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Mechanised Cleaning Contract at BKRD-HCR Railway Stations

Custom Bid for Services - Mechanised Cleaning Contract at BKRD-HCR Railway Stations for 03 Years Similar Category Hiring of Sanitation Service - Manpower Based Model

Indian Railways · Katihar, Bihar9718263

Written by TenderKart AI from the documents published when it was generated. Check the tender for later corrigenda before you bid.

Published

13 Aug 2026

Closes

4 Sept 2026

Estimated value

₹2.0 Cr

EMD

₹2.5 L

Key dates

All important dates as they stand after corrigenda: publication, pre-bid/clarification deadline, bid submission deadline, bid opening, and bid validity period.

Publication / Bid date

Bid Number GEM/2026/B/7884602 is dated 13-08-2026.

No corrigendum changes this date; metadata also shows no corrigenda.

Bid submission deadline

Bid End Date/Time is 04-09-2026 14:00:00.

Auto-extension: if fewer than the minimum number of bids (1) is not met to disable extension, bid may auto-extend by 3 days, maximum 1 auto-extension count.
If closing date is a BANDH/Holiday or technical server error, tender may be opened on the next working day.

Bid opening

Bid Opening Date/Time is 04-09-2026 14:30:00; two-packet system with Technical Bid opened first.

E-tender opens online on GeM; no representative need attend.
Financial Bid opened only for bidders who qualify Technical Bid.

Bid offer validity

Bid Offer Validity is 180 days from Bid End Date.

ATC Part-I also requires offers kept open for a minimum of 180 days from the date of opening, extendable if required.
Part-II clause 7 also states a 60-day minimum from opening — see contradictions; GeM Bid Detail / Part-I 180-day figure is the bid-stated validity used for this answer.

Pre-bid / clarification deadline

No pre-bid meeting date or pre-bid query deadline is specified in the tender documents.

After bid opening, Time allowed for Technical Clarifications during technical evaluation is 2 Days.

Contract period and start timeline

Contract period is 3 Year(s) 1 Day(s) on GeM; ATC states 03 (Three) Years from Contract Agreement, extendable by up to 06 months.

Successful bidder must start preparatory work within 7 days of Contract Agreement and start cleaning within 15 days of receipt of Contract Agreement.

Financials

Tender value or estimated cost, EMD/bid security (amount, acceptable forms, validity), tender document fees, performance security, and key payment terms.

Estimated / tender value

Estimated Bid Value is INR 1,98,58,986.62 inclusive of all taxes (including GST @ 18%).

GeM Estimated Bid Value and NIT Part-I tender value both state Rs 1,98,58,986.62.
Part-V Offer Sheet header also prints Rs 2,06,10,124.97 but the same sheet's computed Total Cost for 03 years including Service charge is 1,98,58,986.62 — see contradictions.
Estimated Bid Value is declared for guidance on EMD and eligibility only and is not a ceiling on quoted price.

EMD / Bid security

EMD Amount is INR 2,49,300; Advisory Bank State Bank of India; beneficiary FA AND CAO, N.F. Railway Maligaon, payable at Katihar.

NIT Part-I: pay EMD online via GeM modes; manual/offline payment not accepted; EMD non-transferable.
GeM Bid: EMD also accepted as surety bond; EMD & Performance security in favour of Beneficiary wherever applicable.
Part-II also lists Deposit receipt / Pay order / Demand draft of SBI or nationalised/scheduled bank in favour of FA & CAO/N.F.Rly. Maligaon or as per GeM — see contradictions on form.
MSE Service Providers eligible for EMD exemption with valid supporting documents; traders excluded. ATC further requires MSE registration under NIC 81291 or 81299 valid on tender opening for exemption claim.
GeM GTC: Bid Security validity 45 days beyond bid validity; no interest on EMD.
EMD of successful bidder returned after PG submission/verification; unsuccessful EMDs returned after finalisation; forfeiture if bidder rescinds/modifies offer unacceptably or fails PG timelines.

Tender document fee

No tender document fee is charged; no hard-copy tender document is sold.

E-tender on www.gem.gov.in only; manual offers not accepted.

