EAST CENTRAL RAILWAY - Indian Railways

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EAST CENTRAL RAILWAY 

No. W.584/2005-06/Open/07, 08& 09 ::: Dhanbad, dt 22 -8-2005 

CORRIGENDUM 

It is further to notify that the address of website, furnished in the tender Notice 

No. W.584/05-06/Open/07 dated 03.8.2005 , W.584/05-06/Open/08 dated 03.8.2005 & 

w.584/2005-06/Open / 09 dated 03.8.2005 now shall be read as (1) http:// 

www.indianrail. gov.in/tender.html and (2) http:// www. ecr. indianrail.gov.in instead 

of http// www.indianrailways.gov.in and all the tender documents against the above 

notices are available in the website (1) http:// www.indianrail. gov.in/tender.html and (2) 

http://www.ecr.indianrail.gov.in. 

All others details, terms and conditions exist in the tender Notice No. W.584/ 2005- 

06/Open/07 dt.03.8.2005 , W.584/2005-06/Open/08 dt.03.8.2005 & W.584/2005- 

06/Open/09 dated 03.8.2005 will remain unchanged and unaltered. 

Sd/- 

(S. Dubey) 

Divisional Engineer(HQ) 

For Divisional Railway Manager, 

East Central Rly./Dhanbad.

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TENDER NOTICE No. W.584/2005-06/Open/07 : : Dhanbad, dated 03-8-2005 

Sealed Open Tender are invited for the under mentioned work : 

Sl. 

No. 

Name of work 

1. Supply of 1,00,000 cum 50mm 

size machine crushed track 

ballast and loading the same in 

to any type of Railway wagons 

F.O.R. Pakur for E.C. Railway. 

2. Dhanbad: Coaching complex 24 

coaches length pit with washable 

platform on Line no. 4 and 

extension of coaching sick line 

with additional one coach length 

pit under Asstt. Engineer(2), 

E.C. Railway, Dhanbad. 

Approx. Cost.. 

Rs. 3,62,11,000/- 

Rs. 1,29,83,519/- 

Date of 

completion 

12 (Twelve) 

Months. 

06(Six) 

Months. 

Earnest 

money (Rs.) 

Cost of 

Tender 

paper. 

(Rs.) 

1,50,000/- 3000/- 

50,000/- 2000/- 

Tender forms are available from the office of the Divisional Railway Manager, East Central 

Railway, Dhanbad ( Tender and Bill section), Asst. Engineer, E.C. Railway, Gujhandi and 

Asstt.Engineer, E.C. Railway, Barkakana after submitting the money receipt which may be obtained 

by depositing required amount shown against each tender towards the cost of Tender papers with the 

Sr. Divisional Cashier, E. C. Railway ,Dhanbad and Booking counter of Dhanbad, Gujhandi, 

Koderma, Barkakana, Daltonganj and Chopan between 12-00 hours to 16-00 hours on any working 

day on and from 01.9.2005 to 14.9.2005. 

The sale of tender form will be closed at 16-00 hours on 14.9.2005. Tender will be received in 

the prescribed tender box placed in the office of the Divisional Railway Manager, East Central 

Railway, Dhanbad, office of the Asstt. Engineer, East Central Railway, Gujhandi and the office of 

the Addl. Divisional Railway Manager , East Central Railway, Barkakana on and from 01.9.2005 and 

up to 15-00 hours on 15.9.2005 and the tender will be opened on next day 16.9.2005 at 11-30 hours in 

presence of the tenderers so present at the time of the opening of the tender. 

If the office is closed on the stipulated date and time due to some unaccounted holiday or 

bandh etc. the tender will be received and opened on the next working day at the same time. 

The tender must be submitted along with prescribed amount of Earnest Money as 

mentioned above in acceptable form as mentioned in the tender documents. Tender received 

without the prescribed amount of Earnest Money, is liable to be summarily rejected . The tender 

form is not transferable . Earnest Money should be drawn in favour of FA & CAO/ E.C. 

Railway, Hajipur, Payable at Patna. 

Contd…….P/2

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ELIGIBILITY CRITERIA: 

1. Revenue/ Banker’s solvency 

certificate. 

2. Should have completed in the last 

three financial years (i.e. current year 

and three previous financial years). 

3. Total contract amount received 

during the last three(03) financial 

years and in the current financial 

year. 

4. Lease/License for Mining of ballast 

from State Govt. 

40% of Advertised Tender Value of work. 

At least one similar work, for a minimum value of 35% of 

Advertised Tender value of work. 

Should be minimum of 150% of Advertised Tender value. 

Tender committee would satisfy themselves about the 

authenticity of the certificates produced by the tenderer(s) to 

this effect which may be an attested certificate from the 

employer/client, audited balance sheet duly certified by the 

Chartered Accountant etc. The details about the certificate 

be accepted in regard to the turnover. 

The tenderer should produce authentic documents in proof 

of having valid license/lease for mining of ballast from State 

Govt. authorities or a Memorandum of Understanding 

between the leasee and the tenderer while submitting their 

tenders. This should be submitted along with the tender 

documents, in absence of which, tender will not be considered 

and will be summarily rejected. 

(A) List of work completed in the last three financial years giving description of work, organisation for 

whom executed, approximate value of contract, at the time of award and date of scheduled 

completion of work. Date of actual start, actual completion and final value of contract should also be 

given. 

(B) List of work on band indicating description of work, contract value, approximate value of balance 

work yet to be done, date of award of work and payment received till date from the same contract. 

NOTE : (1) For (A) and (B) above related documents/certificates from the organizations with whom they 

worked /are working should be enclosed. 

(2) Certificate from Private individuals for whom such work are executed/being executed shall 

not be accepted. 

N.B : 1) The tender Notice also available on website http:// www.indianrailways.gov.in . 

2) Tender documents can also be downloaded from the above noted websites w.e.f 01.9.2005. The facility is 

available free of cost. However, Demand Draft for the amount , as mentioned against each of the tender 

towards cost of tender papers, in favour of FA & CAO /E.C.Rly./ Hajipur, payable at Patna, will have to be 

enclosed with the tender in addition to the earnest money. In case tender documents downloaded from 

Internet websites, if tender is not accompanied with valid demand draft towards the cost of tender documents 

or if any addition / alteration found in the tender documents, the tender will be summarily rejected. 

Sd/- 

(A.K . Rai) 

Sr. Divisional Engineer(2) 

for Divisional Railway Manager, 

East Central Railway, Dhanbad.

East Central Railway 

( Dhanbad Division ) 

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1. Tender Notice No. : W.584/2005-06/Open/07 dated 03.8.2005 

Tender Number 

: 07/01 of 2005-06………………………………………….. 

3. Name of the work : … Supply of 1,00,000 cum 50mm size machine crushed track 

ballast and loading the same in to any type of Railway wagons 

F.O.R. Pakur for E.C. Railway 

4. Issued to (Full Name : …………………………………………………………………. 

and address of the 

Tenderer. 

…………………………………………………………………. 

5. Money Receipt Number : …………………………….. Dated ………………………. 

6. Amount : ………………………… 

7. Issued by : ………………………………………………………………. 

Dated : ……………………… 

Name and Signature of the 

Dealing Clerk selling the Tender 

Form 

: ………………………… 

Date : ……………………………………………………. 

Designation : ……………………………………………. 

………

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TENDER FORM: 

To, 

The President of India, 

Acting through : The Principal Chief Engineer, E.C.Railway, Hajipur. 

The Sr. Divl. Engineer(Co-Ordn.), E.C.Rly., Dhanbad .. 

Tender Notice No. ___ W.584/2005-06/Open/07 dated 03 . 8. 2005 

Tender Number : _____07/01 of 2005-06 

Name of work :___ Supply of 1,00,000 cum 50mm size machine crushed track ballast and 

loading the same in to any type of Railway wagons F.O.R. Pakur for E.C. 

Railway. 

I/We ___________________________________________________ have read the various 

conditions to tender attached hereto and agree to abide by the said conditions. I/We also agree to keep 

this tender open for acceptance for a period of 120 days from the date fixed for opening of the same and 

in default hereof, I/We will be liable for forfeiture of my / our “Earnest Money/Security deposit”. I/We 

offer to do the work for … Supply of 1,00,000 cum 50mm size machine crushed track ballast and 

loading the same in to any type of Railway wagons F.O.R. Pakur for E.C. Railway at the rate 

quoted in the attached schedule and hereby bind myself / ourselves to complete the work in all respects 

within 12(Twelve) months from the date of issue of letter of acceptance of the tender. I/We also hereby 

agree to abide by the General Conditions of Contract and Works Hand Book Part-I & II - 2001 edition 

and to carry out the works according to the Special Conditions of Contract and specifications for 

materials and works as laid down by Railway in the annexed Special conditions/specifications and the 

Eastern Railway’s Schedule of rates for Labour and Materials - 1996 edition with up to - date 

Correction Slips. 

