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:: Special Condition of Contracts ::
Ê STRUCTÊ T TE ERERS
1. General Ênstructions:
On behalf of the President of India, Dy. Chief Mechanical Engineer (M&P), Diesel
Locomotive Works, Varanasi (herein after referred to as the Engineer) invites sealed
tenders from established and reliable contractor/tenderers for work as setforth in the
l chedule of Requirementsl.
1.1 All offers in the prescribed form and annexure should be submitted before the time
and date fixed for the receipt of the offers. Offer received after the stipulated time and
date are liable to be rejected.
1.2 The tender should be submitted in a sealed cover addressed to Dy. Chief Mechanical
Engineer (M&P), DLW Varanasi superscribed with the name of work as given in Tender
Notice
1.3 The tender complete in all respects should be delivered in the tender box located in
the office of Dy. Chief Mechanical Engineer (M&P), DLW, Varanasi by 15.00 hrs. of date
of opening of tender.
1.4 The check list as per Annexure A-IX should be duly filled in and signed by the
tenderers.
°. Qualifying requirement of tenders:
2.1 The tender shall provide satisfactory evidence acceptable to the lEngineerl to show
that
i) He is a licensed manufacturer/contractor who regularly manufactures/ reconditions
machine tools/repairs plant machinery contracts/the items offered and has adequate
technical knowledge and experience.
ii) He has adequate financial stability and status to meet the stipulations under the
contract for which he is required to submit a report from a recognized bank or a financial
institution.
iii) He has adequate plant and manufacturing capacity to repair, manufacture, supply and
erect and commission the items offered within the delivery schedule offered by him.
Organization to ensure that there is adequate control at all stages of the execution of the
contract.
iv) The tenderer shall have completed successful at least one similar single work for a
minimum value of 35% of advertised tender value of work from start to finish in the last
three financial year ( i.e current year three previous financial year) 2 ± Total contract
amount received during the last three years as per ITCC should be a minimum of 150%
advertised tender value of work 3- Tenderers are requested to submit documents in
support of their credentials.
2.2 For the purpose of para 2.1 above, the tenderer should additionally submit:
i) a performance statement giving a list of major works executed in the recent past or
the works of this nature and magnitude, giving details of clients names, addresses, order
no(s) and dates, and whether the work was completed within the delivery schedule. He
should also submit details of equipments available at his work.
ii) The contractor shall use new material of approved quality only. Normally samples of
all material shall be got approved by authorized representative of the Engineer before
actual use. In case, it is not possible to submit the sample, the literature of the material
should be submitted and approval obtained.
iii) Tenderer not submitting the requisite information may note that his offer is liable to
be ignored.
2.3 Tender papers are non transferable.
3. Time Schedule:
3.1 Basic consideration and essence of the contract shall be the strict adherence to the
time schedule for the completion of the work.
3.2 The time and date specified in the contract for the completion of the work shall be
deemed to be the essence of the contract and the work must be completed not later than
the time specified. The attention of the tenderer is invited to the clause regarding
liquidated damages and default in the General Conditions of the Contract by which the
contract shall be governed.
'. Submission of offers:
4.1 All offers shall be either type written or written neatly in indelible ink.
4.2 Any individual(s) signing the tender or other documents connected there with should
specify whether he is signing:
i) As sole proprietor of the concern of a attorney of the sole proprietor.

ii) As a partner or partners of the firm.
iii) As a Director Manager or ecretary in the case of a Limited Company duly authorized
by a resolutions passed by the Board of Directors or in pursuance of the authority
conferred by Memorandum of Association.
4.3 In the case of a firm not registered under the Indian partnership Act, all the partners
or the attorney duly authorised by all of them should sign the tender and all other
connected documents. The original power of attorney or other documents empowering
the individual or individuals to sign should be furnished to the Engineer for verifications,
if required.
4.4 All price and other information like document sets having a bearing on the
price shall be written both in figures and words .
4.5 Offer should be addressed to the Dy. Chief Mechanical Engineer (M&P), DLW,
Varanasi. The tender should be submitted in sealed cover superscribed with the name of
work.
4.6 Offers shall be as per the General and pecial Conditions of contract of the tender
documents.
4.7 In case of any deviation from the requirement of tender specifications in Instructions
to Tenderers, General and pecial conditions of contract, the same should be brought out
by the tenderer.
