Western Railway - Indian Railway

COVERING PAGE 

WESTERN RAILWAY 

GOVERNMENT OF INDIA (BHARAT SARKAR) 

CHIEF ENGINEER / TRACK MACHINES 


CHURCHGATE 

MUMBAI – 400 020 

(TRACK MACHINE ORGANISATION) 

TENDER No. W641/22/11/197 

PROCUREMENT OF WEAR PLATES FOR BCM MACHINES 

DATE OF OPENING OF THE TENDER ON 26.6.2012 

BOOK No._____ 

M/s. ____________________________________________ 

____________________________________________ 

____________________________________________ 

_____________________________________________ 

_____________________________________________ 

Website: http:/www. wr.indianrail.gov.in 

TENDERER’S SIGNATURE for CE/TMC/CCG 1 

WITH RUBBER STAMP 


for and on behalf of President of India

INDEX 

No. Details Page 

1 COVERING PAGE 1 - 

2 INDEX 2 - 

3 COVERING LETTER 3 - 

4 GENERAL CONDITIONS OF CONTRACT 4 7 

5 S137F FORM 8 16 

6 S47 F FORM 17 - 

7 LIST OF WEAR PLATES 18 - 

8 RDSO SPECIFICATIONS 19 20 

9 TENDER NOTICE 11 23 

TOTAL NO. OF PAGES 1 TO 23 = 23 






Chief Engineer/TMC 

Engg. Department 

Old building, II nd floor 

Churchgate, Mumbai–20 

Date: 22.05.2012 

No. W641/22/11/197 

M/s.. AS PER COVERING PAGE. 

______________________________ 

______________________________ 

______________________________ 

Sir/Sirs, 

Sub: Tender No. W641/22/11/197 

1 You are requested to submit your offer by duly filling form No. S47F which is enclosed with 

tender documents and submit the same along with following. 

i) Earnest Money deposited Rs. 9900/- in proper form as per special conditions Para 1 

of S137F enclosed. Earnest Money to be deposited in favour of FA&CAO(X)W.R/ CCG / 

Chief Cashier Western Railway Churchgate payable at Mumbai only. (In allocation No. 

00844509(x)) 

ii) Please read carefully enclosed General conditions of contract/ special conditions of 

contract/ Instructions before submitting the offer. 

2 Please submit your offer duly signed and stamped, addressed to Executive Engineer/ 

TMC-CCG in sealed cover with Tender No., date and due date written on the cover 

before 14.30 hrs of the due date. 

3 Please note that the tender not accompanied with requisite Earnest Money in proper form is 

liable to be rejected. However, suppliers falling under categories of Para 2.1, a), b), c), d) 

and e) of S137F form special conditions, are exempted from paying the Earnest Money such 

suppliers are required to submit relevant documentary proof of their falling in one of these 

categories. 

4 Firms registered with Controller of Stores, Western Railway are required to submit their 

current registration certificate, indicating trade group for which they are registered. If items 

of the tender do not fall in these trade groups, you are required to deposit Earnest Money in 

proper form. 

5 Firms registered with NSIC are required to submit a copy of their registration certificate 

of NSIC. 

6 Xerox copies if any submitted by the firm should be duly attested by a Gazetted Officer. 

DA: As above. 

Yours faithfully, 





GENERAL CONDITIONS 

1. The tender will be governed by Indian Railway Revised Standard conditions of contract 

1986 and amendments issued up to date and instructions to tenderer and special 

conditions and special instructions to tenderer contained and by form S137 F giving 

special conditions and instructions for the guidance of tenderer. 

2 Inspection: Inspection Authority will be nominated by Railway administration, Final 

inspection after receipt of material by consignee at SSE/ZMC/BL. 

3 Despatches: Tenderer should clearly specify F.O.R. terms at destination while 

quoting the rate. Tenderer while quoting their rates should take freight element into 

account and no extra freight charges will be allowed. 

4 Payment terms: Payment will be made as per IRS conditions of contract. The bills are 

to be furnished on Railway’s standard computerized bill Performa No.858F/R1m 

SB2/ICRGS 2817 

obtainable from office of Controller of Stores, W. Rly, Churchgate Mumbai- 400 020. 

Failure to furnish the bill in the above Performa would result in the payment not being 

made. 

All payments shall be subject to deduction of any amount for which the contractor is 

liable under this contract or any other contract. 

5. Taxes and Duties: 

5.1 Sales Tax:- CST @ applicable will be admissible on basic manufacturing cost 

excluding of freight. In case of offers stipulating CST as extra, State Sales Tax/VAT 

will also be admissible. Any variation or any statutory taxes being imposed during the 

currency of the contract is admissible against the documentary proof. Variation or new 

statutory taxes imposed during the extended contract shall not be admissible on 

supplies made during the extended contract. 

5.2 Any decrease in CST-VAT during entire currency of the contract shall be passed on to 

the purchaser. Any increase during the original Delivery Period will be reimbursed by 

the purchaser subject to production of documentary evidence. 

5.3 VAT & VAT credits: 

5.3.1 In state where VAT has been implemented instead of local sales TAX / CST, VAT 

being a statutory levy will be paid as per VAT rules for the states. 

5.3.2 The tenderer should quote the exact percentage of VAT that they will be charging 

extra. 

5.3.3 While quoting the rates, tenderer should pass on(by way of reduction in prices) the set 

off/input tax credit that would become available to them by switching over to the 

system of vat from existing system of sales tax, duly stating the quantum of such credit 

per unit of the item quoted for. 

