functioning.Earnest Money Deposit will be forfeited in case of failure to commence the
contract.
b) Staff employed by the party: The licensee should submit the ID proof, Police Verification of
the staff to be deployed at the proposed location.
c) Cleanliness should be maintained at all times and representatives should follow covid-19
guidelines issued by the government.
d) Termination by Railways on Account of Operating Exigencies: At times it becomes
necessary for Railways to terminate the contract due to various operating exigencies like
change in policies or new guidelines from Railway Board or Zonal Headquarters (Western
Railway). In such contingencies, Railway will give 07 days’ notice of termination and the
contract will be terminated. In such cases, the security deposit and leftover license fee will
be refunded to the party after deducting the dues, if any, to the Railways from the party.
8) Other Terms & Conditions:
a) Licensee is required to implement the contract within seven days of the receipt of the Letter
of acceptance in consultation with ARM/GIM & concerned DCMI/CYM.
b) The railway administration will not be responsible for any loss or damage caused by the
party, to any Railway property including rake/wagon under this contract for any reason
whatsoever.
c) Licensee shall indemnify the Railway Administration towards the quality of service it’s
offering to the Railways.
d) Licensee is required to meet the Area Manager-GIM and concerned DCMI/CYM to apprise
regarding the commencement of the activity.
e) Licensee shall provide Identity cards to their staff duly signed. The licensee shall ensure
that the staff always display their Identity Cards. Deployment of any other persons other
than the authorized staff will be penalized. Staff should be presentable and courteous in
nature and in proper uniform. The Railway Administration reserves the right to restrict the
staff to work at the location in case of any complaint of misbehavior with Railway staff.
Page No 6 Signature & Stamp of Party
 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
f) The licensee must be ready to deploy manpower as per requirement on arrival of rake in
order to avoid detention of rake examination.
g) In case of breach of any of the conditions mentioned in the agreement shall be liable to be
terminated summarily without assigning any reasons and the decision of the Senior
Divisional Commercial Manager-ADI in this regard will be final and binding on the licensee.
In that event, the security deposit shall be forfeited.
h) This contract is entered into on the express understanding that if for any reasons/cause, the
Railway administration is unable to continue with this agreement or unable to provide the
service either in full or in part for the full terms of the contract, the Railway administration
will allow from the license fees a proportionate refund of the unexpired period of the
contract and no other claim on account of such discontinuation shall be made or be
maintained by the licensee against the Railway Administration.
i) On completion/termination of the contract, the Sr. Divisional Commercial Manager shall
issue a letter for completion of the contract. On receipt of this letter, the materials, if any,
shall be removed from the Railway premises by the licensee within 15 (fifteen) days at his
own cost. However, the commercial activity is to be stopped immediately on completion of
the contract period. If the licensee fails to remove it within the period
specified above, the Railway Administration shall be at liberty to dispose of the said material
in any manner deemed fit.
j) The licensee will have to execute the agreement with the Railway administration after
commencement of the contract. Stamp duty for execution of agreement will be borne by the
licensee.
k) The licensee shall ensure that the norms of aesthetics, environmental concerns,
decongestion, Safety and security and free movement of Railway traffic, all other standards
of sanitation, fire safety etc. as prescribed under Railway rules are not violated.
l) The licensee shall abide by the extant labor rules of the Government and prevailing
payment of wages Act for the employees employed by it for the installation, maintenance,
and operation of the awarded work.
m) Recovery of outstanding dues: Notwithstanding anything contained in the Agreement, the
Railway shall be at liberty to receive any payments/outstanding dues including penalties
against the licensee from the Security Deposit provided by the licensee after which Railway
shall communicate to the licensee of such deductions. In such an event, the licensee shall
be obligated to ensure that the Security Deposit is restored to its original value within seven
(7) working days from such deduction failing which the same shall be deemed as material
breach by the licensee and entitle the Railway to terminate the Agreement.
n) The licensee shall be responsible for compliance with applicable laws such as GST, Provident
Fund, Labor Laws or any other applicable laws for the time being in force.
o) In case the licensee suffers any loss on account of it being restrained by the Railway or any
competent authority for indulging in illegal activities or any contravention of law, the
Railway shall not be liable to pay any indemnification/compensation to the licensee.
Railways shall bear no liability in case of loss/damage to the moveable/immovable property
of the licensee, if any, due to accidents.
p) The licensee shall, always indemnify the Railway against all claims and penalties which may
be suffered by the Railway or its employees by reason of any default on the part of the
licensee or their staff in due observance and performance of the provision of:
i) Employee’s Compensation Act –1923
ii) Employment of Children’s Act, 1938 and
iii) Any other relevant laws applicable for the time being
q) Damage to Railway Property: The licensee shall be responsible for any damage caused to
Railway property provided arising due to the acts of omission or commission of the staff of
the licensee.
r) The licensee is advised to follow central/state government laws in the context of the current
COVID-19 situation and ensure that the staff takes all necessary precautions throughout the
contract period. Such as, staff deputed by the licensee must be qualified enough to take
care of the infectious disease. In this connection, matters like Wearing of protective gear,
Proper record of body temperature of dealing staff should be invariably followed.
Page No 7 Signature & Stamp of Party
 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR

9) Penalty Clause:
a) Violation of any of the clauses mentioned in the Letter of Acceptance or instructions issued
by Railway Administration, as well as in the contract agreement will invite a penalty of up to
Rs. 1000/- on each occasion.
b) On Repeated instances of complaint / breach of agreement, the Railway Administration may
enhance the amount of penalty.
c) Sr. DCM, ADI & ARM-GIM shall be the competent authority to Raise/Waive the penalty
based on facts. DCMI-GIM will be the nodal supervisor for the activity.
d) If any contractual staff is found removing residual items from rakes/wagons other than
offered BOXN/BOXNHL, a flat penalty of Rs.1000/-per occasion will be recovered.

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

Page No 8 Signature & Stamp of Party

 File No.WR-ADI0COMM(2KIO)/2/2021-O/o SR DCM/ADI/WR
‘Annexure- IV’
NEFT/RTGS
MANDATE FORM

Party Muster details for opening of Party code for release of Deposit Money or SD:

Sr. Particulars : Details

1 Contractor’s Name as per

Account

2 Full Address as per :

Account

3 Name of Bank :

4 Address of Branch :

5 Email Id of Bank Branch

6 Place :

7 Account Number :

8 Type of Account :

(current/saving/other)

9 MICR No. :

10 IFSC Code :

11 Mobile Number of Party :

12 Email Id of Party :

13 PAN Number :

14 GSTIN Number :

Signature & Stamp of Party

Date:
Place

Page No 9 Signature & Stamp of Party