Performance security / ePBG

ePBG / Performance Guarantee is 5% of contractual value for 40 months (GeM); PG to be submitted in four separate parts within 30 days of LOA.

PG forms include cash deposit, irrevocable Bank Guarantee, Government Securities (at 5% below market value), Deposit Receipts/Pay Orders/Demand Drafts/Guarantee Bonds of SBI or nationalised banks, Scheduled Bank instruments, Post Office Saving Bank deposit.
PG initially valid up to stipulated completion plus 60 days; extend if service period extends.
Delay in PG: penal interest @ 15% p.a. from 31st day after LOA; if not submitted even after 90 days of LOA, contract terminated with EMD/other dues forfeiture and debarment from re-tender.
If contract value varies by more than 25%, additional/return of PG at 5% of excess/decrease applies.
If penalty imposed exceeds 50% of applicable maximum penalty, forfeit PG equal to 25% of applicable PG; if exceeds 75%, forfeit 50% of applicable PG.
PG released after completion certificate and final bill/No Claim Certificate; 25% retained if warranty/maintenance clause applies.

Payment terms

Monthly on-account payment against daily scorecards; bills by 2nd of every month to Sr. DCM/KIR, then Sr. DFM/KIR by crossed cheque.

Payment linked to Daily Score Card (Annexure-II): ≥90% no deduction; 80–<90% deduct 10% of daily payment; 70–<80% deduct 20%; 60–<70% deduct 40%; <60% no payment.
Submit bank statements of staff salary and EPF & ESIC proof every subsequent month.
No cash payment to contractual staff except exceptional circumstances.
Bonus @ 8.33% not in tender value; reimbursable on vouchers/payment certificates per Railway Board letter 2016/EnHM/06/09 dated 23.08.2017.
PVC applicable as per GCC Services 2018 clause 5.7.
Rates must cover manpower (CLC minimum wages, EPF @ 13%, ESIC @ 3.25%), machines, maintenance, consumables, supervision; quotes below current minimum wages + EPF/ESIC may be summarily rejected.

MSE purchase preference

MSE Purchase Preference Yes with L1+15% price band; if L-1 is not MSE and MSE Service Provider is within L-1+15%, 100% order quantity to such MSE on matching L1.

MII Compliance: Yes.
Bid splitting not applied.

Eligibility

Every pass/fail eligibility and qualification requirement: experience and past performance, turnover/net worth, registrations and certifications, consortium/JV rules, and debarment or blacklisting conditions.

Work experience (similar service)

One similar single service contract of at least 35% of advertised bid value in last three previous FYs and current FY up to tender opening; GeM also requires 3 years past experience for same/similar service.

Ongoing contracts count if payments received amount to at least 35% of advertised bid value.
Similar work means Mechanised Cleaning/Mechanised Housekeeping of: (1) Railway Station (2) Airport (3) Hotel Industries (Four star & above) (4) Public Sector undertaking (5) Central/State Govt. (6) Private industries with turnover Rs 500 crore & above.
Certificates from private individuals not accepted; private/public listed company/Trust certificates only if annual turnover ≥ Rs 500 crore and issued from Head Office with authorisation.
GeM: Years of Past Experience Required for same/similar service: 3 Year(s); copies of relevant contracts/orders for each Financial year to Central/State Govt/PSU.
MSE: complete relaxation from Experience Criteria if quality/technical specs met and supporting exemption documents uploaded. Startup relaxation: No.

Financial turnover

Aggregate financial turnover not less than 1.5 times advertised Bid value over last three previous FYs and current FY up to opening; GeM Minimum Average Annual Turnover 99.3 Lakh (for 3 years).

Last three previous financial years mean FY 2023-24, 2024-25 and 2025-26; FY 2025-26 provisional audited BS with CA acceptable.
Need CA-certified audited balance sheets with stamp, signature, membership number and valid UDIN; missing year treated as NIL turnover.
Annexure-C considered only with corresponding audited balance sheets.
MSE complete relaxation from Bidder Turnover criteria with supporting documents. Startup: No.

Liquidity

Liquid assets / lines of credit / other financial means of 5% of estimated bid value net of other commitments; bank reference not more than 3 months old from a Scheduled Bank in India.

