SPECIAL CONDITIONS OF CONTRACT

1.0 DETAILS OF WORKS:

1.1 Tenders are invited for the work “Escorting, On Board Operation and Trip maintenance (A
Check) of Power Cars of Greaves Cotton make DG Sets for one year over Firozpur Division.”
1.2 Scope of Works:-
1. All the condition should abide by special condition of contract as per HQ/NR. Annexure-02
attached.

2. Work should be executed as per Camtech chapter 7 attached as Annexure-01.

3. The specification covers Operation of DG set in working power car with train in service from
originating station with 1 skilled staff per power car for ensuring power supply in trains for each
trip from originating station to destination station & back to originating station, proper round trip
Performa must be filled and maintained.

1.3
The following works are required to be carried out for trip maintenance ( A-check) on board in Power
car

(A) Contractor shall deploy sufficient personnel for day to day maintenance and to carryout A check,
who are competent in attending faults in Diesel engine and electrical faults in control panel, starters,
alternators, other electrical parts provided in power car, etc.

(B) All repairs of the DG Set shall be carried out by Contractor free of cost. The Railway will supply all
spares required for repairs.

(C) The contractor shall depute skilled & unskilled staff as per special condition of contract issued
by HQ/NR and attached with tender as Annexure-02.

(D) A check should be carried out rigorously followed as per Camtech chapter-7 attached along
with tender as Annexure-01.

(E) The equipments to be maintained are: Diesel engine sets with associated switch gears, power
panel with associated safety relays, ACBs, contactors, ventilator fans with associated switch
gear and all equipment's connected with DG set. All the safety relays/devices should be kept in
working order. Safety relays/devices should never be bypassed under any circumstances.

(F) The power car should be maintained neat and clean and there should be no spillage of
diesel/lube oil in the power car.

(G) Greaves make power cars available in depots can be used in any rake as per requirement and
approval of Competent Authority or person nominated by Competent Authority.

(H) Contractor shall maintain the log book for the maintenance carried out, working hours of
operation of Power cars and diesel consumption made which must be checked by Supervisor.

Operation of the Diesel Alternator (DA) Sets of Generator Cars:

i. Firm will operate DG sets to extend power supply as per load requirement advised by Electrical
Rake supervisor during primary maintenance of six hours and maintain log-book accordingly.

ii. Maintenance time sometimes may be more than six hours or sometimes more time may be required
to meet exigencies, contractor will not claim any extra payment for the same. Ultimate
responsibility for proper maintenance and operation of Generator cars during primary maintenance
as per requirement of load will lie with contractor.

iii. Escorting staff will report one hour before departure of train and take over charge for train service,
however, contractor will be responsible for proper departure of train. After maintenance of DA set,
it shall be handed over to escorting diesel fitter by firm and his signature to be obtained on
 maintenance Performa.

iv. If any fault occurred before departure time and during the placement of rake to Platform then firm
will manage to attend enroute/ destination.

v. If any special drive related to power car launched by Railway Board/Headquarter/Division, firm has
to carry out the drive.

General Conditions:

i. Arrival Report of the escorting staff shall be taken by the Contractor supervisor from Railway
representative of respective train and same shall be provided to the maintenance staff for necessary
maintenance & repair etc. to remove any irregularity regarding diesel engine.

ii. Firm’s representative will ensure that if fault cannot be rectified with in stipulated maintenance
period (not more than six hours), he will immediately inform Railway supervisor for same after
taking arrival reports so that Generator Car may be marked DVS.

iii. Check and ensure proper condition of mounting bolts of all equipment and various vibration
dampers/anti vibration pads etc. of Generator Cars including Diesel tanks.

iv. Check and ensure proper cleaning of Fluorescent Tube Light (FTL) shades, floor in engine room,
wall etc.

v. Check and ensure proper fitment of side body filters.

vi. Check and ensure proper condition of electrical wires and attend them as and when required on
condition basis.

vii. Ensure proper cleaning of sidewalls and ceiling of engine room once in a month.

viii. Check and ensure proper cleaning of side body filters, power panel, control panel, alternator by dry
compressed air at a pressure 1.75 kg/cm2 (25psi) with help of portable compressor once in a month.

ix. Check and ensure proper cleaning of radiators. Clean by water jet machine 4.9-5.6 kg/cm2 (70-80
psi) with OGR bimonthly and with water jet during each B- check free of cost.

x. All necessary tools, machinery and plants and consumable items required for cleaning work will be
under the scope of contractor free of cost.

xi. Records should be maintained for each Generator Car.

xii. All nut bolts should be tightened as per schedule of OEMs.

xiii. Clean alternator and power panel inside/outside using vacuum cleaner bimonthly.

xiv. Check and ensure proper working of all lights of engine room, panel room, luggage room, replace if
defective.