5.3.4 The tenderer while quoting for tenders should give the following declaration: 

“ We agree to pass on such additional set off/input tax credit as may become available 

in future in respect of all the inputs used in the manufacture of the final product on the 

date of supply under the VAT scheme by way of reduction in price and advise the 

purchaser accordingly.”. 





5.4 Excise Duty:- 

5.4.1 If ED legally leviable and paid by the tenderers, the same will be reimbursed by the 

purchaser on actual percentage of ED at the time of opening date against 

documentary proof. However No ED will be reimbursed in case of misclassification or 

turnover basis. However tenderer should indicate the % age of E.D taken into account 

in the rates quoted by him. Any variation or any statutory taxes being imposed during 

the currency of the contract is admissible against the documentary proof. Variation or 

new statutory taxes imposed during the extended contract shall not be admissible on 

supplies made during the extended contract. 

5.4.2 Modvat: 

The accepted contract rates are net of MODVAT Credit available to the firm as on the 

date of opening of tender. All MODVAT credits available on inputs on the date of 

opening of tender will be fully retained by the supplier, in addition to the contract rates. 

Any increase/decrease that takes place during the currency of the contract in 

MODVAT on inputs will be to purchaser's account. 

5.5 Other Taxes/ Duties: 

5.5.1 Any taxes and duties other than Sales Tax, VAT, Excise duty & Octroi levied as 

statutory duties will be reimbursed subject to submission of documentary evidence in 

respect of payment made by the supplier. However, this will not be reimbursed during 

extended delivery period. 

5.5.2 Tenderer must indicate the rate / amount for all the taxes like ST / VAT/ ED / Octroi / 

freight etc. when these are asked as extra whether at present or even for future. This 

is required for proper valuation of offer. In case it is indicated by the tenderer that any 

of these taxes will be charged extra at present or without indicating the full amount( if 

applicable in future ) in that case, their offer will be loaded with the maximum slab / 

rate of these taxes. 

5.5.3 Tenderer should also not quote vague terms such as "ED/CST/VAT Nil at present and 

shall be borne by the firm if applicable in future". Such conditions are not acceptable. 

ED/CST/VAT are required to be specified separately. However, if nothing is 

mentioned, the offer shall be considered inclusive of ED/ST and evaluated accordingly. 

6 Transit Insurance: 

a) The purchaser will not pay separately for transit insurance and the supplier will be 

responsible till the entire stores contracted for arrive in good condition at 

destination. 

b) In case of damaged stores in transit the consignee will take open delivery of the 

same and will lodge the claim with the carrier and forward open delivery certificate 

survey report within 30 days to the supplier. Thereafter in such cases it is for the 

supplier to peruse the claim with the Railway and settle the matter. 

7. Extension: Extension in the delivery period shall be considered on the specific request 

of the supplier reserving Railways right to levy L.D. as per IRS conditions. 





8. Force Majeure clause: This Railway’s standard Force Majeure Clause shall only be 

applicable which is as follows: 

“In the event of any unforeseen event directly interfering with the supply of stores arising 

during the currency of contract such as war, insurrection, restraint imposed by the Govt. 

act of legislature or other disorganization of labour, acts of public enemy, acts of God, 

Sabotage etc. the contractor shall within a week from the commencement thereof notify 

the same in writing to the purchaser with reasonable evidence thereof. If the Force 

Majeure Clause mentioned above has in force for a period of 90 days of commencement 

of such force majeure, the same should be brought to notice of the purchaser by giving 

14 days notice in writing. In case of such terminations no damages shall be claimed by 

either party against the others are except those which had accrued under any clause of 

this agreement prior to such terminations. 

9. Risk purchase: 

1) Period of making risk purchase shall be 9 months from the date of completion of 

delivery period as indicated in the note appended to the clause 0702 of IRS 

conditions of contract. 

2) In respect of orders for materials where 10% security deposit, has been taken 

from firms Risk purchase clause will not be applicable and in case of default by 

such firms the security deposit shall be forfeited. (Authority: Rly Bd's letter No. 

2001/RS(G)779/14 Dated 21.9.2007) 

3) Risk purchase clause will be applicable for such cases which are not covered 

under para2 above, (Authority: Rly Bd's letter No. 2001/RS(G)779/14 Dated 

21.9.2007) 

10. Technical literature: Technical literature about tendered items should be given by the 

firm. 

11. Consignee: Material to be delivered to SSE(ZMC)BL. 

12 Code: Tenderer /contractor shall have proper identification marks on wear plates for 

ensuring proper identification of the manufacturer and Sr. No. 

13 Sample: Tenderer must deliver a sample of the material if required by consignee 

before making delivery of the supply. 

14. Drawings and specifications: 

a. RDSO has provided detailed specifications of the wear plates which are enclosed 

herewith as Annexure – II. RDSO specifications be treated as suggestive 

specifications only and not as mandatory specifications. The tenderer may adopt 

his / their own specifications of material for the supply of wear plates to be made 

and supplied. 

b. Fitment of the wear plates on the BCM machine shall be the responsibility of the 

firm solely 

15 Delivery period: Material shall be supplied within 60 days, Delivery schedule quoted 

contrary to this is liable to be passed over. 

16 F.O.R.: FOR will be Senior Section Engineer / ZMC/ BL (ZONAL MAINTENANCE 

CENTRE), VALSAD, Gujarat state. 





17 Validity of offer: Offer should be kept open for 120 days from the date of opening 

of tender. 