2(A) A sum of Rs.1,50,000/- is herewith forwarded as Earnest Money. The full value of Earnest Money 

shall stand forfeited without prejudice to any other rights or remedies in case my / our Tender is 

accepted and if :- 

a) I/We do not execute the contract documents within seven days after receipt of notice issued by the 

Railways that such documents are ready for and. 

b) I/We do not commence the work within fifteen days after receipt of orders to the effect. 

3) Until formal a agreement is prepared and executed, acceptance of this tender shall constitute a 

binding contract between us and the Railways subject to modifications, as may be mutually agreed to 

between us and the Railway as indicated in the letter of acceptance of my/our offer for this work. 

Witness : 

1) ……………………….. Signature of Tenderer(s) 

Date 

Address of the Tenderer(s). 

2) ……………………….

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INSTRUCTIONS TO TENDERERS: 

Tender Notice No. __ W.584/2005-06/Open/07 _of 03.8.2005(Open) 

For Tender No. 07/01 of 2005-06 

1. The Tender is for Supply of 1,00,000 cum 50mm size machine crushed track ballast and 


Railway. 

2. The Tender must be submitted in sealed cover in the prescribed Form obtainable from the Office of 

the Divisional Railway Manager, East Central Railway, Dhanbad ( Engg. Department ), AEN/E. C. 

Railway/ BRKA & GJD on any working day between 12.00 hrs. and 15:00 hrs. on and from 01.9.2005 

to 14.9.2005, on production of Money receipt for Rs. 1,50,000/-only towards the cost of Tender Form 

either of the Sr. Divisional Cashier/Dhanbad or Booking Counter of DHN, BRKA, GJD, DTO, LTHR, 

KQR and CPU and should be deposited either in the Tender BOX kept in the office of the Divisional 

Railway Manager, E. C. Railway, Dhanbad ( Engg. Department ) or ADRM/BRKA or AEN/GJD before 

closing of tender box upto 15:00 hrs. on 15.9.2005. In no circumstances the amount paid for the cost of 

tender form will be refunded. The Tender Form is not transferable. The Tender will be opened on next 

day i.e. 11:30 hrs. on 16.9.2005 in the office of the Divisional Railway Manager, E. C. Railway ( Engg. 

Department ), DHN and rates will be read out in presence of such tenderers as are present. Prescribed 

tender forms must be submitted without which tender may not be considered. 

3. Tender Forms containing over written erased rates and rates not shown in “figure & words”, will be 

automatically rejected. 

4. Tenderers should specify their business names ( if any ) and should submit along with the Tender the 

constitution of their firms and the Power of Attorney, Partnership Deed without which the tender may 

not be considered. 

5. The cancellation of any document such as power of Attorney, partnership Deed etc. should be 

forthwith communicated by the Contractors to the Administration in writing, failing which the 

administration shall have no responsibility or liability for any action taken on the strength of the said 

documents. 

6. If called upon to do so, the Tenderers are required to state the proposed source of supply of ballast to 

be supplied by them. 

7. The Tender should be accompanied by a deposit made in cash with the Dy. Chief Account Officer ( 

Cash & Pay )/Patna or in any of the following forms pledged in favour of the F.A. & C.A.O, E. C. 

Railway, Payable at Patna, for the amount so specified in the Tender Notice : 

(i) Deposit Receipts, Pay Orders, Demand Drafts. These forms of Earnest Money could be either of the 

State Bank of India or any of the Nationalized Banks. No confirmatory advise from the Reserve Bank of 

India will be necessary. 

(ii) Deposit Receipts executed by the Scheduled Banks ( other than the State Bank of India and the 

Nationalized Banks ) approved by the Reserved Bank of India for this purpose. The Railways will not, 

however, accept deposit receipts without getting in writing the concurrence of the Reserve Bank of 

India. 

Cond…

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8. Rs.1,50,000/- as Earnest Money for the due performance of the stipulation to keep the offer open for 

the period specified below. The Tenderers shall hold the offer open for a period of 120 days from 

the date fixed for opening the same. It being understood that the Tender Documents have been sold / 

issued to the Tenderer and the Tenderer/s is / are being permitted to tender in consideration of the 

stipulation on his part that after submitting his tender, he will not resile from his offer or modify the 

terms and conditions thereof in a manner not acceptable to the competent authority of the East Central 

Railway. Should the tenderer fail to observe or comply with the foregoing stipulations the aforesaid 

amount of Rs.1,50,000/- shall be liable to be forfeited to the Railway. 

9. The requisite Earnest Money Rs.1,50,000/- as per Clause – 8 of instructions to tenders should be 

submitted along with the Tender Document without which the tender will not be considered and rates 

quoted will not be read out. 

10. No cheque will be accepted from a tenderer towards Earnest Money even if it is guaranteed by the 

Bank. If any tenderer submits Cheque towards the Earnest Money, his tender will be treated as without 

Earnest Money. 

11. The acceptance of the Tender will rest with the General Manager / Principal Chief Engineer, Chief 

Track Engineer,E.C.Rly.,Hajipur, Divisional Railway Manager, Sr.Divisional Engineer(Co-Ordn.), East 

Central Railway,Dhanbad who reserve the right to divide the tender amongst more than one tenderer, if 

deemed necessary and also to reject any or all Tenderers received, without assigning any reason, and 

does not bind himself to accept the lowest or any other tender. 

12. Each page of the Tender Form should be signed by the Tenderer/s. 

13. Tenderers, which does not comply with the foregoing instructions, shall not be considered. 

14. The following books may be purchased by the Tenderers from Office of the Principal Chief 

Engineer, if they are not already in possession of the same. 

(i) Eastern Railway’s Hand Book of General Conditions of Contract – 2001 Edition, Price of 

Rs. 300/- only. 

15. ELIGIBILITY CRITERIA: 

1. Revenue / Bankers 40% of advertised tendered value. 

solvency certificate. 

2. Should have completed 

from start to finish, in the 

last three financial years 

(i.e. current year and three 

previous financial years). 

3. Total contract amount 

received during the last 

three(03) financial years 

and in the current financial 

year. 

At least one similar work, for a minimum value of 35% of 

Advertised Tender value of work. 

Should be minimum of 150% of Advertised Tender value. Tender 

committee would satisfy themselves about the authenticity of the 

certificates produced by the tenderer(s) to this effect which may be 

an attested certificate from the employer/client, audited balance 

sheet duly certified by the Chartered Accountant etc. The details 

about the certificate be accepted in regard to the turnover.

Page -8of 36 

4. Lease/ License for Mining 

of ballast from State Govt. 

The tenderer should produce authentic documents in proof of 

having valid license/ lease for mining of ballast from State Govt. 

authorities or a Memorandum of Understanding between the leasee 

and the tenderer while submitting their tenders. This should be 

submitted along with the tender documents, in absence of which, 

tender will not be considered and will be summarily rejected. 

(A) List of work completed in the last three financial years giving description of work, Organisation 

for whom executed, approximate value of contract, at the time of award and date of scheduled 

completion of work. Date of actual start, actual completion and final value of contract should 

also be given. 

(B) List of work on hand indicating description of work, contract value, approximate value of 

balance work yet to be done, date of award of work and payment received till date from the same 

contract. 

NOTE : 

(1) For (A) and (B) above related documents/certificates from the organizations with whom they 

worked /are working should be enclosed. 

(2) Certificate from Private individuals for whom such work are executed/being 

executed shall not be accepted. 

DA : 1. Form of Tender. 2. Conditions of Tender. 

3. Schedule of Items 4. Special Conditions . 

Signature of Tenderer/s 

Date :

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TENDER FORM ( SECOND STORY ) 

CONDITION OF TENDER : 

1. General Conditions of Contract and specifications for materials and works are laid down in the 

Engineering Department’s Works Hand Book Pt-I & Pt. II - GCC – 2001 issue of Eastern 

Railway, Kolkata, which can be seen at the office of the Principal Chief Engineer , East Central 

Railway, Hajipur, Sr. DEN(Co-Ordn.)/E.C.Rly., Dhanbad or had on payment of Rs. 300/- only 

towards the cost of each. This book with up to date Correction Slips shall govern the work and 

shall be binding on the contractor. 

2. The tender/tenderers is/are to quote his/their rates with reference to each item & must tender for 

all the items shown in attached schedule. The quantities shown in the attached schedules, which 

are given as a guide, are approx, only and subject to variation according to the need of the 

Railway. The Railway accepts no responsibility for their accuracy. The Railway does not 

guarantee work under each item of the attached schedules. 

3. Tender containing erasures and alterations of the Tender Form/Documents are liable to be 

rejected. Any correction made by the tender(s) in his/their entries must be attested by him/them. 

4. The tender must be accompanied by a sum of Rs.1,50,000/- as Earnest Money to be deposited in 

cash either with the Dy. Chief Account Officer(Cash & Pay ), East Central Railway, Patna or in 

any of the forms as demanded in para – 7 of the Instructions to tenderers failing which the tender 

will not be considered. Tenders not accompanied by the aforesaid Earnest Money will under no 

circumstances, be entertained and will be summarily rejected without further reference to the 

tenderers. No reference to previous deposit of Earnest Money and security for adjustment against 

the present tender will be accepted, neither any request for recovery from any outstanding bills 

for Earnest Money against present tender will be entertained. 

