Tender Documents of NIT No 4006.pdf - Damodar Valley Corporation

DAMODAR VALLEY CORPORATION
MEJIA THERMAL POWER STATION
P.O: MTPS, DIST. – BANKURA
TENDER DOCUMENTS
For
Service Contract of Coal Handling Plant of MTPS
NIT No. MT/ CE/ T-5/ FM (282)/ DD/4006 Date: 26.12.2008
The Scope of Work is broadly classified as:
Part-A. (i) Liaison work with Railways and coal companies for (BOBR
Wagons) Indigenous Coal.
(ii) Supervision of loading of Coal (BOBR Wagons) at loading
Point for Indigenous Coal.
Part-B. Unloading of BOBR& BOXN coal rakes in Trackhopper-1& 2 for
Indigenous Coal and Imported Coal.
Part-C. Annual Repair& Maintenance Contract for Coal Handling Plant of
Unit# 1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS.
Part-D. Removal of technological waste & Up-keepment of Coal Handling
Plant of Unit# 1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of
MTPS.
Part-E. Shortage Minimization of BOBR indigenous coal rakes for
MejiaTPS and Improve Turn-around time.
1

INDEX
1. NIT along with information for EMD , Eligibility Criteria and others.
2. Scope of Work and Services.
3. Facilities to be provided to the Contractor by DVC.
4. Additional terms& Conditions.
5. Other Commercial terms & conditions.
6. Special Terms and conditions.
7.
8. ANNEXURE- I
Scope of Work
Part-A. (i) Liaison work with Railways and coal companies for (BOBR Wagons)
Indigenous Coal.
(ii) Supervision of loading of Coal (BOBR Wagons) at Loading Point for
Indigenous Coal.
Part-B. Unloading of BOBR& BOXN coal rakes in Trackhopper-1& 2 for Indigenous
Coal and Imported Coal.
Part-C. Annual Repair& Maintenance Contract for Coal Handling Plant of Unit#
1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS.
Part-D. Removal of technological waste & Up-keepment of Coal Handling Plant of
Unit# 1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS.
Part-E. Shortage Minimization of BOBR indigenous coal rakes for Mejia TPS and
Improve Turn-around time.
9. ANNEXURE-II List of major equipment/system of Unit# 1,2,3&4 and Coal Handling Plant of
Unit#5 & 6 of MTPS under the Contractor’s Scope of Work.
10. ANNEXURE-III List of tools and tackles required for Electrical Maint. Works to be arranged by the
contractor without additional cost to DVC.
2

11. ANNEXURE-IV List of T&P items to be arranged by the contractor during execution of the work.
12. ANNEXURE-V List of important equipment of CHP, MTPS, DVC (Elect) 6.6 KV
13. ANNEXURE-VI Proforma of Bank Guarantee in lieu of Earnest Money Deposit
14. ANNEXURE-VII Instruction for furnishing Bank Guarantee
15. ANNEXURE-VIII Proforma of Bank Guarantee for Security Deposit – cum – Performance Guarantee
16. ANNEXURE-IX Techno Commercial Deviation Schedule
17. ANNEXURE-X Cost of Withdrawal of deviation
20. ANNEXURE – XI Price Bid Format
21. ANNEXURE-XII Format for Agreement for Annual Maintenance Contract of
Damodar Valley Corporation
23. ANNEXURE – XIII General Conditions of Contract
3

DAMODAR VALLEY CORPORATION
Mejia Thermal Power Station
P.O.: MTPS, Dist.: Bankura, Pin : 722183
Notice Inviting Tender
No. MT/ CE/ T-5/ FM (282)/ DD/4006 Date: 26.12.08
Sealed Tender in 02 (two) parts containing 03 (three) envelopes:
A) 1st Envelope: Earnest Money Deposit and Cost of Tender Paper (if downloaded from Web
site).
B) 2nd Envelope (Part – I ): containing Technical and Commercial Bid.
C) 3rd Envelope ( Part – II ): containing the Price Bid.
in duplicate is invited by Superintending Engineer (Tech.), MTPS(O&M), Damodar Valley
Corporation, Mejia Thermal Power Station, P.O-MTPS, Dist : Bankura, West Bengal, for
Supervision at Loading Point, liasioning with Railways & Coal Companies indigenous coal,
Annual Contract for evacuation of BOBR&BOXN coal rakes at Track Hopper-1&2 of MTPS for
Indigenous Coal and Imported Coal and Annual Repair& Maintenance of Coal Handling
Plant(CHP) of Unit# 1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS, Shortage
Minimization of BOBR indigenous coal rakes for Mejia TPS.
All the three envelopes must be sealed and kept in the main envelope by way of marking the
envelope correctly as Tender Fees & EMD, Part- I (Technical and Commercial Bid), & Part-II
(Price Bid) respectively along with Tender Notice Number, Date and Due Date of Opening
superscribed on the envelopes and the main envelope must be superscribed with Tender Notice
Number, Date and Due Date of Opening and with specific mention of “Quotation for AMC jobs
of CHP& etc., Unit- 1,2,3,4,5 & 6 of MTPS.”
1. Scope of Contract -
Part-A. (i) Liaison work with Railways and coal companies for (BOBR Wagons)
Indigenous Coal.
(ii) Supervision of loading of Coal (BOBR Wagons) at Loading Point for
Indigenous Coal.
Part-B. Unloading of BOBR& BOXN coal rakes in Trackhopper-1& 2 for Indigenous Coal
and Imported Coal.
Part-C. Annual Repair& Maintenance Contract for Coal Handling Plant of Unit# 1,2,3&4
and Coal Handling Plant of Unit#5 & 6 of MTPS.
Part-D. Removal of technological waste & Up-keepment of Coal Handling Plant of Unit#
1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS.
Part-E. Shortage Minimization of BOBR indigenous coal rakes for Mejia TPS and
Improve Turn-around time.
.
2. Estimated Cost: Rs. 24,12,50,000/-(Rupees Twenty four crores twelve lakh fifty thousand)only
3. Earnest Money: Rs. 24,12,500 /- (Rupees Twenty four lakh twelve thousand five hundred)only
4. Cost of Tender Paper: Rs. 6,000 /- (Rupees Six thousand)only.
5. Period of sale of tender paper - From 09.01.2009 to 09.02.2009 (10 A.M. to 3 P.M.)
4

6. Last date of Submission of tender paper – 12.02.2009 (upto 3:00P.M.)
7. Date of opening of submitted Bids – 12.02.2009 (at 3.30 P.M.)
8. Non-transferable tender papers will be available in the office of the SE (Tech.), DVC,
MTPS(O&M), Bankura(Pin-722183) on all working days during the period of sale of tender
paper as mentioned above, except Sundays and Holidays against proof of deposit of Cost of
Tender Paper which is to be deposited in the Office of The Addl. Chief Accounts Officer,
MTPS, DVC or against submission of Demand Draft for equivalent amount favoring Damodar
Valley Corporation, MTPS (O&M) payable either at UBI Extn. Counter, MTPS Br. (Code No.
MPS-F56) or SBI, MTPS Br. (Code No. 6608). Deposition of Cost is subject to our prior
permission. Money Order towards cost of tender paper will not be accepted. Request for
tender paper by post will not be entertained. No tender paper will be sold on the date of
opening of tender. Incase the tender opening date happens to be a holiday the same will be
opened on the next working day.
Designated officers specially assigned for this purpose are designated SE(Tech), DVC, MTPS
& associated SDE(M), DVC, MTPS and no other persons are authorized to discuss for or to
receive any tender or to grant for tenders delivered by hand.
For obtaining tender paper, the intending tenderers should apply to the Superintending
Engineer (Tech.), MTPS (O&M), DVC alongwith documents in support of credential and
others as described under “Eligibility Criteria” hereafter under Clause 19.
9. The complete bid documents / tender paper are also available on DVC’s website:
www.dvctender.com & www.dvcindia.org. The intending tenderers may visit the said
websites for participating in the tender process after necessary downloading of the bid
documents for which no prior permission is essential. In that case Tender fee is to be
submitted in the form of “Demand Draft favoring Damodar Valley Corporation, MTPS
(O&M) payable either at UBI Extn. Counter, MTPS Br. (Code No. MPSF-56) or SBI, MTPS
Br. (Code No. 6608)” alongwith the sealed Tender in the envelop of EMD (Earnest Money
Deposit) i.e,1st Envelop.
10. DVC shall not be responsible in any way for any delay/ difficulties/ inaccessibility of the
downloading facility from the website for any reasons whatsoever. If there is any material
deviation between the NIT and these Tender Documents, the stipulations, conditions etc
mentioned in the Tender Documents will prevail.
11. Any act on the part of the Tenderer(s) being found to be indulging in changing/ adding or
deleting the content of the downloaded Tender Documents will attract punitive action as
deemed appropriate including banning, suspension of business dealings with DVC, etc.
12. In case any discrepancies found between the downloaded Tender Documents from the website
and the master copy available in the Office of the Tender Inviting Authority, the later shall
prevail and will be binding on the Tenderer(s). No claim/ appeal on this account will be
entertained or given cognizance to.
13. Tenderer(s) will be solely responsible for the correctness/ genuineness of the downloaded
Tender Documents from the website. If the offer submitted through the downloaded tender
documents which are incomplete, or with changed content, the offer will be summarily
rejected.
14. Quotation submitted by the tenderer(s) through FAX/ Telegram will not be considered valid.
5

15. Small scale industries registered with NSIC shall be issued the Tender Documents free of cost
subject to production of the documentary evidence like valid Registration Certificate from
appropriate Govt. authority giving details such as – Validity, Stores etc.
16. Offers should invariably be kept open for acceptance for 180 (Hundred eighty) days from the
date of opening of tenders and quoted rates shall remain firm throughout the tenure of the
Contract once the order is placed within validity period.
17. All tenderers would be bound by the terms and conditions as detailed in tender specifications
by the DVC and enclosed General Conditions of Contract. In case of any discrepancy on any
particular reference amongst GCC and the Tender documents, the Terms& Conditions
specified in the Tender Documents will prevail.
18. Tender documents issued in the name of a party are not transferable.
19. Eligibility criteria for selection of tenderer (Qualifying Requirements):
A. Credential in respect of prospective Bidders
Desired credential shall be at least equivalent to work execution experience of having
successfully completed similar work during last 7 years ending last day of month
previous to the one in which offers are invited and it shall be any of the following:
i) Two similar completed work each costing not less than the amount equal to 25%
of the estimated cost.
Or
ii) One similar completed work each costing not less than the amount equal to 35%
of the estimated cost.
* 5% tolerance in Quantum of QR shall be considered during evaluation of the bids.
Similar job is defined by the following activities for any Thermal Power Utility/Bulk
Coal Consumer as follows:-
Liaison with Railways & Coal Companies with the objective of maximizing respective
offer for linked quantity, Work for unloading of Coal Rakes (BOBR or BOX-N or Both),
Routine (minor/ major) repair / maintenance in the form of Annual Maintenance
Contract and Removal of Technological Waste in respect of the Coal Handling Plant.
Or
Work of Supervision at Loading Ends and related activities pertaining to control of
physical matrix of coal being loaded into Rly. Wagons as per ultimate consumers’
requirement at Colliery loading points, Work for unloading of Coal Rakes (BOBR or
BOX-N or Both) and Routine (minor/major) repair maintenance in the form of Annual
Maintenance Contract and Removal of Technological Waste in respect of the Coal
Handling Plant.
Or
Work of Supervision at Loading Ends and related activities at Colliery loading points
pertaining to control of physical matrix of coal being loaded into Rlys. Wagons as per
ultimate consumers’ requirement, Work for unloading of Coal Rakes (BOBR or BOX-N
or Both) and Routine (minor/major) repair maintenance in the form of Annual
6

Maintenance Contract in respect of the Coal Handling Plant and Work on shortage
minimization towards receipt of rail borne coal by the consumer with the objective of
providing Security enroute.
Or
Work of Supervision of loading and related activities of Coal Rakes at Colliery loading
points pertaining to control of physical matrix of coal being loaded into Rlys. Wagons as
per ultimate consumers’ requirement, Liaison with Railways & Coal Companies to
maximize linkage materialisation or offer due to any other bilateral / tripartite
arrangement, Work for unloading of Coal Rakes (BOBR or BOX-N or Both) and routine
(minor/ major) repair maintenance in the form of Annual Maintenance Contract in
respect of the Coal Handling Plant.
Completed work means:-
The executed/completed portion of work order/AMC/RC, even if the work has not
been completed in totality (Subject to furnishing proof of executed value of the work in
the form of certified copies of RA Bills or certificate from the Beneficiary to this effect
that the job to this extent has been done by the Bidder satisfactorily).
B. Consortium of bidders comprising not more than three members be also allowed to
participate in the tender if there is a Leader of the Consortium who will be
acknowledged as “Bidder” by definition and the Consortium will be such that each
Consortium partner possesses any of the aforesaid Credentials in any one of the
Categories mentioned above in their respective part of package to the extent of specified
work in independent capacity such that the above experiences taken together fulfill the
overall Qualifying Requirements/Eligibility Criteria in the capacity of the Consortium to
be so formed. Responsibility and control over all the activities under this Composite
Work shall rest upon the “Bidder” and payment thereupon shall be made accordingly.
Payment for the defined work scope taken together shall only be made to the “Bidder” as
per defined Terms of Payment and the “Bidder” will collect the payment on behalf of the
Consortium.
i) In case of Consortium (not more than three members), the agreement amongst the
members of Consortium shall have to be submitted.
ii) Bid from any Consortium shall be signed by the Consortium leader as well as each
Consortium member.
iii) In case “Bidder” is a Consortium as mentioned above, the Members shall authorize
one of the Entities to act on their behalf in exercising the constituent-Bidders’ entire
rights and obligations towards the Owner/Purchaser under the Contract without
imposing any limitation to receiving any instruction and Payment from the Owner.
The leader of the Consortium, designated as “Bidder” should have a resident
representative, not below the rank of Resident Manager/Project Manager or
Equivalent who shall stay at Mejia TPS (subject to availability of accommodation on
chargeable basis) or in the nearby vicinity to make himself available to MTPS
authority round-the-clock for effective interaction and control for smooth operation
of the Contract. The Liaison Official(s) for Part “A” & Part “B” only shall be
absolutely dedicated for these purposes and be solely liable and accountable to MTPS
authority in the event of the contract being awarded to the successful Bidder.
7

(An Undertaking to the above effect shall be made by the Bidder and be submitted
alongwith the Offer)
iv) In view of granting cognizance and permissibility towards formation of
“Consortium”, subletting of any or entire part of the packages as defined under
“Part-A, B, C & D” mentioned in these Tender Documents (Liaison with Colliery &
Railways to ensure allotment, Placement of rake & coordinate movement,
Supervision of loading of Coal at Loading Points, Unloading of BOBR& BOX-N coal
rakes at MTPS track hopper, Annual Repair & Maintenance of Coal Handling Plant
(CHP) of Unit # 1,2,3&4 and Coal Handling Plant of Unit # 5 & 6 of MTPS,
Upkeepment of CHP) is not permissible. However, subletting any or entire part of the
package covering “Part- E” may be allowed with prior consent / approval of the
Purchaser to whom relevant documents / credentials in regard to this Sublet-Agency
have to be submitted beforehand for examination.
v) It will be binding and obligatory for the “Bidder” to execute any activity, partly or in
full, covered by this Composite Work irrespective of having any correlation or not
among the coal loaded, coal transported and coal unloaded.
vi) The Bidder can participate in this Tender either on its own capacity as an individual
Entity or by forming a Consortium with other entity/agency as mentioned
hereinbefore but not on the basis of its association / experience acquired in both the
above entities.
No Bidder can participate on its own capacity as an individual Entity on the merit of
its exposure /experience /association as a Partner / Member of a Consortium formed
earlier irrespective of the weightage /bearing it possessed therein.
C. Any Agency in the form of Consortium- partner having the stint of experience in the
respective package with its financial soundness and efficient utilisation of resources
in the related field may be granted due cognizance and weightage at the sole
discretion of the Purchaser if the “Bidder” in the form of Leader of the Consortium is
conversant and possesses the defined credential in his respective field of operation as
part of package in terms of the criteria set forth. The core competence of the
Consortium Leader defined as “Bidder” shall be determining factor towards further
evaluation of eligibility of other Consortium member/ partner. However, there will
be no exemption for the ‘Bidder’ in the capacity of Consortium- leader or Bidder as
sole entity. The collective evaluation will be binding on the Bidders.
D. Financial:
The Bidder, as mentioned hereinbefore, should be financially sound and should have
minimum Average Annual Turnover (AAT) during last three (3) years ending 31st
March of the previous Financial Year (2007-08) not less than 30% of the Estimated
Cost. Apart from ‘Bidder’ as Leader of Consortium, if formed, the Consortium
partner should present documents in support of his/ their Annual Turnover. In both
the cases as mentioned, the Financial Statements for preceding three (3) years shall be
duly audited by Chartered Accountant or any other Govt. Approved Body /
Discipline.
8

E. Copy of the following Documents must be submitted:
i) Copy of Completion certificate from the concerned authority along with the Copy of
LOI/ WO/ Agreement in support of Credential as per Sl. No. A above.
ii) Copy of updated STCC/ VAT Registration Certificate, EPF Registration Certificate,
Labour license, Service tax registration certificate, Latest Solvency Certificate from the
Bank.
iii) Annual report, Balance Sheet, Profit & Loss account of preceding three (3) years
alongwith Auditor’s Report must be submitted as mentioned above.
iv) Status of the firm i.e. Company Registration Certificate/ Partnership Deed/
Proprietorship. Documents are to be submitted.
N.B. In the event of formation of Consortium all Consortium partners are required to
submit aforesaid documents as referred under “E” herein above.
20. Deviation Sheet as per format given with the Tender documents must be submitted.
21. The signatories for the offer must enclose the document proving their authority to do so
along with the bid.
22. Before filling the offers, bidders are requested to go through the General Condition of
Contract (GCC) DVC, enclosed with the Tender documents, in order to familiarize with
DVC’s commercial terms and conditions, Cost Compensations for deviations and bid
evaluation procedure.
23. The bidder may visit and examine the site before submission of the Bid if it so desires.
However, the costs of visiting the site shall be at the bidder’s own expense.
24 DVC reserves the right not to accept the lowest rate quoted by a Tenderer and reject any or all
the tenders and to split up and award the Contract to more than one tenderer without assigning
any reason thereof.
25. Unsigned offer submitted by any bidder will not be considered valid. Conditional discount
will not be considered for evaluation of bids. Power of Attorney which shall be legally valid
in favour of Bidder’s representative(s) making all sorts of interactions, correspondence
etc. with DVC/MTPS authority on behalf of the Contractor must be submitted alongwith
the Bid.
26. Self certified Xerox copies of all relevant documents, wherever needed to be enclosed
with the offer. However, DVC reserves the right to call for original document, if needed,
failing which the offer is liable for rejection.
27. All pages of the Tender Documents must be signed by the bidder for acceptance of the
Terms& Conditions.
28. Earnest Money of Rs. Rs. 24,12,500 /- (Rupees Twenty four lakh twelve thousand five
hundred)only must be deposited in any of the following forms.
a. Crossed Demand Draft or Pay Order of any schedule bank drawn in favour of Damodar
Valley Corporation, MTPS (O&M), payable at UBI, MTPS Extn. Counter (Code No. MPS-
F56) or SBI, MTPS Br. (Code No. - 6608).
b. Bank Guarantee from a Nationalized Bank / Schedule Bank/ Foreign Bank irrevocable and
operative till the validity of the offer (180 days) as per enclosed Proforma with the Tender
documents.
9

c. Post Office National Savings/ National Defence Deposit Certificate duly pledged in favour
of DVC.
d. Fixed Deposit receipt issued by Nationalised Bank endorsed in favour of DVC.
e. DVC bonds duly endorsed in favour of DVC.
Tenders not accompanied with/ supplied with Earnest Money and Tender fee (if
downloaded from website) will not be opened and summarily rejected. Earnest Money of
the unsuccessful Tenderers shall be refunded after finalisation of the contract. No
interest will be paid thereon. Earnest Money of the successful Tenderers shall be
refunded after submission of Security Deposit and acceptance of the same by DVC and
execution of the Agreement.
29. Exemption from EMD
Small Scale Industries registered with NSIC shall be exempted from the payment of EMD.
SSI units seeking such exemption must enclose valid Registration Certificate from appropriate
Govt. authority giving details such as validity, stores etc.
30. In course of techno-commercial evaluation the past performance of the bidder in any of the
formation of DVC will be duly taken care of and the same shall be quintessential criteria of its
pre-qualification.
31. At any time prior to the deadline for submission of bids, the Purchaser may, for any reason,
whether at its’ own initiative or in response to the clarifications requested by the prospective
bidders, amend the biding documents after due approval of competent authority. Any
addendum/corrigendum/extension if required pertaining to this NIT will be hosted in DVC’s
website only and will not be published in the Newspapers. Bidders are requested to visit DVC
website regularly for any addendum/extension/corrigendum till date of opening of bids.
32. All tenderers would be bound by the terms and conditions as detailed in tender specifications
by the DVC and enclosed General Conditions of Contract. Terms and Conditions which are
not specifically mentioned in the NIT& Tender documents shall be covered by the General
Conditions of Contract.
33. The Contract may be awarded either in Part/ Sub-Part or in full at sole discretion of
DVC. But, the Bidders shall have to quote their prices for all the Parts-A,B,C,D& E of
the Scope of the Contract in the Price-bid format given hereafter. In case of incomplete
quotation, the Bid shall be liable to be rejected.
34. Settlement of disputes and Arbitration: It will be guided as per Clause of enclosed GCC.
35. All suits arising out of the NIT and subsequent Work Order/ Contract Agreement if any are
subject to the jurisdiction of the Hon’ble Court of Law in the city of Kolkata only and no other
Hon’ble Court of Law elsewhere.
10

1.000. SCOPE OF WORK AND SERVICES:
The objective of this contract is to keep the CHP system healthy so that desired quantity of Coal
can be fed to the Bunkers for sustained Generation of the Units (No.1 to 6) and to ensure
availability of required number of coal rakes for MTPS and evacuation of the same at MTPS
Track Hoppers (2-nos.) to meet the requirement of Coal at MTPS without Railway demurrage
charges and minimize the shortage enroute. The Contractor has to keep a close liaison with the
concerned authorities of Coal Companies, Railways and DVC, MTPS.
The Scope of Composite Work is broadly classified as:
2.000. Part-A. (i) Supervision of loading of Coal (BOBR wagons) at Loading Point (Mines end
railway Siding) for Indigenous Coal.
(ii) Liaison with Colliery& Railways to ensure allotment, placement of rake &
coordinate movement for Indigenous Coal.
Defined Scope of Work is described in details under Part-A in Annexure-I.
3.000. Part-B. Unloading of BOBR& BOXN coal rakes at MTPS Track hopper-1&2 for
Indigenous Coal and Imported Coal.
Defined Scope of Work is described in details under Part-B in Annexure-I.
4.000. Part- C. Work for Annual Repair/Maintenance of Coal Handling Plant of Unit# 1,2,3&4
and Coal Handling Plant of Unit#5 & 6 of MTPS.
Defined Scope of Work is described in details under Part-C in Annexure-I.
5.000. Part- D. Removal of technological waste & Up-keepment of Coal Handling Plant of Unit#
1,2,3&4 and Coal Handling Plant of Unit#5 & 6 of MTPS.
Defined Scope of Work is described in details under Part-D in Annexure-I.
6.000. Part- E. Shortage Minimization of BOBR indigenous coal rakes for Mejia TPS and
Improve Turn-around time.
Defined Scope of Work is described in details under Part-E in Annexure-I.
7.000. Facilities to be provided to the Contractor by DVC as mentioned below:-
i) Lubricants, gaskets, gland packings, bolts, nuts etc. and spares shall be supplied by DVC
free of cost. Required Tools & Tackles will be on Contractor’s Scope.
ii) Electric power supply (415 volts) and water required for the work will be supplied free of
cost by DVC for the execution of the work at fixed location only from which additional
distribution can be arranged by the Contractor.
iii) Compressed air (service air) will be supplied free of cost at certain location only for the
work assistance.
iv) Overhead fixed crane facility will be provided by DVC free of charge but services of DVC
mobile crane may be provided if available on chargeable basis for execution of the contract.
v) Open space shall be provided at MTPS premises by DVC free of cost for the party to make
his own office, stores and workers rest room, Engineer’s room at their own cost.
vi) Unfurnished accommodation at MTPS colony as per category with water and electricity will
be provided to the extent possible as per DVC’s standard charges/ norms subject to
availability.
11

vii) Subject to availability, guest house accommodation may be provided for restricted period at
DVC’s standard charges/ norms at sole discretion of MTPS authority.
viii) Subject to availability internal telephone will be provided free of cost to the extent possible.
ix) Subject to availability, facility to utilize DVC’s workshop will be provided free for
execution of contract.
x) Medical facility as available shall be provided as per DVC’s standard charges and norms.
8.000 Additional terms& Conditions:
8.100 The Contractor should always maintain the coal handling system available for normal
operating time during operation of boiler/ boilers.
8.101 The Contractor has to remove of all technological waste from time to time generated from
operation& maintenance work.
8.102 The Contractor shall be responsible to comply with all laws of the land including Labour
Rules and Acts in vogue or as may come into vogue during the validity of the contract and
shall indemnify DVC against any claim arising out of any non-compliance/ or accidents to
the third party.
8.103 EPF provision shall have to be made by the Contractor as per prevailing rules and the
same to be in force from time to time during the tenure of the contract. The liability to
comply with all related formalities shall rest upon the Contractor.
8.104 The Contractor shall have to follow all safety rules at the time of execution of work. All
safety equipments such as Helmets, Safety shoes, Hand gloves and other safety measures
required during execution of the contract shall be supplied by the Contractor to their
workmen without any extra cost to DVC.
8.105 The Contractor shall abide by the legal provision with regard to health, welfare and safety
of persons engaged by him as per factory act and rules. The Contractor shall also be
responsible for medical care of their personnel engaged. Ex-gratia / bonus, leave salary,
retrenchment benefits etc. under statutory levies shall be paid by the Contractor to their
personnel as per bonus act/ other rules at his own cost. No extra payments shall be made
by DVC in this regard.
8.106 The Contractor shall be responsible for compliance of all the rules and regulations of the
land as detailed but not limited to the following prevailing acts.
a) Factory Act
b) Minimum Wages Act
c) Payment or Wages Act
d) Bonus Act
e) Contract Labour (Regulation and Abolition Act) as prevalent and the Rules and
Regulations made therein from time to time and shall indemnify and hold harmless the
purchaser against any claim arising out of compliance or non compliance and / or accident
to the third party.
8.107 The Contractor shall obtain necessary certificate from Govt. Labour Officer that all legal
formalities of the prevalent labour contract (R&A) Act.
12