xv. Check and ensure proper working of tail lamps and side lamp, replace complete fitting if required.

xvi. Check and tight all connection of alternator incoming, outgoing and control cables of alternator and
power panel once in two month.

xvii. One trained electrician should be available to attend the reported work on each site (ASR, JAT,
SVDK & FZR depot). The shift of the electrician/s shall be decided by Sr.DEE/G/FZR

xviii. If the power car is marked DVS due to maintenance failure from engine/alternator side firm will
take immediately action to rectify in sick line as soon as power car is placed.
Note: Any other maintenance prescribed by the OEMs or by the Railways, required for trouble free working
of power cars, should be carried out by the contractor free of cost.
The following works are required to be carried out on board in Power car during service of trains from
originating station to destination station & back to originating station.

(A) ON BOARD ESCORTING DUTY IN POWER CAR

a) Contractor Escorting staff will report on duty on the rake to take charge of Power cars one
hour before the scheduled time of departure. He will check the working condition of all Diesel
Alternator set’s equipments and under frame safety; except Air Conditioner and note down the
parameter of all equipments, if any abnormality is noticed, the same shall immediately be
informed to the Incharge of the Power car / rake and make best efforts to get the fault rectified
by maintenance staff within the specified time of maintenance before scheduled time of
departure. Any fault noticed by the escorting staff at the time of taking over of charge shall
never be overlooked by him and must be reported to the maintenance staff and the Power
car / Rake Supervisor. The escorting staff should never allow any fault on his own and should
not start the journey with fault noticed by him at the time of taking over of charge unless it is
allowed by Railway Authority (Power car / Rake Supervisor etc.).

The escorting staff must ensure that the fire safety equipments provided in the power car
including the recommended no. of fire extinguishers with valid expiry date are available and in
healthy condition as well as smoke detector & fire suppression system. In case of any
deficiency, the same shall be got made good before departure.

b) After departure of train, Escorting staff will regularly observe the readings of the Diesel
Alternator set of Power Cars to ensure that they are working and write down the parameters in
the Log Book& Round Trip Report of Power Car after every half hour.

Subsequently, if everything is normal, he will take rounds every half hours in Engine Room
and observe proper working of Diesel Alternator set of the Power Cars but if something is
abnormal in any Power Cars that Power Cars shall be closely observed and continuously
monitored.

c) For each trip from originating station to destination station & back to originating station, proper
log book& Round Trip Report of Power Car must be filled and maintained. The log book
contain various readings stated as under: -

1) Alternator Set-A Running frequency (Hz), Volt, Ampere, Kilo Watt (kW)
2) Condition of Ventilation Fan (No. 1 & 2)
3) Alternator Set-B Running frequency (Hz), Volt, Ampere, Kilo Watt (kW)
4) Condition of Ventilation Fan (No. 3 & 4)
5) Battery – Volt & Ampere
6) Panel Roof Temperature
7) Engine Set-A Lube Oil Pressure, Temperature, Water Temperature & RPM
8) Engine Set-B Lube Oil Pressure, Temperature, Water Temperature & RPM
9) Feeder Distribution Set-A & Set-B
10) Alternator Set-A Maximum Load, Average Load, Unit (KWH), Total Unit & Power
Factor
11) Alternator Set-B Maximum Load, Average Load, Unit (KWH), Total Unit & Power
Factor
12) DA Set-A & Set-B : Started at (Running Hrs. & Time), Stopped at (Running Hrs. &
Time), Working Hrs. (Test & Service), Last Running Hours & Total Running Hrs.
13) Fuelling of Power cars – Stock Balance, Last Balance, Refilling, Consumed & Refilling
at Out-station

(iv) Reading must be taken on every half an hour in log book& Round Trip Report of Power Car
during the power car in service from originating station to destination station & back to
originating station.

(v) Reading of HOG tripping time and on time during neutral section and feeder distribution should
 be recorded in HOG Performa (as decided by Railway) in case of HOG working.

(vi) Contractor Staff must coordination with Railway escorting Supervisor during escorting duty,
over all supervision will be of Railway escorting Supervisor.

(vii) The proper working of the Power Cars and the escorting staff shall be surprise/cross checked
on regular basis and certified on the log book & Round Trip Report of Power Car by the
Railway’s On board staff nominated in Rake as supervisor.

(viii) The escorting staff must be alert to notice any abnormal sound, noise, smell etc. during their
rounds. If any abnormality is observed, first try to solve the problem to the extent possible &
subsequently note down the same in the log book& Round Trip Report of Power Car and
inform to Electrical Control & Base Depot. If any overheating/smoke etc is noticed, Diesel
Alternator set of that Power Cars shall be switched off immediately. The Rake Supervisor, if
available and other on board staff be informed and problem be examined.