4.8 Each page of the offer must be numbered consecutively should bear the tender
number and should be signed and stamped by the tenderer at the bottom. A reference to
the total number of pages comprising the offer must be made at the top right hand
corner of the first page.
4.9 All the copies of annexures enclosed with the tender paper should be duly filled in by
the tenderer and submitted along with the tender duly signed and stamped on each page
4.10 The tenderer should avoid ambiguity in his offer e.g. if his offer is to the standard
sizes/lengths/dimensions. He should specifically state them in details without any
ambiguity. Brief descriptions such as tandard Lengths etc. should be avoided in the
offer.
5. Facilities to be provided:
DLW will provide the following free of cost free entry pass, material handling facilities,
electricity, water and compressed air, minor machining and welding facilities, gas and
gas cutting equipment, special hand tools and lifting tackles, consumables like
K.oil,cotton waste, temporary storage space of material ,grease and lubricants, first fill of
oil also be provided by DLW.
6. eduction:
Payment as in clause 12 shall be subject to deductions of any amounts for which the
contractor is liable under the contract against this tender or any other contract in respect
of which the President of India is the Purchaser.
ã. Price:
7.1 The price to be quoted by the tenderer shall be inclusive of supply and delivery of all
materials for DLW, Varanasi and erection at site. All price shall be quoted by the firm on
rupees basis. Rates quoted by the tenderer shall remain valid for at least 180 days from
the date of opening of the tender irrespective of Market Fluctuations.
7.2 The rates once quoted for items shall be inclusive of all taxes etc. The rates quoted
must not in any circumstances be altered or erased.
7.3 The rates quoted shall be inclusive for each and all of the operations such as cost of
materials, inclusive of all taxes, duties, levies etc. The price variation or Force Major
clause shall not be acceptable.
7.4 Unless otherwise stated by tenderer, in case turn key type works contracts, all the
items essential and standard for proper functioning of work would be deemed to have
been included in the price quoted by the tenderer. Otherwise, the tenderer should
specifically quote the price, if any, for such additional item.
8. Acceptance of Tender:
8.1 The 'Engineer' may accept a tender for a part or whole of the quantity offered, reject
any tender without assigning any reason and may not accept the lowest or any tender.
8.2 Acceptance of tender will be communicated by a formal acceptance letter (by
registered post) of the tender direct to the contractor which may be deemed to conclude
the contract. The delivery period/completion period will be deemed to have commenced
from the date of despatch of this letter.
9. Effect and validity of offer:
9.1 The submission of any offer connected with these specifications and documents shall
constitute an agreement that the tenderer shall have no cause of action or claim against
the 'Engineer' for rejection of his offer. The 'Engineer' shall always be at liberty to reject
or accept any offer or offers at his sole discretion and any such action will not be called
into question and the tenderer shall have not claim in that regard against the Engineer'.
9.2 The offer shall be kept valid for a minimum period of 180 (One hundred and eighty)
calendar days from the date of opening of tender, within which he will not be entertained
to rescind or to withdraw his offer. Not withstanding this, if the tenderer rescinds his
offer within the period stipulated above, the Earnest Money deposited by him along with
the tender shall be liable for forfeiture on the sole discretion of the Dy. Chief Mechanical
Engineer (M&P), DLW, Varanasi and in that case the tenderer shall have no further claim
on the amount deposited by him as Earnest Money.
9.3 Offers shall be deemed to be under consideration immediately after they are opened
and until such time the official intimation of award is made by the Railways to the
tenderer while the offers are under consideration, tenderer and/ or their representative
or other interested parties are, advised to refrain from contacting the 'Engineer' by any
means. If necessary, the 'Engineer' will obtain clarifications on the offers by requesting
for such information from any or all the tenderers, either inviting or through personal
contact, as may be considered necessary. Tenderers, will not be permitted to change the
substance of their offers after the offers have been opened.
10. Last date for receipt of tenders:
10.1 The offers complete in all respects should reach the Dy. Chief Mechanical Engineer
(M&P), Diesel Locomotive Works, Varanasi (U.P) not later than 15.00 hrs. on date
specified in the l chedule of Requirementl.
10.2 The tenders received shall be opened in the presence of such of the tenderers or
their representatives, who may like to be present on 15.00 hrs. on the date specified in
the l chedule of Requirementsl and where practicable, the names of tenderers and the
rates tendered by them will be read out.
11. Environmental Care to be taken by Vendors and Contractors:
DLW maintains pollution free environmental and green natural surroundings. While we
are committed

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