8.108 The Staff engaged by the Contractor should not be under addiction of drug / liquor while
on duty. It would be obligatory on the part of the Contractor to remove any such persons
from the job whose action or conduct in the opinion of DVC management is detrimental to
the interest of the Corporation.
8.109 The Contractor shall be fully responsible for his personnel with regard to terms of
employment services. DVC should not be held responsible in any manner, whatsoever, in
respect of personnel engaged by the Contractor for carrying out the work at MTPS, DVC.
8.110 No child labour shall be engaged by the Contractor as per statutory rule of Govt. of India.
8.111 The Contractor shall execute a contract agreement in DVC’s prescribed format for
AGREEMENT FOR ANNUAL MAINTENANCE CONTRACT &T-3 form on nonjudicial
stamp paper of appropriate value. No payment will be made without execution of
agreement.
8.112 The Contractor shall have to maintain all statutory registers as required under the Contract
Labour Regulation and Abolition Act. Payment of Wages Act, Minimum Wages Act,
Factory Act etc. the statutory return to be submitted to the Personnel Department/
Statutory bodies as required under the Acts and Rules.
8.113 All suits arising out of the enquiry and subsequent W.O. / LOI if any are subject to
jurisdiction in the city of Kolkata in India and no other Court.
8.114 During execution by the Contractor of any part of the MC work, if it is observed by DVC
that certain portion of the part work is not found satisfactory, the competent authority of
user section of DVC shall have the right to get the work done by engaging external
agencies at the cost and risk of the Contractor.
8.115 If the Contractor desires to execute a part of scope of Maint. Contract which are very
specialized in nature by engaging a specialized competent Group, they will have to obtain
approval from DVC authority furnishing all credentials & requirement of the manpower
strength before their engagement. However DVC reserve the right to discontinue the same
at its discretions.
8.116 During execution of the contract if it is found that the manpower engaged by the contractor
is not sufficient and capable to take up the specialized jobs in respect of Electrical/C&I/
Mechanical maintenance, DVC reserves the right to engage extra competent and capable
manpower from any other source at the cost &risk of the contractor. Decision of DVC in
this regard shall be final and binding on the contractor.
8.118 A substantially responsive bid is one, which conforms to all the terms, conditions, and
specifications of the bidding documents, without material deviation or reservation or
deviations with respective prices for withdrawal. A material deviation or reservation is one
(a) which affects in any substantial way the scope, quality, or performance of the study.
(b) which limits in any substantial way, inconsistent with the bidding document, the
owner's rights or the bidder's obligations under the contract.
8.119 If a bid is not substantially responsive, it may be rejected by the owner at its sole
discretion and may not subsequently be made responsive by correction or withdrawal of
13

the non-conforming deviation or reservation except in case of deviations with respective
prices for withdrawal.
8.120 Bids determined to be substantially responsive wilt be checked by the Owner for any
arithmetic errors. Errors will be corrected by the Owner as follows;
Liability of the Bidder
Subject to additional provisions, if any, the Bidder liability under this Contract shall be as
provided by the Applicable Law.
(a) Except in case of gross negligence or willful misconduct on the part of the Bidder or on the
part of any person or firm acting on behalf of the Bidder in carrying out the Services, the
Bidder, with respect to damage caused by the Bidder to the Owner's property, shall not be
liable to the Owner:
(i) for any indirect or consequential loss or damage; and
(ii) or any direct loss or damage that exceeds (a) the total payments for professional fees and
reimbursable Expenditure made or expected to be made to the Bidder. (b) the total
payments that the Bidder may be entitled to receive from any insurance maintained by
firm to cover such a liability, whichever of (a) or (b) is higher.
(b) This limitation of liability shall not affect the Bidder’s liability, if any, for damage to
Third Parties caused by the Bidders or any person or firm acting on behalf of the Bidder
in carrying out the services.
Stipulations at (a) & (b) above are subject to Applicable Law.
8.121 Bidder Actions requiring Owner's prior Approval.
The Bidder shall obtain the Owner's prior approval in writing before entering into a Subcontract
for the performance of any part of the Services;
8.122 Equipment and Materials furnished by the Owner
Equipment and materials made available to the Bidder by the Owner, or purchased by the
Bidder with funds provided by the Owner, shall be the property of the Owner and shall be
marked accordingly. Upon termination or expiration of this Contract, the bidder shall
make available to the Owner an inventory of such equipment and materials and shall
dispose of such equipment and materials in accordance with the Owner's instructions.
While in possession of such equipment materials, the bidder, unless otherwise instructed
by the Owner in writing, shall insure them at the expense of the Owner for an amount
equal to their replacement value.
8.123 BIDDER'S PERSONNEL
(A) General
(i) The Bidder shall employ and provide such qualified and experienced Personnel as
are required to render the Services.
(ii) The Bidder, be it the Leader of the Consortium or as an independent Entity,
should have a Resident Representative, not below the rank of Resident
Manager/Project Manager or Equivalent who shall stay at Mejia TPS (subject
to availability of accommodation on chargeable basis) or in the nearby vicinity
to make himself available to MTPS authority round-the-clock for effective
interaction and control for smooth operation of the Contract. The Liaison
Official(s) for Part “A” & Part “B” only shall be absolutely dedicated for
14

these purposes and be solely liable and accountable to MTPS authority in the
event of the contract being awarded to the successful Bidder.
(B) Description of Personnel
The titles, agreed job descriptions, minimum qualifications and estimated periods of
engagement in the carrying out of the Services of each of the bidder s' Key Personnel shall
be as described.
(C) Removal and/or Replacement of Personnel.
i) Except as the Owner may otherwise agree, no changes shall be made in the Key
Personnel. If, for any reason beyond the reasonable control of the Bidder, it becomes
necessary to replace any of the Personnel, the Bidder shall forthwith provide as a
replacement a person with qualifications and experience acceptable to the Owner.
ii) If the Owner (a) finds that any of the Personnel has committed serious misconduct or
has been charged with having committed a criminal action, or (b) has reasonable cause
to be dissatisfied with the performance of any of the personnel, the then Bidder shall,
at the Owner’s written request specifying the grounds therefore, forthwith provide as a
replacement a person with qualifications and experience acceptable to the Owner.
8.124 All other terms and conditions not enumerated herein covering for execution contract shall
be guided by D.V.C.’s T-3 form. Other terms and condition stipulated in D.V.C.’s GCC
shall also be applicable for the contract.
8.125 The contractor shall satisfy himself with the nature / extent of work to be executed and
where necessary with the site condition and other relevant matters and details before
submission of the offer. Incase of any discrepancy is found in the specification , the
tenderer must bring in writing such discrepancy to the knowledge of D.V.C. with a request
for resolution / interpretation and obtain D.V.C.’ s decision before submission of the
tender. In absence of such request before submission of the tender it will be presumed and
agreed to that in case there exists any discrepancy, D.V.C.’ s decision / interpretation shall
be final and binding on the tenderer to comply with without any commercial implication to
D.V.C.
8.126 The rates / prices will remain firm for Parts – A (i & ii) & E throughout the contract
period. However, in case of extension or extensions after satisfactory completion of one
(1) year of the contract period, Offered Prices for Parts B, C & D which shall remain firm
for 1 st year during execution of the contract will be subjected to variation (both upward
and downward) giving weightage of 90% only w.r.to the corresponding initial Offered
Rates. Adjustment / Payment in respect of Contractor’s R.A. Bills during such extended
period(s) will be made prior to ascertaining actual amount payable or adjustable, as the
case may be, and this will be based on Notification / Circular issued by the Govt. of West
Bengal from time to time in respect of periodical Wage Revision only.
8.127 The tenderer shall list out (clause wise) in his offer the deviation from NIT specifications
in the Deviation Schedule otherwise it will be presumed that the NIT specification have
been accepted by him.
8.128 All Taxes & Duties must be clearly indicated in price bid otherwise it will be
deemed that the same is included in the quoted price.
15

9.000 Other Commercial terms & conditions:
9.100 Measurement of Work:
(Unless otherwise specified in these Bid Documents, Delivered Quantity will be considered
as Received Quantity at MTPS and “Linkage” means “Rail Linkage”)
9.101 For the Scope of Work under Part- A.
The Scope of Work governing this part of the contract does not specify any loss enroute
occurring during movement of the Coal Rakes attributable to the contractor. Hence the
work done under “Head” – (i) & (ii) shall be evaluated on the basis of the following:-
(i) Rake materialisation w.r.to total no. of Rakes as targeted against the actual total
SLC(ST) allocation to MTPS during the month ( no. of Rakes covered by SLC
approved Linkage shall be calculated on the basis of 10,500 MT for three (3) no.
Rakes).
(ii) Quantity materialisation w.r.to Loading-end weights as per R.R. received by MTPS
during a month against the actual total SLC (ST) allocation to MTPS during that
month.
9.102 For the Scope of Work under Part- B.
The Work done shall be evaluated on the basis of total numbers of BOBR & BOXN Coal
Wagons unloaded at MTPS during a month.
9.103 For the Scope of Work under Part- C.
a) Maintenance contract for CHP:
General evaluation will be based on overall healthiness and interruption free operation of
the entire system.
b) Mandatory extra Jobs.
Time specific completion of the work as allotted under purview of Contract.
9.104 For the Scope of Work under Part- D.
General evaluation will be based on overall Up-keepment of Unit# 1,2,3&4 and Coal
Handling Plant of Unit#5 & 6 of MTPS and for the removal of boulders/ coal-dust shall be
done on “per MT” basis for the total quantity disposed per month as per Part-D of
Annexure – I.
9.105 For the Scope of Work under Part- E.
The work done shall be evaluated on the basis of net weight of coal recorded at receiving
point i.e. net weight of coal recorded at MTPS In-motion weigh-bridge per rake basis. In
case In-motion Weigh-bridge of MTPS is not in operation, the net weight of coal at the
loading end as per RR will be considered for measurement of work done. If both are not
available then payment will be based on prevailing chargeable weight during the period of
non-availability of above weigh bridges.
9.200 Penalty:
9.201 Penalty for the Scope of Work under Part- A.
16

Part – A (i)
a) Incase the Contractor fails to achieve materialization of 60% of SLC (ST) approved
Rail-Linkage in terms of no. of Rakes for MTPS in a month, no payment shall be made for
this part of the contract ( no. of Rakes covered by SLC approved Linkage shall be
calculated on the basis of 10,500 MT for three (3) no. Rakes).
b) Incase the bidder achieve materialization above 60% of SLC linkage allotted to MTPS in
a month, payment shall be made on the percentage-materialization of SLC linkage allotted
to MTPS in that month as per formula given under 9.301(c)-(i).
Part – A (ii)
a) Incase the Contractor fails to achieve materialization of 60% of SLC (ST) approved
Rail-Linkage in terms of Quantity for MTPS in a month, no payment shall be made for this
part of the contract.
b) Incase the bidder achieve Quantity-wise materialization above 60% of SLC linkage
allotted to MTPS in a month, payment shall be made on the percentage of materialization
of SLC linkage allotted to MTPS in that month as per formula given under 9.301(c)-(ii).
9.202 Penalty for the Scope of Work under Part- B.
a. If during the morning joint inspection the cleanliness of the Track hopper is found
unsatisfactory, DVC, with prior intimation to the Contractor, reserves to get the job done
by engaging any 3 rd party and the expenditure shall be deducted from any Bill or any
preferred Claim of the Contractor for each occasion at sole discretion of DVC.
b. Penalty on account of Delay in Unloading shall be determined by the clause covering the
“Demurrage” as hereunder and also by the conditions mentioned hereinafter:-
Demurrage:
(i) Railways impose penalty in the form of ‘Demurrage Charges’ accrued, mainly based on
detention of rakes. The causes of detention are manifold. Receipt of oversized Coal/non-
Coal matters like boulders etc. causing problem of evacuation , untimely placement of
rakes, bunching of rakes, system (both Railways and MTPS CHP) failure, are few amongst
many of the attributable causes.
Since coordination with Railways and Coal Company for placement of rake at proper
siding and supervision at loading end to ensure loading of sized coal, as well as
coordination with Railway and maintenance of System at MTPS are the defined
assignment as well as responsibility of the Contractor, the demurrage accrued in the course
except on reasons elaborated against Sub-clause ‘k’ of Main clause 3.000 of Part-B of
Annexure – I shall be payable by the Contractor.
(ii) Demurrage charges imposed by Railway is ex-parte in nature and is a subject to
arbitration with the Railway authority for which there is a defined procedure and Railways
have often been found to have taken care of factors attributable to Railways for granting
waivers. Contractor may like to submit an appeal to MTPS with supporting details and
reasons for review by Railways. The net payable demurrage after review by Railway shall
have to be entirely borne by the Contractor. In case, total detention hours include hours of
interruption due to reasons as elaborated in Subclause ‘k’ of Clause 3.000 of Part-B of
Annexure-I, the percentage of such detention hours will be calculated based on total
detention hours and net payable demurrage charges will be apportioned to grant exemption
17

to the Contractor. The rest of the net payable demurrage charges due to reasons not
attributable to Contractor (as highlighted hereinbefore) shall be borne by DVC, MTPS.
(iii) Power block in OHE Lines disrupting Rail movement, Coupling detachment, brake
jamming, Vacuum failure, Railways signal and Communication failure amongst others,
which are also causes of detention mainly attributable to Railways.
(iv) Final settlement of payable demurrage charges on review by Railway may take time.
For the purpose of payment of monthly bills the Contractor are allotted the option of
depositing a BG/ Advanced Bank Draft worth Rs. 7,50,000/- (Rupees Seven lakhs
fifty thousand) only as Caution deposit against likely demurrage charge to be payable,
otherwise demurrage charges will be recovered from monthly running bill subject to
adjustment or refund after final settlement with Railways.
9.203 Penalty for the Scope of Work under Part- C.
a) Maintenance contract for CHP:
1) For each category of maintenance work detailed in mandatory jobs under Sl. No. I
(a),(b)& (d) of Part-C of ANNEXURE- I, a time frame will be fixed by DVC
considering all ground realities. If the contractor fails to complete the work in that
time for reason not attributable to DVC, a penalty will be imposed @1% per day of
the value of the each category of jobs from the running bill subject to a maximum
of 10% of the total value of the jobs as detailed under mandatory jobs Sl. no. I
(a),(b)&(d) of Part-B of ANNEXURE- I. In this respect the decision of Engineer-
In-Charge will be the final & binding on the contractor.
2) For category of work detailed under Sl.no.(c)& (e) of Part-C of ANNEXURE- I
mandatory job, if due to any reason not attributable to DVC or force majeure
conditions, the contractor fails to carry out/execute the work for a day or part
thereof the penalty shall be imposed as detailed in Sl no. 3& 4 hereunder.
3) Recovery of cost equivalent of Twice the pro-rata amount calculated on “per day
basis” from the monthly figure indicated against category of work under Sl. No. I
(c) of Part-C of ANNEXURE- I of mandatory job shall be made.
4) Non execution of work for “part of a day” exceeding six(6) hours shall attract one
full day’s additional penalty in line with above.
5) Non-availability of Tools & Tackles as detailed in Annexure – III & IV will also
invite a penalty @ 1% per week or part thereof of the contract value of the
respective head for which the tools & tackles are not available for Mandatory Work
(a) & (b) for 15 days at a stretch.
b) Mandatory extra Jobs.
i) For Replacement of Conveyor belt& Fabrication of MS Gratings:
The work i.e. belt laying & its joint thereafter has to be completed within the stipulated
time as mutually decided. For any delay in completion of the job beyond the agreed
completion period, a penalty will be imposed @ 0.5% of the job value per day (24 hrs.)
of delay and/or part thereof subject to maximum 10% of the total job value.
ii) For Oil wagon unloading:
The Contractor should ensure that no demurrage charges are required to be paid to the
Rly. on account of delay in unloading beyond Railway Free Time. If the reasons for
18

delay in unloading are not attributable to either DVC or any force majeure condition,
the contractor shall have to bear the entire demurrage charges so accrued.
9.204 Penalty for the Scope of Work under Part- D.
a) Up-keepment of the areas as detailed under Part-D of Annexure – I :
i) The contractor is to complete the removal of all technological waste as mentioned
above daily on round the clock basis for maintenance of the system. If DVC is forced
to engage any other agency to complete any incomplete job of the contractor, the
expenses thus incurred will be deducted from the contractor’s bill at their risk and cost.
ii) If at any moment it is noticed that any of the areas which are under the Contractor’s
scope for cleaning/ removal of waste is not cleaned properly, SE (FM) or his
authorized representative reserves the right to deduct an amount as felt appropriate by
DVC at the sole risk and cost of the Contractor.
b) Removal of boulders/ coal-dust:
The contractor will have to engage sufficient numbers man& machines for loading,
unloading of the stones/ coal dust generated daily and sufficient numbers tractors/
trucks for disposal to the same to the designated place. If the contractor fails to dispose
off the stones/ coal dust to the designated place, D.V.C may deploy/ engage any third
party for disposing off the stones/ coal dust to the designated place and DVC reserves
the right to deduct penalty equivalent to one and half times the Charge paid by DVC
to the third party from the running bills or any other bill of the Contractor for each
such occasion. However if such condition prevails for more than a week DVC
reserves the right terminate the contract and all the dues payable by DVC to the
Contractor along with the Security deposit shall be liable to be forfeited.
9.205 Penalty for the Scope of Work under Part- E.
a) Penalty for shortage enroute:
In case difference of Net Weight between the Loading Point weight and weight at MTPS
In-motion Weigh Bridge exceeds 2% of Loading Point weight no payment will be made to
the contractor. Additionally, a Penalty @ 0.50Q per MT shall be deducted on the Loading
Point weight as per received R.R. on Rake to Rake basis (“Q” is the quoted Rate as per Sl.
No. 9.305 indicated hereinafter).
b) Penalty/ Bonus for Maintaining the running hours of the indigenous BOBR coal
rakes from Raniganj Railway Station to Mejia TPS In-motion weigh bridge.
Departure time of a loaded coal rake from Raniganj Railway Station will be recorded from
the instant of time that will be recorded by CHP Control Room at MTPS and its arrival
time will be recorded at In-motion weigh bridge of MTPS. Duration between above two
terminals shall determine the Penalty/ Bonus. Amount accruable against Penalty will be
withheld from the RA bills subject to Reconciliation at later stage at the end of the contract
period.
Penalty/Bonus shall as given hereunder:
19

Running hours less than 1 hour- Bonus for the Coal rake is Rs.5000/- per Rake
Running hours 1 hour upto 1 hour 30 minutes- Penalty for the Coal rake is
Rs.1000/- per Rake
Running hours more than 1 hour 30 minutes upto 2 hours - Penalty for the Coal
rake is Rs.2000/- per Rake
Running hours more than 2 hours - Penalty for the Coal rake is Rs.5000/- per
Rake
Penalty shall not be applicable; if there is any delay due to OHE power failure,
accident en-route, derailment, failure of railway track, engine trouble which are not
attributable to the Contractor.
9.300 Terms of Payment:
All payment shall be made against the Measurement of Work as defined under
Clause No. 9.100.
9.301 For the Scope of Work under Part- A.
a) The contractor should ensure that maximum quantity of Coal is received by MTPS as per
the SLC quota allotted to MTPS from time to time.
b) The bidder should quote the rate on “per Rake” basis for Part – A (i) & on “per MT” basis
for Part – A (ii) against the SLC quota / Estimated Quantity/ No. of Rakes allotted/likely
to be allotted to MTPS. However, Payment shall be made on the RA bills on the
proportionate percentage of materialization achieved above 60% of SLC linkage allotted to
MTPS in the month subject to usual deduction of Taxes and duties as leviable.
c) Method of Calculation of Monthly Payment:
(i) Say,
S= SLC quota allotted to MTPS for a particular month in terms of No. of Rakes.
Q= No. of Rakes received by MTPS for that particular month.
P= Quoted rate of the Contractor Rupees per Rake received at MTPS.
M= Percentage of materialization achieved by the Contractor in the month
then,
M= Q/S X 100
If M is greater than 60%
Then,
Value of “M” Payment
Above 60% upto 70% 1.05(Q.P)
Above 70% upto 80% 1.10(Q.P)
Above 80% upto 90% 1.15(Q.P)
Above 90% 1.20(Q.P)
(ii) Say,
S= SLC quota allotted to MTPS for a particular month in MT.
20

Q= Quantity as per Loading end weight delivered to MTPS in MT.
P= Quoted rate of the Contractor Rupees per MT of coal delivered.
M= Percentage of materialization achieved by the Contractor in the month
then,
M= Q/S X 100
If M is greater than 60%
Then,
Value of “M” Payment
Above 60% upto 70% 1.05(Q.P)
Above 70% upto 80% 1.10(Q.P)
Above 80% upto 90% 1.15(Q.P)
Above 90% 1.20(Q.P)
Payment for both the above cases (i & ii) will be based on categorical materialisation
as per respective Table and will be summed up accordingly to ascertain final payable
amount on this account.
9.302 For the Scope of Work under Part- B.
100% Payment shall be made on the RA bills against the numbers of BOBR& BOXN
Coal Wagons unloaded at MTPS in a month subject to usual deduction of Taxes and
duties as leviable. The deduction of the cost of demurrage as may be accrued in the course
of handling and as billed by Railways may be kept withheld till final settlement against
deposit of caution money in the form of B.G. of Rs. 7,50,000/- (Rupees seven lakhs fifty
thousand) only as detailed hereinbefore and in Annexure-I. The one time Caution money
(B.G./Advanced Bank Draft) shall remain valid covering contract period to facilitate
release of monthly R.A. Bill without instant recovery of demurrage charge. Penalty due to
accrual of demurrage will as such be on contractor’s account as stipulated under Clause
9.202 (c). Three copies of the bill and the original copy pre-receipted with Revenue stamp
should be submitted.
Special Conditions for the Scope of Work under Part – B :
a) If for any reason/ factors whatsoever not attributable to the Contractor herein under, rake
supply is disrupted and intake goes down, contractor will be entitled to payment equivalent to
3500 BOBR wagons for sustaining his workforce when total monthly intake goes down below 60
rakes even.
b) The attributable reasons towards the Contractor however excludes defined force majeure
condition, major strike, flood and other act of nature in the Colliery area, affecting the Colliery,
siding etc and disrupting Rail movement and MTPS’s written instruction to reduce Coal intake
depending on its plant condition.
c) In case such force majeure and unavoidable circumstance continues for part of month, the
contractor shall be entitled to pro-rata payment computed for days of interruption, based on
minimum 3500 BOBR wagons per month and actual payment for number of Wagons handled.
9.303 For the Scope of Work under Part- C.
a) Maintenance contract for CHP:
100 % payment shall be made against the monthly running bills normally within a fortnight
on presentation of bills in triplicate after satisfactory completion of the assigned work and
21

on due certification by the Engineer-in-Charge subject to statutory deductions as
applicable.
c) Mandatory extra Jobs:
i) For Replacement of Conveyor belt & Fabrication of MS Gratings:
100% payment will be made after satisfactory completion of the job duly certified by the
DVC EIC subject to statutory deductions as applicable.
ii) For Oil wagon unloading/ Road Oil Tanker unloading:
100% payment will be made after satisfactory completion of the job duly certified by the
DVC’s Engineer-in-Charge subject to statutory deductions as applicable.
9.304 For the Scope of Work under Part- D.
100% payment shall be made on lump sum basis per month for Up-keepment of Coal
Handling Plant of Unit# 1,2,3,4,5 & 6 and payment for the removal of boulders/ coal-dust
shall be made per MT basis for the actual total quantity disposed per month.
9.305 For the Scope of Work under Part- E.
100% Payment shall be made on the RA bills as per Measurement of work herein above
and Calculation method given hereunder subject to deduction of penalty amount and other
statutory deductions.
Method of Calculation of monthly payment:
Basis of Calculation shall be per Rake basis:
No payment will be made if the Transit loss in a BOBR rake is above 2%.
Sl no. Quantum of Transit Loss Payment
1 Above 2% No payment
2 2% upto 1.5% 0.4QXM
3 Below 1.5% upto 1.2% 0.6QXM
4 Below 1.2% upto 1% 0.8QXM
5 Below 1% QXM
Where, Q is the quoted rate (Rupees per MT) and M is the Measured quantity as per
Clause No 9.105 herein before.
Special Condition in respect of terms of Payment:
a) If for any reason/ factors whatsoever not attributable to the Contractor herein under, rake
supply is disrupted, intake goes down contractor will be entitled to payment equivalent to
01(one) lakh MT for sustaining his workforce when total monthly intake goes down below
01(one) lakh MT even.
b) The attributable reasons towards the Contractor however excludes defined force majeure
condition, major strike, flood and other act of nature in the Colliery area, affecting the
Colliery, siding etc and disrupting Rail movement and MTPS’s written instruction to
reduce Coal intake depending on its plant condition.
c) In case such force majeure and unavoidable circumstance continues for part of month the
contractor shall be entitled to pro-rata payment computed for days of interruption, based
on minimum 01(one) lakh MT per month and actual payment for quantity of coal received
at MTPS.
22

9.400 a) Security Deposit (S.D.):
The contractor have to furnish a Bank Guarantee (B.G.) as per enclosed DVC’s
format, from any Nationalized/ Schedule commercial Bank for an amount equal to
10% of the total Contract value or 10% of the total Contract value in the form of
Advanced bank Draft for due compliance of the contract. The B.G. should remain
valid through out the contract period with a claim period of another 06 (six) months.
b) Caution Money Deposit:
9.500 Contract Period:
For the purpose of payment of monthly bills the Contractor are allotted the option
of depositing a Bank Guarantee/ Advanced Bank Draft worth Rs. 7,50,000/-
(Rupees seven lakhs fifty thousand) only as Caution deposit against likely
demurrage charge to be payable, otherwise demurrage charges will be recovered
from running bill subject to adjustment or refund after final settlement with
Railways. The Bank Guarantee must be as per enclosed DVC’s SDBG format and
issued by any Nationalized/ Schedule commercial Bank for an amount of Rs.
7,50,000/- (Rupees seven lakhs fifty thousand) only. The B.G. should remain valid
through out the contract period with a claim period of another 06 (six) months.
Against this caution deposit , deduction of the demurrage charges accrued in each
month shall be withheld to facilitate release of R.A. Bill with usual deduction other
than demurrage which will duly be finally worked out on reconciliation with
Railways within following 2/3 months.
No interest shall be paid on the Advanced Bank Draft deposited against Security
Deposit and caution Money Deposit.
The Contract will remain valid for a period of 01(one) year from the date of actual
commencement of the work by the Contractor after successful site mobilization. Contract
may be extended for another one (01) year on review of the Contractor’s overall
performance. In that case the Security Deposit/Bank Guarantee has to be extended
accordingly without any additional cost to DVC.
9.600 Site Mobilization
Site mobilization should be done within a maximum of two weeks from the date of
placement of LOA /LOI. Within that period, all the tools and tackles and infrastructural
facilities have to be made ready for starting the actual work of the contract. If the
Contractor fails to mobilize the site within the above mentioned two weeks the expenditure
incurred for the period of delay in mobilisation beyond two weeks towards engaging the
existing Contractor or alternative agency to carry out the job during that period has to be
borne by the Contractor as applicable thereto. The amount thus incurred shall be realized
from the running bill/ bills of the Contractor as per decision of the competent authority. No
advance payment towards mobilization will be provided by DVC. In case of failure to
mobilize and start the work, the EMD shall be forfeited.
10.000 Special Terms and conditions:
10.001 Documents of Authority to sign Tender :
The signatories for the offer must enclose the document proving their authority to do so
along with the bid.
23