If net current assets negative, only banking references considered; else aggregate of net current assets and banking references.
Format: Annexure-D Bank Certificate.

Mandatory certifications and affidavits

Valid ISO 9001, ISO 14001 and OHSAS 18001/ISO 45001 (or IMS); notarised eligibility affidavit (Annexure-A); e-stamp indemnity (Annexure-B) dated after tender publish date; Annexures E and F declarations.

Non-submission or wrong format of Annexure-A affidavit leads to summary rejection.
ISO certificates must be valid on tender opening; attach certifying agency copy and last surveillance audit report if applicable.
Technical score (Annexure-G) must be ≥ 60/100 to open financial bid.

JV / consortium / partnership

JV participation not admissible because tender value is less than Rs 10 crore.

For partnership firms, experience, solvency and turnover must be in the name and style of the firm only.
Constitution documents required for proprietorship / partnership / company / society as applicable (notarised affidavit, partnership deed, MoA/AoA, registration, PoA, etc.).

Debarment / blacklisting / disqualification

Bidder must not be banned by Central Govt department/Ministry of Railway as on submission; no bankruptcy/insolvency in last 5 years; Annexure-E covers GCC clause 2.5 disqualifications including Katihar Division termination/max-penalty history.

Disqualified in Katihar Division if prior contract terminated under GCC 7.4 within previous 2 years, or maximum penalty under a previous contract imposed within previous 2 years.
Also disqualification for thrice labour-law penalties in last two years; retired railway officer association rules under GCC 2.5.1.
Land-border country bidders need Competent Authority registration (GeM GTC clause 26).
Wrong information can lead to rejection/termination; false land-border declaration grounds immediate termination and legal action.

Authorised signatory

Offer must be submitted by an individual legally authorised for the firm type, with Power of Attorney / Board resolution as applicable.

For unregistered partnership, all partners or attorney authorised by all partners must sign.

Scope of work

What is being procured: the work, supplies or services, deliverables and quantities, locations, phases, completion or delivery timelines, applicable standards, and notable exclusions.

Service and locations

Mechanised cleaning contract at Bhaluka Road (BKRD) and Harishchandrapur/Harichandrapur (HCR) railway stations, Katihar Division, N.F. Railway, for three years.

Custom Bid for Services; similar category Hiring of Sanitation Service - Manpower Based Model.
Work on behalf of President of India through Sr. DCM/KIR.
Consignee/Reporting Officer address pin 854105, DMM/KIR, DRM Office, Katihar Division; Quantity Project/Lumpsum Based.

Work content

Manual and mechanised cleaning/upkeep of platforms, offices, waiting/retiring rooms, dormitories, passages, open spaces, WCs, circulating area, FOB, ramps, water vats/coolers, rag picking, track cleaning, toilets/urinals, drains, garbage collection/disposal and related station premises works per Annexures IV–VI.

BKRD key areas include PF 1&2 (~8625 sqm), SM/booking (~151.2 sqm), waiting hall (~70.4 sqm), FOB (~132.9 sqm), circulating area (~240 sqm), rag picking of tracks lines 1–4 (~4873.8 sqm), garbage disposal entire premises; staff 7 labour + 1 supervisor.
HCR includes larger PF area (~12510 sqm) and corresponding station facilities; staff 11 labour + 1 supervisor.
Daily deployment: 18 labour + 2 supervisors; with RG/LR @14.29%: total 21 housekeeping staff + 3 supervisors (NIT/page 30).
Frequencies typically morning/evening cycles (M/E) as tabulated in Annexure-IV; track rag picking 3 times a week or as required.
Round-the-clock cleaning as directed; additional staff if required at no extra cost; biometric attendance mandatory.
Waste disposal under Solid Waste Management Rules 2015 and Plastic Waste Management Rules 2016; segregation and disposal to dumping site.

Machines, consumables and standards

Minimum machines per station: scrubber-drier 350 mm (Eureka Forbes/Roots or similar), high-pressure water jet 150 bar, and touchless face attendance device — 2 of each for BKRD+HCR; plus yearly consumables/tools in Annexure-VI.