5. The tenderer shall hold the offer open till such date and specified in the tender. It is understood 

that the tender documents have been sold to the tenderer’s and the tenderer(s) is/are being 

permitted to tender in consideration of the stipulation on his/their part that after submitting 

his/their render, he/they will not resile from his/their offer or modify the terms and conditions 

thereof in a manner not in acceptance with the Principal Chief Engineer , Hajipur of the East 

Central Railways. Should the tenderer fail to observe or comply with the foregoing stipulation 

the amount deposited as Security Money for the performance of the above stipulation shall be 

forfeited by the Railway. If the tender is accepted, the amount of Earnest Money will be held as 

security deposit for the due and faithful fulfillment of the contract. The Earnest Money of the 

unsuccessful tenderers will be returned to the unsuccessful tenderers. The Railway shall not be 

responsible for any loss or depreciation that may happen to the Earnest Money for the due 

performance of the stipulation to keep the offer open for the period specified in the tender 

documents or the Earnest Money while in their possession not liable to pay interest thereon. 

6. If called upon to do, the tenderer shall state the proposed source of supply of Materials, Tools & 

Plant, Equipment as required to be supplied and installed by him/them.

Page -10of 36 

7. If shall not be obligatory on the said authority to accept the lowest tender and no 

tenderer/tenderers shall demand any explanation for the cause of rejections of his/their tender. 

8. If the tenderer deliberately gives/tenderers deliberately give wrong information in his/their tender 

or creates/create circumstances for the acceptance of his/their tender, the Railway reserves the 

right to reject such tender at any stage. 

9. If the tenderer expires after the submission of his tender or after the acceptance of his tender, the 

Railway shall deem such tender as cancelled. If a partner of a firm expired after the submission 

of their tender or after the acceptance of their tender the Railway shall deem such tender as 

cancelled unless the firm retains its character. 

10. The Earnest Money including the amount taken as security deposit for the due performance of 

the stipulation to keep the offer open till the date specified in the tender will be returned to the 

unsuccessful tenderers within a reasonable time. The Earnest Money deposited by the successful 

tenderer/tenderers will be retained towards the security deposit for the due and faithful 

fulfillment of the contract but shall be forfeited if the contractor fails/contractors fail to execute 

the agreement bond within 7 days of notification that such documents are ready or commence the 

work within 10 days after receipt of order to that effect. 

Tenderers must be enclosed in a sealed cover, supercribed Tender for “Supply of 1,00,000 cum 

50mm size machine crushed track ballast and loading the same in to any type of Railway 

wagons F.O.R. Pakur for E.C. Railway”. 

11. ”and must be deposited in the tender box allotted for the purpose as instructed in the tender 

notice. 

12. Non-compliance with any of the conditions set forth herein above is liable to resile in the tender 

being rejected. 

13. The authority for the acceptance of the Tender will rest with the General Manager/ Principal 

Chief Engineer , Chief Track Engineer, E.C.Rly., Hajipur, Divisional Railway Manager/Sr. 

Divisional Engineer(Co-Ordn.), East Central Railway, Dhanbad, who does not bind himself to 

accept the lowest or any other Tender nor does he undertake to assign reasons for declining to 

consider any particular tender or tenders. 

14. The successful Tenderer/Tenderers shall be required to execute an agreement with President of 

India acting through the General Manager/ Principal Chief Engineer Chief Track Engineer, 

E.C.Rly., Hajipur /Divisional Railway Manager/Sr.Divisional Engineer(Co-Ordn.), East Central 

Railway, Dhanbad for carrying out the work according to Engineering Department’s Hand Book 

of General Conditions of Contract 2001 issue with up-to-date correction Slips. 

15. The tendrerer shall keep the offer open for a minimum period of 120 days from the date of 

opening of the tender within which period the tenderer cannot withdraw his offer subject to the 

period being extended further if require by mutual agreement from time to time. Any 

contravention to the conditions will make the tenderer liable for forfeiture of his Security Deposit 

for the performance of the foregoing stipulation.

Page -11of 36 

16. Should a tenderer or a contractor being an individual on the list of approved contractors have a 

relative employee in Gazetted capacity in Engg. Deptt. of the E.C. Railway or in the case of 

partnership firm or company incorporated under the Indian Company Law should a partner or 

relative of the partner or share-holder or a relative of a share holder be employed in a gazetted 

capacity in the Engg. Deptt. of the E.C.Railway, the authority inviting tenders shall be informed 

of the fact at the time of submission of tenders , failing which the tender may be rejected or if 

such fact subsequently comes to light the contract may be rescinded in accordance with the 

provision in clause 62 of the general conditions of contract. 

17. Should a tenderer be a retired Engineer of the Gazetted rank or any other Gazetted Officer working 

before his retirement, whether in the Executive or Administrative capacity or whether holding a 

pensionable post or not, in the Engg. Department or any of the Railway owned and administrated 

by the President of India for the time being or should a tenderer being partnership firm having as 

one of its directors or should a tenderer being partnership firm having as one of its partners retired 

Engineer or a retired Gazetted Officer as aforesaid or should a tenderer being an incorporated 

company have any such retired Engineer or retired gazetted officer as one of its Directors or 

should a tenderer have in his employment any retired Engineer or retired Gazetted Officer as 

aforesaid, the full information as to the date of retirement of such Engineer or Gazetted Officer 

from the said service and in case where such Engineer or Officer had not retired from Government 

service at least two years prior to the date of the submission of the tender as to whether permission 

for taking such contract or if the contractor be a partnership firm or an incorporated company, to 

become a partner or director as the case may be or to take employment, under the contractor, has 

been obtained by the tenderer or the Engineer or Officer, as the case may be from the President of 

India or any officer duly authorized by him. In this behalf shall be clearly stated in writing at the 

time of submitting of the tender. The tenders without the information above referred to or a 

statements to the effect that no such retired Engineer or retired Gazetted Officer is also associated 

with the tenderer as the case may be/ shall be rejected. 

18. The contractor shall be fully responsible to pay all taxes including Sales Tax, Duties, Royalty, Cess 

etc. as will be levied on the sale of by-product by the Government or Public Body or Local 

Authority as referred to in clause ____________ of the special condition of contract. . In case, the 

Railway is obliged to pay any amount to the Government, Public Body or Local Authority in 

execution of the work or to incur any expenditure in connection with the sale of by-product due to 

contractor’s failure to fulfill his statutory obligation, the Railway shall be at liberty to recover from 

the contractor, the amount of expenditure so incurred by deducting it from security deposit and or 

any sum due by the Railway to the contractor whether under this contract or under other contracts. 

The decision of the Railway regarding the amount actually recoverable from the contractor as 

stated above shall be final and binding on the contractor. 

19. The tenderer shall clearly specify whether the tender is submitted on his own or on behalf of a 

partnership concern. If the tender is submitted on behalf of a partnership concern, he should submit 

the certified copy of partnership deed along with the tender and authorization to sign the tender 

documents on behalf of partnership firm. If these documents are not enclosed alongwith tender 

documents, the tender will be treated as having been submitted by individual signing the tender 

documents. The Railway will not be bound by any power of attorney granted by the tenderer or by 

changes in the composition of the firm made subsequent to the execution of the contract. It may, 

however, recognize such power of attorney and changes after obtaining proper legal advice, the 

cost of which will be chargeable to the contractor.

Page -12of 36 

20. The tenderer whether sole proprietor, a limited company or a partnership firm if they want to 

act through agent or individual partner(s) should submit alongwith the tender or at a later 

stage, a power of attorney duly stamped and authenticated by a Notary Public or Magistrate in 

favour of the specific person whether he/they be partner(s) of the firm or any other person 

specifically authorizing him/them to submit the tender, sign the agreement, receive money, 

witness measurements, sign measurement books, compromise, settle, relinquish any claim(s) 

preferred by the firm and sign “No Claim Certificate” and refer all or any disputes to 

arbitration. 

21. The Successful Tenderer must deposit a sum towards Security Deposit at the rates 

mentioned below :- 

i) For Contracts up to Rs. 1.00 10% of the value of the contract. 

Lakh. 

ii) For contracts costing more 10% of the first Rs. 1.00 lakh and 7.5% of the balance. 

than Rs. 1.00 lakhs & up to 

Rs. 2.00 lakh 

iii) For contracts costing more 10% of the first Rs.1.00 lakh, 7.5% for the next Rs.1.00 

than Rs.2.00 lakhs and up to 

Rs. 2.00 crores. 

lakh and 5% for the balance subject to maximum of 

Rs.10.00 lakhs . The amount over and above Rs.3.0 Lakh to 

be recovered from the progressive bills of the contractors 

iv) For contract above Rs.2.00 

crores. 

@ 10% till it reaches the required value. 

5% of the contract value. The amount over and above 

Rs.3.00 lakhs to be recovered from the progressive bills of 

the contractors @ 10% till it reached 5% of the contract 

value. 