10.002 Deviation :
The Bidders are enjoined to submit the deviation sheet irrespective of whether deviation
has been sought for or not. In case no deviation has been proposed, the Bidders should
indicate “NIL” against corresponding column.
10.003 Validity of offer:
The rates quoted by the Bidder must be valid for 180 days from the bid opening date.
10.004 Arbitration :
Settlement of disputes and Arbitration: The parties shall use their best efforts to settle
amicably all disputes arising out of or in connection with their contract or the
interpretation there of. Any disputes between the parties as to matters arising pursuant to
their contract which can not be settled amicably within 30 (thirty) days after receipt by one
Party of the other Party’s request for such amicable settlement, the dispute may be
submitted by either Party for settlement in accordance with the Arbitration clause in
General Condition of Contract.
All suits arising out of the NIT and subsequent Work Order/ Contract Agreement if any
are subject to the jurisdiction of the Hon’ble Court of Law in the city of Kolkata only and
no other Hon’ble Court of Law elsewhere.
10.005 Co-operation with other Contractors :
The Contractor shall fully co-operate with DVC’s (owner’s) other Contractors for
associated plant and subsidiary as well as other similar activities. The Contractor shall also
co-operate fully with and carryout all reasonable direction of the owner’s (DVC’s)
designated Chief Engineer (O&M) or his authorized representative as the case may be.
10.006 Operation of the Contract:
The Parties recognise that it is impracticable in this Contract to provide for every
Contingency which may arise during the life of the Contract and both the parties hereby
agree that it is their intention that this Contract shall operate fairly as between them, and
without detriment to the interest of either of them and that if during the term of this
Contract either party believes that this Contract is operating unfairly, the parties will use
their best efforts to agree on such action as may be necessary to remove the cause or
causes of such unfairness but failure to agree on any action pursuant to this Clause shall
give rise to a dispute subject to settlement of disputes in accordance with Clause. 10.004
herein before.
10.007 Agreement:
a) The LOA alongwith Work Order that will be placed on the successful bidder, the NIT
documents and GCC shall be inseparable part of the Contract Agreement to be executed
between the parties (DVC and The Contractor).
b) The subject work shall broadly be governed by the afore stated Terms & Conditions as
well as other Terms & Conditions not specifically mentioned herein but included in NIT/
Tender papers, GCC and other DVC statute which shall also apply mutantis mutandis in
operation of this Work Contract.
10.008 Suspension :
The Owner may, by written notice of suspension to the vendor, suspend all payments to
the Vendor hereunder if the vendor fail to perform any of their obligations under this
Contract, including the carrying out of the Services, provided that such notice of
suspension (i) shall specify the nature of the failure, and (ii) shall request the vendor to
24

emedy such failure within a period not exceeding thirty (30) days after receipt by the
vendor of such notice of suspension.
10.009 Termination of Contract:
By the Owner
The Owner may, by not less than thirty (30) days’ written notice of termination to the
vendor (except in the event listed in paragraph(f) below, for which there shall be written
notice of not less than sixty (60) days), after the occurrence of any of the events specified
in paragraphs (a) through (f) below, terminate this Contract:
a) if the vendor fail to remedy a failure in the performance of their obligations under the
contract, as specified in a notice of suspension pursuant to Clause-10.008 herein above,
within thirty (30) days of receipt of such notice of suspension or within such further
period as the Owner may have subsequently approved in writing;
b) if the Vendor become (or, if the vendor consist of more than one entity, if any of their
Members becomes) insolvent or bankrupt or enter into any agreement with their
creditors for relief of debt or takes advantage of any law for the benefit of debtors or
go into liquidation or receivership whether compulsory or voluntary;
c) if the vendor fail to comply with any final decision reached as a result of settlement of
disputes pursuant to Clause-10.004 hereof;
d) if the vendor submit to the Owner a statement which has a material effect on the rights,
obligations or interests of the Owner and which the vendor know to be false;
e) if, as a result of Force Majeure, the vendor is unable to perform a material portion of
the services for a period of not less than sixty (60) days; or
f) if the Owner, in its sole discretion and for any reason whatsoever, decides to terminate
this Contract.
10.010 By the Vendor
The Vendor may, by not less than thirty (30) days’ written notice to the Owner, after
occurrence of any of the events specified in paragraphs (a) through (c) below,
terminate this Contract:
a) If the Owner is in material breach of its obligations pursuant to this Contract and
has not remedied the same within forth-five (45) days (or such longer period as the
vendor may have subsequently agreed in writing) following the receipt by the
Owner of the vendor’s notice specifying such breach;
b) If, as the result of Force Majeure, the Vendor is unable to perform a materials
portion of the Services for a period of not less than sixty (60) days; or
c) If the Owner fails to comply with any final decision reached as a result of
settlement of disputes pursuant to Clause-10.004 hereof.
10.011 Cessation of Rights and Obligations
Upon termination of this Contract pursuant to Clauses-10.013 or 10.009 hereof, or upon
expiration of this Contract pursuant to Clause-10.014 hereof, all rights and obligations
of the Parties hereunder shall cease, except (i) such rights and obligations as may have
25

accrued on the date of termination or expiration, (ii) the obligations of confidentiality
set forth in Clause-10.015 hereof, and (iii) any right which a Party may have under the
Applicable Law.
10.012 Standard of Performance
The Vendor shall perform the Services and carry out their obligations hereunder with
all due diligence, efficiency and economy, in accordance with generally accepted
professional techniques and practices, and shall observe sound management practices,
and employ appropriate advanced technology and safe and effective equipment,
machinery, materials and methods. The Vendor shall always act, in respect of any
matter relating to this Contract or to the Services, as faithful advisers to the Owner, and
shall at all times support and safeguard the Owner’s legitimate interests in any dealings
with Sub-vendor or Third Parties.
10.013 Termination of Contract for Failure to become Effective
If this Contract has not become effective within such time period after the date of the
Contract signed by the Parties as specified in the SC, either Party may, by not less than
four (4) weeks’ written notice to the other Party, declare this Contract to be null and
void and in the event of such a declaration by either Party, neither Party shall have any
claim against the other Part6y with respect hereto.
10.014 Expiration of Contract
Unless terminated earlier pursuant to Clause – 10.009 hereof, this contract shall expire
when services have been completed and all payments have been made at the end of
such time period after Effective Date as specified in Clause 9.500 .
10.015 Confidentiality
The Vendor, his Sub-Vendor and the personnel of either of them shall not, either
during the term or within two (2) years after the expiration of this contract, disclose
any propriety or confidential information relating to the Project, the Services, this
contract or the Owner’s business or operations with the prior written consent of the
Owner.
26

ANNEXURE- I
2.000 Part-A. (i) Liaison work with Railways and coal companies for (BOBR
Wagons) Indigenous Coal.
(ii) Supervision of loading of Coal (BOBR Wagons) at Loading
Point for Indigenous Coal.
System Description:
i) MTPS Coal unloading Track Hoppers are connected with Raniganj Railway station by a stretch of
20KM (approx.) single line Railway track with provisions for waiting bay/shunting bay at two
locations en-route for movements Coal Rakes.
ii) Track hopper –1 : Length -170M, width5M and Capacity of hopper 2700MT. Track
hopper –2 : Length- 220M, width 6M and Capacity of hopper 4700MT.Rake placement
mode-Maximum 16 for Track hopper –1 and 20 for Track hopper –2 in one placement.
iii) No of wagon in each rake varies between 52 to 59.
iv) Quantity of Coal per month to be unloaded: As per linkage/ SLC quota plus Quantity of coal from
other sources likely to be received by MTPS from time to time during the contract period.
Note:
The bidders may visit the site at their own cost to apprise themselves of site condition prior to
submission of offer and may like to seek for pre-bid clarification if they so desire.
Prior intimation to the Contractor will be given by MTPS authority in the event of coal being
received from the sources other than the allocated Sidings connected to approved SLC (ST)
Linkage.
2.001 Liaison Jobs:
a) Liaison with Railways to ensure adequate number of Coal Rakes dispatch to MTPS:
One of the principal objective of this composite work and the intended contract is to meet
up requirement of coal and ensure timely delivery of railbound sized coal to MTPS , to
facilitate unhindrance evacuation through the system. For the purpose, it is mandatory on
the part of the contractor to have close liaison with both Railways as well Colliery
Authorities at local and Headquarter level as deem appropriate, to coordinate placement
and movement of rakes. The Contractor has to ensure that sufficient rakes are placed by
the Railway for cent per cent linkage materialisation and proper placement of rakes at
designated siding at usual interval for loading of Coal of proper size and devoid of
improper mixing. Adequate managerial staff have to be deputed by the contractor for
liaison with 3(three) different Railways, Viz. East Central Railways (Divnl. Office at
Dhanbad), South Eastern Railways (Divnl. Office at Adra) and Eastern Railways ( Divnl.
Office at Asansol) and also with Koyla Bhaban ,B.C.C.L at Dhanbad, E.C.L., Head
Quarters, Sanctoria for timely placement and smooth movement of BOBR Coal rakes.
b) Liaison with BCCL & ECL for dispatch of Coal:
Managerial personnel are to be deputed by the Contractor for liaison with HQs of BCCL
& ECL and the relevant Collieries for required coal supply. At present the sources from
which coal are dispatched by BCCL are mainly related to (i) BJ-1 siding (ii) KKC Main
27

(iii) Bhaga / Kustore Siding (iv) Moonidhi coal washery (v) Sudamdhi coal washery (vi)
Bhawara siding which are under South Eastern Railway and (i) JGB-6 &9 siding (ii) CK
West siding (iii) N.L. Barora siding (iv) N.L. Govindpur siding (v) KDS-II siding which
are under East Central Railway. However, the Linkages and the offered Sidings may vary
during execution of work depending on the decision taken by Colliery and Railway
authorities. This should be taken care of by the contractor during the contract period
without any additional cost to DVC. Linkages from ECL are likely to be related to both
Ranigunj and Non-Ranigunj areas. The Contractor has to interact with Railways at Rly.
Offices at Dhanbad , Adra, Asansol and Ranigunj for placement and drawal of rakes at
loading & unloading ends as per requirement. These personnel should interact and report
to the concerned MTPS officers on daily basis regarding programs of rake loading and
movements of coal rakes to MTPS cent per cent Linkage materialisation is one of the
principal assignment of Contract.
Arrangements for transport for movement of the personnel of the contractor as per
requirement for smooth execution of the jobs are to be done by the contractor at their own
cost and risk.
2.002 Supervision of loading of Coal at loading point (Mines end/ Railway Siding:
The Contractor have to supervise the loading of Coal in BOBR rakes by the dispatching
Colliery to ensure loading of sized Coal (below 200 mm). Adequate care is to be required
by the contractor during the supervision so that extraneous materials, oversized coal,
boulders and slurry coal is not loaded and dispatched to MTPS. Thus the work of
supervision is mainly aimed at avoiding improper mixture of extraneous matters, non-Coal
matters, loose soil, slurry with the desired consignment. In the event of loading of
oversized Coal/uncrushed Coal, loading is to be interrupted and it is incumbent upon the
Contractor to ensure that proper sizing is loaded otherwise cancellation of allotment of
rake from the particular siding is to be arranged in consultation with Railways and Coal
Company. In order to accomplish this designated activities the Contractor has to depute
adequate number of manpower with due infrastructure at the loading points from where
coal is dispatched to MTPS.
3.000 Part-B. Unloading of BOBR& BOXN coal rakes in Trackhopper-1& 2
for Indigenous Coal and Imported Coal. :-
a) On arrival of the rakes water spraying is to be done on the wagons for suppression of dust.
b) After placement of Rakes in the track hopper, arrangements shall be made for evacuation
of wagons by way of fitting compressed air hose pipe to each wagon operating cylinder for
opening respective bottom discharge gate. The bottom discharge doors must be closed
after total emptying of the wagons. The compressed air required for the opening/ closing
of bottom discharge gate will be supplied by the Compressors installed for the purpose.
Operation of the Compressors is to be done by the Contractor. Release of brakes if
required on the hopper is to be done by the Contractor.
c) In order to ensure proper flow of coal through existing grating of track hopper during
evacuation of wagon, the Contractor shall be capable with know how and of mobilising all
resources for evacuation of loaded wagons efficiently even under any critical situation.
Improper mixture of non-Coal matters with Coal is although not an uncommon feature, but
now avoidable through proper monitoring at loading end which is one of assignment of the
contractor also. Expectedly critical situation in the course of handling will not arise.
However, Contractor’s preparedness for all situations is mandatory. Proper flow of coal
from track hoppers to the paddle feeders has to be ensured by regular removal of arching
28

of coal in the track hopper and its wall, with better utilization of resourses and efficient use
of tools and tackles as required. For handling sticky/arched coal in the wagons, the
workers, if required, have to be engaged inside those wagons for quick evacuation after
taking shutdown of overhead traction line. Necessary safety measures have to be taken
care of by the contractor at no extra cost to DVC.
d) All the beams of the structure, etc of the Track Hopper housing above the Track Hopper
bay is to be done by the contractor.
e) Tools & tackles and Safety equipments required for execution the jobs are to be supplied
by the Contractor at their own cost. DVC shall supply the Air house pipes required for the
unloading of wagons. The Contractor have to provide suitable number of pneumatic
hammers at their own cost for breaking the over sized coal/ boulders received with the rail
borne coal. Required flexible pipes needed for operation of the said pneumatic hammers
shall also be arranged by the contractor at their own cost. Compressed air manifold for
above operation shall be arranged by DVC, MTPS.
f) The Coal wagons are to be emptied totally and no residual Coal should be left in the
wagons.
g) The Contractor has to ensure that no workers are working beneath the wagon before giving
clearance for shunting.
h) The Contractor has to deploy adequate infrastructural resources immediately after
placement of the rake and initiate the manpower for the jobs. All safety measures are to be
taken by the contractor during execution of the jobs and also movements of the rakes on
the track hopper so that no accidents occur. In case of any accidents arising during the
execution of the jobs, the Contractor shall be fully responsible. DVC will have no
responsibility whatsoever and kept fully indemnified.
i) Everyday at morning (9am to 9.30am) Track hopper will be jointly inspected by SE(FM)
or his authorized representative and the Contractor’s representative for cleanliness of the
Track hopper. In case cleanliness of the Track hopper is not found satisfactory penalty will
be imposed as per the Penalty clause stated herein before.
j) The Contractor shall ensure that no demurrage charge is required to be paid to the Railway
authority on account of delay in evacuation of wagons beyond specified free time provided
by the Railway for such job(At present free time allowed by Railways for evacuation of
each rake is two and half hours).
k) Since it is incumbent upon the contractor to supervise loading of sized coal at loading
point in the colliery and co-ordinate rake movement in close liaison with Railway
authority as well as Coal Companies, the demurrage accrued in course of handling at
Track hopper shall be on Contractor’s account except for reasons stated hereunder:
1) In case there is a planned shut down of major system for preventive maintenance
when operation of standby system is also impeded and in case of derailment of
wagons, not caused by boulder interference or jammed track.
2) Situation not permitting to the contractor to work due to strike called by others
except employees of the contractors. However, in case of strikes with advance
intimation/ information, contractor will arrange prior entry of their work force to
avoid any disruption of work assigned to them.
l) The condition which are given hereunder are to be taken care of by the contractor at their
cost & risk for the execution of contract:
29

1) The rate of Demurrage considered for bidding is at present Rs.100/wagon/hr,
which shall be guiding factor for submission of tender. Any increase there after
during execution of contract shall be borne by DVC whereas decrease, if any, on
same account shall have to be passed on to DVC by the Contractor.
2) “Free Time for Unloading” is at present 2½ Hrs. for BOBR Rakes with Wagons
limited to 59 nos. and 07 Hrs. for BOX-N Rakes with same no. of Wagons which
shall be the guiding factors for submission of tender/bid. Any variation there after
during execution of contract shall be taken care of jointly by DVC and the
Contractor and the issue will be settled during Reconciliation at the end of the
contract period on whether the consideration would be payable to the contractor or
to be passed on to DVC.
3) Since the transportation of rail borne coal originating from colliery end and
terminating at M.T.P.S. unloading area depends on various factors beyond the
control of D.V.C., bunching of rakes (arrival of two consecutive rakes back to
back) is not an uncommon feature. The contractor whose one of principal
assignment includes liaison with Railways and coordinating the rake movement,
will have to handle the situation at its sole risk and cost so far as demurrage is
concerned.
m) Boulders and other foreign materials are to be removed immediately from the gratings and
to break oversize coal including poking through the gratings for reuse. The rejects/ foreign
materials, boulders etc. will have to be removed at the distance of 10-15 mtrs. from the
track hopper bay .Track hopper bay has to be always maintained clean for free movement
of working personnel. In exigency, mechanized removal of stones/boulders from the track
hopper gratings must be resorted to at the direction of MTPS authority without any
additional cost to DVC.
n) It will be the sole responsibility of the Contractor to arrange vehicles at its own cost to
facilitate shifting of Railway Guard/ Driver from M.T.P.S .to Raniganj Stn & vice versa
during Long Hrs. duty of Driver/Guard as the situation warrants. Proper co-ordination of
rake movement is required to be ensured to avoid occurrence of such a situation. This is
essential for reducing coal evacuation time at Track Hopper.
4.000 Part-C. Scope of Work for Annual Repair& Maintenance Contract for Coal
Handling Plant of Unit# 1,2,3&4 and Unit#5 & 6 of MTPS.
4.100 I. Mandatory jobs:
a) Mechanical Maintenance for Unit # 1 to 6.
b) Electrical Maintenance including C&I system for Unit # 1 to 6.
c) Operation of Stacker-cum-Reclaimer for Unit # 1 to 6, Paddle feeder for Unit # 1 to 6
operations & its allied system operation like Conveyor Belt, Operation of Mobile Tripper
Car at Bunker in one system & also its allied Conv. Belt for Unit # 1 to 6, poking,
breaking of lump size coal at RH-I,RH-4,RH-3,RH-5 etc.
d) Maintenance of 3 Nos. stacker-cum-reclaimer along with its auxiliary system and
associates Rail Tracks as well as other associated system.
30

e) Operational support to run CHP of unit#5&6.
4.101 The Maintenance Contract would mainly comprise of Running /Routine Maintenance,
Preventive Maintenance, Break-down Maintenance of CHP including overhauling and
minor modification of equipment as well as Maintenance of 3 Nos. Stacker-cum-
Reclaimer along with its auxiliary system / fitting and its rail tracks, operation of Stackercum-Reclaimer,
Paddle feeders Operation, & Mobile tripper cars operation including its
Conveyor Belts and other allied equipment, maintenance of dust extraction, suppression
and ventilation system, maintenance of rail track for portion in In–Motion Weigh Bridge
along with maintenance of its dewatering pumps and cleaning pits.
4.102 The Contractor must provide all necessary infrastructure for executing the Details Scope
of Work of Maintenance of CHP so that the system will always be available for feeding
coal to bunkers so as to maintain unrestricted generation.
4.103 It is incumbent upon the contractor to maintain close co-ordination with DVC’s Plant
Engineers for the maintenance activities of the equipments and system etc. as
detailed in the subsequent paragraphs and in the Annexure.
4.104 The contractor/ firm is required to follow maintenance programme as per schedule framed
by DVC or jointly as the predictive situation warrants.
4.105 The contractor has to ensure the availability of standby equipment in good
condition.
4.106 The contractor has to provide adequate technical back up including periodical visit to the
station by the Sr. Engineers of the contractor for ensuring smooth maintenance of the plant
for perfect working of these systems. Sr. Engineers must visit site before start of the work
and frequency of subsequent visits to be decided mutually as per requirement at site.
4.107 The contractor has to maintain proper Register/ Record/ Log Book of the work / service
covered under the contract
.
4.108 The list of Major equipments /system of coal Handling Plant is given at Annexure–II
4.109 A list of consumable spares required for execution of the contract is to be submitted to the
Engineer-in-Charge time to time before stock exhaust to take necessary procurement
action by DVC.
4.110 The future requirement of general spares including insurance spares are to be assessed
jointly by DVC & the party so that effective utilization of the same is ensured.
4.200 Running / Routine Maintenance:
4.201 Running / Routine Maintenance of all equipment connected with the Station Coal
Handling System namely Track Hoppers with Paddle feeders, Mobile tripper cars,
Compressors and Compressed Air system for opening / closing of BOBR wagons doors,
belt conveyor system, discharge and transfer hoppers and chutes, Flap gates, RP gates,
Electro Mechanical Vibrating feeders, Mechanical Vibrating feeders, Metal detectors, belt
weighers, crushers and crusher house equipment, track hopper gratings, Reclaim Hoppers
and coal Bunkers Gratings, Work related to Centralized Control Room and Pent House,
Conveyor Gallery & Tunnel walk ways, Air Conditioning System, Dust extraction,
31

Suppression and ventilation system, Traveling Stacker cum- Reclaimer No.1,2&3
dewatering pumps in CHP area.
4.202 To check, replace, refill oil, lubricants etc. greasing of bearings etc. of all the equipment of
the coal handling system including Gear boxes, hydro-couplings, Gear couplings etc. as
and when required as per direction of the concerned Engineer. The application of grease as
required will be done by hand or grease gun.
4.203 Adjustment of conveyor belts for their proper and smooth running as per direction of
concerned Engineer, if necessary; belt fasteners are to be provided temporarily in conveyor
belts as and when required for feeding coal into the bunkers. Belt fasteners will be
supplied by D.V.C. free of cost.
4.204. (i) Opening and checking the condition of all crusher materials i.e. Ring Hammers,
Centre disc, End disc, suspension bars, shaft sleeves, Disc spacers, screw jack, crusher
body along with bearing housing etc. Necessary repair / replacement of deformed above
items of plate / Replacement of broken / worn out ring hammer as & when required along
with replacement of complete set of ring hammers, greasing of crushers bearing on
regular basis, adjustment of its sleeves, nuts, lock washers etc. as per direction of DVC
Engineer –in-charge for smooth running of the crusher system.
(ii) Opening& checking of Roller screens. Replacement of roll body, bearings liners
and other accessories as required for smooth running of the roller screens.
4.205 Replacement of all types of individual idler such as impact, troughing, return, self-aligning
troughing and return idlers etc., if required along with associated frames bolts, nuts etc.
Repair of twisted idlers frame & bracket if possible to reuse/ welding of self-aligning
idlers block, replacement of bearings. Guide roller replacement and greasing etc. as per
direction of DVC Engineer-in- Charge
4.206 Repair / Replacement time to time of belt scrappers, skirt board, rubbers, damaged rubber
of back side of skirt board to prevent spillage of coal Regular checking and
repair/replacement whenever essential of deflector plate, liner plates& other components
to be done immediately.
4.207 Repair of damaged gratings at RH -1 to 5, bunker floor and track Hopper gratings along
with replacement of the same if necessary. Necessary fabricated gratings for replacement
will be supplied by DVC free of cost, but collection of the same from stores or site at
MTPS and transportation to the work site will be under the Contractor’s scope.
4.208 To ensure proper flow of coal through gratings of coal bunkers, RH -1 to 5, Track
Hoppers, removal of arching in any one bunkers as well as other hoppers for proper flow
of coal to maintain sustained and reliable generation.
4.209 To ensure prompt functioning of pull cord, belt sway, zero speed switches, sequential
tripping, flap gates etc. if any repair/ replacement work of these accessories is found
necessary for smooth operation of the Plant, the same has to be done immediately within
specific time as per direction of Engineer-in-Charge.
4.210 Running/routine maintenance &overhauling of all the Fuel handling pumps in Fuel
unloading station has to be done by the contractor as per advice of E.I.C. However the
spares required shall be issued to the contractor free-of-cost.
4.300 PREVENTIVE MAINTENANCE
4.301 Conveyor Belts:
32

a) Single jointing of belts by cold/ hot vulcanizing along with all associated job & patch
repair to be done as per requirement and direction of Engineer –in –Charge.
b) Double jointing by additional length of healthy belt not exceeding 20 mtrs is with in the
scope of work, if required,& to be done after removing the damaged portion of that belt
along with doing all associated jobs. No extra payment will be done.
c) Patch repair of any portion of Conveyor belt by Cold vulcanizing/ belt fasteners to be done
as per instruction of DVC Engineer –in- Charge.
d) Restoration of snapped Conveyor belt will have to be done by the contractor as and when
required after fulfilling all associated jobs in a shortest time possible.
4.302 Pulleys:
a) Pulleys are to be re-lagged, if the laggings are found worn out / damaged by removing the
adhesive, sticking materials from the bare pulley shell.
b) Lagging materials (10 mm/ 12 mm thick) is to be supplied by the contractor at their own
cost as per the specification & make. Pulley lagging work has to be carried out in situ.
c) Bearing of different pulleys are to be inspected & adjusted/ re-greased as required if
required bearings are to be replaced before they fail. The supply of bearing for the
replacement etc will be taken care by DVC.
d) If the contractor engages any external agencies for specialized jobs time to time like
vulcanizing of Conveyor belts, lagging of pulleys etc. prior approval from DVC’s
competent authority has to be obtained. No extra payment will be done.
4.303 Idlers:
a) Free rotation of roller without noise of different idlers such as troughing idler, return idler,
self-aligning troughing and return idlers, guide roller, impact idlers etc. have to be ensured
and corrective measure will be taken at the earliest. Damaged roller will be replaced
immediately. Rubber rings of impact idlers will be replace if the same is found in worn
out/ damaged condition.
b) Spillage of coal due to belt sway or belt snap surrounding the Idler frame shall be removed
as and when required for maintenance of the system. Side guide-rollers have to be checked
for free rotation and wear in case of self-aligning idlers.
c) Free movement of rollers on central pivot of self-aligning carrying return idlers has to be
ensured.
d) If bearing lubrication is required, it has to be done in correct time and grade of lubricant as
per lubrication chart and manufacturer’s recommendation as per direction of Engineer-in-
Charge. Bearing has to be replaced before they fail. Bearing surrounding to be always kept
free of dust.
e) Rubber strips have to be checked visually at regular interval and worn-out strip has to be
replaced and to ensure proper movement of counter weight & arm.
33

4.304 Skirt Plate:
a) The Skirt sealing rubber strip to be inspected for its gap with the belts.
b) Worn-out rubber strip to be replaced.
c) At regular interval the skirt supporting bolts should be tightened as and when required and
adjustment of skirt through slot hole in the rubber to be done.
d) The sealing rubber at the back of skirt plate should be inspected and worn-out back guard
to be replaced as and when required.
4.305 Discharge Coal Chute:
a) Inspection of all chutes shall be done regularly after removal of coal dust etc. Worn-out /
eroded mother plates of chutes should be replaced or temporary patch repaired as per
instruction of Engineer-in-Charge as and when required.
b) Accumulation of material on chute will be removed at regular interval.
c) Eroded Liner plates of all chutes are to be removed in time and new one will be fixed as
per existing arrangement with the drilled counter sunk hole necessary to accommodate
suitable bolt. For this DVC will provide raw steel material only. Fabrication, drilling &
other machining work have to be arranged by the contractor at their own cost as per
instruction of Engineer-in-Charge. Electrodes of good quality and of standard
manufacturers e.g. M/s. ESSAB, D&H, Advani Oerlikon Ltd, L&T has to be used.
d) Deflector plates to be checked in regular interval & eroded plates to be replaced as and
when required.
4.306 Flap Gate:
a) The gap between the flap gate and chute plates will be checked for its uniformity.
b) Proper positioning and operation of travel limit switches will be checked and rectified if
found faulty.
c) Electrical actuator, flap gate shaft bearing and electric actuator support brackets will be
greased as lubrication chart & proper operation to be ensured.
d) Necessary repair/ replacement of its any part has to be one if required.
4.307 Rack & Pinion Gate:
a) All components of Rack and pinion gate to be checked for its proper alignment and trouble
free operation, including greasing and replacement of bearings. Repair/ replacement work
of its any part, if found necessary, have to be done immediately.
b) Slide plate support rollers should be checked for its free rotation & if required,
replacement to be done.
4.308 Tripper Chute:
34

Chutes and liners should be checked at regular intervals and worn-out / damaged liners &
mother plate of the chute if necessary should be replaced. New liners, if required, to be
replaced with drilled counter sunk hole to be fabricated & drilled by the party. Raw steel
materials will be supplied by DVC free of Cost.
4.309 Tripper Cars:
a) The functioning of tripper cars should be checked regularly for its smooth running on the
rails and regular maintenance will have to be carried out to ensure proper functioning of
its brake, drive unit, wheels, cable drum, bearing etc. Regular greasing, lubrication of the
accessories should be done as per the manufacturer’s recommendation or as per direction
of Engineer-in-Charge.
b) Checking / replacement of gear box lub. Oil, coupling bolts, bushes, solenoid assembly,
brake shoe etc. are to be done as per manufacturer’s recommendation or as per direction of
Engineer-in-Charge.
c) If required, damaged gear box, axle wheel, wheel bearings & other components shall be
replaced. Necessary spares will be supplied by DVC free of cost.
d) Any spares if required for the Tripper cars for its repairing / replacement are to be done.
4.310 Various Gear Units:
a) The quantity of oil in the gear unit should be inspected periodically and maintained strictly
as per the given normal oil level mark.
b) Checking of alignment to be done as per the manufacturer’s recommendation or
instruction of the Engineer-in-Charge.
c) Oil seals should be checked during the period of maintenance and in case of any oil
leakage found from that gear box, it will have to be rectified / replaced immediately.
d) The hold back system, input shaft out put shaft, bearing, pinion etc. should have to be
checked for its proper functioning and any replacement if found necessary, has to be done.
e) Checking of various gear unit and greasing of gear couplings of any drive system shall be
done as and when required.
f) Transportation of spares store to site will be the responsibility of the contractor. Necessary
replacement of bearings in –situ for gear boxes to be done by the contractor.
4.311 Fluid Coupling:
a) The oil tightness of the filling plug of fluid coupling should be checked and rectified as
and when required. Necessary repair work in case of any oil leakage should be done as per
DVC Engineer-in-Charge.
b) Proper alignment of the components of the fluid coupling should be checked and rectified
as and when required.
c) The fusible plug of the fluid coupling should be replaced as and when required.
35

d) De-coupling and coupling of fluid coupling equipment are to be done for trial run of
motor, rubber block insertion of proper functioning.
e) Oil topping or replacement of oil in fluid coupling to be done as per requirement
/schedule.
f) Replacement along with repair/maintenance of any fluid coupling by disassembly and
assembly in any conveyor belt drive system including that for Ring Granulators fluid
coupling may be required to be done if necessary. Transportation of the spares from DVC
store to site to Machine Shop is the reasonability of the contractor.
4.312 Paddle Feeder:
a) Removal of Technological wastes from the paddle feeder cars and its auxiliary system to
be done as per direction of Engineer-in-Charge.
b) Checking/ replacement of oil / grease etc. of various drives as per recommendation of the
manufacturer’s or instruction of Engineer-in-Charge.
c) Regular monitoring of various bearings of paddle wheel drive, travel drive etc. and their
replacement before they fail.
d) Checking / replacement of oil seal, brake, coupling, bolts and bushes of its various drives/
wheels to be done as and when required.
e) Regular checking and keeping ready for operation of eddy current drives of each paddle
feeder (total 4 Nos.) including checking of electronics controller and associated electrical
circuits and rectification of the fault if appears.
f) Replacement of any defective part by suitable spares and / or repairing of any specific
component if required have to be done. This will also include replacement & fitting of
gear boxes as and when required.
g) Checking / replacement of paddle feeder blades to be done in regular interval as and when
required.
4.313 In Line Magnetic Separator:
Regular monitoring of various equipment related to magnetic separator such as head belt,
pulley, bearings, gear box, chains & allied electrical system etc. should be carried out and
maintenance with necessary replacement of parts to be done as and when required.
4.314 Sump Pumps (Total nine 9 nos Sump pumps including that in In-motion weigh bridge)
a) Performance of the pump to be monitored and if required, replacement of bearings, seal,
pump, impeller, pump shaft, coupling, bushes, motors etc. are to be done immediately as
per direction of Engineer-in- Charge.
b) Greasing of bearings as per requirement.
c) Removal of Technological wastes from sump pump pits as and when required.
4.315 Dust Extraction Ventilation & Suppression System:
36

a) For maintenance of the various related equipment of the system, Necessary removal of
Technological waste to be done as per direction of Engineer-in-Charge as and when
required. Regular monitoring of the performance of various accessories, drives etc. and
proper replacement action will be taken for reliable and smooth running of the system.
b) Replacement/ repairing of the items like drive belt, bearings, couplings, fan, motor, duct &
casing, pump impeller, suction & discharge pipe line along with spray valves and nozzles
etc. have to be done as and when required.
c) Water spraying in coal yards, reclaim and track hoppers by fire water hoses and nozzles
whenever necessary to arrest coal dust emission.
4.316 Metal detector:
Regular monitoring of metal detector and allied electrical system has to be carried out and
to take preventive measures as per recommendation of the manufacturer.
4.317 Crusher (Ring Granulator):
a) Removal of Technological wastes for maintenance, upkeepment of equipment including
bearing etc. to be done.
b) Bearing to be lubricated as per recommendation of the manufacturer and to be replaced, if
required, along with the pillow block before they fail. Replacement of individual or of
complete set of ring hammers is to be done as and when required.
c) Time to time balancing of ring hammers to be done, if required, as per instruction of
Engineer-in-Charge.
d) Replacement/ repair/ alignment of all internal parts, suspension bars, breaker plates, cage
screen, tramp iron pocket, kick of plate, crusher body, crusher shaft new or repaired, centre
disc, end disc, shaft sleeve, spacer etc. to be done, if required as per manufacturer’s
recommendation or direction of the Engineer-in-Charge. Necessary Transportation of
spares / equipment from store/ site/ Machine shop for execution of above job will be under
scope of contracts at no extra cost to DVC.
4.318 Vibro -feeders:
a) Replacement of damaged / worn – out liner plates should be done in time as per direction
of DVC Engineer-in-Charge by providing drilled counter sunk hole matching with mother
plate hole.
b) Preventive maintenance of all the associated equipment i.e., drives, gear box, exciter and
allied mechanical, electrical system etc. are to be taken up as per manufacture’s
recommendation or direction of the Engineer-in-Charge.
4.319 Coal Sampler:
Preventive maintenance and necessary repair work of all the associated equipment of coal
sampler unit including electrical system etc. are to be taken as per manufacturer’s
recommendation or direction of the Engineer-in-Charge.
37