Uniforms, gum boots, gloves, caps, ID cards per Annexure-VIII; no duty without uniform (marked absent).
Water and electricity free for cleaning operations (misuse attracts fine); contractor does wiring/fittings and IE Rules compliance.
Equipment ISI standard with proper earthing; contractor owns safety of operators/equipment.
Passenger awareness programme costs (posters/banners/glow sign) included in rates.
Regulatory/Statutory Compliance of Service: YES; Compliance of Service to SOW, STC, SLA etc: YES.

Duration, option and exclusions / buyer notes

Service duration three years (GeM: 3 years 1 day), extendable 6 months; buyer option clause ±25% quantity/duration at award.

For lumpsum service contracts buyer may increase scope/value up to 25% with service provider consent after award.
Item-wise quantities approximate and subject to variation; Railway does not guarantee execution of every schedule item.
Buyer note: if GeM Bid Document conflicts with Tender Document, Tender Document prevails; omissions follow GCC (Service) 2018.
Part-V Offer Sheet is reference only — quote only in GeM system-generated financial bid.

Required documents & submission

The complete checklist of documents to submit — mandatory vs conditional, with any prescribed formats, proformas or annexures — plus how to submit: portal and mode, envelope/cover structure, digital signature requirements, signing and attestation rules, and physical originals with their deadline.

Submission mode and portal

Online e-bid only on www.gem.gov.in; Class III DSC required; no manual/hard-copy offers.

Two Packet Bid: Technical Bid and Financial Bid; do not mention rates anywhere in Technical Bid.
All uploaded documents to be signed digitally/physically with seal.
Documents uploaded by bidders are visible to other participating bidders.
Original documents must be uploaded in specified portal spaces; private-individual certificates not considered for experience.

Cover / packet structure

Technical packet scrutinises capability/experience/finance; Financial packet of only technically qualified bidders is opened; L1 via GeM (Run L-1 if multiple L1).

Technical Bid contents listed in NIT clause 5.A (EMD, experience, financials, mandatory annexures/certificates).
Financial bid only in GeM commercial/offer field; Part-V offer sheet is reference only.

Physical originals

No separate physical tender submission is prescribed for bid documents; EMD is to be paid online on GeM (NIT). GeM GTC generally contemplates hard copy of bid security where instrument-based — follow GeM process if an instrument is used.

Successful bidder must execute contract agreement; address in agreement is official business address.
Before start: submit staff photographs/details and medical fitness certificates to Sr. DCM/KIR; enrol in labour office under Sr. DCM/KIR as principal employer; hold valid labour licence.

Corrigendum analysis

Every corrigendum/addendum in order — what changed (original vs amended value), its impact, and the action for the bidder — ending with the values that finally apply.

No corrigendum / addendum issued

The document set contains no corrigendum or addendum; original GeM bid dated 13-08-2026 and attached tender documents apply as published.

Files present are GeM bid, GAR, repeated ATC/tender PDF (instructions/SOW/payment/penalties), GCC Services 2018 extract, custom-bid undertaking, and GeM GTC — none is a dated corrigendum amending bid dates or conditions.
Final applicable values therefore remain those in the original documents (subject to internal conflicts noted under contradictions).

Contradictions

Genuine conflicts within and across the documents (original vs corrigenda, clause vs annexure, tender document vs BOQ): both sides with citations, and which value prevails.

Bid validity 180 days vs 60 days

GeM Bid Details and ATC Part-I require 180-day validity, but Part-II Earnest Money clause states minimum 60 days from opening.

GeM Bid Offer Validity: 180 (Days) from End Date; ATC cl.12: minimum 180 days from opening.
ATC Part-II cl.7: keep offer open for minimum 60 days from opening.
Buyer ATC note says Tender Document prevails over GeM Bid on discrepancy, but here the conflict is inside the Tender Document itself (Part-I vs Part-II). Treat 180 days as the expressly stated bid validity on GeM/NIT and seek clarification before relying on 60 days.

EMD payment mode – online-only vs instruments

NIT requires online GeM EMD only (no manual/offline), while Part-II lists DD/pay order/deposit receipt and GeM Bid allows surety bond.