18 In case the purchase order is placed on traders / agents for the items, which are 

peculiar to the railways, traders / agents should indicate the source of supply and 

inspection to be carried out at their manufacturer's premises rather than traders / 

agents premises, to ensure genuineness of quality of material. 

19 The tenderer has to submit documentary proof of having used material to 

specification as per tender documents. 

20 Warranty / Guarantee: 

a. The firm should give the minimum performance guarantee of deep screening of 

ballast by BCM Machine. In case the supplied plate performs less than the 

stipulated guarantee against each wear plate as given in the tender schedule in 

Annexure - I, the supplier will required to provide additional plates so as to make 

good performance of minimum guarantee. 

b. The wear plates to be supplied can be treated for achieving adequate hardness 

and toughness to achieve minimum performance guarantee of deep screening as 

given in the tender schedule. No deposit of any kind of extra material on wear 

plate for surface hardness is permitted. 

c. The supplier should deposit security deposit / performance guarantee amounting 

10% of the contract value, the performance guarantee and security deposit will 

be released only after 3 months beyond expiry of warranty period of satisfactory 

performance of wear plates. 

21 Option to vary the ordered quantity if applicable: The purchaser at any time 

during the currency of contract shall have the right to increase or decrease the 

ordered quantity in the contract by not more than 30% at the same price and terms 

and conditions as stipulated in the contract and the contractor shall supply the 

quantity so varied. The revised delivery schedule would be fixed for the varied 

quantity on the basis of original delivery schedule. 

22 Octroi: Octroi Exemption Certificate will be issued by Railways and nothing extra 

shall be paid on this account. 

23 Evaluation of offers:- (Authority- Railway board letter No. 2006/RS (G)/779/2) 

dated 20.07.07) 

I. In case of multi items with single consignee the inter-se position will be decided on 

item wise. 

II In case of single item with multi consignee the inter-se position will be decided on 

consignee wise. 

24 Eligibility Criteria:- 

a) Tender will be awarded to those firms who have successfully supplied the tendered / 

similar item to Railways. Tenderer must attach relevant documents along with the 

offer. 






S137F 

SPECIAL CONDITIONS AND INSTRUCTIONS FOR THE GUIDANCE OF THE 

CONTRACTORS 

Special Conditions 

1. Earnest Money - Tenderers are required to deposit the amount specified in the Tender 

Form as EARNEST MONEY with the Chief Cashier, Western Railway, Churchgate, 

Mumbai in any one of the following manners. 

1.1 In Cash - This should be deposited in cash direct with the Chief Cashier, Western 

Railway, Churchgate, Mumbai. CHEQUES WILL NOT BE ACCEPTED. No interest is 

payable on cash deposit. The receipt from the Chief Cashier, Western Railway, 

Churchgate, Mumbai must be attached with the tender. 

1.2 Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds - These forms 

of earnest money deposit could be either of the State Bank of India or of any of the 

Nationalized Banks. 

1.3 Deposit receipts and guarantee bonds executed by the Scheduled banks approved by 

the Reserve Bank of India for the purpose. In this event, this Railway will have to obtain 

concurrence of Reserve Bank of India before accepting such deposit receipts or 

guarantee bonds and as this may entail delay, it will be in tenderers' interest to adopt the 

other alternative methods available for depositing earnest money. 

1.4 Guarantee bonds executed or deposit receipts tendered by the scheduled banks which 

have not been approved by the Reserve Bank of India for the purpose, provided - 

1.4.1 The bond in question is countersigned by any of the approved banks (including the State 

Bank of India), whereby the latter undertakes full responsibility to indemnify the 

Government Department in the case of defaults. 

1.4.2 The Bank concerned lodges with the Reserve Bank of India requisite securities, namely, 

cash deposits or Government securities in respect of guarantees to be executed or 

deposit to be tendered by it. 

1.5 Deposit Receipts should be drawn in the name of Assistant Accounts Officer(X), 

Western Railway, Churchgate, Mumbai-400 020. 

1.6 7 Years National Savings Certificate (II Issue). 

7 Years National Savings Certificate (III Issue). 

7 Years National Savings Certificate (IV Issue) and 

7 Years National Savings Certificate (V Issue) can be pledged as standing earnest 

money. 

Note : In respect of the 7 Year National Savings Certificates(III & IV Issue) pledge as 

securities, the annual interest is payable to the pledger without reference to the pledger. 

It is, however, the responsibility of the pledger to produce the certificate at the counter of 

the post office every time he wants to take payments of the annual interest. 





1.7 Time Deposit Accounts which came into force on 16th March, 1970 and notified under 

M.O.F's Notification No.F-3(7) NS-70 dated 28.2.1970 may also be accepted as standing 

earnest money. 

2 Earnest Money and Security Deposit: 

(Authority: Rly Bd's letter No. 2004/RS(G)779/11 Dated 24.7.2007) 

2.1. The Earnest Money Deposit (EMD) shall be taken from all tenderers against advertised 

tenders subject to following exemptions: 

a) Vendors registered with National Small Scale Industrial Corporation upto the 

monetary limit of their registration for the items tendered. 

b) Vendors registered with Railways upto the monetary limit of their registration for 

the items tendered/trade groups of the items tendered. 

c) Vendors on approved list of RDSO/PUs/CORE/Railways etc. for those specific 

items for which they are on approved list. 

d) Manufacturers and their accredited agents. 

e) Other Railways, Government Departments. 

2.2. Validity of EMD: EMD should remain valid for a period of 45 days beyond the 

final bid validity period. 