22. The Earnest Money deposited with the tender which is subsequently converted into Security deposit 

shall, however, be refunded to the contractor only on satisfactory compliance of condition no.51 of the 

Works Hand Book Part I & II, General Conditions of Contract-2001 edition (at page-35). 

23. The special conditions stipulated herein below in addition to the condition mentioned in earlier pages 

shall be binding on the part of tenderer. 

24. The cancellation of any document such as Power of Attorney, Partnership Deed etc. should be 

forthwith communicated by the contractor to Administration in writing, failing which the 

administration shall have no responsibilities or liability for any action taken on the strength of the said 

documents. 

Signature of the Tenderer(s) 

Date :


Schedule of item of works 

(Rates are to be quoted by the tenderer/s) 

Name of work :- Supply of 1,00,000 Cum, 50mm size machine crushed track ballast and 

loading the same into any type of Rly. Wagons F.O.R. Pakur for E.C. 

Railway . 

Date of Completion :- The work is to be completed in all respects within 12(Twelve) 

Months from the date of acceptance of the tender. 

Page -13of 36 

Sl. 

No. 

Description of works Quantity Unit Rate in 

Figures 

1. Supplying machine crushed ballast as 

per specifications attached hereto 

including all lead, lift, ascent, descent, 

crossing of Rly. Lines, loading point and 

thereafter loading into any type of 

Railway Wagons including all incidental 

charges etc. complete in all respects 

F.O.R. Pakur. 

i) Rate of material element. 

1,00,000 Per 

Cum Cum 

Rate in 

Words. 

ii) Rate of labour element for 

stacking etc. 

1,00,000 

Cum 

Per 

Cum 

N O T E 

1(a) The above rates are inclusive of all taxes legally leviable or any other local taxes, 

license fee, royalty charges and cess etc. 

(b) No break-up of rates will be accepted. 

2. The work will have to be completed within 12 (twelve) months from the date of acceptance 

of tender for the full quantity. 

3. Specifications and special conditions as per attached sheets will apply. 

4. Test report of impact value, abrasion value and water absorption value of track ballast should be 

submitted alongwith the tender from from E.C. Railway`s Divisional laboratory at Sonepur OR from 

any Govt. Recognised Engineering College/Institutions. Such testing shall be got done after issue of the 

tender notice. The tenderers shall furnish original of such test report along with his tender. 

5. The tenderer/s shall also furnish the undertaking that the ballast to be supplied at all times will conform to 

specification for track ballast as specified by the Railway. 

6. Tenderer/s shall submit his/their credential and certificates of experience as per proforma given as annexure along 

with Banker’s certificates to indicate their financial status along with the tender. 

Sr. DEN(2)/DHN 


Date : 

cont…/2

Page -14of 36 

7 Income Tax @ 2% plus surcharge on the amount payable against item No.1(ii) i.e. labour elements 

will be deducted from all bills of the contractor sources. In addition, Sales Tax imposed by State 

Government will also be deducted on the amount payable against item No. 1(i ) i.e. materials elements 

at the rates prescribed by the State Government ( @4% Jharkhand State ) unless otherwise directed 

by the Competent Commercial Tax Officers. 

8 Revision of Schedule or extension of date of completion will be governed by Clause-17 of the 

G.C.C.`2001. 

9. CONDITION REGARDING ROYALTY PAYMENT 

(i) With each on account bill, the contractor shall submit certificate from concerned Mining 

Department of State Govt. regarding full payment of royalty for quantity of ballast in the 

bill. In case of non-submission of such certificate, the Rly. shall release the payment only 

after deducting the royalty due to be paid to the Mining Department. The deducted 

amounts will be kept by Rly. as Security against any such claims raised by Mining 

Department of State Govt. to the Rlys. This deducted amount shall be released only after 

submission of royalty payment certificate either during running of contract or with the 

final bill. 

10 The tenerer/s should produce authentic document in proof of having valid license/lease for 

Mining of ballast from State Govt. Authorities or a memorandum of understanding between 

the leases and the tenderer/s while submitting their tenders. In absence of this, the tender 

would be liable to be rejected. 

11 Only those are eligible to tender, who are having valid license/lease from State Govt. 

authorities for Mining of ballast or on production of Memorandum of understanding (MOU) 

between the lease and the tenderer/s while submitting the tender. 

Supply Schedule 

Quantity of ballast to be supplied as per quarter from the date of acceptance of the tender as 

follows :- 

1. During the 1 st month Establishing of plant and machineries. 

2. During the 2 nd month -do- -do- 

3. During the 3 rd month = 10% of the quantity 

4. During the 4 th month = 10% of the quantity 

5. During the 5 th month = 10% of the quantity 

6. During the 6 th month = 10% of the quantity. 

7. During the 7 th month = 10% of the quantity. 

8. During the 8 th month = 10 % of the quantity. 





……………………………. 

Total Qty,- = 100% of the quantity 

Full address of the tenderer/s 

……………………………… 

Signature of the tenderers 

Dated.

Page -15of 36 

EAST CENTRAL RAILWAY/ DHANBAD DIVISION 

SCHEDULE- D 

REBATE 

Order No. 07 /01 of 2005-06 

Open/Limited/Single 

Name of work: Supply of 1,00,000 cum 50mm size machine crushed track ballast 

and loading the same in to any type of Railway wagons F.O.R. 

Pakur for E.C. Railway. 

I/We offer general rebate of ………………………% (in figures) …………………… percent (in 

workds) as a lump sum rebate on items of all Schedule. 

NOTES: (1) If any tenderers wishes to give any rebate on the rates quoted by him / them the same 

can be filled by him/ them in this Schedule. 

2 It is to be noted that such rebate if offered, shall apply on the rates quoted for all the items 

in all other Schedules of the Tender documents. Such a rebate shall be totally 

unconditional . 

3 In case a Tenderer does not wish to give any rebates, he / they should write “Nil” in this 

Schedule. In case nothing has been filled in by the tenderer in this Schedule, it will be 

treated as “Nil” and shall be no recorded in the blanks above at the time of opening of the 

tender by the officals opening of the tender. 

4. If any tenderer gives any type of conditional rebate, such rebate shall not be considered for 

evaluation of the tender. 


Date:

SPECIAL CONDITION OF CONTRACT AND STANDARD SPECIFICATION FOR 

Page -16of 36 

Name of work: 

Supply of 1,00,000 cum 50mm size machine crushed track ballast and 


Railway. 

(Standard ballast Specification January 1999 issue with up – to – date Correction Slips issued by 

RDSO/LKO vided letter No. RS/F/7/4 dtd. 23.7.99 may be referred) 

1.0 GENERAL: 

1.1 These Special Conditions & Specifications shall be read along with the set of tender 

documents and not in isolation therefrom. 

1.2 In all matters not explicitly provided for or allowed herein the execution of works shall 

be in accordance with and the contractor shall be bound by the Eastern Railway 

Engineering, Department General Conditions of contract`2001 and Standard 

Specifications 1969 on which Schedule of rates 1996 Edition is based ( herein after 

referred to as the General Conditions of contract) together with up – to – date Correction 

Slips and such amendments thereof as will be published from time to time where there is 

any conflict between the provisions, instructions, terms and conditions provided in the 

said General Conditions of contract and what is laid down herein under the later shall 

prevail. 

1.3 It shall be the responsibility of the contractor before submitting tender and before signing 

the contract document to ascertain and possess all amendments and / or corrections made 

to the said General Conditions of contract 2001 Edition. 

1.4 The rates shall be inclusive of all taxes legally leviable and / or any other local taxes, 

royalty, cess charges etc. 

1.5 Under load / over load shall be calculated on the basis of full rake load. 

2.0 SPECIFICATIONS OF STONE BALLAST. 

2.1 GENERAL. 

2.1.1 Basic Quality : Ballast should be hard durable and as far as possible angular along 

edges/corner, free from weathered portions of parent rock, organic impurities and 

inorganic residues. 

2.1.2 Particle Shape : Ballast should be cubical in shape as far as possible. Individual pieces 

should not be flaky and should have generally flat faces with not more than two rounded 

/ sub-rounded faces. 

2.2 PHYUSICAL PROPERTIES: 

2.2.1 Ballast sample should satisfy the following physical properties in accordance with 

IS-2386 Pt.IV-1963 when tested. 

(i) Aggregate Abrasion value 

30% Max 

(ii) Aggregate Impact Value 

20% Max. 

2.2.2 The water absorption tested as per IS-2386, Pt.III 1963 should not be more than 

1%.

Page -17of 36 

2.3 SIZE AND GRADATION : 

2.3.1 Ballast should satisfy the following size and gradation. 

i) Retained on 65 mm square mesh sieve – 5% Max. 

ii) Retained on 40 mm square mesh sieve - 40% to 60%. 

iii) Retained on 20 mm square mesh sieve - Not less than 98% for machine 

crushed ballast. 

2.3.2 OVERSIZE BALLAST: 

i) Retention on 65mm square mesh sieve: A maximum of 5% ballast retained on 65 mm 

sieve shall be allowed without deduction in payment. 