4.320 Belt Weighers :
a) Necessary preventive maintenance (mechanical) has to be taken as per manufacturer’s
recommendation or direction of Engineer-in-Charge.
b) Calibration at regular interval as recommended by the manufacturer have to be done.
Expenditure thus incurred towards calibration of belt weighers will be borne by DVC at
actual against documentary evidence.
c) Repair/ replacement of components of belt weighers shall be done by the Contractor as per
advice of the manufacturer’ representative / Engineer-in-Charge of DVC. Necessary spares
will be supplied by DVC.
4.321 Compressors in Track hopper area:
a) Checking/ replacement of lubricants as per recommendations of manufacturers or
instruction of Engineer-in-charge.
b) Replacement of any defective part by suitable spare and /or repairing of any specific
component if required have to be done.
c) Any work, minor or major including overhauling for satisfactory performance of the
compressed air system terminating at the common header near Track hopper area shall
have to be carried out by the contractor at their own cost. However all components/spares
for such job shall be supplied by DVC free of cost.
4.322 Removal old and used unserviceable spares.
Replaced old and used unserviceable spares & scraps at C.H.P. area is to be shifted from
CHP area to the store, MTPS with their own arrangement at no extra cost to DVC.
4.323 Various other activities:
a) Mobile Tripper Car Operation:
Coals are to be fed in all the bunkers of running units as per direction of In charge of
PLC/Shift-in-charge & also have to take care of its allied system operation like Conveyor
Belts, Gear boxes, Mobile tripper Cars etc.
Necessary infrastructure is to be provided in Paddle feeder, S&Rs, Mobile Tripper Cars
operation as and when required for both systems in operation. However, it will depend on
DVC’s discretion to instruct the contractor to engage the infrastructure in other areas of
maintenance (Mech.) and it will be binding for contractor to follow accordingly.
b) Poking/Breaking of lump coal:
In every shift cleaning of the Reclaim Hopper gratings is to be done. Boulders and other
foreign materials are to be removed immediately from gratings and breaking of over sized
coal including poking through the gratings for reuse is to be done. The rejects/foreign
materials, Boulders etc. will have to be removed at a considerable distance from Reclaim
Hopper gratings as per direction of Engineer-In-Charge.
38

c) Paddle feeder operation.
Coals are to be fed in the Conveyor belt 1A/1B or conv 9A/9B as per direction of In
charge of PLC by controlling the speed of paddle feeder blades. To meet the Power House
requirement sometimes two (2) paddle feeders on both the conveyor system 1A/1Bor
9A/9B may be required to put into normal operation simultaneously as per direction of In-
Charge of PLC/Shift-In- Charge.
4.324 SCOPE OF WORK ELECTRICAL MAINTAINENCE WORK
I. For unit#1 to 4
a. Attending the breakdown of all electrical equipments in Coal Handling Plant round the
clock and on emergency basis including Rack in- Rack out of LT & HT Breakers. The list
of important equipments (Electrical) of CHP is given at Annexure – V.
b. Maintenance of HT Breakers (6.6 KV shall include checking / filing up of gas,
rectification of Gas leakage in interrupter pole by replacing ‘O’ rings. Replacement of
pole, checking/replacement of spares, checking/rectification of spring charging/ tripping/
closing mechanism, checking/ rectification of control circuit, checking of IR value,
cleaning etc. Preventive and breakdown maintenance of HT breaker(6.6KV) vacuum
circuit breaker shall include checking the vacuum, replacement of looks, checking/
replacement of spares, checking/ rectification of spring charging/ tripping/ closing
mechanism, checking/ rectification of control circuit, checking of IR value, cleaning etc.
c. Maintenance of 6.6 KV Bus PT, Line PT Lighting arrestor panel including, checking/
rectification of control circuit, checking/ replacement of spares etc.
d. Maintenance of LT Beakers, MCC Panels including checking/ rectification of mechanism,
checking/ replacement of spares, checking/ rectification of control circuit, cleaning of
Breaker panel etc.
e. Maintenance of 6.6 KV/ 415V Bus bar including cleaning, heating, checking/ replacement
of Bus bars, support insulator etc. in case of breakdown.
f. Maintenance/ overhauling of HT/ LT Motors limited to opening of motor armature up to
replacement of bearing, checking of bearing and refitting, greasing of bearing, cleaning of
cooling ducts, checking of IR value, heating of motor in order to improve IR value,
checking/ repairing of RTD, BTD, Local temperature gauge, etc. repairing of motor leads,
socketing, glanding and termination of cables.
g. Preventive & breakdown maintenance of the electrical drives including electrical control
circuits, local control station, remote control panel of all the conveyor belts, tripper car,
paddle feeder, Vibro feeder, sump pumps, flap gate, RPG, Pull cord, Zero speed, Belt
sway switches, In line magnetic separator, Belt weighers, Ventilation and suppression
system, Coal sampler, Compressor house etc, including replacement of spares.
h. Cable maintenance including cable jointing by suitable jointing kits for HT, LT, Flexible
Cables (jointing kits will be supplied by DVC), dressing of cable, termination of cable
with suitable gland etc.
i. Maintenance of lighting system of entire CHP are included street light in and around CHP
area, street light and area lighting of oil unloading bay, Oil unloading pump house, area
39

lighting in-motion weigh bridge peripheral lighting of old and road way bridge. Power
lighting no: 1 to8 of CHP and No: 24 and No:26 of other area, cable gallery, conveyor belt
gallery, TP points, CHP Control room building etc., arrangement of temporary lighting,
welding machine connection, maintenance of welding receptacles. Provision of temporary
power for welding machine and lighting are under Contractors’ scope of work.
j. Transportation of LT, HT motors and its equipments, Gas and spares, from site to site or
from Stores to Site for maintenance work.
k. The PLC system at CHP Control Room and remote PLC panel at TP-5, field contacts of
PLC system at all equipment level, are to be maintained by the contactor. Fault finding
and rectification of all type of problem in PLC system including modification of ladder
logic, replacement of hardwire are included in the scope of work. Necessary spares will be
supplied by DVC.
l. Control and Power circuit modification may be required and the same may be
incorporated in consultation with Engineer-in- Charge.
m. Cleaning and removal of Technical waste from different electrical panels and its
associated floor and room, different drives, cable gallery, cable trench, etc., on regular
basis.
n. Preventive maintenance like tightness checking of terminal greasing of bearing, filling of
lubrication oil, cleaning of ducts, painting of surface (Paint will be supplied by DVC free
of cost) for panel and electrical drives only as and when required. Removal of dust by
blower and vacuum cleaner.
o. Laying of power cable: - Scope of work is limited to laying of Power cable up to the size
of 3 Core 185 mm 2 , 1100 volts insulation grade and 200 meter in length. However laying
of Control cable of any size and any length, earth work, dewatering, removal of earth hip if
required for laying of cable will come under the scope of work.
p. Breakdown and preventive maintenance of different AC and DC drives of stacker- cum-
Reclaimer 1 & 2 and its associated switch gear, MCC panel, Frequency converter panel,
Thyristor converter panel, related control circuit, Local Control station, Operator’s Control
cubicle, cable reeling drums, different limit switch, position switch, Hydraulic System,
Thyristor break assembly, lighting system, Communication, Power distribution system,
Distribution transformer etc.
q. Breakdown and preventive maintenance of Belt weighers system. It includes regular
cleaning, checking of the system as per manufacturer’s recommendation, Fault detection,
repair, replacement of component as and when necessary as per directives of manufacturer
or Engineer-in-Charge. Calibration checking of the weighing system as and when
necessary.
r. DVC may engage the manufacturer for cross checking of the calibration as and when felt
necessary. Deputation charge for such visit will be borne by DVC. In all other cases the
deputation charge for Service Engineer from the manufacturer should be borne by the
Contractor.
s. Breakdown and preventive maintenance of sump pump motors and its associated control
panels.
40

t. The work, which has not been covered above but is to be carried out for normalization and
smooth running of plant, is to be done by the Contractor as per direction of the Engineerin-Charge.
u. DVC has also the right to engage any external agency including manufacturer of different
equipments if it is observed that the agency is not capable to set right any fault / or not
taking up the job in time during execution of maintenance work. The expenditure against
deputation of external agency will be deducted from the monthly running bill of AMC.
v. During execution of the contract if it is noticed that the contractor is not capable and
sufficient to take up the specialized Electrical / C&I maintenance work, DVC has the right
to engage competent agency at the cost and risk of the contractor. Decision of DVC in this
regard is final and binding upon the contractor.
w. Electrical supervisors shall be posted in each shift of CHP, U #1 to 4 exclusively to take
care the followings:
i) To supervise the safety matters related to Electrical operation & maintenance works.
ii) To supervise the electrical maintenance job.
iii) To ensure the blocking of power before shutdown of equipments & restoration of the same
after return of permit to work card.
x. Exclusion(Unit 1 to 4):
Maintenance of package Air Conditioning system at CHP control room building.
II. For Unit#5& 6:
i) Attending the breakdown of all electrical equipment in Coal Handling Plant round-theclock
and on emergency basis including Rack-in-Rack out of LT & HT Breakers. The list of
important equipment (electrical) of CHP is given at Annexure-V.
ii) Preventive and breakdown Maintenance of HT breaker (6.6 KV) vacuum circuit breaker
shall include checking the vacuum. Replacement of poles, checking/replacement of spares,
checking/Rectification of spring charging/ Tripping/ Closing Mechanism, Checking/
Rectification of Control Circuit, Checking of IR valve, Cleaning etc.
iii) Maintenance of 6.6 KV Bus P.T., Line PT, Lightning arrestor panel including,
checking/rectification of Control Circuit, Checking/Replacement of spares etc.
iv) Preventive and breakdown Maintenance of L.T. breaker, MCC panels including
checking/rectification of mechanism, checking/replacement of spares, checking/rectification
of control circuit, cleaning of breaker, panel etc.
v) Maintenance of 6.6 KV/415V Bus bar including cleaning, Heating, Checking/ Replacement
of Bus bars, support insulator etc. in case of break down.
vi) Maintenance/overhauling of H.T./LT motors limited to opening of motor armature up to
replacement of bearing, Checking of bearing and refitting, Greasing of bearing, Cleaning of
cooling ducts, checking of I.R. value, Heating of motor in order to improve I.R. value.
Checking/Repairing of RTD, BTD, Local Temp gauge, checking of vibration etc. repairing of
motor leads, socketing, glanding and termination of cables.
41

vii) Preventive and break down maintenance of the Electrical drives including
checking/rectification of Electrical Control Circuit, local control station, remote control panel
of all the conveyor belts, tripper car, paddle feeder, Vibro feeder, sump pumps, flap gate,
RPG, Pull cord, Zero speed, Belt sway switches, Inline magnetic separator, Belt weighers,
Metal detector, Dust Extraction, ventilation and suppression system, coal sampler, water
supply system, scoop coupling panel, compressor motor, hooter, hoist, brakes etc. including
replacement of spares. Spares will be supplied by DVC free of cost.
viii) Cable maintenance including cable jointing by suitable jointing kits for H.T., L.T.,
flexible cables, (jointing kits will be supplied by DVC), dressing of cable, Glanding,
termination of cable etc.
ix) Maintenance of lighting system of entire CHP area including street light in and around
CHP area, cable gallery, conveyor belt gallery, T.P. Points, CHP Control room building
RH3,RH4,RH5,MCC Room # 1, MCC Room # 2 MCC Room # 3 ,Track hopper, Bunker
floor, Crusher house, compressor room, service cooling water room etc. Tower lighting of
different area in CHP, arrangement of temporary lighting, welding machine connection,
maintenance of welding receptacles. Provision for temporary power for welding machine and
lighting are under contractor’s scope of work.
x) Transportation of L.T., H.T., motors and its equipment and spares from site to site or from
stores to site for maintenance work.
xi) Field contacts of PLC system at all equipment level , CHP control room remote PLC panel
at MCC # 1,MCC#3,Stacker cum reclaimer, Paddle feeder etc. are to be maintained by the
contactor.
xii) Control and power circuit modification may be required and the same may be
incorporated in consultation with Engineer-in-Charge.
xiii) Cleaning and removal of technical waste from different electrical panels and its
associated floor & room, different drives, cable gallery, cable trench, etc. on regular basis.
xiv) Preventive maintenance like tightness of terminal, Greasing of bearing, filling of
lubrication oil, Cleaning of duct, Painting of surface (Paint will be supplied by DVC free of
cost) for panel and electrical drives only as and when required. Removal of dust by blower and
vacuum cleaner.
xv) Laying of power cable: The scope of work is limited to laying of power cable up to the
size of 3 crore 185 mm 2 , 1100 volts insulation grade and 200 meter in length. However laying
of control cable of any size and any length, earthwork, dewatering, removal of earth hip if
required for laying of cable will come under the scope of work.
xvi) Breakdown and Preventive maintenance of different AC and DC drives of stacker-cumreclaimer
of unit # 5 & 6 and its associated switchgear, MCC Panel, Frequency converter
panel, Thyristor converter panel, related control circuit, Local Control station, Operator’s
Control cubicle, cable reeling drums, different limit switch, position switch, Hydraulic system.
Thyristor break assembly, Lighting system, Communication, Power distribution system,
Distribution transformer etc.
xvii) Breakdown and preventive maintenance of Belt weighers system. It includes regular
cleaning, checking of the system as per manufacturer’s recommendation Fault detection,
42

epair, replacement of component as and when necessary as per directives of manufacturer or
Engineer-in-Charge. Calibration checking of the weighing system as and when necessary.
xviii) DVC may engage the manufacturer for cross checking of the calibration as and when
felt necessary. Deputation charge for such visit will be borne by DVC. In all other cases the
deputation charge for Service Engineer from the manufacturer should be borne by the
Contractor.
xix) Maintenance of 220 V Battery charger & Battery cell including topping up of distil water
in battery cells, measuring of specific gravity & voltage of cell, checking/Replacement of
spares, checking/rectification of control circuit, cleaning of battery cell & its contact, charging
and discharging of battery cell.
xx) The work which has not been covered above but is to be carried out for normalization and
smooth running of plant, is to be done by the Contractor as per direction of Engineer-in-
Charge.
xxi) DVC has also the right to engage external agency including manufacturer if it is observed
that the agency is not capable to set right any fault /or not taking up the job in time during
execution of maintenance work. The expenditure against that work will be deducted from their
bill of AMC.
xxii) Maintenance of Distribution Transformer including changing of silica gel, topping of
transformer oil, checking of tightness of terminal in bus duct, HT & LT Chamber, panel etc,
testing of transformer, replacement of HT & LT bushing etc. silica gel & transformer oil will
be supplied by DVC.
xxiii) Operation of Elevators installed at crusher house and TP # 12 by competent person
having experienced in lift, elevators etc.
xxiv) During execution of the contract if it is noticed that the contractor is not capable and
sufficient to take up the specialized Electrical/ C&I maintenance work, DVC has the right to
engage competent agency at the cost and risk of the contractor. Decision of DVC in this regard
is final and binding upon the contractor.
xxv) Electrical supervisors shall be posted in each shift of CHP , U #5 & 6 exclusively to take
care the followings:
a) To supervise the safety matters related to Electrical operation & maintenance works.
b) To supervise the electrical maintenance job.
c) To take care the tit bits problem related to PLC system operation.
d) To ensure the blocking of power before shutdown of equipments & restoration of the same
after return of permit to work card.
xxvi) Exclusion (Unit 5& 6):
i) Maintenance of PLC system.
ii) Maintenance of UPS.
iii) Maintenance of Package AC system.
III. Special Condition for the Scope of Work for Electrical maintenance jobs (Unit 1 to 6):
During execution of contract if it is found that contractor is not engaging required manpower
or the manpower engaged by the contractor if not competent enough for the maintenance jobs,
43

then DVC has the right to depute the required manpower at the cost & risk of the contractor.
Decision of DVC in this regard will be final & binding to the contractor.
4.325 Operation& maintenance of Stacker cum reclaimer:
a) Operation of 03 Nos. Traveling Stacker-cum-Reclaimer in by pass mode, stacking
mode, reclaiming mode, long travel of S&R and slew operation of Boom Conveyor
as per requirement to be done. Maintenance of associated equipment/ components
of S&R have also to be carried out. All electrical equipment in connection with
S/R #1, 2& 3 are to be maintained with all proclaims. Electrical troubles in Power
circuit and Control circuit are to be attended and rectified.
b) The maintenance of S&R means replacement/ repairing of all sub parts of S&R
with necessary spares, to be supplied by DVC as and when required.
c) Maintenance of Rail track of S&R # 1, 2& 3 for long travel movement as per
standard recommended by the manufacturer by suitable ballast packing, replacing
missing nuts, bolts and clits. Necessary spares will be provided by DVC. Supply of
Ballast of desire grade/ quality shall be arranged by DVC at DVC’s cost. The
quantity and quality of ballast will be decided in consultation with DVC Engineerin-Charge
and Civil wing.
4.326 Breakdown Maintenance :
The Contractor shall be well equipped with all required infrastructural resources to take up
immediate Maint. Work in the event of forced outage of any equipment in Coal Handling
Plant and they have to restore the system to its normalcy. The jobs may have to be taken
up at any time of the day even during odd hours and have to be completed at the earliest
within time frame fixed by DVC considering all ground realities.
4.327 Operational support to run CHP of unit#5&6:
Operational support to run CHP in 3-shift duty has to be provided. All transfer points,
driving end of conveyors, Vibro-feeders, crushers, belt feeders, roller screen, hydro
coupling scoop etc are to be covered for smooth operation of the system. Any abnormality
in running parameters should be intimated to Shift Charge Engineer immediately. Running
of cooling water pumps, dust suppression pumps, sump pumps, ventilation fans etc are to
be done by the shift personnel. Cleaning of filters, cleaning of adjacent areas are the
responsibility of the shift personnel. Topping up of oil in gear box and hydro coupling tank
are to be done in the shift. Feeding coal to the bunkers for maintaining sustained full load
of the unit by running conveyor system either from track hopper or reclaim hopper shall
have to be taken care of by the Contractor in consultation with Shift Charge Engineer.
4.327 Other Incidental Scope of Work:
a) The list of major equipment/ system of CHP under the Contractor’s scope of work is
shown in Annexure-II. Any other requirement of activity under execution which have not
been envisaged/ covered above but are essential for satisfactory performance of both
CHP& Stacker-cum- Reclaimer. Paddle feeders & its allied system operation shall be
deemed to have been included within the scope of work without any additional cost burden
to DVC.
44

) All tools, tackles viz., chain-pulley block, lifting equipment, winch, wire rope, sling etc.
have been valid tested & Approval Certificate from competent Agency including welding
machines and tested welders, providing safety appliances as required as per statutory rules
will have to be arranged by the Contractor. Consumable items as per the approved brand/
manufacturer viz. Electrodes, DA & Oxygen gas, Markin cloth, cotton wastes, hold-tite,
belt jointing adhesive, petrol, diesel, CRC, CTC, soldering lugs pretape, different sealing
compound, different soap, soap solution etc. required for execution of the job are to be
arranged by the Contractor. The list of T&P items to be arranged by the Contractor before
start up of the contract is annexed as Annexure-III& IV.
c) To and fro transportation of materials between work site to site store, M/C shop, work
shop etc are to be arranged by the Contractor at his won cost/ responsibility.
d) Truck/ other heavy vehicles/equipments as and when required for execution of various
activities as per scope of work have to be arranged by the Contractor at his own cost and
responsibility.
e) If the existing electric hoist at different locations be found inoperative at the moment of
the work, the Contractor either will have to repair or will have to arrange for some
alternative arrangement for which no extra claim will be entertained by DVC.
f) To provide operation assistance also in CHP area in case of urgency as and when required
as per direction of DVC Engineer-in-Charge as mutually agreed basis.
g) The contractor may offload part of his work to any other agency subject to prior approval
of DVC, MTPS competent authority and the competency of the agency proposed will be
judged by DVC authority and the decision in this regard of DVC authority will be final &
binding to the party.
h) All technological wastes, which will be generated in course of preventive, running,
breakdown maintenance or any extra work scheduled or unscheduled will have to be
removed as per direction of DVC Engineer-in-Charge.
i) The Contractor has to submit monthly reconciliation statement in respect of spares,
consumables etc. (supplied by DVC).
j) In case of any confusion for any clause of the W.O. on technical matters the interpretation
of authorized representative of user section would be final and shall be binding to the
party.
k) Party has to ensure proper electrical related men with proper license for handling all
activities related to Power blocking/restoring etc.
l) If any damage is done to DVC property by the Contractor for negligence of work, DVC
will have the right to get the value recovered from the party.
m) In-house repair/refurbishment through new spares, cannibalization with others for any
equipment/components/assemblies/ sub-assembly may be essential for satisfactory
execution of day to day activities of the Plant. Decision of appropriate authority of DVC,
MTPS in this regard shall be final and binding to the contractor at no additional cost to
DVC.
4.400 II. Mandatory Extra job:
45

The Extra jobs under exigency would be decided by DVC as and when situation would
warrant or getting the job done by Contractor. Breakups of such jobs have been enlisted
below:
The following breakdown/ maintenance jobs will be treated as work of exigent nature and
shall have to be done by the Contractor with augmentation of required resources, if felt
essential.
a) Complete/ part replacement of conveyor belts 1A/1B, 2A/B, 3,4,5,6A/6B,
7A/7B,8A/8B,9A/9B,10A/10B,11,12A/12B,13,14,15,16A/16B,17A/17B,18,19 & Boom
Conv. Belt of Stackers-cum-Reclaimer-1,2&3. Details of conveyor belts are given
hereunder.
b) Oil wagon unloading (within railway free time) – Details given hereunder.
c) Any belt insertion or laying in excess of 20 meters shall be considered as extra job.
However payment shall be made for extra length beyond 20 mtrs. only.
d) The laying of control and power cable of length more than 50mtrs. (except pull cord)
will be treated as extra work. This is only applicable in respect of permanent type of
work. For temporary connection such as lighting, welding machines this is not
applicable.
e) Maintenance of stacker-cum-reclaimer on failure like slew bearing, replacement slew
drive gear, front wheel arm (pivot), where technical expertise and very special
equipments if required, will have to be arranged by the party as and when required,
essential tools and tackles etc. as an extra cost at the time as L.S. on negotiation basis for
execution of the above work.
f) Any work / job which are not covered under 1.000 the General scope of work & Services
but required for better and efficient service of the system, are to be considered as extra
work / job. The attempt to be made to get such work done by he Contractor on mutually
agreed price to get a cost effective work output.
g) Fabrication and fitting of new gratings for locations such as Reclaim hoppers, track
hoppers, bunker floor etc as per drawings. DVC will provide MS Plates free of cost. All
necessary consumables and resources are to be arranged by the Contractor. Total
estimated quantity to be fabricated is 360 MT per year approximately.
DETAILS OF REPLACEMENT OF CONVEYOR BELTS
Sl No Conv. Belt.
1 1A/1B
2 2A/2B
3 3
4 4
5 5
6 6A/6B
7 7A/7B
8 8A/8B
9 Boom Conveyor for S&R-1&2
10 9A/9B
11 10A/10B
46

12 11
13 12A/12B
14 13
15 14
16 15
17 16A/16B
18 17A/17B
19 18A/18B
20 19
21 Boom Conveyor for S&R-3
22 BF#1 &#2
NOTE: The lump-sum rate for replacement of each of the above Conv. belt should be inclusive of
the following:
1. Transport charge i.e., collection of new conv. belt from DVC Store to site & shifting of old
used belts to DVC Stores after weighment in DVC Weigh Bridge.
2. Providing cold/ hot vulcanizing joints.
3. Necessary T&P, consumable etc. to be used should of standard brand and are to be approved
from DVC.EIC.
4. Total belt to be replaced/month should be taken as 3000 meters (approx) in a year for bidding
purpose and bid evaluation purpose only.
5. The work is to be started immediately as per instruction of DVC’s Engineer-in-Charge.
6. Guarantee: The Fabricated new gratings will be covered by a guarantee for its satisfactory
performance for a period of six months from the date of use or nine months from the date of
completion of the work which ever is earlier.
7. Guarantee: The replacement job of the Conv. belts. will be covered by a guarantee for its
satisfactory performance for a period of 90 days after completion of the work.
8. Replacement / laying of belt in excess of 20 Mtrs shall be considered for payment. However
Payment shall be made for part of length beyond 20 meters.
9. Rate for replacement of conveyor belts must be quoted per meter.
10. For total replacement of any conveyor belt a mutually agreed completion period will be
decided and if completion time is beyond the agreed time frame, penalty shall be applicable.
h) DETAILS OF OIL WAGON UNLOADING:
1. Oil wagon unloading (within railway free time) – Unloading of LDO/FO oil rake wagons at
MTPS site to Main storage Tank including up-keeping adjacent to Fuel Oil Unloading Pump
House. Oil Unloading Site and Main Storage Tank area along with Maint. of Fuel Pumps as
per requirement.
2. No. of rakes likely to be unloaded per month – 02(two) rakes (approx.). Approximate no. of
tanks/wagons per rake is 70nos.
3. Approx quantity of LDO/FO to be unloaded/ Rake – 1650 KL
47