2.3 Return of EMD: 

(i) 

EMD of the unsuccessful bidders will be returned to them within 30 days after expiry of 

final bid validity. 

(ii) EMD will be refunded to the successful tenderers on receipt of 

Security money. 

3 In the case of 2.1 above the exemption allowed is only in the case of 

firms/manufacturers who deal with particular item or group or range of similar items. 

3.1 Tenderers who do not furnish the earnest money deposit must clearly indicate in their 

offer as to why they have not made the earnest money deposit and failure to do so will 

be taken as unwillingness on their part to deposit earnest money and such offers are 

likely to be passed over. 

3.2 Firms who are entitled to exemption for furnishing earnest money deposit vide 

para 2.1 above must produce the evidence along with their offer for consideration 

of such exemption 

3.3 Manufacturers should furnish the necessary evidence duly indicating the details of 

purchase orders executed by them for the items or groups or range of similar items 

tendered. Accredited agents of manufacturers must produce the necessary certificate 

from their principals. 

3.4 Small Scale Industrial Units recognized by the National Small Industries Corporation 

must furnish their registration certificate with the N.S.I.C. 

4 In the event of these successful tenderer(s) failing to furnish the required security deposit 

within the appointed time after the acceptance of their tender, the earnest money already 

deposited shall be forfeited. 





5 Security Deposit - The successful tenderer or tenderers shall within 14 days after written 

notice of acceptance of tender has been posted to him or them, deposit with the Chief 

Cashier, Western Railway, Churchgate, Mumbai - 400 020. 

5.1 The security deposit may be paid in any of the following manner – 

5.1.1 In cash or in the form of deposit as prescribed under earnest money, vide Para 1.1 to 1.7. 

5.2 In addition, the following deposits can also be made – 

5.2.1 Government securities at 5% below the market value. 

5.2.2 Deposit in the Post Office Saving Bank. 

5.3 Deposits in the Post Office Saving Bank should be hypothecated by the depositor to the 

Financial Adviser and Chief Accounts Officer, Western Railway, Churchgate, Mumbai and 

the pass book will remain in the custody of the Chief Cashier, Western Railway, Mumbai- 

400 020. 

5.4 When deposits are made in government securities it should be seen that all accrued 

interest to the debit on the G. P. Notes is duly collected by the depositors prior to the G. P. 

Notes being endorsed to the Financial Adviser and Chief Accounts Officer. There should 

be at least two blank cages on the G.P. Notes after the last endorsement by the depositor. 

These are necessary to enable further endorsement by the Railway to the Reserve Bank 

of India. 

5.5 In the case of endorsement signed 'PER BEARER FOR, power of attorney is necessary 

duly registered and such endorsement needs to be certified by the Public Debt Officer of 

the Reserve Bank of India with their rubber stamp before G.P. Notes are delivered to the 

Railway. 

6 (I) Safety items: Security deposit (SD) /performance guarantee shall be taken from all firms 

for contracts for all safety items placed against advertised tenders and global tenders 

subject to following exemptions: 

a) Vendors registered with National Small Scale Industrial Corporation upto the monetary 

limit of their registration for the items ordered. 

(II) Other than safety items: Security deposit (SD) shall be taken from all firms for 

contracts for items other than safety items placed against advertised tenders and global 

tenders subject to following exemptions: 

a) Vendors registered with National Small Scale Industrial Corporation upto the monetary 

limit of their registration for the items ordered. 

b) Vendors registered with Railways upto the monetary limit of their registration for the 

items ordered/trade groups for items ordered or Vendors on approved list of 

RDSO/Pus/CORE/Railways etc. for those specific items for which they are on approved list 

or Other Railways, Government Departments on their specific request and on merits of the 

case as considered by tender committee 

(III) The usual security deposit, shall, however be taken in case the contracts are placed on 

unregistered/unapproved firms or for items for which a particular firm is not 

registered/approved. 

(IV)The amount of SD to be taken, wherever applicable, will be 10% of the total value of 

contract subject to upper ceiling of Rs.10 Lakhs for contracts valuing upto Rs.10 Crores and 

Rs.20 Lakhs for contracts valuing above Rs.10 Crores. 





Validity of SD: SD should remain valid for a minimum period of 60 days beyond the date 

of completion of all contractual obligations of supplier. 

Return of SD: After completion of all contractual obligations, SD will be returned to the 

successful supplier within 60 days. 

7 In the event of the successful tenderer/tenderers failing to make a security deposit in the 

manner aforesaid, the GENERAL MANAGER / CHIEF ENGINEER (TRACK MACHINE) 

shall be at liberty to forfeit any money lodged by the tenderer/tenderers with the Chief 

Cashier, Western Railway, Mumbai, against this tender and to cancel the acceptance of 

tender. 

8. All supplies shall be to the description and to the specification laid down and in strict 

accordance with the approved samples. The decision of the CHIEF ENGINEER (TRACK 

MACHINES) or an officer designated by him shall be final as to the quality of supplies 

received and/ shall be binding upon the Contractor and in case of any other articles 

supplied not being approved shall be liable to be rejected. 

9 Inspection - All articles ordered are subject to inspection, test and approval by an officer 

of the Railway, an officer from other Railways, firm or department or by an Inspector of 

the Directorate General of Supplies and Disposals (Inspecting Branch) or as may be 

otherwise necessary as nominated by the purchaser in the Supply Order. Supplies not in 

accordance with the order will be rejected and the Chief Engineer (Track machine) will 

be at liberty to cancel the order and to purchase at the risk and cost of the defaulting 

firm. 