In case, ballast retained on 65mm sieve exceeds 5% but does not exceed 10%, payment at 

5% reduction in contracted rate shall be made for the full stack. Stacks having more than 

10% retention of ballast on 65mm sieve shall be rejected. 

ii) In case, ballast retained on 40 mm square mesh sieve (machine crushed case only) 

exceeds 60% limit prescribed in 2.3.1 (ii) above, payment at the following reduced rates 

shall be made for the full stack in addition to the reduction worked out at (i) above. 

- 5% reduction in contracted rates if retention on 40 mm square mesh sieve is between 

60% (excluding) and 65% (including). 

- 10% reduction in contracted rates if retention on 40 mm sq. mesh sieve is between 

65% (excluding_ and 70% (including). 

iii) In case, retention on 40 mm sq. mesh sieve exceeds 70%, the stack shall be 

rejected. 

2.3.3 UNDERSIZE BALLAST: 

The ballast shall be treated as undersize and shall be rejected if – 

i) Retention on 40mm Sq. mesh sieve is less than 40%. 

ii) Retention on 20mm sq. mesh sieve is less that 98%. 

2.3.4 Method of sieve analysis : 

i) Sieve size mentioned in this specifications are of nominal size. The following tolerance in the 

size of holes for 65mm, 40mm and 20mm nominal sieve sizes shall be permitted. 

65mm square mesh sieve - plus minus 1.5 mm 



Mesh size of the sieves should be checked before actual measurement. The screens for sieving of ballast 

shall be of sq. mesh & shall not be less than 100 cm in length, 70cm in breadth and 10cm height on 

sides.

Page -18of 36 

ii) While carrying out sieve analysis, the screen shall not be kept inclined, but held horizontally & 

shaken vigorously. The pieces of ballast retained on the screen can be turned with hand to see if they 

pass through but should not be pushed through the sieves. 

iii) The percentage passing through or retained on the sieve shall be determined by weight. 

3. CONDITIONS FOR SUBMISSION OF TENDER: 

3.1 Each tenderer at the time of tendering shall submit the test report of impact value, abrasion value, 

water absorption value of track ballast from E.C.Railway`s laboratory at Sonepur OR from any 

Govt. Recognised Engineering College/Institutions. Such testing shall be got done after issue of 

the tender notice. The tender shall furnish original of such test report along with his tender. 

3.2 The tenderer shall also furnish an undertaking that the ballast supply at all times will conform to 

specifications for track ballast as specified by Railway. 

4. SHRINKAGE ALLOWANCE : 

Payment shall be made for the gross measurement either in stacks or in wagons without any 

deduction of shrinkage/voids. However, when ballast supply is made in wagons, shrinkage up to 8% 

shall be permitted at destination while verifying the booked quantities by the consignee. 

5.0 SAMPLING AND TESTING: 

5.1 A minimum of 3 samples of ballast for sieve analysis shall be taken for measurement done on 

any particular date even if the number of stacks to be measured are less than three. 

5.2 In order to ensure supply of uniform quality of ballast, the following norms shall be followed in 

respect of sampling, testing and acceptance. 

5.2.1 On supply of the first 100 cum the tests for size gradation, abrasion value, impact value and 

water absorption (if prescribed) of track ballast shall be carried out by Railway at 

E.C.Railway`s Laboratory at Sonepur OR from any Govt. Recognised Engineering 

College/Institutions. Further supply shall be accepted only after this ballast satisfies the 

specifications of these test. Railway reserves the right to terminate the contract as per G.C.C. at 

this stage itself in case the ballast supply fails to conform with any of these specifications. 

5.2.2 Subsequent test shall be carried out as follows. These test can be carried out either at 

E.C.Railway`s Laboratory at Sonepur OR from any Govt. Recognised Engineering 

College/Institutions. 

Supply in stacks Supply in 

a) Size and gradation tests 

For stack of volume 

less than 100 cum 

For stacks of Volume 

more than 100 cum 

Wagons 

No. of Test 

One for each stack 

One for each stack 

One for each 

wagon 

Size of one sample 

b) Abrasion value, Impact 

value and Water 

Absorption test @ 

Testing Frequency 

** 0.027 cum 

One test for every 2000 cum 

** 0.027 cum for every 

100 cum or part thereof 

** 0.027 cum 

** This sample should be collected using a wooden box of internal dimensions 0.3m x 0.3m x 0.3m 

from different parts of the stacks/wagons.

Page -19of 36 

@ These tests shall be done for the purpose of monitoring quality during supply. In case of the test 

results not being as per the prescribed specifications at any stage, further supplies shall be suspended 

till suitable corrective action is taken and supplies ensured as per specifications. 

The above tests may be carried out more frequently if warranted at the discretion of Railway. 

5.2.3 All tests for Abrasion value, impact value and water absorption if prescribed conducted 

subsequently to award of contract shall be done at Railway`s costs. 

6.0 Working hours: 

The contractor will be allowed eight clear working hours between sunrise & sunset to load a rake 

with a maximum capacity 1200 cum consisting of any type of wagons which may be available at 

the material time including covered wagons/open wagons, hoppers etc. after the rake has been 

placed for loading at quarry siding. If the rakes is not placed for loading at the quarry siding by 

10 A.M. the contractor will also be allowed to load on the following day so as to give him clear 

eight working hours. In the event of the contractor failing to load the rake within the time allowed 

a penalty for the entire period in excess of the time, allowed for which the train is so detained or 

up to the next schedule path which ever is later will be recovered at the rate of Rs.200/- per hour 

or part of an hours for BG train from contractors bills on any money, payable or refundable to 

him by the Railway. 

6.1 Stacking of ballast 

6.1.1 The contractor shall supply and stack 50mm size track ballast on plots situated on Railway land 

and allotted to him by Asstt. Engineer-in-charge/Quarry-Supervisor. Stacking of ballast on plots 

other than the plots allowed to the contractor is not permissible and the Asstt. Engineer-in-charge 

may refuse to pass and measure ballast stacked by the contractor on such plots. 

6.1.2 The stack shall not be less than 1.2m in a height. The maximum height of the stack shall be such 

that it does not cause in-convenience to the labour for loading the ballast. The side slopes of the 

stacks shall be uniform. 

6.1.3 Making of fresh stacks shall be permitted at a plot only after the earlier stack has been 

completely trained out and conditions of para 5 are fulfilled. 

6.1.4 The area for stacking may not be sufficient to stack all the ballast as per the agreemental 

quantities in one time. The ballast may have to be collected any number of times on the 

available stacking ground to complete the agreemental quantity. In such cases, after the 

contractor stacks the ballast once fully in the available stacking area, measurements shall be 

taken by the AEN and the contractor shall be authorized to train out the ballast. 

6.1.5 Collections of ballast in the depot by the contractor and training out of the ballast shall not 

progress simultaneously. Should it become necessary resort to simultaneous collection and 

lifting either due to limited stacking space available or due to quicker movement DMT/s or any 

other unavoidable circumstances it shall be ensured that no fresh stack/stacks are made in plots 

which are within at least 40 meters of the stacks from which loading of ballast is in progress.

Page -20of 36 

6.1.6 Any other precaution considered necessary to ensure that passed ballast is not mixed with un 

passed ballast shall be taken by Engineer-in-charge as the occasion demands. 

6.1.7 After the ballast is fully trained out and before authorizing the contractor to commence second 

round of supply in the same stacking area, the Authorised Officer shall inspect the site and 

make sure that all the stacks have been fully trained out and record a certificate in the ballast 

passing register and shall authorized the contractor to commence the second round of collection 

and stacking. 

6.2 Training out of ballast 

6.2.1 Training out of ballast shall only be made from stack/stacks passed by the AEN. After the 

ballast is loaded in the wagons/hoppers, the Quarry Supervisor/Depot-incharge shall personally 

record the wagons measurements in the ballast loading register and prepare the issue-cumreceipt 

note for this purpose in six copies on identically numbered foils which the sixth copy 

shall be retained by the Quarry Supervisor and other five copies sent to the consignee. The train 

wagons shall leave the ballast siding only after such RCC notes are completed in by the Quarry 

Supervisor-incharge. 

6.2.2 The ballast shall be loaded to the full carrying capacity of the wagons/hoppers. At the time of 

loading a maximum allowance for shrinkage of 2.5 cm pr 30 cm for ordinary wagons and 1.42 

cum and 2.07 cum for full load of hopper wagons with a capacity of 24.07 cum and 35.40 cum 

respectively shall be made. 

6.2.3 Final measurements for the ballast shall be taken based on wagons measurements as accepted 

by the consignee. These measurement which need make no allowance for shrinkage shall be 

taken by the consignee, PWI in the presence of the contractor or his authorized representative. 

The contractor or his authorized representative signature will be obtained on the RCI/Credit 

notes as well as in registers as token of his acceptance of these measurements. 