4. Oil wagon unloading from the entire rake has to be carried out even in odd hours within Rly.
Free Time
5. The Contractor should ensure that no demurrage charges are required to be paid to the Rly. on
account of delay in unloading beyond Rly. Free Time. If the reasons for delay in unloading are
not attributable to either DVC or any force majeure condition, the contractor shall have to bear
the entire demurrage charges so accrued.
6. The contractor should ensure that there should not be any wastage of oil in any manner
whatsoever.
7. Rate for oil rakes unloading must be quoted per wagon basis.
8. Total no of wagons/month to be unloaded should be taken as 140(approx) for bidding purpose
& bid evaluation purpose.
9. During decantation if unloading is not done in conventional way then the contractor requires
to adopt improvised manner i.e., siphon method to facilitate smooth unloading solely at its
own discretion, risk and cost. Necessary decanting oil hoses will be supplied by DVC free of
cost. However, it shall be the sole responsibility of the contractor to maintain the health of the
used oil hoses for further use. In the event of failure to do so, DVC reserves the right to fix
accountability upon the contractor unilaterally.
10. Road Oil Tanker(LDO/FO) unloading.
5.000 Part-D. Removal of technological waste & Up-keepment of Coal Handling Plant of
Unit# 1,2,3&4 and Unit#5 & 6 of MTPS.
5.100 General scope of work and services to be rendered by the contractor for Removal of
Technological waste and upkeepment of the Coal Handling Plant of Unit no. 1,2,3&4
and Unit#5 & 6 of D.V.C, M.T.P.S.
5.101 General Scope of Work:
a) Removal of technological waste of entire C.H.P area of Unit No#1,2,3&4 taking care of all
equipments. The upkeepment activities will comprise of six zones for better supervision &
upkeepment.
Zones will be as follows.
i) Zone-1: All area around conv. belt 1A and 1B including paddle feeder, TP-1, Sump Pump
area , Conv. belt 2A & 2B with its drive end including sump pump pits and drain area, feeder and
flap gate floor areas, out side Track hoppers &R.H#1 gratings, discharge chute up to conv. belt no
2A & 2B
ii) Zone-2 : All area around Crusher house, its all floors, tail-end area of conv. belt no 3
&Conv.belt-4, all floors of TP-2 including tail-end of conv. belt no5.
48

iii) Zone-3 : All area around conv. belt no3 & no.5(excluding their tail end) including drive point
at TP no3& T.P no 4, around RH-2 (out side) gratings area, structure of Stacker cum Reclaimer –
1 & 2 .
iv) Zone-4 : All area around conv. belt no.6A & 6B from tail end to drive end, sump pump area
including its pit and drains, feeder floor area of RH-2, flap gate floor and bottom areas of TP no 3
& 4 .
v) Zone-5 : All floors of TP-5 area , all areas from tail end to drive end of conv. belt 7A & 7B
and all spillage coal from the said conv. belts to the ground have to be cleaned.
vi) Zone-6 : All floors of TP-6 , tail end of conv. belt no.8A & 8B to drive end , total bunker floor
area including all tripper cars .Coals accumulated on the feeder floor from the dribble chute
located at the drive end of the said conv. belts also have to be transported to the R.H#2 area on
regular basis.
b) Removal of technological waste of entire C.H.P area of Unit No#5&6 taking care of all
equipments. The upkeepment activities will comprise of six zones for better supervision &
upkeepment.
Zones will be as follows.
i) Zone-1: All area around conv. belt 9A and 9B including paddle feeder, TP-7, Sump Pump area ,
Conv. belt 2A & 2B with its drive end including sump pump pits and drain area, Conv. Belt
10A& 10B, feeder and flap gate floor areas, out side Track hoppers &R.H#3 gratings, discharge
chute up to conv. belt no 10A& 10B including cam Belt no#11.
ii) Zone-2 : All area around 12A& 12B starting from TP 8 including D/E& T/E and flap gate floor
area of TP 8. All area around Crusher house, its all floors, tail-end area of conv. belt no 13
&Conv.belt-14, all floors of TP-9 including tail-end of conv. belt no15.
iii) Zone-3 : All area around conv. belt no13 & no.15(excluding their tail end) including drive
point at TP no10& T.P no 11, around RH-4 (out side) gratings area, structure of Stacker cum
Reclaimer – 3.
iv) Zone-4 : All area around conv. belt no.16A & 16B from tail end to drive end, sump pump area
including its pit and drains, feeder floor area of RH-4, flap gate floor and bottom areas of TP no
10 & 11 including all its floors .
v) Zone-5 : All floors of TP-12 area , all areas from tail end to drive end of conv. belt 17A & 17B
and all spillage coal from the said conv. belts to the ground have to be cleaned.
vi) Zone-6 : Conv. belt no.18A & 18B from drive end to tail end, total bunker floor area including
all tripper cars .Coals accumulated on the feeder floor from the dribble chute located at the drive
end of the said conv. belts also have to be transported to the R.H#4 area on regular basis.
5.102 All technological wastes i.e. coal dust, stone/boulders etc. generated in the above said
zones are to be removed on daily basis. All structural members of the above zones also
have to be kept clean.
5.103 Urgent removal of coal from conveyor belts system has to be done to facilitate
maintenance work at site at the earliest. The coal /waste thus accumulated by the side of
49

the conveyor belt system has to be cleaned either putting the same into the system or by
other means to a distant location as per direction of the Engineer in charge of D.V.C.
5.104 Boulders/stones etc. of RH-I,RH-4,RH-3,RH-5, Track hoper, on the ground under
conveyor belts etc. disposed of by other agencies at a distance of within 02 to 05 mtrs. of
the above said areas have to be removed on daily basis so that there should not be any
accumulation of the same. Also the stones accumulated in the bunker floor of all the four
units have to be removed on daily basis. Disposal & removal of such accumulated
boulders /foreign materials etc are to be done to a distant place after weighment at the
DVC weigh bridge to a suitable place(within a distance of 4KM approximately) as per
direction of DVC Engineer-in-charge.
5.105 The coal dust/ technological waste, generated due to removal of chute jamming of
conveyor belts, Stacker-cum-Reclaimer, mobile Tripper cars & crushers, etc. has to be
removed as and when required for smooth operation of the system.
5.106 Materials / boulders/technological waste etc. accumulated in side the tripper chute should
have to be removed as and when required on priority basis for smooth maintenance and
running of the system.
5.107 Proper removal of technological waste from sump pits, drains connected to the pits etc are
to be done for proper maintenance of all the Sump pumps for smooth operation.
5.108 In case of emergent situation, the requirement of additional work has to be done by
contractor (without any extra cost to DVC) to restore normalcy.
5.109 In the event of partial or full chocking of gratings in bunker floor of running units, the
accumulated coal are to be removed immediately for smooth operation of tripper car for
coal flow to bunkers.
5.110 Deposit of coal /coal dust on the structural members, equipments are to be regularly
removed. Structures, equipments should remain clean on day to day basis.
5.111 The contractor will have to engage sufficient numbers of tractors/ trucks for disposal of
the stones/ boulders/coal/ coal dust generated in CHP areas on daily basis to the designated
place. The loading and unloading of stones/ boulders/coal/ coal dust will be done by the
Contractor. All tractors/ trucks deployed by the Contractor will first report to the
designated Weigh bridge of MTPS for recording tare weighment of the vehicle at least
once in a day. All tractors/ trucks loaded with stones/ boulders/coal/ coal dust will report
to the designated Weigh bridge of MTPS for record of Gross weighment of the vehicle for
each trip while coal, coal dust are to be dumped back to the coal yard, stones and other
non-coal matters like shales, boulders are to be dumped to suitable site as identified by
SE(FM) or his representative. The contractor should not load coal/ coal dust with boulder
in the same tractors/ trucks. Contractor should deploy separate tractors/ trucks for coal and
non-coal matters. Net weight will be calculated by deducting the recorded tare weight
from the gross weight for each trip. The bidders are requested to quote their price for
loading, unloading and carrying per MT of stones/ boulders/coal/ coal dust. The vehicle
has to cover approximately 04(four) kilometers in each to& fro trip. In actual the distance
covered will be around 04(four) kilometers. Payment shall be made on the net quantity
disposed per month.
50

6.000. Part- E. Shortage Minimization of BOBR indigenous coal rakes for Mejia TPS and
Improve Turn-around time.
Scope of Work :
6.100 Ensure proper Security Enroute for Rail borne coal during movement from loading point
to MTPS Track Hopper against any theft/ pilferage for which Armed Guards are to be
deployed in each rake. All possible preventive measures shall be adopted to give the backup
or support to the escort team by having vigilance network in the en-route to MTPS and
take-up the matter with law enforcing authority, whenever necessary.
6.101 The contractor has to witness the Weighment of coal rakes at loading point and also at
unloading point. The authentic weighment sheet of each rake is to be handed over at the
unloading point to ascertain difference, if any, of the weight from Loading point weights.
6.102 The principal objective of the defined scope of work is to ensure safe and secured transit
of rake without theft/pilferage on sole risk and responsibility of the Agency who will be
engaged for the purpose. Presently movement of 180 rakes (6.3 lakh MT) has been
envisaged. This quantity is likely to go up in future on even during the currency of the
contract. The Contractor/Agency shall deploy adequate infrastructure to escort the Rake
and place required number of security persons at strategic locations en-route, if felt
essential, to thwart attempt of pilferage or theft. The additional deployment as the
situation warrants shall be without any cost to DVC. The Contractor/Agency shall take
adequate care to avoid accidental damage, personal injury of security and other personnel
employed by him while escorting the rake. DVC will not be in any way responsible for
such eventuality.
6.103 The Contractor/Agency has to take up with law enforcing authority, as the situation
demands, to ensure transit of rakes.
6.104 The Contractor/Agency has to inform DVC , MTPS about the course of back up action
with additional placement of force at strategic points apart from number of escorts placed
in the rake.
6.105 Indemnity Bond:
The successful Tenderer will have to sign on the Indemnity Bond absolving DVC of all
the accidental damages, personal injury and loss of life of the security and other personnel
employed by him while escorting the rakes. DVC will not be in any way responsible for
such eventuality.
6.106 The Agency, if engaged by the Contractor for taking up this job, must have proven
credentials in its “Name” against execution of similar jobs. The details of Agency and the
personnel engaged on this job viz. Armed Guards, Supervisors etc. alongwith the details of
the Official In-charge on behalf of the Contractor must be intimated to MTPS authority
prior to taking up the job to avoid untoward dispute at later stage. Failure to do so shall be
considered as the inability to mobilise for the entire contract covered under these Tender
Documents by the Contractor and measures will be taken accordingly.
6.107 Names of the personal to be engaged/ engaged in each “Part” of the entire contract job
must be intimated to the MTPS Authority by the successful bidder immediately after
issuance of LOA/ LOI/ W.O/ award of Contract or during such period as MTPS Authority
consider as appropriate.
51

Annexure – II
LIST OF MAJOR EQUIPMENT/ SYSTEM OF COAL HANDLING PLANT OF MTPS UNIT
NO: 1, 2, 3 AND 4 UNDER THE CONTRACTOR’S SCOPE OF WORK.
1. Track unloading hopper and accessories :
(A) RCC Track Hopper – 1 (Length - 170M width - 5M), Capacity – 2700MT
(B) Steel grating over hopper – 225MM X 225MM Mesh
(C) Track Hopper Beams all sides (except bottom) and inclined portion of inner surface all through lined with
replaceable SAILHARD/ SAILMA Plates.
(D)Concrete table top all through lined with 10MM SAILHARD/SAILMA Plates (removable).
(E) Paddle Feeders – 4 Nos. (each of Capacity 960 TPH Designed & 800 TPH Rated)
2. Belt conveyors and accessories :-
Capacity 950 TPH (Designed) 800 TPH (Rated), Troughing Angle – 35.
A)2 nos.1200 mm belt conveyors(Horizontal) 1A and 1B each of approximate length – 475mtrs. complete with
belting, idlers, pulleys, speed reducer, drives and motors, tension devices, cleaning devices, pulleys and coupling,
hold backs, transfer chutes and accessories for carrying coal of 250 mm and down lump size.
B) 2 nos. 1200 mm belt conveyors(inclined) nos. 2A and 2B each of approx length 675 mtrs. complete with usual
accessories mentioned in 2 (A) including in-line Magnetic separators at head end along with non-magnetic pulleys
and belt weighers.
C)2 nos. 1200 mm belt conveyor(Horizontal) no. 3 and 5 each of approx length – 1230 mtrs. and 1130 mtrs.
respectively with all usual accessories to carry crushed coal of 20 mm and down up to transfer points discharging to
conveyor belt no: 6A and 6B.
D) 1 No. 1200 mm belt conveyor(Horizontal) no. 4 of approximate length 160 mtrs. with usual accessories inter
connecting conveyor no. 4 to 5.
E) 2 nos. 1200 mm belt conveyors(inclined) no. 6A and 6B each of approx 650 mtrs. with usual accessories and inline
Magnetic separators and non-Magnetic Pulleys for carrying coal (20mm and down) from transfer points and reclaim
hoppers to conveyor no. 7A and 7B.
F) 2 nos. 1200 mm belt conveyors(inclined) no. 7A and 7B each of approx. length – 485 mtrs. with usual accessories
as well as belt weighers, metal detectors, coal samples etc. to discharge coal to conveyor belt 8A and 8B.
G) 02 Nos. 1200 mm belt conveyors(Horizontal) no 8A & 8B each of approx. length-750 mtrs with usual accessories
for feeding coal to the bunkers. 2 nos. 1200 mm belt conveyors no. 8A and 8B each of approx. length 750 mtrs. with
usual accessories as well as automating motor driven traveling belt hoppers complete with track rails, cable reeling
drums, etc. for transfer of coal to coal bunkers of Unit 1, 2, 3 and 4 respectively
H) Electro-Mechanical Vibrating feeders – 4 nos. of 800 TPH rated capacity (To feed uncrushed coal from RH-1 to
Conv. # 2A/2B & crushed coal/ Middling from RH-2 to Conv. (6A/6B).
I) Accessories fitted with Conveyors.
Belt wiper units, pull cord type emergency switches, belt sway limit switches, foundation plate, anchor bolts,
fasteners etc. counter weight, one zero speed switches for each conveyor, brakes and hold-backs, steel structures/CGI
sheet enclosure for all outdoor conveyors.
3. Reclaimer Hopper for Crushed and Uncrushed Coal:
a) RH1: 1 (One) of 150 MT capacity to feed uncrushed coal to Conv. Belt # 2A & 2B with 2 nos. motorized
rack & pinion gates and steel gratings over hoppers of size 250mm X 250mm Mesh.
b) RH2: 1 (one) of 150 MT capacity to feed crushed coal to Conv. Belt # 6A & 6B with 2 nos. motorized rack
and pinion gates and steel gratings over hoppers of size 150mm X 150mm Mesh.
4. Crusher House Equipment :
a) Ring type Granulator Crusher (800 TPH rated each) – 3 nos. with motors and fluid couplings.
b) Surge Hopper (200 MT Capacity) to receive coal from Conv. # 2A/2B& discharge to Cr- 1, 2,and 3 – 1 no.
c) Linear actuator operated flap gates, belt to feeders etc.
d) Electro-mech Vibro feeder (800 TPH rated) with drives and accessories to feed uncrushed coal from surge hopper
to crusher – 3 nos.
5. Traveling Stacker-cum-Reclaimer:
Stacker-cum-Reclaimer for Stacking and reclaiming mounted on Conv. no. 3 & 5 with all accessories like tripper
Unit, reversible boom conveyor, bucket wheel control panel etc. 2 nos.
6. Track hopper Maint. bay, RH#1 & 2 tunnel area and sump pump pits.
7. Coal bunkers for Unit 1,2,3 and 4 with six hoppers in each Unit, each capacity of 800 MT.
8. Structure, Structural steel construction etc. for conveyor frames, head frames, stringers, hand rails, walk ways,
safety guards, stairs etc.
9. a) Mobile belt trippers – 4 nos.
b) Magnetic separators – 4 nos.
c) Metal detectors – 2 nos.
d) Coal samplers – 2 nos.
e) Belt weighers – 4 nos(2 nos. in crushing side and 2 nos. in feeding side)
10. Air pollution control system:
a)Ventilation system – vent 1 to 4
52

)Dust extraction system DEP – 1 to 6 and I 7A, 7B, 7C, 8A, 8B, 8C
c)Dust suppression system
LIST OF IMPORTANT EQUIPMENTS AT CHP of Unit#5&6,MTPS,DVC
Track hopper-2:Length-220M,Width-6M,Capacity-4500MT,Grating size-300x300mm
Hoppers liner plates(removable)
Paddle feeder-4nos each capacity-960TPH designed & 800TPH rated
Sump pump-8nos,Dust suppression system, Ventilation system.
Lighting, paging & hooter system.
Conveyor 9A &9B:Size 1200mm inclined belts approximate length-1118M each.
Transfer Point-7:Drive of conveyor 9A & 9B ,Flap gate,-2nos
Dust extraction system, Lighting, Paging & Hooter.
Conveyor 10A & 10B:Size 1200mm inclined belts approximate length-430M each.
Transfer Point-8:Drive of conveyor 10A ,10B & 11,Flap gate,-3nos
Metal detector-2nos
Dust extraction system, Lighting, Paging & Hooter.
Conveyor 12A & 12B:Size 1200mm inclined belts approximate length-620M each.
CRUSHER HOUSE: Drive of conveyor 12A ,12B ,Flap gate,-2nos
ILMS-2nos,Belt weigher-2nos, Surge hopper-2nos
Crusher-4nos,Roller screen-4nos,Belt feeder—2nos
Dust extraction system, Lighting, Paging & Hooter .
Conveyor 14:Size 1200mm inclined belts approximate length-178M .
Transfer Point-9:Drive of conveyor 14,
Dust extraction system, Lighting, Paging & Hooter.
Transfer Point-10:Drive of conveyor 13,Flap gate,-1nos
Dust extraction system, Lighting, Paging & Hooter.
Conveyor 15:Size 1200mm inclined belts approximate length-885M .
Conveyor 16A & 16B:Size 1200mm inclined belts approximate length-420M each.
Transfer Point-11:Drive of conveyor 16A ,16B & 15,Flap gate,-2nos
Metal detector-2nos, ILMS-4nos,Vibro feeder-2nos
Dust extraction system, Lighting, Paging & Hooter.
Conveyor 17A & 17B:Size 1200mm inclined belts approximate length-530M each.
Transfer Point-12:Drive of conveyor 17A ,17B ,Flap gate,-2nos
Metal detector-2nos, Belt weigher-2nos
Coal sampling line, Dust extraction system, Lighting, Paging & Hooter.
Conveyor 18A & 18B:Size 1200mm inclined belts approximate length-386M each.
BUNKER FLOOR: Drive of conveyor 18A ,18B ,
Traveling tripper car-2nos
Bunker level instrument, Dust extraction system,
Coal bunker-12nos each capacity 800MT
Lighting, Paging & Hooter.
RECLAIM HOPPER:RH-4 each 150MR capacity
Each consisting of following-
R.P.GATE-2nos, Vibro-feeder-2nos , Sump pump-2nos
Dust extraction system, Lighting, Paging & Hooter.
COMPRESSOR -2nos
COOLING WATER PUMP-2NOS
DUST SUPPRESION PUMP-4NOS
53

Annexure – III
List of tools and tackles required for electrical Maint. works to be arrange by the contractor
without additional cost to DVC :
For Unit# 1,2,3&4
1. Insulation tester (Megger)- 3 nos. 2.5 KV – 1 no., 1 KV – 1 no, 500 V – 1 no.
2. SF6 - Gas leakage detector – 1 no.
3. Gas filling adapter with gas pressure gauge – different size.
4. Digital multi meter (good quality) -4 nos.
5. Analog multi meter ( good quality) – 1 no.
6. LT Tong tester – 0-5 (For multi amps reading), 0-100 (for ampere reading)
7. Ladder (Aluminum)– 10 mtrs – 2 nos, 16 mtrs. – 1 nos, 5 mtrs. – 2 nos, Trolley type ladder for street light Maint- 1 no.
8. Bearing puller – different size
9. Crimping tool with all size of dia – 1 set
10. Vacuum cleaner – 1 no.
11. Hot air blower – 1 no.
12. Digital motor checker – 1no.
13. Grease gun – 2 nos.
14. Bench vice – 1 no. – 8” size.
15. Motorized hand drills – 1 no.
16. Table grinder – 1 no.
17. Box spanner set – 1 no.
18. All necessary loose tools - in sufficient quantity
19. Walky-talkies / Mobile phone / other mode for site to site communication equipment – 2 nos.
For Unit# 5&6:
1. Insulation tester (Megger)-03 Nos.
2.5 KV---01 No.
1 KV-----01 No.
500 V----01 No.
2. Digital Multimeter (good quality)-04 Nos.
3. Analog Multimeter (good quality)-01 No.
4. L.T. Tong tester-0-5 (For milli amps reading)
0-100 (For Ampere reading)
5. Ladder (Aluminium)- 10 meters-02 Nos.
16 meters-01 Nos.
05 meters-2 Nos.
Trolly type ladder for street light maintenance-01 Nos.
6. Bearing pullers of different sizes.
7. Crimping tool with all size of dia.-01 set
8. Vacuum cleaner-01 No.
9. Hot air blower-01 No.
10. Digital Motor checker-01 No.
11. Grease Gun-02 Nos.
12. Bench vice-01 No. 8” size
13. Motorised Hand Drills-01 No.
14. Table Grinder-01 No.
15. Box spanner set-01 No.
16. All necessary loose tools- in sufficient quantity
17. Walki Talkie/ Mobile Phone/ other mode for site to site communication equipment-2 Nos.
18.IRD for vibration measurement
54

ANNEXURE-IV
List of T&P Items to be arranged by the Contractor during execution of the work:
Adequate tools & tackles as per requirement have to be supplied by the contractor.
The following Mech. Tools & Tackles are required for the contractor to start their job for Annual Maintenance
Contract.
TOOLS & TACKLES UNIT 1 TO 4 UNIT 5 &6
1) Lifting Equipment
a) Hydra IOT Capacity(as and when required)
b) Winch M/C
i) Electrical operated (a) 5T
ii)Mechanical operated (b)3T
2) Chain pulley Block
i) 3T Capacity (6m lift)
ii) 5T Capacity (---do---)
iii)2T Capacity (---do---)
iv) 10T Capacity (---do---)
3) Hydraulic Jack
i) 10T Capacity
ii) 35T Capacity
iii) 50T Capacity
4) Mechanical Equipments
a) Welding M/C
i) Transformer type
ii) Portable welding M/C
b) Grinder
i) Table Grinder
ii) Angle Grinder
iii) Straight Grinder
c) Weighting M/C 0 to 50 Kg
d) Induction Leater
5) Mechanical Jack
i) 70 MT
ii) 35 MT
iii)10 MT
6) a) Greax Gun
i) Pr-10 Kg
Pr-5 Kg
iii) Pr-3 Kg
b) Hard Grease Gun
7) Slings
i) 16mm 3mtr
ii) 16 mm 2 mtr
iii) 12mm 3 mtr
iv) 12mm 2 mtr
v) 20mm 3 mtr
vi) 20mm 2 mtr
8) Max Pulley
i) 2 tons 15 mtr
55
1 No.
2 Nos.
1 No.
4
4
2
2
1
1
1
9
2
1
2
2
1
2
1
2
1
1
2
2
2
2
2
2
2
2
2
2 Nos.
2 Nos.
1 No.
2
2
ii) 3 tons 15 mtr
2
2
9) Gas Cutting Sets with hose & Regulator 5 sets 5 sets
10) Welding cable 200 mtr
11) Rope Cuppy
1 1
i) Double 5T Capacity
4
4
ii) Single 5T Capacity
6
4
iii) Single 3T Capacity
12) D’ Cycle
2
4
i)5T
6
6
ii) 3T
6
6
iii) 2T
13) a) P.P. Rope
6
6
i) 25mm 100 mtrs
1
1
ii) 20 mm 100 mtrs
b) P.P. Rope Pulley
1
1
4
4
2
2
2
1
1
9
2
1
2
2
1
2
1
2
1
1
2
2
2
2
2
2
2
2
2

i) Double
2
2
ii) Single
2
2
14) a) Magnetic Drill M/C with different bits
2
2
b) Stand Drill M/C with different types of bits
1
1
15) Table vice/Bench Vice
16) Hammers
1 1
i) Wooden Mallet
2
2
ii) Copper Hammer
2
2
iii) Slage Hammer
2
2
3 Kg
2
2
5 Kg
2
2
10 Kg
2
2
17) Cose Rope (Steel) of 16mm 200 mtrs 200 mtrs
18) Alen key sets 2 mm to 20mm 2 sets 2 sets
19) Dial gauge with magnetic base
20) Verner
4 4
i) 12”
2
2
2) 18”
1
1
21) Micro meter i) Outer side (50mm to 200mm)
1
1
ii) inner side (----do---)
1
1
22) Box spanner sets, different types of files filler gauge, center
punch, chisel, different types pipe wrinch, Sli wrench etc in
sufficient nos to carry out day to day maintenance activity must
be procured by the contractor
1 1
Annexure – V
LIST OF IMPORTANT EQUIPMENT OF CHP, MTPS, DVC (ELECT.) 6.6 KV
SWITCH GEAR in Unit# 1,2,3&4
1) No. of 6.6 KV SF-6 Breaker
2) No. of P.T. breaker – 2
3) No. of L.A. breaker – 2
4) No. of 6.6 KV/ 415V, 1600 KVA Transformer -3
5) No. of 6.6 KV Motor - 11
415V SWITCH GEAR
1) No. of 415 V Motor – 40 nos. (approx)
2) Stacker-cum-Reclaimer -2
3) Paddle Feeder – 4
4) Tripper Car – 2
5) 415 V M.C.C. – 6
6) 415 V breaker – 35
7) Lightning Transformer – 4
8) PLC Panel – 5
9) Remote Panel – 2
10) Air Conditioning Machine – 5
11) Lighting Points – 1500 nos. (approx.)
12) Frequency Control Panel – 2 nos.
13) Lighting Tower – 10 nos.
LIST OF IMPORTANT ELECTRICAL EQUIPMENTS OF CHP, MTPS, DVC.
6.6 KV SWITCH GEAR in Unit# 5&6
1) 6.6 KV Vacuum Circuit Breaker
2) P.T. breaker
3) 6.6 KV/415V, 1250-KVA Trasnformer-6
4)6.6 KV Motor-12
415V SWITCH GEAR
1) No. of 415V Motor-85(Approx)
2) Stacker-cum-Reclaimer-1
3) Paddle Feeder-4
4) Tripper Car-2
5) 415V M.C.C.-6
6) 415V BREAKERS
56

7) Lighting Transformer
8) PLC Panel
9) Remote Panel
10) Air Conditioning Machine
11) Lighting Points
12) Thyristor Panel
13) Frequency Control Panel
14) Lighting Tower.
15) Vibro Feeder
18) ILMS & Belt weigher system
19) Battery bank & charger
20) UPS System of PLC.
ANNEXURE-VI
(On non-judicial stamp paper of appropriate value)
PROFORMA OF BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT
To,
DAMODAR VALLEY CORPORATION B.G. No.:
Mejia Thermal Power Station. Date :
P.O- M.T.P.S, Dist- Bankura
Pin – 722183.
In accordance with your Notice Inviting Tender for ……………… under your Notice No ………………
dated …………………… M/s. …………… (Name & full address of the firm) (herein after called the
Tenderer) hereby submit the Bank Guarantee)
whereas to participate in the said tender for the following:
1. ………………………………………………………(Nature / items to be supplied as per NIT)
2. ………………………………………………………
It is a condition in the tender documents that the tenderer has to deposit Earnest Money amounting to Rs.
…………………… in respect to the tender, with Damodar Valley Corporation, Mejia Thermal Power
Station, P.O.- M.T.P.S. Dist. – Bankura (herein after referred to as ‘Corporation’) by a Bank Guarantee
from a Nationalised Bank/ Scheduled Bank/ Foreign Bank irrevocable and operative till the validity of the
offer (i.e. ………… days from the date of opening of tender) for the like amount which amount is likely to
be forfeited on the happening of contingencies mentioned in the tender documents.
And where as the tenderer desires to secure exemption from deposit of Earnest Money and has offered to
furnish a Bank Guarantee for a sum of Rs. …… to the Corporation as Earnest Money.
Now, Therefore, we the ……………… (Bank), a body corporate constituted under the Banking Companies
(Acquisition and Transfer of Under taking) Act. 1996 and branch Office at ………… (Hereinafter referred
as the Guarantor) do hereby undertake and agree to pay forthwith on demand in writing by the Corporation
of the said guaranteed amount without any demur, reservation or recourse.
We, the aforesaid Bank, further agree that the Corporation shall be the sole judge of and as to whether the
tenderer has committed any breach or breaches of any of the terms costs, charges and expenses cause to or
suffered by or that may be caused to or suffered by the Corporation on account thereof to the extent of the
Earnest Money required to be deposited by tenderer in respect of the said Tender Document and the
decision of the Corporation that the Tenderer has committed such breach or breaches and as to the amount
of loss, damage, costs, charges and expanses caused to or suffered by or that may be caused to or suffered
by the Corporation shall be final and binding to us.
We, the said Bank, further agree that the Guarantee herein contained shall remain in full force and effect
until it is released by the Corporation and it is further declared that it shall not be necessary for the
Corporation to proceed against the tender before proceeding against the Bank and the Guarantee herein
contained shall be invoked against the Bank, notwithstanding any security which the Corporation may have
57

obtained or shall be obtained from the Tenderer at any time when proceedings are taken against the Bank
for whatever amount that may be outstanding or unrealised under the Guarantee.
The right of the Corporation to recover the said amount of Rs. ……… (Rupees ………………..) from us in
manner aforesaid will not be precluded / affected, even if, disputes have been raised by the said M/s.
…………………. (Tenderer) and / or dispute or disputes are pending before any authority, officer,
tribunal, arbitrator (s) etc.
Notwithstanding any thing stated above, our liability under this guarantee shall be restricted to
Rs. ………………….(Rupees ……………………..) only and our guarantee shall remain in force upto
……………. and unless a demand or claim under the guarantee is made on us in writing within three
months after the aforesaid date i.e. on or before the ………………………………. all your rights under the
guarantee shall be forfeited and we shall be relieved and discharged from all liability thereunder.
Date ………………………..
Place ……………………….. (Signature)
58
(Printed name)
In presence of. (designation)
(Bank’s Common Seal)
WITNESESS (with full name, designation, address & Office seal, if any)
1) ………………………………………………..
2) ………………………………………………….
INSTRUCTION FOR FURNISHING BANK GUARANTEE:
ANNEXURE-VII
1. Bank Guarantee (B.G.) for advance payment, Mobilization Advance, B.G. for Security Deposit-cum-
Performance Guarantee should be executed on the Non-Judicial Stamp paper of the applicable
value and to be purchased in the name of the Bank.
2. The Executor (Bank authorities) is required to mention the Power of Attorney No. & date of
execution in his/her favour with authorization to sign the documents. The Power of Attorney is to
be witnessed by two persons from Issuing Bank mentioning their full name and address with seal
& No.
3. The B.G. should be executed by a Nationalised Bank/Scheduled Commercial Bank, B.G. from cooperative
Bank/Rural Banks are not acceptable.
4. A Confirmation Letter of the concerned Bank must be furnished as a proof of genuineness of the
Guarantee issued by them.
5. Any B.G., if executed on Non-Judicial Stamp paper after 6 (six) months of the purchase of such
stamp paper shall be treated as Non-valid.
6. Each page of the B.G. must bear signature and seal of the Bank and B.G. Number.
7. The contents of the B.G. shall be strictly as Proforma prescribed by D.V.C. in line with purchase
Order/LOI/Work Order etc. and must contain all factual details.
8. Any correction, deletion etc. in the B.G. should be authenticated by the Bank Officials signing the
B.G.
9. In case of extension of a Contract, the validity of the B.G. must be extended accordingly.
10. B.G. must be furnished within the stipulated period as mentioned in purchase Order/L.O.I./Work
Order etc.
11. In the event of the value of Purchase Order/Contract is increased, the B.G. amount should also
correspondingly increased.
12. Issuing Bank/The Vender are requested to mention the Purchase Order reference along with the
B.G. No. for making any future queries to D.V.C.