10 Contractor shall have to pay such fees as the Chief Engineer (Track machines) may 

require in connection with the analysis or test of materials. But such payment will be 

enforced only in the event of supplies or any portion of them being found inferior to 

specification or stipulated quality. 

11 Stores should not be insured at the cost of the Railway but should be securely packed 

safe transit in accordance with the conditions laid down in the GOODS TARIFF. The 

Contractors may insure consignment at their cost, if considered necessary by them. 

12 The Chief Engineer (Track machines) is not bound to accept the lowest or any tender, 

nor to assign any reason for not doing so and reserves to himself the right to accept any 

tender in respect of the whole or any portion of the items specified in the tender and 

contractor shall be required to supply at the rate quoted. 

13 Firms should furnish a statement on a proforma as prescribed as per Annexure 'A' 

14 Removal of Rejected Stores and Ground Rent - All rejected articles must be removed 

by the firm at their own cost within 21 days from the date of rejection notice. Such 

rejected stores shall lie at the contractor's risk from the day of rejection. If the rejected 

supply is not removed within the specified time, the Chief Engineer (Track machines) 

shall have the right to dispose of such stores as he thinks fit at the Contractor's risk and 

his account. In the case of stores despatched by rail and rejected at destination the 

material will be booked freight "To pay" without any further reference to the firm, if no 

information or disposal instructions is received within 21 days, ground rent or demurrage 

will be charged @ Rs.1.00 per day for articles weighing 50 Kgs. in weight and @ 

Rs.5.00 per day for bulkier or heavier articles and these charges shall be payable before 

the rejected stores are removed. 





15.1 Should the rejected articles be returned to suppliers or consigned at his request to any 

other station both inward and outward freight thereon will be calculated at public tariff 

rate. Should rejected material be taken over by a local agent on behalf of the supplier 

and should the said article have been originally booked by the supplier freight "To Pay" 

the proportionate inward freight on rejected material will be recovered from the vendor at 

public tariff rate. 

16 Taxes and Duties are permissible only on the price for delivery at the place of removal 

and not on cost of transportation to other places of delivery. The purchaser will not be 

responsible for payments of taxes and duty paid by the suppliers under misapprehension 

of law and in such cases even if the suppliers bills contain an element of tax or duty 

which is not payable by the purchaser, such payments will be disallowed. 

17 Book Examination Clause - 

(1) The contractor shall whenever called upon and requiring to be produce or cause to 

be produced for examination by any Government Officer duly authorised in that behalf 

any cost or other account book of account, voucher receipt, letter, memorandum, paper 

or writing or any copy of or extract from any such documents and also furnish 

information any wise relating to such transaction and procedure before the duly 

authorised Government Officer returns verified in such manner as may be required 

relating in any way to the execution of this contract or relevant for verifying or 

ascertaining the cost of execution of this contract(the decision of such Government 

Officer on the question of relevancy of any document information of returns being final 

and binding on the parties). 

The obligation imposed by this clause is without prejudice to the obligation of the 

contractor under any statute, rules or orders shall be binding on the contractor. 

(2)The contractor shall, if the authorised Government Officer so requires (whether before 

or after the prices have been finally fixed), afford facilities to the Government Officer 

concerned to visit the contractor's works for the purpose of examining the processes of a 

manufacture and estimating or ascertaining the cost of production of the articles. If any 

portion of the work be entrusted or carried out by a sub-contractor or any or its 

subsidiary of allied firms or company, the authorised Government Officer shall have the 

power to examine all the relevant book of such sub-contractor or any subsidiary of allied 

firm or company shall be opened to his inspection as mentioned in clause (I) 

(3) If on such examination, it is established that the contracted price is in excess of the 

actual cost plus reasonable margin or profit, the purchaser shall have the right to reduce 

the price and determine the amount to a reasonable level. 

Where a contract provides for book examination clause, the contractor or its agency is 

bound to allow examination of its books within a period of 60 days from the date the 

notice is received by the contractor or its agencies calling for the production of 

documents as under Clause (I) above. In the event of contractor's or his agencies failure 

to do so, the contract price would be reduced and determined according to the best 

judgement of the purchaser, which would be final and binding on the contractor and his 

agencies. 





Instructions 

1. Tenderers must fill in their rates in the tender form and return it duly signed. The 

envelope containing the tender form must be sealed and endorsed and should be 

dropped in the tender box provided in the Executive Engineer/ TMC’s office, Old 

Bldg., 2nd floor, Churchgate, Mumbai 400 020 not later than 14.30. hrs. on the due 

date of opening as given in the tender notice. Tenderers who submit their tenders by 

post must dispatch them under registered cover acknowledgement due so as to reach 

the Office of Executive Engineer/TMC’s office, Old Bldg., 2nd floor, Churchgate, Mumbai 

- 400 020 by the due date and time. 

1.1 Tenders will be opened publicly at 15.00 hrs. on the specified date of opening in the 

Office of the Executive Engineer/ TMC’s office, Old Bldg., 2nd floor, Churchgate, 

Mumbai 400 020. 

2. Tenderers or their representative may attend the opening of the tenders, if they so 

desire. 

3. Tenderers are advised, in their own interest, to check their offer before submission. 

Request for enhancement or amendment of any of the terms and conditions will, in no 

circumstances, be considered after opening of the tender. 

3.1 No alteration, erasures or overwriting are permitted on the tender form. The tenders with 

alterations, erasures and overwriting are liable to be rejected. 