Follow GeM portal payment options shown at bid submission; if instrument upload is enabled on GeM, align beneficiary as FA & CAO Maligaon payable at Katihar.
Do not assume offline physical EMD is acceptable given NIT online-only wording.

Tender value and staff count mismatch (NIT/GeM vs Part-V header)

NIT/GeM value is Rs 1,98,58,986.62 with 21 unskilled + 3 supervisors, but Part-V Offer Sheet header shows Rs 2,06,10,124.97 and 22 unskilled staff while its own total still computes to 1,98,58,986.62.

Page 30 manpower table also totals 21 labour + 3 supervisors including RG/LR.
For pricing/eligibility, GeM/NIT figure 1,98,58,986.62 is the advertised bid value used for EMD and 1.5x turnover; Part-V header appears stale/erroneous.

Contract period 3 years vs 3 years 1 day

GeM Bid Details state Contract Period 3 Year(s) 1 Day(s); ATC NIT/validity clauses state 03 (Three) Years.

Buyer discrepancy rule prefers Tender Document over GeM Bid Document — three years from Contract Agreement (extendable 6 months) is the ATC contract validity.

Manpower shortfall fine amounts inconsistent wording

Annexure-I states fine of Rs 700 per housekeeping staff and Rs 800 per supervisor, but parenthetical words say Rs Seven Hundred Fifty and Rs Eight Hundred fifty.

Numeric figures and words conflict; seek written clarification before pricing absenteeism risk.

Wrong station codes in electricity misuse clause

Clause XVII electricity-misuse example cites GRMP, BNDP & GZO platforms, while this tender is BKRD & HCR.

Appears to be leftover text from another KIR cleaning tender; scope annexures correctly name BKRD/HCR.
Buyer custom-bid undertaking also titles BKRD-HCR-AZR-LAV while bid is BKRD-HCR only.

Experience criteria framing – GeM 3 years vs ATC 35% single contract

GeM header requires 3 years past experience for same/similar service; ATC Minimum Eligibility focuses on one similar contract ≥35% advertised value in last 3 FY + current FY.

Both sets of documents are required from seller (Experience Criteria + ATC certificates). Bidders should satisfy ATC 35% similar-work test and be prepared with multi-year experience evidence sought by GeM/evaluation scoring.

Pre-bid queries

Only critical, tender-specific pre-bid queries that could materially change bid/no-bid, pricing, eligibility or contractual risk. Skip generic or obvious questions the documents already answer clearly.

Confirm controlling tender value and manpower for quoting

Ask buyer to confirm whether advertised value/manpower is Rs 1,98,58,986.62 with 21+3 staff (NIT/GeM/page 30) or Rs 2,06,10,124.97 with 22+3 staff (Part-V header).

Affects EMD cross-check, 1.5x turnover, 35% experience threshold, and wage build-up.

Clarify EMD instrument acceptable on GeM for this bid

Seek confirmation whether only GeM online EMD is accepted, or DD/pay order/surety bond/BG upload is also allowed, and exact beneficiary wording.

Material to bid responsiveness; NIT online-only vs Part-II instruments vs GeM surety bond.

Bid validity period to maintain

Confirm whether offer must remain valid 180 days (GeM/Part-I) or 60 days (Part-II cl.7), and from Bid End Date or opening date.

Impacts bond/EMD validity (GeM: 45 days beyond bid validity) and commercial holding cost.

Manpower shortage penalty exact amount

Confirm whether shortage fine is Rs 700/800 or Rs 750/850 per person as conflicting number/words in Annexure-I.

Direct daily penalty exposure on attendance shortfalls.

Scope boundary – only BKRD & HCR or also AZR/LAV/GRMP/BNDP/GZO?

Confirm stations covered are only BKRD & HCR, and that stray references to AZR-LAV and GRMP-BNDP-GZO are clerical errors not expanding scope.

Undertaking and electricity clause use other station sets; changes manpower, machines and logistics cost.

MSE NIC-code condition for EMD exemption

Confirm whether MSE EMD exemption requires NIC 81291/81299 specifically (ATC) or any valid Udyam Service Provider registration under GeM GTC suffices.

Pass/fail for many housekeeping MSEs whose Udyam codes may differ.