6.2.4 The Assistant Engineer of the receiving point shall exercise test check to the extent of at least 

20% and record the results there of on the relevant RCI challan/Credit note and register. The 

RCI/Credit note finally verified, test checked and accepted by the receiving PWI/AEN and the 

contractor or his authorized representative shall then be sent to the depot-incharge/PWIincharge 

of the ballast quarry. 

6.2.5 The consignee PWI/AEN on receipt of RCI/Credit notes and challans will arrange to have 

the RCI/Credit notes verified by the Stock holder under him where the ballast is unloaded 

and countersign all the five copies of RCI/Credit notes and challans. He will sent the 4 th copy 

to the Divisional Office for verification of debits where received from Dhanbad Division and 

the 5 th copy to the stock holder under him for record. The 1 st , 2 nd , and 3 rd copies shall be 

returned by him to the AEN/____________ who in turn will retain the 1 st copy as permanent 

receipt copy duly pasted with the 6 th copy already in his office 2 nd copy of each accepted 

RCI/Credit note and challan will be retained by the AEN/_________ and all such copies for 

the entire contract would be annexed with the final bill submitted to Dhanbad Divisional 

Office for final payment. 3 rd copy of the accepted RCI/Credit note and challan will be sent 

to the Dhanbad Divisional Office for record and for raising debits on the consignee division.

Page -21of 36 

6.2.6 In case of contractor or his /their authorized representative does not turn up to witness the 

measurement at the loading point the measurements shall be taken in his/their absence by the 

AEN/PWI-Incharge and shall be considered as final and no claim on this account shall be 

entertained by Railway. 

6.2.7 In case there is disputes regarding the quality of ballast between the receiving AEN and the AEN 

where ballast is loaded, the matter shall be referred to the Divisional Engineer-in-charge of the 

quarry whose decision in regard the quality will be final. 

7.0 METHOD OF MEASUREMENT: 

7.1 Asstt. Engineer/___________ shall operate this contract and shall exercise quality and 

quantity checks. Indents & RMC/Credit Notes shall be handed over to S.S./GSS by the 

AEN/____________ indicating the consignor & consignee particulars. Acknowledgement 

of the contractor will be obtained in a register of RMC/Credit Notes maintained for this 

purpose. The contractor should follow up the supply of Wagons/Hoppers against the 

indents and RMC/Credit Notes submitted by Quarry Incharge. 

7.2 The contractor shall submit a monthly report within 7(Seven) days after expiry of a month 

to Divisional Railway Manager & Asstt. Engineer-in-charge indicating particulars of indents 

placed against RMC/Credit Notes issued to him, indicating date of placement of indents and 

supply and loading of Wagon/Rakes etc. 

7.3 The contractor shall load wagon/Hoppers to the full carrying capacity including permissible 

overload and in any case where any of the Wagon/Hoppers and found under loaded by 

more than one tonne, calculated at the rate of 21 Cft. (0.595 Cum) per tonne. He will be 

liable for recovery of freight at the Full Public Tariff on the under load quantity 

proportionate to the full carrying capacity including the permissible overload and the same 

will be recovered form the contractors bill or from his any other dues with the Railway. 

Similarly, if part of a rake is not loaded by the contractor and the rake with empty wagons 

are drawn out of quarry siding, contractor shall be liable to pay full freight charges of such 

wagons/hoppers at Public Tariff rate and the same will be recovered from the contractor`s 

bill. 

7.4 No payment will be made for ballast loaded in wagons/hoppers over and above the carrying 

capacity of the wagons/hoppers plus maximum permissible overload. 

7.5 It shall be the responsibility of the contractor to ensure before loading, the ballast conforming to 

specifications are loaded in Wagons/Hoppers. 

7.6 The ballast loaded into Wagons/Hoppers shall be checked and passed by the Assistant Engineerin-charge 

of the Depot Measurement will be taken of the ballast which are found according to 

specifications detailed in Clause-2 and passed by the Assistant Engineer-in-charge and the same 

will be recorded in the measurement book. The ballast in any Wagons/Hoppers which are not 

according to specifications and which are rejected by the 

the Assistant Engineer-in-charge shall be unloaded and removed by the contractor forthwith, 

In the event of contractor’s failure to unload and remove the rejected ballast within 24 hours 

from the date of order for removal, the Railways will cause it to be unloaded and removed to 

such place as may be convenient to the Railway. For the quantity of rejected ballast Railway 

will recover the demurrage charges. Ground Rent and the expenditure incurred by the 

Railways if any for unloading and removal of rejected ballast. The Railway will not be 

responsible for any loss or damage for the ballast so rejected.

Page -22of 36 

7.7 The Contractor shall make necessary arrangement for inspection of the ballast by 

the Railway Representative of the loading Point/Yard and shall ensure that ballast conforming 

to the approved samples are only loaded at Quarry Siding. 

7.8 Measurement will be taken by Assistant Engineer-in-Charge of……………….. after quality 

and quantity check in Wagons/Hoppers at Pakur in presence of the contractor or his authorized 

representative. The measurement shall be recorded in measurement book and signed by the 

contractor and the Assistant Engineer-in-Charge before the departure of ballast rake 90% 

payment will be made after measurement as taken by the AEN at Pakur for the gross 

measurement in wagons without any deduction for shrinkage or voids. Any other deduction as 

may be admissible under General Condition of Contract`2001 and Standard Specificatins,1969 

and Special Conditions of contract will be made. Balance 10% payment will be made after 

receipt of duly verified and accepted challan from the ultimate consignee. Variation in quantity 

up to 8% shall be permitted on account of shrinkage between the original quantity by AEN-in 

Charge and the quantity recorded in the verified challan by the ultimate consignee. 

7.9 The RCI (issue-cum-receipt)/Credit note and challans for this purpose shall be made by the 

AEN-in-Charge in 6(Six) copies on identically numbered foils. One additional copy of the 

challan should also be prepared as contractor’s copy. 

7.10 In the event of supplies from outside the West Bengal State, necessary ‘D’ Form for Inter State 

of the Central Government Organisation shall be issued by the East Central Railway. 

7.13 Subject or other wise provided in the contract, all notices to be given on behalf of the President 

of India and all other actions to be taken on his behalf may be given or taken in his behalf by 

the Principal Chief Engineer, E.C.Rly., Hajipur or the Divisional Railway Manager or 

Sr.Divisional Engineer(Co-Ordn.), E.C.Rly., or Divisional Engineer, E.C.Rly., Dhanbad any 

other authority competent to do so. 

7.14 The measurements should be recorded personally by the AEN/Ballast in the Ballast 

Passing Register indicating the followings details. 

1. Reference of Agreement. 

2. Date of Measurement. 

3. Wagon/Hipper No. 

4. Location/Position of the wagons/Hopper at the time of measurement. 

5.Results of qualtitative checks against approved sample/GCC/Contract conditions. 

6.Measurements of the loaded wagons and the volume. 

7. Destination and consequence particulars. 

These measurements and qualitative analysis of the ballast should be done in the presence of 

the contractor or his authorized/ representative whose signature in token of acceptance must 

be obtained on the Ballast Passing Register and challan.

Page -23of 36 

7.14.1 At the time of loading a maximum allowance for shrinkage of 1 inch/foot or 2.5 cm/30 

cm for ordinary wagons and 73 cft/2.07 cum for full load of Hopper/Wagons with a capacity 

of 1250 cft/35.40 cum shall be made in arriving at the accepted measurement volume based on 

which challan will be prepared by the supervisor-in- charge in the prescribed form and in 

terms of the G.C.C. A copy of the relevant entries in the Ballast passing Register should be 

enclosed with the challan. The Supervisor-In-Charge must completely fill up the challan 

before the Hopper/Wagons shall leave the siding. 

7.14.2 Final measurement for the ballast shall be based on measurement of ballast in wagons 

received by the consignee. After arrival of the hoppers/wagons at destination, the consignee 

sectional AEN shall check 20% of the ballast for quality. Over size/under size and also the 

measurement of ballast in wagons with the challans received from the supervisor at loading 

point. He may entrust the work of checking over size/ under size of ballast to the consignee 

PWI at his discretion in which case necessary entries in the respect shall be made by the 

consignee PWI in the challan under his signature. Since these measurements are taken at 

destination, the measurement as actually recorded are to be accepted and no deduction for 

shrinkage need be made. The results of the check will be entered in a register maintained in 

the form an M.B. . The DEN/Sr. DEN may exercise of these measurement at his discretion. 

7.14.3 Should it be found by the consignee that the quantity of ballast loaded in the 

wagons/hoppers is less that the full carrying capacity, action shall be taken as provided in 

General Condition of Contract or in the absence thereof the freight charge incurred by the 

railway for the materials actually carried less should be realized from the contractor’s bill at 

the Public Tariff. 

7.15 In case, there is a dispute regarding the quality of ballast between the receiving AEN and 

the AEB In-charge of the ballast quarry at which ballast is loaded the matter should be 

reffered to the DEN/Sr .DEN In-charge of the quarry whose decision in regards to the quality 

will be final . In all such case the Hopper/Wagons should not be unloaded directly on the track 

but shall either be kept under load for inspection or the ballast shall be unloaded and kept 

separately in stacks at some convenient place to facilitate for inspection by the DEN/Sr. DEN. 