3.2 The terms and language used in filling tenders must be clear and precise. 

4. Deviation - Tenderers must note that deviation from the following will not normally be 

allowed. If however they are required, the tenderer must clearly indicate cogent reasons, 

for deviations indicating the reference of the particular clauses against the following 

sections and the deviations offered. 

Tender form - Schedule of requirements 

Special Conditions. 

Instructions 

5. The rates quoted in all cases must be firm and inclusive of all charges for free delivery at 

as per tender documents, with all packing charges for safe transit by rail. 

6. Price quoted should be strictly in accordance with the units specified, otherwise 

quotation are liable to be passed over. 

6.1 Tenderers should quote firm prices as far as possible. Offers subject to price variation, 

are liable to be passed over. 

6.2 In case material price escalation clause is accepted all claims made against the clause 

will be verified by the Financial Adviser and Chief Accounts Officer of this Railway with 

reference to firms records. For this purpose the firm should produce complete records 

whenever called for, for examination/verification of their claims under escalation. 





7. If the rates quoted by the tenderers are exclusive of Sales Tax, Central sales Tax or any 

other taxes or levies which are payable, in addition, the exact rates at which they are 

payable, should be shown clearly in the tenders. In the absence of clear indication that 

these levies are payable in addition to the rates quoted, it will be assumed that rates are 

inclusive of all taxes and no extras will be claimed. If 'D' Form or 'A' Form or 'AF' Form is 

required, it should clearly be indicated in the Tender. Where Sales Tax is claimed and 

provided as payable in the supply order, payment of same will not be made by the 

Financial Adviser and Chief Accounts Officer unless the following certificate is given 

with the bills - 

" Certified that the Sales Tax as claimed in this bill is legally payable to buyers and has 

been paid/ will be paid by us to the Sales Tax Authorities. Our Sales Tax Registration 

No. is ______________________________." 

7.1 If in a Contract the movement of goods from abroad into India is as a result of 

convenient or incident to the Contract of sale, the sale is in the course of import into the 

territory of India under Section 5 (2) of Central Sales Tax Act, and no sales tax is 

leviable thereon. It is not necessary, that a sale should precede the import. Tenderers 

are, therefore, hereby informed that no sales tax will be paid for in the case of contracts 

where goods have to be imported by the suppliers for the performance of the contract is 

on f.o.r. c.i.f. and f.o.b. basis. 

8 The time in which the material can be supplied from the date of receipt of order must be 

clearly stated. 

9 Whenever samples are called for, they must be sent so as to reach the office by the 

opening date otherwise offers are liable to be rejected. 

9.1 Local firms must collect their unaccepted samples within 15 days after the tender is 

decided and exhibited at the Information Bureau. Thereafter, they will be disposed of by 

the Railway without any notice and the firms will have no claim on their samples. 

10 If import licence is required, c.i.f. value should be indicated. 

11 Indian Standard Specifications may be obtained from Indian Standards Institution, Manek 

Bhavan, 9-Bahadddurshah Zaffar Marg, New Delhi-110 011(TELEGRAPHIC ADDRESS, 

MANAK SANSTHA) or from their branches. 

12 Indian Railway Standards Specifications may be obtained from the Manager of 

Publications, Civil Line Delhi (TELEGRAPHIC ADDRESS: EX INFOR ,DELHI). 

13 The stores should be in accordance with the drawings and specifications indicated against 

each item of the schedule or requirements as amended from time to time, the tenderers 

may, however, quote for their own products, indicating details of variations from the 

drawings and specifications as mentioned in the schedule. In such cases, a certificate 

must be furnished that the product offered is acceptable to Railways and that it is in 

intensive use on one or more established Railway. 

14 Last rates quoted against the material supplied to Western Railway/Other Zonal Railways / 

Railway Board/DGS&D along with the relevant Supply Order No. & Date should be 

recorded by the tenderer as per proforma given below:- 





Description of the Supply Order No. and Last Rate quoted by Name of the 

Material 

Date 

the Tenderer Purchaser 

1 2 3 4 

14.1 In case, the material has not been supplied to Purchasers as above(including Western 

Railway), the latest ruling rate at which supplies have been made by the Tenderer to other 

firms in the Private/public sector may be quoted by the Tenderer with supply order details:- 

Description of the 

Material 

Supply Order No. 

and Date 

Latest ruling Rate at 

which supplies have 

been made 

Name of the Purchasing 

Firm in the Private/Public 

Sector 

1 2 3 4 

15. In the case of materials coming under the classification of "Excepted Articles" mentioned 

in Para 141 of Goods Tariff No. 35, Part I, the prescribed procedure of declaring the 

goods and paying percentage charges as per goods tariff should be followed strictly by 

the Contractor failing which they will be held solely liable in case of loss, destruction, 

damages or deterioration and the Railways will accept no liability. 





ANNEXURE '.A.' 

Performance of Orders by Firms 

A. Orders received for_________________________ By Firm_____________________ 

Details of Orders;- 

Performance of Orders. 

Sr. 

No 

Order 

place 

d by 

Order 

No. & 

Date 

No. 

of 

Ord 

er 

Qu 

anti 

ty 

Date of 

Complet 

ion of 

Delivery 

Details of 

complaint if 

any, 

regarding the 

quantity and 

poor 

performance 

When 

Bill 

was 

submit 

ted 

When 

bill 

was 

paid 

If full 

pay 

ment 

of 

bill 

was 

mad 

e 

1 2 3 4 5 6 7 8 9 10 11 

Remark 

s 

B. Equipment of Staff Statement:- 

The place & details of The details of Complaints, if any Remarks 

number of type of staff employed at received against the 

equipments owned at (I) the firm's particular member or 

firm's premises and on premises members of staff in 

the details of (ii) field work charge of field work 

accommodations stocks 

and the turnover 

1 2 3 4 

Signature of the Tenderer_____________________ 

Name and Address of the firm____________________. 