Whether quotes may be below built-in service charge / wage schedule components

Seek clarity on how GeM single total quote is evaluated against Part-V wage/machine/consumable break-up and the minimum-wage rejection note.

Part-V embeds Service Charge @ 3.85% and detailed cost heads but forbids quoting on that sheet; risk of summary rejection if total implies below-minimum wages.

Risks

Commercial, legal and execution risks a bidder should weigh: liquidated damages and penalties, unusual or one-sided clauses, tight timelines, and payment or security risks.

Heavy performance-linked payment deductions

Daily scorecard can cut 10–40% of daily payment or yield zero payment below 60% score, plus multiple fixed fines; total penalty capped at 16% of contract value.

Examples: housekeeping strike Rs 7000/hour; uncleared garbage Rs 2000; poor quality spot fine Rs 2000–5000; dumping at starter Rs 25000/occasion; open burning/SWM violation Rs 10000/occasion; electricity misuse Rs 2000/case.
High penalty accrual can forfeit 25–50% of PG and trigger rescission/debarment risks.

Tight mobilisation and LD / risk-and-cost termination

Cleaning must start within 15 days of Contract Agreement; non-execution can cash PG after 48-hour termination notice and debar defaulting firm/partners from balance work.

Risk contract: contractor pays extra expenditure and rate difference if alternate arrangement within 1 year of breach.
Failed contractor (and partners) debarred 2 years from related balance-service bids on rescission.

Wage, statutory and cash-flow burden

Bidder must price CLC minimum wages + EPF 13% + ESIC 3.25% and still meet GeM competition; monthly pay depends on scores and statutory proof submissions.

Bonus @ 8.33% reimbursable only after proof — contractor funds first.
No cash salary to staff except exceptions; bank statement proofs required each month.
Liquidity of 5% of bid value required at bid stage.
PG 5% in four parts within 30 days of LOA with 15% p.a. penal interest on delay — significant lock-in before revenue starts.

One-sided operational obligations

Additional staff/area/machinery may be demanded without extra cost; quantities not guaranteed; option ±25% duration/quantity; Railway may reject lowest bid without reasons.

Damage to Railway property debited at Railway price list.
Contractor bears all labour liabilities; must comply with Labour Codes/legacy labour laws (GeM bid labour clause).
Arbitration Clause: No; Mediation Clause: No on GeM bid details.

Document and template inconsistency risk

Internal conflicts on value, staff, validity, EMD mode and station names create rejection and under-pricing risk if bidder assumes the wrong figure.

Technical score ≥60 gate can eliminate experienced but poorly documented bidders even if minimum eligibility is met.
Annexure-A missing/wrong format is automatic rejection.

Contacts

The inviting authority and relevant contacts: office, person, designation, address, phone and email — and which address receives physical submissions, if any.

Inviting / contract authority

North East Frontier Railway, Katihar Division — work invited through Sr. DCM/KIR for and on behalf of the President of India.

Organisation on GeM: North East Frontier Railway; Department: Indian Railways; Ministry of Railways.
Monthly bills and site coordination route through office of Sr. DCM/KIR; payment via Sr. DFM/KIR.

Consignee / Reporting Officer

Anoop Kumar Singh, DMM/KIR, Office of Divisional Railway Manager, Katihar Division, PIN 854105.

Also signs the GeM custom-bid undertaking as Competent Authority, N.E. Railway, Katihar (file NFR-KSRDCOML(EOFF)/18/2026 dated 06/08/2026).

Email contacts on GeM bid

Buyer email [email protected]; HOD grievance redressal email [email protected].

No phone numbers for Railway officers are printed in the bid/ATC extracts reviewed.
GeM portal helpdesk is to be used for portal/technical issues (Railway not responsible for portal failures).

EMD / security beneficiary address

Beneficiary: FA AND CAO, North East Frontier Railway, Maligaon, payable at Katihar.

Contact-style banking beneficiary only; not a physical bid-submission address. Bids are online on GeM.

Physical submission address

No physical bid submission address is prescribed; offers are only on www.gem.gov.in.

Post-award/mobilisation documents and bills go to Sr. DCM/KIR (Katihar Division commercial office as referred throughout ATC).