ANNEXURE-VIII
PROFORMA OF BANK GUARANTEE FOR SECURITY DEPOSIT-CUM-
PERFORMANCE GUARNATEE
(on non-judicial stamp paper of appropriate value to be purchased in the name of
executing Bank)
Ref………………………… Bank Guarantee
No………………………… Date…………………
PROFORMA OF B.G. FOR SECURITY DEPOSIT/100% PAYMEMT
1. KNOW ALL MEN THESE PRESENTA that in consideration of Damodar Valley
Corporation, a Corporation constituted and established under the Damodar Valley
Corporation Act being Act No.XIV of 1948 and having its Headquarters at D.V.C.
Towers, VIP Road, Kolkata-700 054 (hereinafter called “The Corporation”) having agreed
to accept from___________________________________(hereinafter called “The
Contractor”), a bank Guarantee for Rs._____________________ in lieu of Cash Security
Deposit for the due fulfilment by the Contractor of the terms & conditions of the *Work
Order/Letter of Intent/Letter of Acceptance No._________________________ issued by the
Corporation for (Name & Description of the
work)_______________________________________(hereinafter called “the said * Work
Order/Letter of Intent/Letter of Acceptance”) we __________________________
(hereinafter called “the Guarantor”) do hereby undertake to indemnity and keep
indemnified the Corporation to the extent of Rs._______________________(Rupees
___________________________________) only against any loss or damage caused to or
suffered by the Corporation by reason of any breach by the Contractor of any of the
terms & conditions contained in the said * Work Order/Letter of Intent/Letter of
Acceptance of which breach the opinion of the Corporation shall be final and conclusive.
2.AND WE,_____________________________________ DO HEREBY Guarantee and
undertake to pay forthwith on demand to the Corporation such sum not exceeding the
said sum of ________________________________(Rupees________________________)
only as may be specified in such demand, in the event of the Contractor failing or
neglecting to execute fully efficiently and satisfactorily the order for___________________
PLACED WITH IT (the work tendered for by it) within the period stipulated in the said *
Work Order/Letter of Intent/Letter of Acceptance in accordance with terms & conditions
contained or referred to in the said * Work Order/Letter of Intent/Letter of Acceptance in
the event of the Contractor refusing or neglecting to maintain satisfactory operation of
the equipment or work or to make good any defect therein or otherwise to comply with
and conform to the design, specification, terms & conditions contained or referred to in
the said * Work Order/Letter of Intent/Letter of Acceptance.
3. WE_______________________________ further agree that the guarantee herein
contained shall remain in full force and effect during the period that would be taken for
the performance of the said order as laid down in said * Work Order/Letter of
Intent/Letter of Acceptance including the warranty obligations and that it shall continue
to be enforceable till all the dues of the Corporation under or by virtue of the said * Work
59

Order/Letter of Intent/Letter of Acceptance have been fully paid and its claims satisfied
or discharged or till the Corporation or its authorised representative certified that the
terms & conditions of the said *Purchase Order/Letter of Intent/Letter of Acceptance
have been fully and properly carried out by the said contractor and accordingly
discharged the Guarantee.
4. WE__________________________________, the Guarantor undertake to extend the
validity of Bank Guarantee at the request of the Contractor for further period or periods
from time to time beyond its present validity period falling which we shall pay the
Corporation the amount of Guarantee.
5. The liability under this Guarantee is restricted to Rs.______________________________
(Rupees___________________________________) only and will expire on_______________
and unless a claim in writing is presented to us or an action or suit to enforce the claim is
filed against us within 6 months from________________________________ all your rights
will be forfeited and we shall be relieved of and discharged from all our liabilities
(thereinafter).
6. The Guarantee herein contained shall not be determined or effected by liquidation or
winding up or insolvency or closure of the Contractor.
7. The executant has the power to issue this guarantee on behalf of the Guarantor and
holds full and valid power of Attorney granted in his favour by the Guarantor
authorizing him to execute Guarantee.
8. Notwithstanding anything contained herein above, our liability under this guarantee
is restricted to Rs.____________________________(Rupees___________________________)
only and our guarantee shall remain in force upto__________________________________
and unless a demand or claim under the guarantee is made on us in writing on or
before____________________________ all your rights under the guarantee shall be
forfeited and we shall be relieved and discharged from all liabilities thereunder.
We________________________________ Bank lastly undertake not to revoke this
guarantee during the currency except with the previous consent of the Corporation in
writing. In witness whereof we _____________________________ have set and subscribed
our had on this ____________________________ day of ____________________________.
WITNESS
(1)___________________________
60
SIGNED, SEALED & DELIVERED
______________________________
(Stamp of the Executant)
(2)___________________________
(Name & address in full with Rubber Stamp)
*Mention the relevant along with reference number.
Delete the terms which are not applicable. Each page of B.G. to be signed by the
executant with common Bank Stamp & date.

ANNEXURE-IX
NIT. No. Date:
Techno-Commercial Deviation Schedule.
Bidder shall agree to all the techno-commercial terms and conditions mentioned. However, deviation,
if any, should be stated as per the following schedule and to be submitted alongwith the technocommercial
bid failing which it will be presumed that all terms and conditions are acceptable to them.
Deviations taken elsewhere and not brought out in the following deviation schedule, the same will not
be accepted. The owner reserves the right to reject the offer on account of such deviation if the bidder,
on advice of owner, dose not withdraw the deviations.
Name of the Project………………………………………………
NIT. No. Date:
(Bidder’s Name & Address) : ……………………………………
To,
The Superintending Engineer (Tech),
Damodar Valley Corporation,
Mejia Thermal Power Station,
Po. MTPS, Dist. Bankura.
Dear Sir,
Following are the deviation proposed by us relating to techno-commercial terms and conditions.
We confirm that we shall withdraw the deviations proposed by us at the cost of withdrawal indicated in
the price bid falling, which our bid may be rejected and Bid Security forfeited.
Sl. No. Clause No. of Terms& conditions Deviation
Date: ………………….. (Signature) …………………………………….
Place: …………………. (Name) ……………………………………..
(Designation) ………………………………
(Common Seal) ……………………………
Note: If there are no deviations, this deviation schedule shall be submitted along with the technocommercial
bid duly signed and stamped after stating “NIL DEVIATIONS.”
61

ANNEXURE-X
NIT. No. Date:
Cost of withdrawal of deviations
Mejia Thermal Power Station.
Your NIT. No. Date:
(Bidder’s Name & Address) ………………………………………
To,
The Superintending Engineer (Tech),
Damodar Valley Corporation,
Mejia Thermal Power Station,
Po. MTPS, Dist. Bankura.
Dear Sir,
Following are the deviations as proposed by us relating to techno-commercial terms and conditions. We are
also furnishing below the cost of withdrawal for the deviations proposed by us. We confirm that we shall
withdraw the deviations proposed by us at the cost of withdrawal indicated in the attachment falling, which
our bid may be rejected and Bid Security forfeited.
Sl. No. Clause No. Deviation Cost of withdrawal in Rs.
Date: ………………….. (Signature) …………………………………….
Place: …………………. (Name) ……………………………………..
(Designation) ………………………………
(Common Seal) ……………………………
Note: Bidders may note that bids containing deviations without the cost of withdrawal price shall be
considered as unresponsive offer and will be out rightly rejected. This schedule indicating the cost of
withdrawal price for such deviations should be submitted alongwith the price bid only and will be taken
into consideration for the purpose of bid evaluations.
62

ANNEXURE-XI
PRICE-BID FORMAT.
NIT No.: Date:
Price for Part-A.
Sl No NATURE OF WORK Rate(Rs)
(P)
Part-A.
(i) Liaison with Colliery& Railways.
Part – A
(ii) Supervision of loading of BOBR Coal
Rakes at Loading Point.
63
Rate per month
(Rs)
Per Rake Price for 180 Rakes
per month
per MT
Total of Part-A=
Price for
6,30, 000MT per
month
Amount per Year
(Rs)
P X 180 X 12
P X 6,30,000 X 12

Price for Part-B.
Sl No NATURE OF WORK Rate(Rs)
(P)
Part-B. (i) Unloading of BOBR coal
rakes at MTPS Track hopper-1&2.
Part-B. (ii) Unloading of BOXN coal
rakes at MTPS Track hopper-1&2.
64
Rate per month
(Rs)
per Wagon Price for 10620
Wagons
per Wagon Price for 1,180
Wagons
Total of Part-B=
Amount per Year
(Rs)
P X 10,620 X 12
P X 1,180 X 12

Price for Part-C.
Sl No NATURE OF WORK Rate per month
(Rs)
65
Amount per Year
(Rs)
Part-C. Annual Repair& Maintenance Contract for Coal Handling Plant of Unit# 1,2,3 &4 and
Coal Handling Plant of Unit#5 & 6 of MTPS.
I. Mandatory Jobs of CHP:
1
2
Mechanical Maintenance.
Electrical Maintenance including C&I system.
3 Operation of Stacker-cum-Reclaimer, Paddle feeder
operations & its allied system operation like
Conveyor Belt, Operation of Mobile Tripper Car at
Bunker in one system & also its allied system
operation like Conv. Belt etc, poking, breaking of
lump size coal at RH etc.
4 Maintenance of 3 Nos. stacker-cum-reclaimer along
with its auxiliary system and associated Rail Tracks
as well as other associated system.
5 Operational support for Unit# 5&6.
Total of “I. Mandatory Jobs of CHP”

II. Mandatory Extra Jobs :
1 Replacement of Conveyor Belts
2 Unloading of Oil Wagons
(LDO/FO)
3 Fabrication of GMS Gratings
4 Unloading of Road Oil
Tanker(LDO/FO)
Rate per
meter
Rate per
wagon
66
Price for 250 meters
per month
Price for 140
wagons per month
Rate per MT Price for 30MT per
month
Rate per
Road oil
Tanker
Total of “II. Mandatory Extra Jobs”
Total of Part-C=
Price for 50 tankers
per month
Price for 3000meters
Price for 140 wagons
X 12months
Price for 360MT
Price for 50 tankers
per month X
12months

Price for Part-D.
Sl No NATURE OF WORK Rate per month Amount per Year
(Rs)
(Rs)
Part-D. Removal of technological waste & Up-keepment of Coal Handling Plant of Unit# 1,2,3&4
and Unit#5 & 6 of MTPS.
1 General Scope of Work:
a) Removal of technological waste of entire C.H.P area of Unit No#1,2,3&4
i)
Zone# 1
ii)
iii)
iv)
v)
vi)
Zone # 2
Zone # 3
Zone # 4
Zone # 5
Zone # 6
Total of (a) Removal of technological waste of entire
C.H.P area of Unit No#1,2,3&4
67

2
i)
ii)
iii)
iv)
v)
vi)
General Scope of Work:
b) Removal of technological waste of entire C.H.P area of Unit No#5&6
Zone# 1
Zone # 2
Zone # 3
Zone # 4
Zone # 5
Zone # 6
Total of (b) Removal of technological waste of entire
C.H.P area of Unit No#5&6
68

3.
Loading, unloading and carrying
through MTPS weigh-bridge per MT
for :
(i) Stones& Boulders
per MT Price per month Price for 12 months
69
Price for 3500 MT
(ii) Coal Dust Price for 500 MT
Total of Loading, unloading and carrying through
MTPS weigh-bridge for Stones, Boulders and Coal
Dust
Part-E Shortage Minimization of
BOBR indigenous coal rakes for Mejia
TPS.
Total of Part-D=
Price for Part-E.
Rate per MT
of coal
received at
MTPS
Total of Part-E=
Price for 6,30,000
MT per month
Price for 3500MTX
12 months
Price for 500MTX 12
months
630000MTX 12months

Rates:
Service Tax & any other statutory Taxes and duties
70
Rs.
Per month
Rs.
Per year
TOTAL PRICE OF PART-A, B, C, D& E INCLUDING TAXES AND DUTIES
Total Price of Part-A, B, C, D& E including Taxes
and Duties=
Rs.
Rs.
Signature of the Bidder:
Date:
Office Seal.
Per month
Per year
Method of Bid Evaluation
The Contract may be awarded to the successful bidder either in Part/Sub-Part or in
full at sole discretion of DVC. But it is obligatory for the Bidders to quote their prices
for all the Part-A (i & ii), B, C, D& E of the Scope of the Contract in the Price-bid
format given herein before. In case of incomplete quotation, the bid shall be liable to
be rejected.
Work is composite in nature comprising Part - A, B, C, D&E. Hence evaluation will be
done on composite basis provided the Bidders quote for all the Parts as mentioned above.
Relative standing of the qualified bidders whose price bid will be opened shall be made
after working out total Amount per Year which shall be the algebraic sum of Part-wise
amount calculated as, Q = A (i) + A (ii) + B + C + D + E Plus (Taxes and Duties as
applicable)
Bid Ranking viz. L1, L2 etc. shall be determined on Q1, Q2, etc. basis respectively.
The rate shall be quoted in both “figures” and “words”. In the event of any discrepancy in the
quoted rate, the “words” will prevail.

ANNEXURE-XII
FORMAT FOR AGREEMENT FOR ANNUAL MAINTENANCE CONTRACT OF
DAMODAR VALLEY CORPORATION
AN AGREEMENT made and entered into this…………… day of ………………..
20…. between M/s DAMODAR VALLEY CORPORATION, Mejia Thermal Power
Station, P.O. MTPS, Dist. Bankura, Pin-722183 of the FIRST PART (which expression
shall unless repugnant) to the context be deemed to include its successors or assigns) and
M/s…………….
of the SECOND PART (which expression shall repugnant to the context or meaning
thereof be deemed to include its successors, assigns.)
WHEREAS the aforesaid Party of the First Part invited tenders for the work of
……………(Name of the work).
WHEREAS the tender of the Party of the Second Part was accepted and the work was
awarded to the Party of the Second Part by letter No…………
AND WHEREAS the Party of the Second Part has accepted the work order aforesaid in
their letter no…………………
Now the Agreement, witnessed and it is hereby agreed by and between the parties as
follows:
I. This Agreement is a Contract for services, consisting of Clauses 1 to 21. Inclusive of
Annexure hereto and NIT/LOA/LOI/ Work Order/ DVC’s GCC/DVC’s T1/T3 Forms shall
form an inseparable part of this Agreement.
II. In consideration of the payments to be made by the Party of the First Part to the Party
of the Second Part, the Party of the Second Part hereby covenants to carry out the work of
……………(Name of the work). The Party of the First Part hereby covenants to pay to the
Party of the Second Part in consideration of the aforesaid work, as provided in the
Agreement.
1. Definitions:-
a) “Commencement date” shall mean the date on which this agreement shall come into
force.
b) “Payment” shall mean the amount payable as specified in Clause 10.
c) “Premises” shall mean the Premises described in Schedule I.
d) “Notice” shall mean Notice complied with the terms of Clause 16.
e) “Services” shall mean the detailed scope of work as described Schedule-II.
f) “Terms& Conditions” shall mean the Terms& Conditions which is in the works and
procurement manual 2006 and the terms and conditions mentioned herein after and is
binding on the parties.
71

2. Obligations of The Party of the Second Part :-
a) The Party of the Second Part shall provide services as agreed upon and set out in
Schedule II foe the term of the Agreement or until it is terminated in accordance with the
clauses of this Agreement.
b) The Party of the Second Part shall obtain at his own cost necessary permits or licenses
etc. as required under the various clauses whether Central, State or Local from time to time
for performing and rendering services and the Company of the First Part does not take any
liability whatsoever in this regard.
(i) The Party of the Second Part has to obtain licenses/ permits etc. as applicable as
mentioned above within a time period of fourteen days of signing this Agreement, failing
which this Agreement shall stand unilaterally terminated.
(ii) If the licenses/ permits etc. obtained by the Party of the Second Part are revoked and/
or suspended and/ or cancelled by the authority concerned and/ or become invalid, the
Agreement shall stand unilaterally terminated.
c) The Party of the Second Part shall at its own cost comply with the provisions of all
laws, rules, orders and regulations and notifications whether Central or State or Local as
applicable to him or to this Agreement from time to time. These Acts/Rules include,
without limitations, the following:
(i) The Minimum Wages Act & Rules and Orders and Notifications issued there under
from time to time;
(ii) The Contract Labour (Regulation & Abolition) Act, 1970 with Rules, Orders and
Notifications made there under;
(ii) The Industrial Disputes Act, 1947 with Rules, Orders and Notifications issued there
under from time to time.
(iv) The Workmen’s Compensation Act, 1923 with Rules, Orders and Notifications
there under issued from time to time.
(v) The Payment of Gratuity Act, 1972 with Rules, Orders and Notifications issued
there under from time to time.
(vi) The Payment of Wages Act, 1936 with Rules, Orders and Notifications issued
thereunder from time to time;
(vii) The Employees’ Provident Fund and Miscellaneous Provisions Act, 1952 with
Rules, Orders and Notifications issued thereunder from time to time;
(viii) The Factories Act, 1948 with subsequent modifications & amendments from time to
time.
72

(ix) The Employees State Insurance Act, 1948 with Rules, Orders and Notifications
issued thereunder from time to time;
(x) All other Acts/Rules/Regulations, Bye-laws, Order, Notifications etc. already in vogue
or may be enacted in future by the legislation or present of future Applicable to the Party of
the Second Part from time to time for performing the aforesaid services.
The Party of the Second Part shall produce the requisite Compliance Report to the Party of
the First Part from time to time or as prescribed in the above mentioned laws.
d) The Party of the Second Part shall undertake the services as per details given in
Schedule-II attached to this Agreement. The Party of the Second Part shall also comply
with other requirements, if any, given to the Party of the Second Part in writing by the
authorized representative of the Party of the First Part to the Party of the Second Part or his
authorized representative for performing the aforesaid services.
e) The performance of service by the Party of the second Part, shall be of highest
order/standing and competence and as described in Schedule II.
f) The Party of the First Part may terminate this Agreement if the performance of services
by the Party of the Second Part is not up to specified standard and if the Party of the
Second Part fails to comply with the laws mentioned hereinbefore. The decision of the
Party of the First Part in this respect shall be absolute and final.
3. Deployment of Employees by the Party of the Second Part:
a) The Party of the First Part as and when required shall deploy his own employees for
rendering satisfactory services.
b) That there shall not subsist in any manner whatsoever any employer-employee
relationship between the Party of the First Part and the workmen/employees employed and
as and when deployed by the party of the Second Part or the Party of the Second Part
himself. The party of the Second Part shall be responsible for appointments, payment of
wages, compliances with all statutory formalities relating to the workmen/employees
employed and deployed by it.
c) The party of the Second Part shall conduct the work in the manner prescribed by the
Party of the First Part and in the event of any deviation there from, the party of the Second
Part shall be responsible to make good the same within………….(need based to be
incorporated) from being intimated by the Party of the First Part. The party of the Second
Part shall supervise and control the manner and mode of working and also the working of
the workmen as and when deployed and there shall not be any supervision and control by
the Party of the First Part over the employees/ workmen employed by the party of the
Second Part.
d) The workmen/employees engaged and deployed by the Party of the Second Part should
also observe discipline at all times and maintain decency and decorum during the course of
their employment and the party of the Second Part shall be fully responsible for the said
workmen/employees.
73

e) The payment of wages, ESI, PF, bonuses and other benefits to the employees of the
Party of the Second Part shall be the exclusive responsibility of the Party of the Second
Part and the employees shall have no claim whatsoever on the Party of the First Part.
f) The party of the Second Part as and when deploy workmen the Party of the Second Part
shall maintain a Register of persons employed under him and issue Employment Cards to
each worker within three days of employment and a copy of the same to be submitted with
the Party of the First Part within seven days there from.
g) The party of the Second Part as and when employed workmen shall also maintain al
statutory register viz register of wages, master roll register of deductions, register of
overtime, register of fines, register of advances, wage slip and any other register required to
be maintained under the statue and shall give inspection of the same to the Party of the First
Part on demand.
h) The party of the Second Part as and when employed workmen shall make the Payment
of wages and other conditions of employment in respect of workmen employed and
deployed by the party of the Second Part in conformity with statutory requirements and the
Party of the First Part shall be fully protected in all respect in this regard.
i) The party of the Second Part as and when employed workmen shall send half-yearly
returns to the Licensing Officer not later than thirty days from the closing of the Half year.
j) The party of the Second Part as and when employed workmen shall be solely and wholly
responsible for the safety& security of the employees employed by the party of the Second
Part. The Party of the Second Part shall also make adequate provision of Insurance for the
said employees at their own cost to cover them against the risk of accident and/ or death in
harness. In the event of any accident and/ or death in harness, the Party of the Second Part
shall pay proper compensation as per The Workmen’s Compensation Act 1923. The Party
of the First Part will have no responsibility whatsoever, and will be kept fully indemnified
and harmless.
k) The party of the Second Part shall also be responsible for the property of the Party of
the First Part and in case of any damage whatsoever, shall immediately repair/ replace the
damaged property at their own cost and arrangement failing which Party of the First Part
shall have right to recover the cost from the Party of the Second Part.
l) The party of the Second Part as and when employed workmen in case of any act of
indiscipline on the part of workmen/employees of the Party of the Second Part, the Party of
the Second Part shall take suitable action against the delinquent employee with proper
intimation to the appropriate authority of the Party of the First Part.
m) The workmen/employees of the Party of the Second Part as and when employed by the
Party of the Second Part including himself shall have no right and/ or any right to access
whatsoever to claim as an employment with the company of the Party of the First Part.
n) In case the workmen/employees engaged by the Party of the Second Part have any
grievance they shall take it up with the Party of the Second Part without causing any
disturbance in the premises of the Party of the First Part in any manner. Under no
74

circumstances, shall the workmen engaged by the Party of the Second Part initiate or take
part in any agitation or demonstration against the Party of the First Part.
o) If the process forming part of this Agreement is abolished by any provision of law or
under Sec.10 of the Contract Labour (R&A) Act.1970 the workmen/employees of the Party
of the Second Part shall not become the employees of the Principal Employer i.e. Party of
the First Part.
p) During the terms of this Agreement the Party of the Second Part shall be independent
employer and not in any manner has any employer-employee relationship with the Party of
the First Part and that of Principal to Principal.
4. OBLIGATIONS OF THE PARTY OF THE FIRST PART:
a) The Party of the First Part shall permit the duly authorized workmen of the Party of the
Second Part at all convenient times to enter into and upon the premises only on
presentation of the approved gate passes as mentioned below, for the purpose of carrying
out their work.
b) The Party of the First Part shall make to the Party of the Second Part all payments. As
per Clause 10, throughout the term of this Agreement or so long the Agreement subsists or
the Party of the Second Part performs its obligation under this Agreement.
5. COMPLETION:
The work shall be deemed to have been completed on expiry of the period of this
Agreement and release of final payment to the Party of the Second Part by the Party of the
First Part.
6. PENALTY:
In terms of the General Terms of the Contract clause………………(as applicable).
7. DELEGATION;
(As applicable).
8. INDEMNITY :
Party of the Second Part covenants and agrees to fully protect and hold the Party of the
First Par,t its employees and agent harmless against any claim, demand, actions, suits,
proceedings, judgment, liabilities, costs, expenses, damages or losses.
9. BILLS :
The Party of the First Part reserves the right to require the Party of the Second Part to
submit documentary evidence in support of the bills, including details of the work done,
duly supported by the Certificate from the representative of the Party of the First Part in the
first week of the following month. Party of the First Part also reserves the right to make at
the earliest opportunity any adjustment which may be pending from the previous months.
75

10. PAYMENT:
As per relevant clauses of work order.
11. DURATION OF THE AGREEMENT:
a) This Agreement shall be effective from the date of commencement of the work as per
the Work Order.
b) The Agreement shall be deemed to expire on completion of the work and on compliance
of all statutory obligations by the Party of the Second Part as provided in for in the
agreement, unless extended by both the parties in writing.
12. CANCELLATION/ TERMINATION:
As per the Clause 28 of the General Conditions of the Contract.
13. CONSEQUENCES OF TERMINATION:
a) In the event of this Agreement being determined whether by efflux of time or notice or
breach or otherwise, the Party of the Second Part shall forthwith returns to the Party of the
First Part all the papers, books or other articles belonging to the Party of the First Part.
b) In the event of termination of this Agreement, the rights and obligations of the parties
thereto shall be settled by mutual discussion. The financial settlement shall take into
consideration not only the expenditure incurred but also the expenditure committed by the
Party of the First Part.
c) In the event of termination of this Agreement, the Party of the Second Part shall be liable
to refund the amount, if any, paid in advance by the Party of the First Part.
d) Either Party shall be entitled to exercise any one or more of the rights and remedies
given to it under the terms of this Agreement and the determination of this Agreement shall
not affect or prejudice such rights and remedies and each party shall remain liable to
perform all outstanding liabilities under this Agreement notwithstanding that the other may
have exercised any or more of the rights and remedies available against each other.
14. FORCE MAJEURE:
As per the Clause 27 of the General Conditions of the Contract.
15. CONFIDENTIALITY:
During the tenure of the Agreement and 7 years thereafter the Party of the Second Part
undertake on their behalf and on the behalf of their subcontractors/ employees/
representatives/ associates etc to maintain strict confidentiality and prevent disclosure
thereof, of all the information and data exchanged/ generated pertaining to the work under
this Agreement for any purpose other than in accordance with the Agreement.
76