(ix) Escorting staff will ensure that Control panel, safety equipment & feeders of power cars are
properly in working and will also ensure that there should not be any unauthorized material
inside switch board cabinet and also that it is not opened by any other person on board than
the duly authorized persons by Electrical Coaching.

(x) Escorting staff should check under frame equipment to ensure condition in En-route at
scheduled stoppage station.

(xi) He will keep a close watch on fuel consumption and fuel balance in the tanks. If diesel fuelling
is required at En-route or the Secondary end, he will inform well in time the same to On Board
Electrical supervisor as well as Electrical Control Firozpur. The Electrical Supervisor will give
the necessary memo and Electrical Control will give message to the concerned fuel point
Depot / Division for necessary arrangement to top up the fuel.

(xii) In case of enroute equipment of Diesel Alternator set failure, he will try to safely rectify the
same during journey & if it is not possible to attend during journey and it is necessary to
replace the equipment at secondary end, the escorting staff will replace the equipment within
lie over period in consultation with the Primary as well as Secondary maintenance Railway
authorities.

(xiii) All the tools etc shall be provided by the contractor to the escorting staff.

(xiv) If maintenance/repair at roof of the Power car under OHE is required, it must be done in
consultation with the Primary as well as Secondary maintenance Railway authorities and
disconnection of OHE must be ensured and authority from Railway representative for the same
be taken before climbing up the roof of Power car.

(xv) On arrival of train on platform at primary depot, Contactor staff shall check the Power car
thoroughly in presence of on duty Rake / Maintenance supervisor / nominated supervisor for
arrival. All deficiencies should be noted properly in the log book& Round Trip Report of Power
Car and all the booking / deficiencies noticed must be recorded in the round trip proforma and
submitted to Electrical Coaching Lobby.

Note: In the event of any accident/disaster noticed by him, escorting staff shall immediately contact
train conductor/guard and he shall be ready for any type of help and same should be informed to
Electrical Control of Firozpur Division immediately after noticing such incidence.

B. Duties of Escorting staff at the Secondary / Terminal end :-

(i) Contractor escorting staff will inform to Primary depot/Electric Control regarding arrival status
of the Power car at Secondary End. Power car arrival report duly signed by himself will be
submitted timely to SSE Incharge at Secondary End.

(ii) He will report to Electrical control the working status of equipments of all Power car
observed/noticed during the journey.
 (iii) If any major abnormality is noticed during the journey, he will immediately inform the same to
Electric Control/Depot Officer in advance for necessary assistance at Secondary End.
However, the Escorting staff shall take initiatives on his part in getting them attended timely.

(iv) a) In case of secondary maintenance (Sec./TE/STR) being done by the Secondary

Maintenance Depot, he will report on duty on the rake to take charge of Power cars one hour
before the scheduled time of departure, he will note down the parameter of all equipments and
if any abnormality is noticed, the same shall immediately be informed to the Secondary
Incharge of the rake as well as Electric Control of Firozpur Division and make best efforts to
rectify the fault within the specified time of maintenance, if required.

b) In case of Secondary Maintenance (Sec./TE/STR) is not being done by the Secondary

Maintenance Depot to the same shall be certified and advised through a letter by the
respective Secondary Depot the concerned Primary Depot. The primary Depot will issue a
letter to the Contractor for operation of the power cars and to extend supply to rake at
secondary end for Electrical and C&W maintenance of the rake as per the scheduled timing for
the same advised by the Secondary Maintenance depot. He will note down the parameter of all
equipments of power cars and if any abnormality is noticed, the same shall immediately be
informed to the Secondary Incharge of the rake as well as Electric Control of Firozpur division
and make best efforts to rectify the fault within the specified time of maintenance, if required.

i) When the departure time of the train is immediately after the maintenance time, the
maintenance time should be taken up to one hour before departure time.

ii) When the departure time of the train is not immediately after the maintenance time,
actual maintenance time as advised by Secondary & Primary Depot to the contractor
shall be taken. The escorting staff will report on duty at Power cars one hour before the
scheduled time of departure to extend supply in the rake for pre-cooling. He will note
down the parameter of all equipments of the power cars and if any abnormality is
noticed, the same shall immediately be informed to the Secondary Incharge of the rake
as well as Electric Control of Firozpur Division and make best efforts to rectify the fault
within the specified time of maintenance, if required.
(v) After departure of train from secondary end, departure status and working of Diesel Alternator
in all Power Cars must be informed to Electric Control.

1.4 No. of staff:

a) For escorting (1 skilled staff per power car),
b) For maintenance ( 1 skilled and 1 unskilled staff per power car)
c) Supervisor (1 supervisor in each depot).