Western Railway 

S47F 

From (To be filled in by the tenderer) 

To, 

The President of India, 

Through Chief Engineer/TMC/CCG 

Western Railway 

Regist. No. with W. Rly. Regist. No. 

with NSIC 

Regist.No. with TMC 

Tender No. 

W641/22/11/197 

Description 

Wear plates required for BCM 

Machines. 

(15 types of wear plates) 

Details as per Annexure – I 

enclosed. 

Make: Indigenous. 

Specification/ 

DRG No. 

Date of sale of 

tender form – 

24.5.2012 

Quantity 

As per 

Annexure - I 

Unit 

Nos. 

Due to opened on – 

26.6.2012 at 15.00 Hrs. 

Basic Rate at which 

plates of one set 

will be supplied (In 

fig) 

CST rate applicable 

Sales tax rate 

applicable 

VAT rate applicable 

Excise duty 

applicable. 

Packing & 

Forwarding 

Freight 

Extras if any 

Gross rate in fig 

Gross rate in words 

Counter offer, if any 

Delivery Period 

Delivery/F.O.R./Free at 

Country of origin 

Maker’s 

Name/Brand 

1. The acceptance of this tender shall constitute a binding contract between me/us and the 

President of India acting through Chief Engineer/TMC/CCG, Western Railway. 

2. No C or D form shall be issued. 

3. Octroi certificate will be issued on demand. 

4. Tenderers are required to quote their rates for individual items in the Annexure – I in 

the proforma given above. 





List of Wear Plates for BCM Machines. 

Sr. 

No. 

Description Part No. Minimum 

stipulated 

performan 

ce life of 

individual 

plate of 

deep 

screening. 

Quantity 

in Nos. 

1 Wear Plate 64.08.1469 14 KM 20 

2 Wear Plate 64.08.1619 15 KM 15 

3 Wear Plate 64.08.1456 25 KM 10 

4 Wear Strip 62.08.1299 15 KM 12 

5 Wear Plate 64.08.1457 20 KM 04 

6 Wear Plate 64.08.1617 20 KM 06 

7 Wear Plate 64.08.1329 14 KM 12 

8 Wear Arch 64.08.1333 14 KM 12 

9 Wear Plate 64.08.1618 20 KM 06 

10 Wear Plate 64.08.1620 14 KM 06 

11 Wear Plate 62.08.1300 20 KM 10 

12 Wear Plate 62.08.1301 15 KM 06 

13 Wear Arch 62.08.8033 40 KM & 03 

ABOVE 

14 Wear Plate 64.08.1451 14 KM 08 

15 Wear Plate 64.08.1461 20 KM 10 

Annexure - I 

Basic Rate in 

Rs for each 

Make: Indigenous 





Annexure - II 

RDSO STANDARAD SPECIFICIATON No. TM/HM/6/15 OF WEAR PLATES FOR 

BALLAST CLEANING MACHINE ( Provisional ) – 1993 . 

1.0 This specification covers the requirements of wear plates for use with the ballast cleaning 

machines deployed on Indian Railways for deep screening of ballast. There are two 

troughs on either side of the machine in which the cutter chain moves and scoops the 

material for throwing it onto the screens. These troughs are lined by wear plates which 

are bolted to the main body of the troughs to facilitate replacement once these get worn 

out. 

2.0 This specification is provisional and subject to modification based on experience 

gained during service performance. 

3.0 MATERIAL AND PHYSICAL PROPERTIES. 

(a) Recommended Steel Grade 826 N 31 to BS 970: Pt. II 1970 

Material 

(Specification for wrought steel). 

(b) Hardness 341 to 401 BHN 

(c) Heat Treatment After suitable heat treatment the mechanical 

properties should conform the requirements of 

steel Gr. 826 M 31 to BS 970: Pt. II: 1970 keeping 

the limiting ruling section 2.5” in view. 

4.0 MANUFACTURE 

Manufacture should have the essential facilities required for manufacture of the above 

component as appended below: 

4.1 The items shall be procured from the reputed steel makers in the rolled condition and the 

following requirement shall be satisfied. 

• The steel shall be killed. 

• Use of wide – end up moulds desired. 

• Minimum 10% top discard and 4% bottom discard. 

• For ingot practice 16.1, and for continuously casting practice 8.1 reduction ratio 

are to be ensured. 

• Two stage rolling with intermediate dressing to be required. 

• All the materials procured, shall be covered with proper test certificates 

indicating the complete test results to ensure that they conform to the 

requirements of the relevant specifications. 





4.2 Heat Treatment 

• Oil fired / electric furnace equipped with temperature indicating – cum – 

recording facilities. 

• Quenching tank with suitable agitating system. 

4.3 The supplier shall carry out the detailed cross check of the components, procured by him 

for which following facilities are required at his end. 

• Chemical analysis (Instrumental / Wet method ) 

• Hardness testing Brinell / Reckwell ) 

• Tensile 

• Bend 

• Izod / Charpy impact test 

• Macroscopic test 

• Microscopic test with magnification 100 x min. ( Photography attachment 

preferable ). 

…………… 

Authority RDSO’s Specification No. TM/HM/6/15 issued vide letter No. TM/HM/6 dated 30/04/1993. 