16. Not ice:
Any notice to be served by either party on the other shall be sent by Registered Post and
shall be deemed to have been received by the addresses within 07 days of posting.
17. Settlement of disputes & Arbitration :
a) Any dispute(s) or difference(s) arising out of or in connection with the contract shall, to
the extent possible, be settled amicably between the Party of the First Part & Party of the
Second Part.
b) In the event of any dispute or difference whatsoever arising under this Agreement or in
connection therewith including any question relating to existence, meaning and
interpretation of the terms of the Agreement or any alleged breach thereof, the same shall
be referred to the Secretary, CEO of Damodar Valley Corporation, Kolkata-54 or to a
person nominated by him for arbitration. The Arbitration shall be conducted in accordance
with the provisions of Arbitration and Conciliation Act, 1996 or any other latest enactment
and the decision/ judgment of Arbitrator/Arbitrators shall be final and binding on both the
parties. The venue of arbitration shall be at Kolkata.
However, in case the Party of the Second Part is a Central Public Sector Enterprise/ Govt.
Department, the dispute arising between the Party of the First Part & Party of the Second
Part shall be settled through Permanent Arbitration Machinery (PAM) of the Department of
Public Enterprise, Govt. of India as per prevailing rules.
c) All suits arising out of NIT, subsequent work order and agreement, if any, are subject
jurisdiction of Court in the City of Kolkata only and no other Court, when
resolution/settlement through mutual discussion and arbitration fails.
18. AMENDMENTS OF THE AGREEMENT:
No amendment or modification of this Agreement shall be valid unless the same is made in
writing by both parties or their authorized representative and specifically stating the same
to be an amendment of this Agreement. The modifications/ changes shall be effective from
the date on which they are made/ executed, unless otherwise agreed to.
19. MISCELLANEOUS
a) The party of the second part as and when required shall deploy as any in number expert
personnel and/ or skilled / semi-skilled/ unskilled workmen with adequate qualification
and experience having appropriate level of acumen to carry out the job with entire
satisfaction of the party of the First Part.
b) No child labour shall be engaged by the contractor as per statutory rules of the Govt. of
India.
c) The party of the second part as an when employed their employees engaged in the job
shall follow all safety rules at the time of execution of work. It shall be the
responsibility of the contractor to supply all safety equipment necessary to their O& M
77

personnel without any extra cost to DVC. All statutory rules & regulations shall have to
be followed by the contractor during employment/ retrenchment of his workers/
employees.
d) As the plant site is a protected area, necessary gate passes with photograph of every
worker/ employee of the party of the second part shall be arranged by the Party of the
Second art with proper intimation to the Part of the First part. The expenditure of
issuing the gate passes to the workmen shall be borne by the Party of the Second Part.
The gate passes shall be duly signed by the Party of the second part with official seal in
addition to the signature of the holder (employee of the party of the Second Part) and
the authoised officer of the Party of the First Part.
e) In case of sub-letting the contract, the sub-contractor shall be engaged with prior
approval of the Party of the First Part and at full risk of the Party of the Second Part.
f) The party of the Second Part shall not pay less than prescribed minimum wages to the
workmen engaged by him under minimum Wages Act,1948 and the Govt. rules made
there under and subject to revision from time to time. The monthly payment is to be
made on the 7 th day of the successive month. The Party of the Second Part shall
intimate the disbursement of payment to the authorized representative of Personnel
Dept. of the Party of the First Part on 7th -10th day of the successive month.
g) Legal suits arising out of the Agreement, if any, are subject to the jurisdiction in the
Court of the city of Kolkata and no other Court elsewhere.
h) The workers/ employees engaged by the party of the Second Part should not be under
the influence or addiction of drug/ liquor while on duty. It should be obligatory on the
part of the Party of the Second Part to remove any such person from the job whose
action or conduct in the opinion of management of the Party of the First part is
detrimental to its interest.
i) If the Party of the Second Part desires to execute a part of Scope of maintenance
contract which are very specialized in nature by engaging a specialized competent
group they will have to obtain approval from the Party of the First Part, furnishing all
credential and requirement of the manpower strength before engagement. However, the
Party of the First Part reserves the right to discontinue the same at its discretion.
j) The Party of the Second Part shall fully cooperate with other contractors employed by
the Party of the First Part for associated plant and subsidiary as well as other similar
activities and shall carry out all reasonable directions of the designated Chief Engineer
(O&M) of the Party of the First Part or his authorized representative as the case may be.
20. CHANGE OF ADDRESS:
Each Party shall give notice to the other of any change or acquisition of any address or
telephone number or FAX or similar number at the earliest possible opportunity but in any
even within 48 hours of such change of acquisition.
IN WITNESS WHEREOF the parties hereto put their signatures on the date as written
above.
78

SIGNED, SEALED AND DELIVERED
Party of the Second Part. Party of the First Part
in the presence of:- in the presence of:-
1. 1.
2. 2.
S C H E D U L E :- (I)
Premises at which the Services are to be required.
S C H E D U L E :- (II)
List of services to be provided at all the premises listed in Schedule-I.
79

1. Definition
ANNEXURE-XIII
DAMODAR VALLEY CORPORATION
DVC Towers VIP Road
Kolkata – 700 054
General conditions OF CONTRACT
The following terms and expressions used herein shall have the meaning as
indicated therein :-
Purchase Order/The Contract : Shall mean the documents forming the tenders and
acceptance thereof together with the documents referred to therein including the conditions,
specifications/Scope of Work, designs, drawings and instructions issued from time to time
by the Purchaser/ Owner and all these documents taken together shall be deemed to form
one contract and shall be complementary to one another.
Applicable Law : This contract including all matters connected with this Contract shall be
governed and construed in accordance with the Indian Law both substantive and procedural
and shall be subject to the exclusive jurisdiction of Indian courts at Kolkata (India).
Contract Price : It means the total price to be paid for the supply of
materials/goods/services to the consignee in accordance with the payment terms stipulated
in the contract.
Supplier/Vendor/Contractor : Shall mean the registered individual firm, Company or
Corporation whether incorporated or otherwise to whom the Purchase Order/Work
Order/LOA/LOI is addressed and shall include its permitted assigns and successors.
Purchaser/Owner : Shall mean Damodar Valley Corporation, a statutory body established
under Act No. XIV of 1948 of GOI having its Corporate Office at DVC Towers, VIP Road,
Kolkata – 700 054.
Party : It means the owner or the bidder, as the case may be, and ‘Parties’ means both of
them.
Sub-Vendor/Sub Contractor : Shall mean the person/organization/firm named in the
Purchase Order/Contract for any part of the material/works to whom that part of the
Purchase Order/Contract has been sublet by the vendor with the consent in writing of the
‘Owner’ and will include the legal representatives, successors and permitted assigns of
such person.
Equipment/Stores/Materials : Shall mean and include equipment, stores & materials to be
supplied by the vendor under the contract.
80

Specification/Scope of Work : Shall mean the Specifications and Bidding documents
forming a part of the contract and also such other schedules and drawings furnished by
purchaser/owner and or as may be mutually agreed upon.
Guarantee/Warranty Period : Shall mean the period during which the vendor shall
remain liable to repair or replacement of any defective part of the
Stores/Equipment/Materials supplied/works executed under the contract.
2. Reference
The number of the concerned Purchase Order/Work Order/LOA/LOI must appear on all
correspondence, drawings, invoices, packing and shipping documents and on all documents
or papers connected with the Contract.
3. Specifications and Drawings
3.1 Any information, details etc. called for in the specification and not shown in the
drawings and vice-versa shall have the same effect and meaning as if called for and shown
both in the specification and drawings. In case of conflict between the specifications and
drawings, the decision of the Purchaser/owner or his duly authorized representative shall be
final and binding.
3.2 Standards :
The goods/materials supplied under this contract shall conform to the standards mentioned
in the Technical Specification, and, when no applicable standard is mentioned, the
authoritative standard appropriate to the goods/materials issued by the concerned institution
and such standard shall be the latest.
4. GENERAL INFORMATIONS :
Single Stage Bidding :
(a) For One Part Limited/Open Tender : Bidders are requested to Submit their offer in
sealed envelope superscribing on it Enquiry/Tender No. and Date. Also indicate the Name
and Address of the firm; and date of opening on the envelope. In case, earnest money is
required to be deposited, the above envelope should contain two smaller sealed envelopes
marked ‘A’ & ‘B’.
(i) Envelope ‘A’ superscribed on it “Earnest Money against Tender Notice No. and Date”
should contain the Earnest Money in desired form and also the cost of tender documents in
DD/Pay Order in favour of Chief Accounts Officer, DVC, Kolkata-54, if the same is
downloaded from website.
(ii) Envelope ‘B’ superscribed on it ‘Techno-Commercial and Price Bid against Tender
Notice No. and Date” should contain quotation with price and other details.
(b) For two part Limited/Open Tender :
81

I. 4 ENVELOPE BIDDING :
Bidders are requested to submit their offer in sealed envelope superscribing on it “Tender
Notice No. and Date”. Also indicate the Name and Address of the firm; and date of
opening on the envelope. Above sealed envelope should contain three smaller sealed
envelopes marked ‘A’, ‘B’, ‘C’&’D’.
(i) Envelope ‘A’ superscribed on it “Earnest Money against Tender Notice No. and Date”
should contain Earnest Money in desired form and also the cost of tender documents in
DD/Pay Order in favour of Chief Accounts Officer, DVC, Kolkata-54, if the same is
downloaded from the website.
(ii) Envelope ‘B’ superscribed on it ‘Quotation against Tender Notice No. and Date should
contain supporting documents for Qualifying Requirement as asked in the NIT.
(iii) Envelope ‘C’ superscribed on it ‘Quotation against Tender Notice No. and Date should
contain quotation with technical details and commercial terms along with Deviation
Schedule as per format given in Annexure ‘C’.
(iv) Envelope ‘D’ superscribed on it “Price Bid against Tender Notice No. and Date”
should contain the Price Schedule along with the withdrawal prices for deviation, if any, as
per format given in Annexure ‘D’. This envelope will be opened only for technocommercially
and QR complied bids at a date to be notified later on.
II. 3 ENVELOPE BIDDING :
I. Envelope ‘A’ superscribed on it “Earnest Money against Tender Notice No.
and Date” should contain Earnest Money in desired form and also the cost of tender
documents in DD/Pay Order in favour of Chief Accounts Officer, DVC, Kolkata-54, if the
same is downloaded from the website.
II. Envelope ‘B’ superscribed on it ‘Quotation against Tender Notice No. and
Date should contain supporting documents for Qualifying Requirement as asked in the NIT
and techno-commercial offers along with Deviation Schedule as per format given in
Annexure ‘C’.
III. Envelope ‘C’ superscribed on it “Price Bid against Tender Notice No. and
Date” should contain the Price Schedule along with the withdrawal prices for deviation, if
any, as per format given in Annexure ‘C’. This envelope will be opened only for technocommercially
and QR complied bids at a date to be notified later on.
FOR TWO STAGE BIDDING: GENERALLY ADOPTED FOR HIGH VALUE
PROCUREMENT FROM MANUFACTURERS ONLY AT THE DISCRETION OF
TIA
A two stage bidding process shall broadly comprise of the following two stages :
(a) 1 st Stage Bidding (Techno-Commercial Bids without prices but with Deviation
Schedule, if any).
82

(b) 2 nd Stage Bidding (Price Bids along with requisite EMD and cost of withdrawal of
declared techno-commercial deviation, if any).
● The owner will provide necessary inputs/information as considered necessary to the
successful bidder for completion of the assignment.
● The cost on account of preparation of proposal, negotiation, discussion etc. as may be
incurred by the Bidder in the process of finalisation of the contract are not reimbursable by
the owner.
● The owner reserves the right to reject any or all proposals, wholly or partially, without
assigning any reasons whatsoever.
● Sub contracting in part or full of the assignment awarded to the successful bidder without
prior written consent of the owner is not permitted.
5. BIDDING DOCUMENTS
Each bidder shall submit with its bid the following attachments for single stage bidding:
Attachment 1 : EMD/BID SECURITY. An EMD to be furnished in accordance with GCC
Clause No. 06 and cost of bid documents in DD if the same is downloaded from Website.
Attachment 2 : Techno-commercial Terms & Conditions as per Format given in Annexure
“A” and Specification Booklet/Sheet .
Attachment 3 : Price schedule as per Annexure “B”. The bidder shall also provide the
withdrawal price, if any, for withdrawal of techno-commercial deviations as per format
given in Annexure ‘D’ along with the price bid.
Attachment 4 : Deviation sheet – Deviations, if any, from the commercial terms and
conditions or Technical Specifications shall be listed ONLY as per format given in
Annexure “C” and to be enclosed with the Techno-commercial offer.
Attachment 5 : Supporting Documents as asked in the qualifying requirements in
accordance with this NIT.
Attachment 6 : Proforma and check list of Bank Guarantee against EMD.
Each bidders shall submit with its bids the following attachments for two stage bidding :
First Stage Bidding : Attachment 2, 4 & 5 as detailed above along with the cost of bid
documents in DD if the same is downloaded from website.
Second Stage Bidding (if qualified after first stage bidding) : Attachment 1, 3 & 6 as
detailed above.
Each bidder should respond for single stage bidding with
(i) 4-envelope (Two part tendering): Attachment 1 & 6 in envelope ‘A’, attachment 5 in
envelope ‘B’, attachment 2 & 4 in envelope ‘C’ and attachment 3 in envelope ‘D’.
83

(ii) 3-envelope (Two part tendering): Attachment 1 & 6 in envelope A, Attachment 2,4&5
in envelope B and Attachment 3 in envelope C.
(iii) 2- envelope (1 part tendering): Attachment 1 & 6 in envelope A and Attachment 2,3,4
& 5 in envelope ‘B’.
6. EARNEST MONEY DEPOSIT (IF APPLICABLE) :
Every tender must accompany ‘ Earnest Money ’ as mentioned in the Tender
Notice/Enquiry in desired form as mentioned below without which the tender will not be
accepted. The Earnest Money should be deposited in any of the following forms:-
a) Pay Order or Demand Draft in favour of the Chief Accounts Officer, DVC, Kolkata-54
from any Nationalised or scheduled bank.
b) Bank Guarantee from a Nationalised Bank/Scheduled Bank/Foreign Banks, irrevocable
and operative till the validity of the offer as per standard Proforma.
c) Fixed Deposit Receipt issued by Nationalised Bank endorsed in favour of DVC.
d) DVC Bonds duly endorsed in favour of DVC.
e) Post Office National Savings Certificate having face value equal to the EMD value and
duly endorsed in favour of DVC.
No Bank Guarantee shall be accepted for EMD amount upto Rs. 10,000/-. However, EMD
exceeding Rs. 10,000/- may be accepted in any of the above forms.
The offer accompanied by B.G. against EMD will only be considered valid on acceptance
of the Bank Guarantee. The offer not accompanied by EMD or specified EMD in proper
form as defined above shall not be considered as valid tender for opening provided
necessary stipulations are made in the NIT.
i) Earnest Money will only be refunded to the unsuccessful Tenderer within 15 days after
finalisation of Tender and no interest will be paid for the same.
ii) The amount of Earnest Money will be refunded to the successful tenderer, after
acceptance of their Security Deposit-cum-Performance B.G./successful completion of the
order.
iii) Small Scale Industries registered with NSIC shall be exempted from the payment of
Earnest Money. Small Scale Industries seeking such exemption must enclose valid
registration certificate from the appropriate Govt. authority giving details such as validity,
stores etc., failing which exemption will not be granted.
7. CONDITIONS FOR FORFEITURE OF EMD :
The EMD may be forfeited
o In case the purchase order/work order is not executed by the vendor in full.
o In case a bidder withdraws his offer within the offer validity period
specified by the bidder.
84

o If the bidder does not accept the arithmetical correction of its Bid Price.
o If the Bidder does not withdraw any deviation at the cost of withdrawal
price indicated by him in ‘deviation schedule’.
o If the bidder refuses to withdraw, without any cost to the owner, any
deviation not listed in deviation schedule but found elsewhere in the bid.
o In the case of a successful bidder, if the bidder fails within the specified time
limit as mentioned in the purchase order/contract to furnish the acceptance of
contract.
o In case of a successful bidder, if the bidder fails to submit Security Depositcum-Performance
BG within 30 days from last day of the stipulated period
mentioned in the Purchase Order/Work Order/LOA/LOI.
o For those tenderers who are found to be indulging in changing /adding or
deleting the contents of the downloaded tender documents.
8. Price Basis
Price mentioned in the Purchase Order/Work Order/Turnkey Project Contracts shall
normally be firm till execution of the contract unless stated otherwise.
• The contractor/vendor shall furnish the following certificate to the Paying Authority
along with each invoice/bill against payment for supplies made against any supply
order/RC with longer completion period (more than a year), if the same is placed on firm
price basis.
‘I/we certify that there has been no reduction in the sale price of the stores of description
identical to this item, supplied to any person/organization and such stores have not been
offered/sold by me/us to any person/organization at a price lower than the price charged
under this contract upto the date of this bill.’
The bids may be invited either on ‘firm price basis’ or on ‘variable price basis’, but not on
both. Tender Inviting Authority may invite any or all the items/components in
supply/works/turnkey project tenders on ’variable price basis’ i.e. few items/components of
a NIT may be on ‘variable price’ basis and remaining items/components of the same NIT
may be on ‘firm price basis’.
The bids may be invited on variable price basis in respect of transmission lines packages,
supply of tower members and different conductors and major equipments like power and
instrument and distribution transformers, HV circuit breakers, EHV grade transformer oil
or any other materials/packages at the discretion of TIA. In such cases Standard Price
Variation Formula, based on PV formula published by IEEMA/CACMAI or similar
recognised sources or adopted by power utilities like NTPC/PGCIL etc shall be prepared
by TIA for the purpose of price variation of equipments/materials and shall be indicated in
the bid document. Bid document shall also indicate the standard source of different indices
(for labour/material/exchange rate etc.) used in the PV formula for purpose of calculation
of variable component. The base date for different indices for the purpose of calculating
price variation will normally be considered 30 days prior to the last date of submission of
price bid or as decided by TIA for this purpose and shall also to be indicated in the bid
document. The cut off date for different indices in the PV formula for the purpose of
calculating price variation may be considered as 2 to 4 months ahead of scheduled delivery
period or as decided by TIA. The same shall also to be indicated component-wise in the bid
85

document. The PV formula shall be stipulated in the bid document with or without any
ceiling limit as decided by Tender Inviting Authority. In case of non-publication of
applicable indices on a particular date, which happens to be applicable date for price
adjustment purposes, the published indices prevailing immediately prior to the particular
date will be applicable.
Such bids shall be evaluated on the basis of offered price without any loading on account of
price variation. In case a specific ceiling limit is mentioned in the bid document, payment
shall, however, be restricted to the actual extent of variation that would take place limited
to the ceiling limit. For bids on variable price basis without any ceiling limit, payment will
also be effected on actuals as per PV formula without any ceiling limit.
No price variation beyond scheduled contractual delivery/completion period will be
allowed. There shall also be no price variation on the advance payment component, if any.
In case of any bidder offering firm price against NIT stipulation of variable price basis or
variable price against NIT stipulation of firm price basis, it will be considered as deviation
and bidder shall declare the cost of withdrawal of the same alongwith the price bid, failing
which the offer will be considered unresponsive and to be rejected.
9. Taxes, Levies and Duties
Manufacturers shall quote statutory taxes and duties (Sales Tax, Excise Duty, Customs
Duty, Service Tax, Municipal Tax, Octroi, Levies and any other duties) as applicable on
the date of bid opening and shall be shown separately in the offer. This shall be to the
account of the Purchaser/Owner against documentary evidence, unless otherwise
mentioned in the Purchase Order. Any variation in statutory taxes and duties after bid
opening and upto the scheduled delivery period shall be to the purchaser’s account.
However, any decrease in this respect shall be passed on to DVC. Any upward variation in
statutory taxes and duties beyond the contractual delivery period will not be paid by DVC
if the reasons of the delay are attributable to the vendor.
Changes in the tax rate dependant on the volume of turn over shall not come under the
purview of reimbursement and should be spelt out in the bid documents itself.
Bidders, other than manufacturers shall quote all-inclusive price upto the consignee’s end,
clearly indicating the quantum of CST/VAT, if applicable and F&I Charges embedded in
all-inclusive FOR Destination Price.
For turnkey contracts/any other similar contracts, the bidder shall quote price of all the
items manufactured by them and to be directly supplied to DVC with ruling rates of taxes
and duties which would be reimbursed at actual including variations, if any, against
documentary evidence at the time of supply, upto contractual completion period. All taxes
and duties applicable on materials/equipment supplied as finished goods to DVC through
Sub-vendor/Sub-contractor as bought out items are to be included in the price quoted by
the bidder for such items, which will remain firm throughout the pendency of the contract.
This will also cover raw material, component, special assembly procured for manufacturing
finished goods, material/equipment to be supplied to DVC either directly by the contractor
or through Sub Vendor. However, taxes and duties charged by the concerned State
govt./local statutory body for entry into the destination state/site viz., (a) Octroi, (b)
86

Entry/Exit Tax (c) Additional Toll Tax (d) Special Toll Tax (e) Turnover tax etc. or any
other taxes and duties having the same spirit and purpose shall be reimbursed at actual
against documentary evidence. The reimbursement will, however, be subject to a ceiling of
total amount of Taxes and Duties worked out on the basis of ruling rate of such items.
Service Tax as applicable on service that are provided directly by the contractor to the
owner (DVC) shall be indicated separately in the bid price schedule with the ruling rate and
will be reimbursed at actual including variation, if any, upto contractual completion period,
on production of documentary evidence. However, Service Tax on services that is not
provided directly by the contractor to DVC viz., transportation, insurance etc. shall be
included in the bid price itself and shall not be considered separately.
Works Contract Tax (WCT) at the admissible rate wherever applicable will normally be
included in bid price. DVC will, however, deduct WCT from the vendor’s bill/invoice and
deposit the same to the concerned authorities as per statutory provisions.
Beyond contractual completion period, DVC will normally accept lower of the tax liability
either on the scheduled or actual date of completion unless the contractor is not responsible
for the delay and/or it is otherwise decided by the authority granting the extension of time.
Changes in the tax rate dependant on the volume of turn over shall not come under the
purview of reimbursement and should be spelt out in the bid documents itself.
For reimbursement of Sales/VAT/Service Tax, self-attested/notarized copy of registration
certificate will normally be accepted as documentary evidence.
In case of change of source of supply from Sub Vendor to bidder or Sub Vendor to
contractor (if approved by DVC), no additional payment shall be made by DVC towards
reimbursement of taxes and duties as they are deemed to be included in the contract price.
In the event of change of source of supply from bidder/contractor to Sub Vendor (if
approved by DVC), taxes and duties will be reimbursed at actual against documentary
evidence restricted to the amount of taxes and duties as originally payable to the bidder in
terms of the contract.
10. DISCREPANCIES IN THE BID & OFFER VALIDITY:
The bids shall also be checked for computational error, if any, to arrive at the computed
price, as per provisions in the following:
• In case of discrepancy between the original and copies of bid, the original bid will
be considered correct.
• If there is a discrepancy between the unit price and the total price, which is obtained
by multiplying the unit price and quantity of any item, or between sub-total and the total
price, the unit or sub-total price shall prevail, and the total price shall be corrected
accordingly.
• If there is a discrepancy between words and figures, the amount in words will
prevail.
• If there is a discrepancy between the quantity specified by DVC in the bidding
document and that indicated by the bidder in his bid, the former shall be taken to arrive at
the computed price on pro-rata basis.
87

• In case the unit rate of an item is not quoted but the total price is indicated, the same
shall be taken to arrive at the computed price. The computed price arrived at, as above,
shall be considered for the purpose of award also.
• If the bidder does not accept the correction of errors as worked out by above
methodology, its bid will be rejected.
Quotation must be kept valid for at least 90/180 days or as decided by Tender Inviting
Authority from the date of opening of the Enquiry/Tender and to be indicated in the NIT. If
any bidder offers bid having validity shorter than that asked in the NIT, bid should not be
rejected outrightly. Bidder should be persuaded to accept NIT stipulation.
The materials which are to be procured on single tender propriety basis, the vendor must
submit a Proprietary Article Certificate (PAC) and Price Reasonability Certificate (PRC)
stating that the prices charged are reasonable and the same as being charged to all the
Govt./semi Govt. Organizations/PSUs including D.G.S. & D. wherever applicable and shall
be submitted along with the offer with documentary evidence. Where agency commission
is involved, the same in percentage invariably be indicated and in such cases document
required to be furnished.
11. CLARIFICATIONS ON BID DOCUMENT
Bidder may seek clarifications on the bidding documents (GCC + SCC, if any + Technical
Specification Booklet + NIT {Tender Notice} along with annexure + Proforma & Check
List of BG against EMD), if required, upto 7 days before the scheduled bid opening date.
Any clarification sought by the bidders must be sent in writing to the Tender Issuing
Authority.
Besides this, a Pre-bid Conference may also be held at the Tender Issuing Office at the
discretion of Tender Inviting Authority. If agreed by Tender Inviting Authority, date, time
and place for holding the Pre-bid Conference to be mentioned in the bidding document
(NIT).
12. AMENDMENT OF BIDDING DOCUMENTS :
At any time prior to the deadline for submission of bids, the owner may, for any reason,
whether at its own initiative, or in response to a clarification requested by a prospective
Bidder, amend the bidding documents.
The amendment will be notified in writing or by cable to all prospective Bidders that have
received the bidding documents and will be binding on them. Bidders are required to
immediately acknowledge receipt of any such amendment, and it will be assumed that the
information contained therein will have been taken into account by the Bidder in its bid.
In order to afford prospective Bidders reasonable time in which to take the amendment into
account in preparing their bid, the owner may, at its discretion, extend the deadline for the
submission of bids.
13. COST COMPENSATIONS FOR DEVIATIONS :
88

Deviations specifically declared by the bidders in the respective Deviation Schedules of as
per Annexure C (to be submitted along with techno-commercial offer) and respective cost
of withdrawal of such deviation as per Annexure D (to be submitted along with the price
bid) only will be taken into account for the purpose of evaluation. The bidders are required
to declare the prices for the withdrawal of the deviations declared by them in the Deviation
Schedules. Such prices declared by the bidders for the withdrawal of the deviations in the
Deviation Schedules shall be added to the bid price to compensate for these deviations. In
case prices for the withdrawal for declared deviations are not furnished by the bidder, their
offer will be considered as unresponsive and will be rejected. In case the bidder refuses to
withdraw the deviations at the cost of withdrawal indicated by the bidder in the Deviation
Schedules, the bid Security/EMD of the bidder may be forfeited.
Bidders may note that deviations, variations and additional conditions etc. found elsewhere
in the bid other than those stated in the Deviation Schedules, save those pertaining to any
rebates, shall not be given effect to in evaluation and it will be assumed that the bidder
complies to all the conditions of Bidding Documents. In case bidder refuses to withdraw,
without any cost to the Owner, those deviations which the bidder did not state in the
Deviation Schedules, the bid security of the bidder may be forfeited.
14. (i) Bidders are requested to quote the technical parameters/ guaranteed technical
particulars of the quoted item as per specification sheet/booklet enclosed with the bid
document.
(ii) Bidders are requested to offer their commercial terms and conditions as per Annexure-
A attached herewith.
(iii) Manufacturers are requested to offer their pricing as per Annexure-B attached
herewith.
15. BID EVALUATION PROCEDURE :
Offered bids from any manufacturer will be evaluated in the following methodology.
Bids from other than manufacturer to be evaluated by deleting the respective
components which are not applicable to them, namely, ED, Cess, P&F charges etc.
Original Basic Price : Ex-Works Price (Rs.)=…Rs.
+Packing & forwarding charges, if any : ..% on basic price only
+Excise Duty – ..% on (Basic Price + P & F)
+Education Cess – ..% on ED
+Sales Tax/VAT – ..% on (Basic Price+ P & F + E.D.+Cess)
+Freight – ..% on (Basic Price+ P & F) or any
lump sum value
+Insurance – ..% on (Basic Price + P & F + E.D. +Cess+ S.T.) or any other value
against documentary evidence or actual premium in case of DVC’s Open Policy
(presently it is .05% of basic price).
+Cost of withdrawal price - As declared by the bidder in the deviation schedule.__
89