Note:- Total minimum 52 nos. of staff is required. It may vary as per site requirement. ( Staff
calculation is only for bid evaluation purpose in bid technical criteria.
1.5 Qualification of contractor’s staff:
The contractor shall submit the following documents to the SSE/Incharge of concerned depot
pertaining to the staff before commencement of the contract for verification by him and shall renew
the documents as and when the staff composition is altered. These documents shall be submitted by
the contractor before commencement of the contract and within 15 days from the date of LOA.

1. Skilled staff should have passed ITI in Electrical/ Air-Conditioning/ Refrigeration/ Diesel/
Electronics/Wireman or equivalent trade after matriculation and have minimum one year
working experience.

2. Supervisor shall be 3 years diploma holder with 1 year working experience or ITI with 3 years
experience out of which one year experience shall be specifically with operation and
maintenance experience of DG sets. Attested copies to be submitted.

b. Age of the staff (Skilled/Unskilled/Supervisor) deputed by the contractor should be more than 18
years & less than 65 years.
c. Health certificate of staff issued by civil hospital or any MBBS/MD physician. The staff shall be
healthy, without any disability, with normal eye sight with or without spectacles, free from
BP/Diabetes (controlled by drugs) and any contagious/infection of diseases etc. The staff should
 have generally good physique.
d. Police verification of staff regarding their character.
2 PERIOD OF COMPLETION
2.1 The entire work is required to be completed in all respects within 12 months from the date of issue of
Acceptance letter/ Telegram.
3 RATES FOR PAYMENT

3.1 Payment to the contractor shall be made as under :-

i) Payment will be made on quarterly basis on submission of Bill/Invoice along with copies of joint
inspection report duly endorsed by the authorized representative of Sr.DEE/G/FZR and the
deduction from the bills shall be done as per extent rules.

ii) Contractor will submit all educational & experienced documents of all persons to the railway
after awarding of tender & these documents is required before billing.

3.2 Penalty Clause:-

As per Annexure-02 special condition of contract attached with tender document.

4 Eligibility criteria

The firm should have experience in maintenance/ repair rehabilitation/ manufacture of minimum 100
KVA DA sets. The firm should have repaired/ rehabilitated/ manufactured at least 50 DA sets or should
have successfully executed maintenance work of DA sets of minimum 100 KVA capacity for minimum
1200 units (calculated as – DA sets x months) during last five years and should have manpower with
competency for working on voltages above 750 V.
5 As a proof of Technical Eligibility, the Tenderer(s) have to submit details (Technical Eligibility)
as per annexure attached indicating that Contractor have completed any of the following during
last 05 (five) years, ending last day of month previous to the one in which tender is invited:
Three similar works costing not less than the amount equal to 30% of advertised value of the
tender, or Two similar works costing not less than the amount equal to 40% of advertised value
of the tender, or One similar work costing not less than the amount equal to 60% of advertised
value of the tender.
6 Similar Nature of work:-
The firm should have experience in maintenance/ repair/ rehabilitation/ manufacture of minimum 100
KVA DA sets. The firm should have repaired/ rehabilitated/ manufactured at least 50 DA sets or should
have successfully executed maintenance work of DA sets of minimum 100 KVA capacity for minimum
1200 units (calculated as – DA sets x months) during last five years and should have manpower with
competency for working on voltages above 750 V.
7 Bidder should be quote with rates confirming to the prescribed minimum wages rates
(including PF, ESIC and GST as applicable) at the time of opening the tender (including all
statutory requirement as applicable) circulated by Ministry of Labour & Employment Office of
the Chief Labour Commissioner (C), New Delhi, Central Govt. of India. In case, the bidder
offered rate is not confirming to the prescribed minimum wages rates (including PF, ESIC and
GST as applicable) at the time of opening the tender (including all statutory requirement as
applicable) circulated by Ministry of Labour & Employment Office of the Chief Labour
Commissioner (C), New Delhi, Central Govt. of India, Offer will be rejected summarily.

All figures are in Indian Rupees

 SCHEDULE OF RATES/ QUANTITIES

S. Description Unit Qty Average Amount

No. Rate/Unit
1 Operation and escorting duty in power car
Operation of DG Sets in working/Nonworking power Man- 55000 121.24 6668200.00
a) car with train starting to destination station and back Hours
to starting station with two number skilled fitters in
two power cars. (Area-B-ASR & JAT)
Operation of DG Sets in working/Nonworking power Man- 70711 103.40 7311517.40
car with train starting to destination station and back Hours
b)
to starting station with two number skilled fitters in
two power cars. (Area-C- SVDK & FZR)
2 Trip maintenance of diesel engine including "A" No. 5644 1615.90 9120139.60
checks of engines as per maintenance schedule.
TOTAL 23099857.00