Track Machine Organisation (Engg. Deptt.) 

Tender Notice No.W641/TMC/2012 - 13 / 02 Date 15.5.2012 

1 Sealed tenders for and on behalf of The President of India, are invited by Chief Engineer 

(Track Machines), Western Railway, Churchgate, Mumbai for the supply of spares 

/repairs and maintenance work of track machines as per annexure attached subject to 

following conditions. 

a) The tender offer should be submitted only in the non-transferable tender document form. 

b) The cost of the tender documents is not refundable. 

2 Tender documents can be obtained from the office of ‘Executive Engineer (TMC), 

Western Railway, Head Quarter office, old building, (II floor), Churchgate, Mumbai - 400 

020, on working days between 10.30 hrs. to 17.00 hrs. against production of necessary 

Cash Receipt for the cost of tender fee issued by Chief Cashier, Western Railway, 

Churchgate, Mumbai -400 020 or against crossed A/c. payee Postal order or demand 

draft / Pay order drawn in the name of Chief Cashier, Western Railway, Churchgate, 

Mumbai-400 020. The cash payment receipt / A/c Payee postal order/ Demand draft 

/Pay order should be enclosed with the application for the tender document. Money 

orders or Cheques will not be accepted. The tender documents will not be issued 

after 12:00 hrs on the due date of opening of tender. Earnest Money Deposit can also 

be made as above. 

3 Tenderers desiring tender documents by Registered Post or Speed Post should pay 

additional Rs.50/- & Rs.100/- respectively in addition to the amount mentioned for the 

purchase of tender documents in the annexure attached. 

4 Tender documents will be issued free of cost to NSIC registered firms who are 

registered for a particular item/Trade group of tendered items, on submission of relevant 

valid NSIC Certificate duly attested along with their requisition for tender forms. If such 

firms desire to receive tender documents by post, they are required to send additional 

postal charges of Rs.50/- for registered AD and Rs.100/- for speed post. 

5 The offers must be submitted in the prescribed form failing which it is liable to be 

summarily rejected. 

6 Tender duly filled in the prescribed form and duly signed and stamped on all the pages, 

should reach the Office of ‘Executive Engineer (TMC) Western Railway, Head Quarter 

office, old building, (II floor), Churchgate, Mumbai - 400 020, latest by 14.30 hrs. on or 

before the due date of opening shown in the annexure attached. Tender will be opened 

at 15.00 hrs. on the due date in the presence of the authorized representative of firms 

who want to be present. If the due date happens to be Holiday, the tender will be 

opened on the next working day at the same time. 

Tenderer/s should quote Tender No, due date, firm’s name, brief particulars of 

tendered items and their full postal address on the sealed envelope. 

7 Firms not qualifying for exemption of Earnest Money as per the categories given in the 

“Additional Special Conditions“ of tender document must deposit the requisite Earnest 

Money along with the tender document. Earnest Money deposited subsequent to the 

opening of the tender will not be considered as valid. Tender without valid EMD will be 

rejected. The tenderer must read concerned para about EMD in the tender form 

carefully. 





8 Tender documents can also be downloaded from Western Railway’s Internet website 

www.wr.indianrail.gov.in Tenderers downloading the tender documents through 

internet shall enclose a separate Demand Draft towards the cost of tender documents 

and separate Demand Draft towards Earnest Money Deposit, in favour of “Chief 

Cashier, Western Railway, Churchgate, Mumbai-400 020”, failing which tenders are 

liable to be rejected. In case the firms are eligible for getting Tender documents free of 

cost as per para 4 above, firms can submit the offer in the downloaded Tender 

documents along with attested copy of valid certificate of “National Small Industries 

Corporation” for concerned tendered items otherwise their offer will be liable to be 

rejected. 

9 The tenderers who are found to be indulging in changing/adding or deleting the contents, 

of the downloaded tender documents will be liable to face necessary action as per extant 

instructions which could be removal from approved list, banning suspension of business 

dealing etc. 

10 In case of any discrepancy between the tender documents downloaded from internet 

and the master copy available in the office, the latter shall prevail and will be binding on 

the Tenderer(s). No claim on this account will be entertained. 

11 Railway reserves right to accept or reject any tender in full or part or reject all the 

tenders without assigning any reason whatsoever and Railways decision will be final and 

binding. 

12 Late / delayed tenders will not be considered. 

13 Railways do not take responsibility for delay/loss/non receipt of tender documents sent 

by post. 

14 Incomplete offers are liable to be rejected. 

15 Eligibility Criteria:- 

a) Tender will be awarded to those firms who have successfully supplied the tendered / 

similar item to Railways. Tenderer must attach relevant documents along with the 

offer. 





Sr. 

No 

Tender Notice No.W641/TMC/2012 - 13 / 02 

Tender No. Description of item Tender 

Value in Rs 

1 W641/22/11/197 Procurement of wear plates 

required for BCM Machines. 

(15 types of wear plates) 

Make: Indigenous. 

Earnest 

Money 

in Rs. 

Delivery 

Period 

Tender 

documents 

available 

for sale 

from 

Due date 

of opening 

of tender 

Cost of Tender 

documents in Rs. 

Mode of delivery 

Direct 

sale 

By 

Regd. 

A/D 

By 

speed 

post 

495307/- 9900/- 60 days 24.5.2012 26.6.2012 150 200 250 

TENDERER’S SIGNATURE for CE/TMC/CCG 

WITH RUBBER STAMP WESTERN RAILWAY 

for and on behalf of President of India 

23

Western Railway - Indian Railway

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