+Highest quoted price of -
other bidders, in case the
bidder fails to quote the
mandatory items or description
of item not as per our specification *
+Type test charge/3 rd Party Inspection -
Charge as per our QAP with applicable taxes and duties, if any * -
+Loss capitalization charges, if any* –
+Any Other taxes and duties, such as TOT, Entry Tax, Municipal Tax
etc. as applicable *-
= Total Evaluated Price
The liability of DVC shall be as per actual ED as applicable at the time of despatch, subject
to production of documentary evidence by the manufacturer (bidder). Further the rate of
ED shall be restricted to as applicable within the contractual delivery period only. Increase
in ED rate, if any due to delay in supply beyond the contractual delivery period shall not be
payable by DVC if the reasons for delay is attributable to the vendor only. However, the
benefit of any decreases in ED shall be passed on to DVC.
* The lines with * mark may be deleted wherever not applicable.
Rate as on date of bid opening to be taken.
16. Inspection/Checking/Testing
All materials/equipments manufactured/supplied by the vendor against the Purchase
Order/contract shall be subject to inspection, check and/or test by the Purchaser or his
authorised representative. All these tests shall be carried out in the presence of Owner
and/or his authorized representative. Vendor shall notify the Purchaser at least 15 days in
advance when the material/equipment is ready for inspection. If upon delivery the
material/equipment does not meet the specifications/samples, the
material/equipment/spares shall be rejected and vendor to be intimated for necessary
repairs/modification etc. or for replacement. In such cases all expenses including to-and-fro
freight, repacking charges etc., if required, shall be to the account of the vendor.
Inspection by Purchaser and/or his authorized representative or failure by the Purchaser
and/or his authorized representative to inspect the material/equipment shall neither relieve
the Vendor of any responsibility or liability under this Purchase Order/contract in respect of
such material/ equipment nor be interpreted in any way to imply acceptance thereof by the
Owner.
90

Whenever specifically asked for by the Owner/Purchaser and/or his authorized
representative, the Vendor shall arrange for inspection/testing by the Owner or third party
authorised agencies as stipulated in the Purchase Order/contract. In such cases Vendor shall
adhere to the inspection/testing procedure laid down by such agencies. All expenses
including inspection fees shall be to the Purchaser account unless agreed to the contrary
and specified in the Purchase Order/contract.
17. Access to Vendor’s Premises
The Owner and/or his authorized representative shall be provided access to Vendor’s
and/or his sub-vendor’s premises at any time during the pendency of the Order/contract for
expediting inspection, checking etc. of work.
18. Transit Insurance & Removal of Rejected Goods and Replacement
The items to be supplied have to be covered by Insurance during transit from vendors work
site upto the consignee store. However, the vendor may have the option to avail DVC’s
Open Insurance Policy for this purpose. Alternatively, vendor may arrange transit insurance
coverage at his own risk and cost. The insurance charge as claimed by the vendor will be
payable by DVC on actuals against production of documentary evidence.
In Turnkey Project Contracts, the bidders have to supply materials/ equipments from the
vendors approved by DVC (which may also include the bidder as manufacturer of the
product), which is normally firmed up after placement of order. The quoted freight &
insurance charges for this purpose are, therefore, irrespective of the vendors and
geographical locations of their works. The bidder is, therefore, entitled to the fixed freight
& insurance charges and no documentary evidence in support of the claim may be insisted
upon.
18.1 If upon delivery to consignee’s go-down, whether inspected and approved earlier or
otherwise, the material/equipment is not found in conformity with the specifications, the
same shall be rejected by the Purchaser or his duly authorized representative and
notification to this effect will be issued to the Vendor normally within 30 days from the
date of Receipt of the material at the Works/Site/consignee’s end.
The Vendor on receipt of notification shall arrange removal of the rejected items within 15
days from the date of notification at his own cost. In the event the Vendor fails to lift the
materials within the said 15 days, the Owner without any further notice or information to
the vendor, shall be at liberty to dispose of such rejected items in any manner as he may
think fit. All expenses shall be recoverable from the Vendor.
18.2 In the event, the equipment and materials or any portion thereof are damaged or lost
during transit, the owner shall give notice to the Supplier/vendor detailing the particulars of
such equipments & materials damaged or lost during transit. The replacement of such
equipment and materials to be effected by the supplier/vendor free of costs including
handling and transportation charges upto site, within a reasonable time.
19 Terms of Payment
For purchase order involving supply only, payment terms will be as below:
91

100% payment alongwith full taxes & duties will normally be made by the
purchaser/Owner to the Vendor through A/C Payee Cheque within 15 working days from
the date of receipt of material at site and after inspection & acceptance thereof or from date
of receipt of invoice whichever is later. The consignee would arrange for inspection of the
supplied items. All documents relating to payment would be checked and verified and to be
passed by the concerned Accounts Office before effecting payment, with reference to the
P.O./LOI/LOA.
However, payment terms for POs placed directly on manufacturer may also be done as
below:
90% of the ordered value to be paid against despatch documents through bank subject to
prior acceptance of SDBG, if applicable. Balance 10% of the ordered value to be paid after
receipt of materials at site and acceptance thereof.
Provision of part payment against part supply of consignment at consignee’s end may be
incorporated in Purchase order on the merit of the case (only if the part consignment can be
used independently), provided necessary stipulation is made in the bid document.
The payment terms for any works/service contract may be regulated as below:
90% of contract price for works/service contract against RA bills. This also includes initial
advance, if any. Remaining 10% after completion of the contract.
The payment terms for supply and erection & commissioning for any Turnkey
contracts/packages may be regulated as follows:
1) Supply portion only:
70% of the Ex-works price /ordered value of supply (of bought out items) with full taxes
and duties as applicable after adjustment of advance, if any, will be paid against proof of
despatch (viz. R/R, receipted L/R) , detailed invoice / packing list, warranty certificate, test
certificate ,insurance policy / certificate, dispatch clearance .
20%of the Ex-works price / ordered value of supply (in case of bought out items) after
receipt of the materials and inspection and acceptance at site. However, for spares, balance
30% shall be paid after receipt of materials and inspection & acceptance at site.
Remaining 10% after complete erection and commissioning & testing and handing over.
2) Erection & Commissioning:
90% of contract price for Erection & commissioning against RA bills. This also includes
initial advance, if any. Remaining 10% after complete erection and commissioning &
testing and handing over.
Payment terms in respect of imports will be regulated as below:
100% FOB price less Indian Agency Commission in Rs, if any, shall be paid against
presentation of shipping documents as called for in the purchase order through irrevocable
LC. The Indian Agency Commission in Rs., if any, shall be paid within 30 days of receipt
of material at the consignee end.
The payment of advance is normally discouraged. The advance payment, in exceptional
cases, may be given to the extent of 10% of total order value only which will be interest
bearing commensurate with the market rate against submission of a Bank Guarantee of
92

equivalent amount (on amount of advance) and the same should have sufficient validity
covering the full delivery period / full completion period and final payment thereof.
20. Additions / Alterations / Modifications
The Owner reserves the right to make additions/ alterations/ modifications to the quantity
of the items in the Purchase Order. The Vendor shall supply such quantities also at the
same rate as originally agreed to and incorporated in the Purchase Order. If, however, the
additional supply is at variance with design, size and specifications and not already covered
by the Purchase Order or the amendments therein, the rates for such additional supply shall
be negotiated and mutually agreed upon.
21. Delivery Schedule/Completion Period
Time is the essence of this contract and normally no variation shall be permitted in the
completion time/delivery schedule mentioned in the Order/contract unless an amendment
in this regard is issued by DVC. Time extension may be issued on specific request/reason
provided such request is communicated to the Order Issuing Authority before the expiry of
the stipulated delivery schedule/completion period. Such extension, however, can be
accorded as per provisions in DFP. Date of delivery of materials/goods is to be reckoned as
the date of receipt of same by the consignee.
22. Liquidated Damages for Delay in Delivery
22.1 The time remains the essence of any contract/ purchase order awarded by DVC and all
supply under a Purchase Order/all deliverables under a Work Order needs to be completed
within the stipulated time schedule. Therefore, the provision has been kept in the contract
that in case of delay in completion/delivery, for the reasons attributable to the contractor/
vendor, owner reserves the right to recover from the contractor/vendor, a sum equivalent to
0.5% of the value of the delayed materials / equipment/ spares/work for each week of delay
and part thereof subject to maximum of 5% of the total value of the order as Liquidated
Damage (LD).
In cases, where the works/supply/services extend beyond the contractual completion
schedule/delivery period and provisional extension order is issued without deciding on the
application of LD, no amount from the RA bill will be deducted as “withheld LD” amount
in case where adequate retention payment (over and above SD) remains with DVC as per
terms of the contract
22.2 Alternatively, the Purchaser reserves the right to purchase the
material/spares/equipment from elsewhere at the sole risk and cost of the Vendor and
recover all such extra cost incurred by the Purchaser in procuring the material by the above
procedure.
22.3 Alternatively, the Purchaser may cancel the Order/contract completely or partly
without prejudice to his right under the alternatives mentioned above.
22.4 In the event of recourse to alternative 22.2 and 22.3 above, the Purchaser will have the
right to re-purchase the stores, to meet urgency in requirement caused by Vendor’s failure
93

to comply with the schedule of delivery irrespective of the fact whether the
materials/equipments are similar or not.
23. SECURITY DEPOSIT-CUM-PERFORMANCE GUARANTEE :
• No Security Deposit-cum-Performance Guarantee is required for contract value
upto Rs. 5 lacs when 100% payment is released after full execution/ completion of the
contract.
• Security Deposit in the form of BG of 10% ordered value/10% ordered value in
Advance Bank Draft/Pro-rata deduction @ 10% from the running bill/submitted invoice
may be allowed at the discretion of Tender Inviting Authority for any site packages upto
Rs. 100 lacs (Rs. 25 lacs for HQ package/procurement) with EMD equivalent (2% of total
order value) as initial SD.
• Pro-rata deduction @ 10% is also allowed as SD for scheduled upward variation on
account of variation of scope/quantity/price for any value of contract irrespective of
instrument used for original SD.
The amount so deducted /accepted as SD to be refunded to the bidder after completion of
warranty/guarantee period as mentioned in the contract.
For all other cases, the successful tenderer will have to deposit as security, for satisfactory
execution of the order, and for guaranteed performance of the supplied item/executed
works or services for an amount equivalent to 10%of the ordered value in the form of Bank
Guarantee (as per DVC format) within 30 days from the date of issuance of Purchase
Order/Work Order, from any Nationalised /Scheduled Bank and it should have validity
initially for 18 months from the date of execution of BG plus 6 months claim period
thereafter. The said BG should be extended suitably covering the entire warranty period
plus 6 months claim period after despatch of materials.
For turnkey projects/project contracts, this SDBG should have the validity covering the
entire warranty/guarantee period plus six months claim period thereafter and to be
submitted within 30 days of issuance of W.O./LOA/LOI.
No payment, whatsoever will be made till the acceptance of SDBG/deposit of initial SD as
the case may be as per the terms of the contract.
In case banks refuse to issue BGs having Claim Period separately, the validity period of
those BGs may be taken as warranty period plus six months.
However, for ordered value above Rs. 25 lakhs at Headquarter and for ordered value above
RS. 100 lakhs at site, Security Deposit in the form of Bank Guarantee/ Advanced Bank
Draft shall only be acceptable.
SSI Units registered with NSIC, under its single point registration scheme, are exempted
from depositing Security Deposit for ordering value upto the monetary limit for which the
unit is registered. Small-scale industries seeking such exemption must enclose valid
registration certificate from appropriate Govt. Authority giving details such as validity,
stores, monetary limit etc. failing which exemption will not be granted.
94

However, these SSI units will have to submit Performance Guarantee for the materials to
be supplied as per DVC norms and to be submitted before the despatch of materials and no
payment will be effected till the acceptance of the same.
24. PURCHASE PREFERENCE:
At present DVC, an autonomous body under Ministry of Power, GOI is granted exemption
from Purchase Preference Policy vide GOI OM dated 18-07-2005. However, any change in
Govt. Policy/Directives on this subject will be applicable.
25. Source of Supply
The Vendor shall ensure that the indigenous capacity is utilized to the fullest extent
possible in execution of the order. Where the imports are unavoidable, the Vendor shall
import all such items in good time against his own import licence without affecting the
contractual delivery schedule.
26. Patent Rights
Royalties and fees for patents covering materials/equipments/ spares or processes used in
executing the work shall be to the account of the Vendor. The Vendor shall satisfy all
demands that may be made at any time for such royalties and fees and he alone shall be
liable for damages, infringement and shall keep the Purchaser indemnified in that regard in
the event of any equipment/spares/material or part thereof supplied by the Vendor is
involved any suit or other proceedings held to constitute infringement and its use is
enjoyed, the Vendor shall, at his own expenses, either procure for the Purchaser the right to
continue the use of such equipment/spares/material replace it with a non-infringing
material/ spares/equipment or modify it so it become non-infringing.
27. Force Majeure
Vendor shall not be considered in default if delay in delivery occurs due to causes beyond
his control such as acts of God, natural calamities, civil wars, fire, strike, frost, floods, riot
and acts of unsurpassed power. Only those causes which have duration of more than seven
(7) days shall be considered cause of force / calendar majeure. A notification to this effect
duly certified by the statutory authorities shall be given by the Vendor to the Owner within
10 days from the date of such Force Majeure condition by registered letter. In the event of
delay due to such causes, the delivery schedule will be extended for a length of time equal
to the period of force majeure or at the option of the Owner the order may be cancelled.
Such cancellation would be without any liability whatsoever on the part of the Owner. In
the event of such cancellation, the Vendor shall refund any amount advanced or paid to the
Vendor by the Purchaser and deliver back any materials issued to him by the Purchaser and
release facilities, if any, provided by the Purchaser. However, applicability of Force
Majeure Clause in respect to a particular contract in the above backdrop is to be decided by
Tender Accepting Authority/Director/HOD.
28. Cancellation/Short Closure
The Owner may terminate/short close the contract, by not less than 30 days’ written notice
to the bidder, to be given after occurrence any of the events specified in the Sl. No. (a) to
95

(e) of this clause and 60 days in the case of the event referred to Sl. No. (g), (h) & (f)
below.
a) The Vendor fails to comply with any of the terms of the Order or the bidder do not
remedy a failure in the performance of their obligations under the Contract, within thirty
(30) days after being notified or within any further period as the Owner may have
subsequently approved in writing.
b) The Vendor becomes bankrupt or goes into liquidation.
c) If as a result of Force Majeure, the Bidder is unable to supply a material for a period of
not less than 60 days.
d) If the Bidder, in the judgment of the Owner has engaged in corrupt or fraudulent
practices in competing or in executing the Contract. For the purpose of this clause:
e) “Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of
value to influence the action of a public official in the selection process or in contract
execution.
f) “Fraudulent Practice” means a misrepresentation of facts in order to influence a selection
process or the execution of a contract to the detriment of the Owner.
g) The vendor is otherwise precluded from complying with any of the terms of the order on
account of any directives of any lawful authority.
8. If the Owner, at its sole discretion, decides to terminate this Contract.
DVC reserves the right not to issue tender documents to any intending bidders with
whom DVC has stopped entering into business by virtue of policy decision.
29. Owner Supplied Materials (OSM)
In turnkey contracts/Work contracts, there are occasions where DVC supply some of the
materials/equipment to the contractor free of cost, for erection. The contractor shall arrange
proper storing and insure against all risks for such OSM. The contractor shall furnish
indemnity bond for the total value of OSM.
Recovery of excess consumption
Rate of recovery (for excess consumption of OSM exceeding allowable wastage) for OSM
may be determined on the basis of latest PO with storage charge (wherever incurred)/15%
service charge and price variation, wherever applicable (only positive variation to be
considered without any ceiling) as on date of commissioning of OSM after erection.
The contractor may be allowed to replenish the excess consumed materials from the
sources approved by DVC. However, if the OSM has to be issued through additional
procurement on demand of the contractor because of excess consumption of his/their part,
replacement of such additional quantity may not be allowed at the discretion of DVC and
the same will be recovered as per procedure described above. In case penal recovery is
considered to be expedient in respect of any critical equipment, the same shall be provided
in the contract/bid document only after obtaining approval of HOD/Director.
30. Eligibility Criteria of Joint Venture companies in Turnkey Contract:
96

1. The participating Joint Venture companies formed by two or more firms shall have
one firm as a ‘lead partner’ and one or more firms as ‘other partner(s)’.
2. The lead partner shall meet all the eligibility criteria in respect of similar executed
works and their performance. The lead partner shall also meet not less than 40% of the
minimum financial requirement specified for participation in the job.
3. The other partner(s) shall meet not less than 50% of the minimum credential of
similar executed work and their performance and 25% of the financial requirement for the
job.
The firm satisfying the credential by way of manufacturing, type testing and supplying
major substation equipment/line materials (as the case may be) which are in satisfactory
operation for a minimum period of two years will also be eligible.
4. The financial credential of each of the partners of the joint Venture Firms added
together shall comply with minimum qualifying requirement as stated in the NIT.
5. The lead partner shall be authorised to incur liabilities and receive instruction for
and/or on behalf of partners of Joint Venture and the entire execution of the contract
including receipt or payment shall be done exclusively through lead partners. The
authorisation shall be authenticated by submitting power of attorney signed by the legally
authorised signatories of all the partners as per approved Proforma of DVC.
6. All the partners of the Joint Venture Companies shall be liable jointly and severally
for the execution of the contract, if awarded, in accordance with the settled terms &
conditions and a copy of agreement entered into by the Joint Venture partners having such
provision shall be submitted with the bid. A statement to this effect shall be included in the
authorisation mentioned under (e) above.
7. The Joint Venture of the firms shall furnish all the required information as asked for
in the NIT/GCC/Specification in respect of each of their partners in their bid. In case of
successful bid, the form of agreement shall be signed so as to be legally binding on all the
partners.
The format of the power of attorney and other documents to be submitted by Joint Venture
Partners as indicated in (d), (e) & (f) may be suitably structured by our Legal Department.
31. Selection of Sub Vendors for Turnkey Contracts/Packages:
Approved list of Sub-vendors will be indicated in the bidding documents for QR and non-
QR items of supply. For non-critical items, there may not be enlisted Sub-vendors for every
item and the supply shall be accepted as per related standards, approved sample, and
satisfactory inspection, wherever applicable.
The bidders are, however, permitted to propose new/different Sub Vendor for approval of
DVC in the pre and post bid stage. For QR related supply items, if any new sub-vendor is
proposed by the bidder, it may be approved if it is found to meet the QR and is acceptable
on consideration that the proposed Sub Vendor made previous supplies to DVC or is
included in the approved list in any other DVC/PGCIL/NTPC Project for similar supply.
In case the proposed Sub Vendor is found to meet the QR and is neither in the approved list
nor has made any previous supply to DVC, appropriate decision may be taken by the
concerned Chief Engineer in consideration of documents furnished by the sub-vendor and
further assessment, if required, may be done in the pre-award/post award stage.
97

For non-QR items of supply, if new Sub Vendor is proposed by the bidder, it will be
obligatory on the part of bidder to furnish the details/documents in support of their claim
which would be reviewed and appropriate decision taken. In the event of further
assessment of credential of Sub Vendor being felt necessary beyond the document
furnished by the bidders, it shall be dealt with during post award stage.
Normally no separate QR may be stipulated for sub-contracting of erection works. In cases,
where Sub-contractor for erection job is proposed by the bidder, the qualification of the
proposed Sub-Contractor may be examined keeping in view the qualification requirement
applicable for the quantum of job proposed to be sub-contracted and other relevant aspects
related to the site condition and overall responsibility of the contractor.
The Sub Vendor/ vendors shall be approved by the Tender Accepting Authority/concerned
CEs.
32. Changes in Constitution of Business
In the event of change in constitution of business of the contractor after issuance of contract
due to merger/acquisition/any other reasons, the newly formed entity shall be equally held
responsible to fulfill the contractual obligation. This is notwithstanding anything contained
in NIT or subsequent LOI/LOA/GCC or any other document issued or provisions contained
in any other Rules/Acts/Legislation.
33. Waiver
Any waiver by the Owner of any breach of the terms and conditions of the Order shall not
constitute any subsequent breach of the waiver of any other right or conditions.
34. Compliance of Regulations
The Vendor shall warrant that all Goods and/or services covered by this Purchase Order/
contract shall have been produced, sold, dispatched, delivered, tested and commissioned in
strict compliance with all applicable laws, regulations including industries (Development &
Regulations) Act, 1951 & Industrial Dispute Act, 1947 and any amendments there under,
labour agreements, working conditions and technical codes and requirement as applicable
from time to time.
All laws, rules and regulations required to be followed in execution of the order/ contract,
must be complied with. The Vendor should execute and deliver such documents as may be
needed by the Purchaser/ owner in evidence of compliance. Any liability arising out of
contravention of any of the laws on executing this order shall be the sole responsibility of
the Vendor and the Owner shall not be responsible in any manner whatsoever.
35. Sub-Letting & Assignment
The Vendor shall not sub-let or assign any part of this Purchase Order/ contract to any
other vendor/agency without the prior written consent of the Purchaser/owner. Such
assignments or sub-letting or transfer shall not relieve the Vendor from any obligation, duty
and responsibility under this Purchase Order/contract. Any assignment, transfer or subletting
without the prior written approval of the Owner shall be void. The Purchaser/ owner
98

shall have the right to cancel the order/contract and to purchase the goods/services from
elsewhere and the supplier/vendor shall be liable to the Purchaser/owner for any loss or
damage which the Purchaser/owner may sustain in consequence or arising out of such
purchase and the Vendor shall indemnify such loss or damage to the Owner.
36. Vendors Drawing & Data
All Drawings, data and documentation in respect of the ordered items are an integral part of
the Purchase Order/contract. The Vendor will furnish all such drawings, data and
documentation to the Purchaser/owner. Purchaser/owner will specify the schedule for
submission of these documents by the Vendor and the required number of copies. The
vendor shall ensure strict compliance to this schedule.
37. Information provided by the Purchaser
All Drawings, data and documentation that are given to the vendor by the Purchaser/owner
for the execution of the Order/contract shall be the property of the Purchaser/owner and
shall be returned by the Vendor on demand by the Purchaser/owner. The Vendor shall not
make use of any of the above documents for any purpose at any time except for the purpose
of executing the Order/contract of the Purchaser/owner. The Vendor shall not disclose any
of the information given by the Purchaser/owner to any person, firm, corporate body or
authority and shall make all endeavours to ensure that the above information is kept
confidential. All such information shall also remain the absolute property of the
Purchaser/owner.
38. Spare Parts, Oils & Lubricants
Wherever applicable, the Vendor shall furnish item wise price list of spare parts required
for two years operation of the equipment ordered. The Vendor shall also provide the
necessary instructions and drawings to identify the spare part numbers and their location as
well as an interchangeability chart. The Vendor shall recommend the quality of oils and
lubricants required to be used to the operation of the equipment supplied under this Order
for a continuous operation for a period of at least one year.
39. Vendors Liability
Vendor hereby accepts full responsibility and indemnifies the Purchaser/owner and shall
hold the Purchaser/owner harmless from all acts of omissions and commissions on the part
of the vendor, his agents, his subcontractors and employees in execution of the Order. The
Vendor also agrees to defend and hereby undertakes to indemnify the Purchaser/owner and
also hold him harmless from any and all claims of injury to or death of any and all persons
including but not limited to employees and for damage to the property arising out of or in
connection with the performance of the work under the Purchase Order/contract.
40. Packing and Marking
All good shall be securely packed in cases, bundles, crates etc. suitable for
Rail/Road/Air/Sea transport. All exposed services/connections, protrusions shall be
properly protected. All unexposed parts shall be packed with due care and the packages
should bear the words “Handle with Care”. The packing of the goods to be transported by
99

Rail/Road/Air/Sea shall be as per the conditions laid down by the appropriate authorities
and the Vendor shall obtain clean railway / goods receipts without any qualifying remark.
All packages and unpacked materials shall be marked on at least two places indicating the
name of the Purchaser/ Consignee, Purchase Order No., gross & net weights and
dimensions with indelible paint in English. In case of bundles, metallic plates marked with
the above details shall be tagged.
All goods should be despatched as per the relevant terms of the Purchase Order. In case any
mode of transports has to be resorted to other than that mentioned in the Purchaser Order,
the same should be done only after obtaining prior approval in writing from the Purchaser.
All movement sanctions, loading permissions etc. from the railway or other authorities
shall be obtained by the Vendor. The Vendor shall communicate the relevant dispatch
particulars immediately on dispatch by telex/telegram to the consignee as specified in the
Purchase Order.
The Vendor shall also forward original and copies of dispatch documents to the concerned
authorities as required in the Purchase Order within two days from the date of despatch,
failing which the Vendor shall be responsible for any delay in payments of consignment for
want of documents and consequent demurrage, detention charges, etc.
41. Modifications
This order constitutes an entire agreement between the parties hereto. Any modifications to
this Order shall become binding only upon the same being confirmed in writing duly
signed by both the parties.
42. Guarantee/Warranty
42.1 The Vendor shall warrant that all material/equipment/ services supplied under this
Order/contract shall be new, unused and conform to the Purchasers/owners requirements
and specifications. The Vendor shall guarantee the material/ equipment/services under this
Order for a period of 18 months from the date of delivery or 12 months from the date of
commissioning whichever is earlier.
For turnkey contracts, Guarantee/Warranty period is to be considered as 12 months from
the date of commissioning of the same irrespective of date of delivery. The date of delivery
to be reckoned as the date of receipt of the material by the consignee. The Vendor shall
agree to replace any material, which has been proved defective or fails to conform to the
desired specifications free of cost to the Purchaser within the Guarantee/Warranty Period.
The guarantee period for such replaced part shall be the same as that of
equipments/materials specified earlier.
42.2 Checking/approval of vendors drawings, inspection and acceptance of
material/spares/equipment/furnishing to effect shipment and/or work done for erection,
installation and commissioning of the equipment by the Purchaser/owner or any other
agency on behalf of the Purchaser/owner shall not in any way relieve the Vendor from the
responsibility for proper performance during the guarantee period.
100

42.3 Service contracts like hiring of vehicle/Insurance/consultancy/Clearing &
Forwarding services etc and other consumable items like stationeries, printing of matter
etc. are beyond the purview of Warranty Clause.
Also Medicines/Chemicals/Liveries & Dungarees/Petrol/Diesel/LDO/FO etc. are generally
covered with limited warranty and it should be decided before floating enquiry at the
discretion of TIA. Performance Bank Guarantee for above items to be asked accordingly.
43. Mode of Despatch Vendor shall despatch the materials as per schedule mode of
despatch as indicated in the purchase order/contract and any violations to this effect
without taking prior written approval from the purchaser/owner is not permissible.
44. Demurrage / Wharfage In cases where documents are negotiated through Bank, any
consequential charges e.g. demurrage/wharfage charges, due to late retirement of
documents on account of (i) violation of the inspection clause, (ii) material despatched after
expiry of delivery period without obtaining approval in advance for extension of delivery
period (iii) despatch of materials not as per schedule mode of despatch by approved
transporters as per P.O/contract. (iv) late receipt of invoice or due to violation of any other
clause/clauses of the purchase order will be to the Vendors account. Supplier would also be
responsible for all such payment due to late receipt of RR/LR and other documents.
45. Grafts/Commission Any graft, commission, gift or advantage given, promised or
offered by or on behalf of the Supplier or his partner, agent officers, director, employee or
servant or any one on his or their behalf in relation to the obtaining or to the execution of
this or any other Contract with the Owner, shall in addition to any criminal liability which
it may incur, subject the Supplier to the cancellation of this and all other Contracts and also
to pay for any loss or damage to the Owner resulting from such cancellation. The Owner
shall then be entitled to deduct the amount so payable from any money otherwise due to
supplier.
46. Acceptances The Vendor shall return the duplicate copy of the Purchase
Order/contract /Work Order and the other enclosed documents duly signed with seal and
date as a mark of acceptance, within 15 days from the date of issuance of the order to the
Order Issuing Authority.
47. Settlement of disputes & Arbitration Any dispute(s) or difference(s) arising out of
or in connection with the contract shall, to the extent possible, be settled amicably between
the owner and supplier.
In the event of any dispute or difference whatsoever arising under the contract or in
connection therewith including any question relating to existence, meaning and
interpretation of the contract or any alleged breach thereof, the same shall be referred to the
Secretary, CEO of Damodar Valley Corporation, Kolkata-54 or to a person nominated by
him for arbitration. The Arbitration shall be conducted in accordance with the provisions of
arbitration and conciliation law 1996 or latest and the decision/ judgment of
Arbitrator/Arbitrators shall be final and binding on both the parties.
However, in case the contractor is a Central Public Sector Enterprise/ Govt.
Department, the dispute arising between the ‘Owner’ and the ‘Contractor’ shall be
settled through Permanent Arbitration Machinery (PAM) of the Department of
Public Enterprise, Govt. of India as per prevailing rules.
101

All suits arising out of this enquiry and subsequent purchase order/contract, If any, are
subject jurisdiction of Court in the City of Kolkata only and no other Court, when
resolution/settlement through mutual discussion and arbitration fails.
Superintending Engineer (Tech.)
MTPS(O&M), DVC.
For & on behalf of Damodar Valley Corporation.
102