7.16 In case the ballast is found to be unacceptable, the contractor shall be called upon to 

remove the rejected ballast from the Railway premises within reasonable time provided in the 

contract and the freight incurred by the railway on the consignment based on the full carrying 

capacity of the wagons shall be realized from the contractor at the Public Tariff Rate. 

7..17 Should the contractor choose to rectify the defects either by breaking the over size 

ballast or by screening under size ballast and if the ballast so offered is acceptable to the 

Railway, the same shall be measured and accepted by the sectional AEN after making 

deduction towards shrinkage as per extent rules. In case a part quantity only of the ballast 

consignment is found acceptable after rectification, the deduction for freight as per para 4.7.1 

above for the full carrying capacity minus the quantity accepted shall be made. 

7.17.1 RMC Notes can be handed over to the contractor wherever required but a proper 

accountal must be kept . A separate register should be maintained to show the transactions, 

which should be particularly checked to see that the RMC Notes are not misued.

Page -24of 36 

7.18 The followings clause should be included in the ballast supply tenders/contracts: 

“ As the destination the payment for ballast shall be made for the actually measured 

quantity which in no case shall be more than the full carrying capacity of the wagons. At the 

destination, any loading found over & above the full carrying capacity of the wagons/hoppers 

shall not be paid for. “ Full” carrying capacity of wagons will be deemed to be the carrying 

capacity of wagons plus the allowable over load. 

7.19 CONDITION REGARDING ROYALTY PAYMENT 

With each on account bill, the contractor shall submit certificate from concerned Mining 

Department of State Government regarding full payment of royalty for quantity of ballast in 

the bill. In case of non-submission of such certificate, the Railway shall release the payment 

only after deducting the royalty due to be paid to the Mining Department. The deducted 

amounts will be kept by Rly. as Security against any such claims raised by Mining Department 

of State Govt. to the Rly. . This deduction amount shall be released only after submission of 

royalty payment certificate either during running of contract or with the final bill. 

8 SECURITY DEPOSITS 

(a) The contractor must deposit a total sum (as specified in para 22 of the Tender Form (Second 

Story) Conditions of Tender) including earnest money in cash with Dy.Chief Casher, 

E.C.Rly., Patna or in form of Pay Order/Demand Draft of State Bank of India or any other 

nationalized Bank deposit receipt, Government securities to be drawn in favour of FA & 

CAO/E.C.Rly. Payable at PATNA within 7 days of receipt of acceptance letter failing which 

the acceptance of tender shall be treated as cancelled and earnest money deposited with the 

Railway shall be forfeited. Subject to the provision in the succeeding sub-clauses, this sum 

will be retained by the Railway. As security deposit free of interest for the due performance 

and observance of the terms and conditions of the contract to the satisfaction of the Railway 

and is liable to forfeiture in whole or in part in the event of breach of the terms here of on the 

part of the contractor. 

(b) After the contractor has supplied the full contractual quantities the said security deposit will be 

refunded to him along with the payment of final bill submitted by Asstt.Engineer-in-Charge. 

(c) Failure to supply the materials in accordance with the quantities detailed in tender schedule 

here under will make the contractor liable to following penalties being realized from payment 

from his on account bills. Five percent “5% of the value of the quantity of materials 

outstanding calculated at the accepted rates per cubic meter (CUM) the quantity being 

taken to the nearest Cubic metre”. 

Contractor shall however make good that shortfall in subsequent next terms and shall be paid 

for this portion of the supply at the rate payable for the term during which this short fall 

occurred for the purpose of calculation of price variation. Penalty recovered in relevant term 

will be refunded only when shortfall in supply shall be made good in subsequent term failing 

which the same will be forfeited. 

Excess supply of ballast, as compared to the Supply Schedule given in the Schedule of Works 

up to the end of any term shall be carried forward to the next term for working out shortfalls 

mentioned in Clause above.

(d) 

Page -25of 36 

The Railway will also be at liberty to deduct from the said security deposit or from any sum 

due or to be become due hereunder, or under any other contract with the contractor or may 

other wise recover from the contractor all sums that may become due to the Railway by virtue 

of any of the terms thereof. 

9 The Railway reserve the right to divert the supply to any station according to the needs of the 

Railway and this shall be binding on the contractor. 

10 The tenderer must submit credential of works done previously of the nature along with the 

payment received failing which his offer shall be treated as incomplete. 

11 The rates quoted in the Tender shall include : 

(i) 

(ii) 

All lead, lift and all charges including loading of ballast into Hoopers/General Service Wagons 

including screening of ballast if necessary and testing of ballast samples periodically by the 

Railway. 

All Taxes including Income Tax (if leviable) Sales Tax, Royalty, Cess and all other central and 

local taxes existing or that may be imposed in future. No extra charges will be paid on this 

account during current of contract. 

12 A list of plants and equipments and workshop equipment and machines, required for 

installation and maintenance of the mechanized should be furnished along with the Tender. 

The contractor should make his/their own arrangements for procurement and installation of all 

plants, tools and equipments required for successful completion of the contract in time. 

13 The ballast to be supplied must conform to the specifications for ballast s detailed in clause-2 

of the special conditions. 

14 The contractor must abide by comply with the provisions and rules of contract labour 

(Regulation and Abolition) Act, 1970 and Central Rules,1971. 

15 Income Tax @ 2% plus surcharge or as per amendment of Income Tax rules if leviable as per 

law will be deducted from all bills of the contractor at source. Sales tax imposed by State Govt 

will also be deducted at the rate prescribed by the respective State Govt. unless otherwise 

decreed by the local commercial Tax Officer’s competent Authority. 

15.1 State Sales Tax at the rate notified in this behalf from time to time by Govt. on the value of 

contract, if legally leviable, shall be recovered by the Railway Administration from the 

contractor’s bills in respect of contract exceeding Rs.25,000/- unless otherwise so stated by the 

concerned Commercial Tax Officer/competent authority. 

Signature of the Tenderer(s) 

Date:___________

ADDITIONAL SPECIAL CONDITION 

Page -26of 36 

1 In all matters not expressly provided for or allowed in execution of works shall be in 

accordance with the Railway General conditions of contract`2001 and standard 

specification (1969) Edition with amendments made therein from time to time. Moreover, 

the following condition will also prevail in addition to these laid down in the Engineering 

department Book of General condition of contract and standard specification referred to 

above. Where there is any conflict between the instruction/conditions of specification 

contained in the special conditions of this tender and any to those which appear in the Book 

of General Condition of contract and standard specifications on which schedule of rates is 

based (1969) edition referred to in this contract the former shall prevail. 

2 All materials to be supplied by the contractor shall be subject to prior inspection and 

approval of site by the Divisional Engineer or his representative. Rejected materials should 

be removed from the site by the contractor at his own cost within the time fixed by the 

Officer-in-Charge. 

3 No tools and plants for execution of the works shall be supplied by the Railway and the 

contractor will have to make his own arrangements for the same and nothing extra will be 

paid on this account. However, the same may be supplied to the contractor on request, if 

available in stock on hire charge basis. 

4 No passes or concessional facilities either for travel of the contractor or his own agents and 

his labour for transportation of material will be allowed by the Railway. 

5 The rates quoted by contractor should be inclusive of Sales Tax and any other taxes and 

nothing extra will be paid in the scope. 

6 Fluctuation of market rates should be considered before rates are quoted and claim will not 

be entertained on this account in any case. 

7 Contractor will be paid for the quantity of work actually done by him according to the terms 

and conditions of the contract. 

8 If the contractor fails to return any excess unused materials supplied by the Railway the cost 

thereof shall be reserved from him at issue rates plus Railway freight, incidental charges nd 

supervision charges at prevailing rates increased by 100% in cost. The excess materials 

should be returned to the IOWs Godown at the contractor’s cost within reasonable time 

fixed by the Engineer at site. 

9 The acceptance of the tender does not entitle the contractor any compensation, in case, the 

work is not done evenafter the execution of the agreement. 

10 (a) Deduction of 10% will also be made from each on accounts bill till the sum so deducted 

plus the amount deposited as initial Earnest money (which after acceptance of that tender 

has been converted into part of security deposit) shall amount to 5% of total value of the 

contract. 

(b) No interest will be allowed for the money he has deposited and on any amount payable 

to the contract under this contract.

Page -27of 36 

11 The Railway reserves the right to increase or decrease the quantity of the contract and 

Railway does not guarantee to give work against each item of the tender schedule and the 

contractor will not be entitled to any claim and compensation on this account. 

12 Earnest money will be refunded after completion of 6 months maintenance period, 

fulfillment of the contract and completion of work in all respects to the entire satisfaction of 

the Railway and on receipt of No Claim Certificate from the contractor to the effect, the 

there is no claim in respect of this work contract. 

13 The provision of contract labour (Regulation and Abolition)Act,1970 and Contract Labour 

(Regulation and Abolition) General Rules,1971 with all addition, alteration and 

amendments as may be made from time to time shall be fully binding on the contractor and 

shall become part of this contract thereof. The violation of any of the essential and 

substantial terms and conditions of the said act by the contractor as one of the parties to the 

contract, may lead to abrogation of contract as per order and or directive of the competent 

authority under the said act and rules with or without any notice what-so-ever on that, 

without payment of any damage what-so-ever, which may arise as a consequent upon such 

abrogation of the contract. 

14 The contractor besides his other liabilities shall also be bound and liable to the Railway 

Administration (Principal Employer) being the parties to the contract to pay or/on 

compensation for the expense which the Railway has to incur to fulfill the terms and 

conditions and or provision of the said act, rules because of failure on the part of the 

contractor to fulfill these terms and condition and or provision of the said act and rules and 

Railway Administration (Principal Employer) as one of the as parties to the contract shall 

be at liberty to deduct the amount may also be essential in this manner as provided for the 

Act and the rules or otherwise at its description. 

15 The contractor has to take all precautionary measures for the protection of any structure, 

column and other installation adjacent to the site of work by providing adequate props, 

shoring etc., which is to be approved by the Engineer-in-Charge. 

16 Clause No.51(2) Post payment Audit : It is an agreed terms of the contract that the 

Railway reserves to itself the right to carry out a post payment audit and or technical 

examination of the works and the final bill including all supporting vouchers, abstracts 

etc. and to make a claim on the contractor for the refund of any excess amount paid to him 

if, as a result of such examination, any over-payment to him is discovered to have been 

made in respect of works done or alleged to have been done by him under the contract.

Page -28of 36 

17 Clause No.52 withholding and lien in respect of sums claimed : 

Whenever any claim or claims for payment of a sum of Money arises out of or under the 

contract against the contractor, the Railway shall be entitled to with hold and also have a 

lien to retain such sum or sums in whole or in part from the security, if any deposited by 

the contractor and for the purpose aforesaid, the Railway shall be entitled to with hold the 

said cash security deposit or the security if any, furnished as the case may be and also 

have a lien over the said pending finalisation or adjudication of any such claim. IN the 

event of the security being insufficient to cover the claimed amount or amounts or if no 

security has been taken from the contractor the Railway shall be entitled to with hold and 

have a lien to the extent of the such claimed amount or amounts referred to supra, from 

any sum or sums found payable or which at any time thereafter may become payable to 

the contractor under the same contract or any other contract with this or any other Railway 

or any department of the Central Government pending finalisation or adjudication of any 

such claim. 

It is an agreed term of the contract that the sum of money or monies so with held or 

retained under the lien referred to above by the Railway will be kept with held or retained 

as such by the Railway till the claim arising out of or under the contract is determined by 

the arbitrator (if the contract is governed by the arbitration Clause) or by the competent 

Court as the case may be and that the contractor will have no claim for interest or 

damages what-so-ever on any account in respect of such with holding or retention under 

the lien referred to supra and duly notified as such to the Contactor. For the purpose of 

this clause, where the contractor is a partnership firm or a limited company, the Railway 

shall be entitled to with hold and also have a lien to retain towards such claimed amount 

or amounts in whole or in part from any sum fund payable to any partner/limited 

company, as the case may be whether in his individual capacity or other-wise. 

18 Clause No.52A – Lien in respect of claims in other contracts : 

Any sum of money due and payable to the contractor (including the security deposit 

returnable to him) under the contract may be with held or retained by way of lien by the 

railway, against any claim of this or any other Railway or any other department of the 

Central Government in respect of payment of a sum of money arising out of or under any 

other contract made by the contractor with this or any other department of the Central 

Government. 

It is an agreed term of the contract that the sum of money so withheld or retained under 

this clause by the Railway will be kept withheld or retained as such by the Railway till the 

claim arising out of or under any other contract is either mutually settled or determined by 

arbitration, if the other contract is governed by arbitration clause or by the competent 

court as the case may be and the contractor shall have no claim for interest or damages, 

what-so-ever on this account or on any other ground in respect of any sum of money 

withheld or retained under this clause and duly notified as such to the contractor.

Page -29of 36 

19 Variation in contract Quantities : 

The variation in contract quantities shall be regulated as per the following provisions of 

Railway Board’s letter No.94/CE-I/CT/4 dated 17.10.2002 docketted by CE(Co- 

Ord.)/East Central Railway vide his letter No.ECR/ENG/02/Ten/2/623/588 dated 

29.10.2002. 

(i) 

For controlling the payment, in case the agreemental value goes beyond (+) 25%, the 

following regulatory mechanism shall be applied – 

(a) For the first 15% increase in the value beyond 25% of agreemental value, the rates 

will have a reduction of 2% in the incremental value of the agreement. 

(b) For the next 10% increase in the value, the rates will have an additional reduction of 

2% in the further incremental value of the agreement. 

(ii) 

20. 

The execution of quantities beyond (+) 50% of the overall agreemental value would 

normally not be permitted. If found necessary, it shall be done as per the procedure laid 

down in Railway Board’s letter No.94/CE/CT-I/37 dated 05.05.1995 for variation 

beyond 25% 

Tenderer while quoting their rate for supply & loading of ballast should indicate what 

rates of royalty taxes and forest transit permit imposed by concerned department has 

been considered. For this documentary proof issued by competent authority of 

department concerned should be enclosed along with tender document. 

Any increase/ decrease in forest transit permit and royalty taxes during the currency of 

the contract will be reimbursed/ recovered by the Railways. The contractor will have to 

submit the latest rates of these taxes during execution of work with each running bill 

along with documentary proof issued by competent authority of department concerned.. 

Signature of the tenderer(s) 

Date :________________

DETAILS OF WORK AWARDED TO THE FIRM DURING LAST FIVE YEARS 

Page -30of 36 

ANNEXURE - II 

Sl. 

No. 

Name of work 

taken up 

during last five 

years 

Nature of work, 

Brief Description 

Name of 

Address of the 

Claint/Deptt. 

Contract 

value in 

Lacs of 

Rupees 

Date of 

Award of 

contract 

Schedule 

Date of 

Completion 

Actual 

Date of 

completio 

n with 

brief 

reason for 

delay, if 

any 

Whether 

the work 

was 

completed 

in 

continuing 

of 

terminated 

. 

Whether any 

specialized 

agencies other 

contractor 

were 

employed by 

the tender and 

if so, what for 

? 

Net payment 

received 

during the 

financial 

year against 

each of the 

contract in 

the last 5 

years. 

Current commitment of 

work. 

This Next 

Year 

i.e. 

20__ 

year 

i.e. 

20__ 

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 

Next 

year 

i.e. 

20__

Sl. 

No. 

N a m e 

Page -31of 36 

ANNEXURE - I 

DECLARATION REGARDING ASSOCIATION OF RAILWAY OFFICER(S) WITH TENDERER (S) 

Status with the 

Tenderer 

If working in Rly. on the date of 

tendering, designation & place of 

posting. 

If retired on the date of tendering 

Date of 

Retirement 

Status at 

Retirement 

(1) (2) (3) (4) (5) (6) (7) 

Particulars of 

permission taken for 

associating with the 

tenderer.

ANNEXURE – III/A 

Page -32of 36 

LIST OF ARBITRATION CASES DURING LAST FIVE YEARS 

Sl. 

No. 

Name of work Value of work Name of 

Client/Deptt. 

Amount and date of 

claim preferred 

Claim of Deptt., 

if any. 

Brief Reasons of 

disputes. 

Final/Present 

position of the Case. 

(1) (2) (3) (4) (5) (6) (7) (8)

Page -33of 36 

ANNEXURE – III/B 

Sl. 

No. 

Name of work 

LIST OF COURT CASES DURING LAST FIVE YEARS 

Value of 

work 

Name of 

Client/Deptt. 

Name of 

Court 

Date of 

Institution of 

Case 

Relief 

sought from 

Court 

Brief Reason of 

Dispute 

(1) (2) (3) (4) (5) (6) (7) (8) (9) 

Final Present 

position of the 

Case.

Page -34of 36 

ANNEXURE –IV 

Sl. 

No. 

Description of 

Equipments 

Number Available 

DETAILS OF EQUIPMENT 

Date of 

Purchase 

Date of 

Manufacture 

Mote 

How Driven i.e. 

Petrol/Diesel/ 

Electric 

Condition of 

the Equipment 

Whether the 

Equipment 

cana be 

inspected. 

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Page -35of 36 

ANNEXURE – V 

DETAILS OF TECHNICAL PERSONNEL 

Sl. N A M E Age Technical 

Position with Commencement of Total experience Emoluments. 

No. 

Qualifications(s) the Tenderer present employment 

(1) (2) (3) (4) (5) (6) (7) (8)

Page -36of 36 

ANNEXURE – VI 

I/We as a tenderer(s) hereby certify and give undertaking that the 

track ballast to be supplied against this tender at all times will conform to 

specifications for track ballast as per the specifications of Railways circulated 

vide tender document of the instant tender. 

Signature of the tenderer (s) 

Date

EAST CENTRAL RAILWAY - Indian Railways

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