Mechanized Cleaning Housekeeping

Publication / Bid dated

Bid document is dated 13-07-2026 (digitally signed the same day).

• No separate corrigendum has altered the publication date.
• No pre-bid meeting or clarification-submission deadline is specified in the tender documents.

Bid submission deadline

Bid End Date/Time is 04-08-2026 12:00:00.

• If fewer than the minimum number of bids is received, GeM auto-extension may apply: minimum 1 bid disables auto-extension; otherwise bid may auto-extend by 3 days, maximum 1 auto-extension.
• If the closing date is a BANDH/Holiday or there is a technical server/website problem, tender may be opened on the next working day.

Bid opening

Bid Opening Date/Time is 04-08-2026 12:30:00; two-packet process opens technical bid first.

• Only Technical Bid is opened first; Financial Bid of technically qualified bidders is opened later.
• Time allowed for Technical Clarifications during technical evaluation is 2 Days.

Bid offer validity

Bid Offer Validity is 180 days from the bid end/opening date as stated in the bid/ATC.

• GeM Bid Details: Bid Offer Validity (From End Date) = 180 (Days).
• ATC NIT: tenderer must keep offer open for a minimum period of 180 days from the date of opening; validity may be further extended if required.
• Part-I GCC text also states validity of tender offer should be 180 days from date of opening, but elsewhere in the same Part-I says bidder shall keep offer open for a minimum of 60 days — see contradictions.

Contract period

Contract period is 03 (Three) Years from date of issue of Contract agreement, extendable up to 06 (Six) months on same terms.

• Buyer Option Clause allows increase/decrease of contract quantity or duration up to 25% at issue of contract; after issue, quantity/duration can only be increased up to 25%.

Estimated / tender value

Estimated Bid Value / Tender Value is Rs. 1,13,75,677.68 inclusive of GST @ 18%.

• Annexure-D break-up (reference only): Wages Rs. 1,01,04,529.68; Uniform Rs. 1,29,578.85; Machine & accessories Rs. 66,681.72; Consumable tools Rs. 1,56,828.27; Cleaning agents Rs. 31,816.62; Miscellaneous Rs. 4,64,515.44; subtotal Rs. 1,09,53,950.58; Service Charge @ 3.85% Rs. 4,21,727.10; total Rs. 1,13,75,677.68.
• Bidders quote percentage above/below/at par in the GeM system-generated financial bid only; rates must not be written on Annexure-D sheet.
• Rates must be based on latest CLC minimum wages in force on tender opening date, including EPF @ 13% and ESIC @ 3.25%; offers quoting labour below current minimum wages may be summarily rejected.
• Bonus @ 8.33% is not included in tender value; may be reimbursed on proof of credit to staff bank accounts.

EMD / Bid security

EMD Amount is Rs. 2,06,900; Advisory Bank State Bank of India; beneficiary FA AND CAO MALIGAON, payable at Katihar.

• ATC NIT: EMD to be paid through online payment modes available on GeM; manual/offline mode not accepted; EMD non-transferable.
• GeM Bid also states EMD shall be accepted in the form of a surety bond and EMD & Performance security should be in favour of Beneficiary.
• Part-I GCC also lists Deposit receipt / Pay order / DD of SBI or nationalised/scheduled banks in favour of FA & CAO / N.F. Rly. Maligaon or as per GeM — see contradictions on EMD instrument mode.
• MSE exemption: bidder seeking EMD exemption must submit valid supporting documents as per GeM GTC; under MSE category only Service Providers for Services are eligible (traders excluded). ATC further requires MSE registration under NIC code 81291 or 81299, valid on tender opening date.
• EMD of unsuccessful bidders returned after finalisation; no interest. Successful bidder's EMD returned after submission and verification of Performance Guarantee.
• EMD liable to forfeiture if tenderer withdraws/amends/impairs offer within validity, or fails to observe tender stipulations.

Tender document fee

No separate tender document fee/cost is stated as payable; ATC notes tender cost is waived for eligible MSEs along with EMD.

• No hard-copy tender is sold; e-tender documents are available on GeM.

Performance security / ePBG

Performance Guarantee / ePBG is 5% of contract value; GeM ePBG duration 40 months; Advisory Bank SBI.

• Successful bidder must submit PG valuing 5% of contract value in four separate parts within 30 days from LOA.
• Delay beyond 30 days attracts penal interest @ 15% per annum from 31st day; if PG not submitted even after 90 days from LOA, contract terminated with EMD forfeiture and failed contractor debarred from re-tender for that work.
• PG forms include cash, irrevocable BG, government securities, DR/PO/DD/Guarantee Bonds of SBI/nationalised/scheduled banks, Post Office deposits, NSC, defence certificates/bonds, UTI certificates, and FDR in favour of FA & CAO, N.F. Railway, Maligaon (free from encumbrance).
• PG initially valid up to stipulated completion period plus 60 days; extend if completion extended. Released after physical completion, Completion Certificate and final bill with No Claims Certificate.
• PG value does not change for variation up to 25%; additional/return of PG applies beyond 25% variation.
• If penalty exceeds 50% of applicable maximum penalty, PG equivalent to 25% of applicable PG shall be forfeited; if penalty exceeds 75% of applicable PG, PG equivalent to 50% of applicable PG shall be forfeited.
• No separate Security Deposit percentage is specified beyond ePBG/PG (Security Deposit is only mentioned in forfeiture consequences).

Payment terms

Monthly on-account payment against Daily Scorecard performance, certified bills, and statutory wage/EPF/ESIC proof.

• Monthly bills in two copies in Annexure-III format with Daily Score Cards to Sr. DCM/KIR for verification, then Sr. DFM/KIR for payment by crossed cheque.
• Payment linked to daily score: ≥90% no deduction; 80–<90% deduct 10% of daily payment; 70–<80% deduct 20%; 60–<70% deduct 40%; below 60% no payment.
• Bank statement of salary of all staff and EPF & ESIC statements required every subsequent month; no cash payment to contractual staff except exceptional circumstances.
• Bonus reimbursement only against vouchers/payment certificates of credit to labourers' and supervisor accounts.
• Total penalty should not exceed 16% of contract value.

Work experience (minimum eligibility)

One similar single service contract of minimum 35% of advertised bid value in last three previous FYs and current FY up to tender opening.

• Completed service contract includes ongoing contracts with payments received amounting to at least 35% of advertised bid value.
• Similar work means Mechanised Cleaning/Housekeeping of: (1) Railway Station (2) Airport (3) Hotel Industries (Four star & above) (4) PSU (5) Central/State Govt. (6) Private industries with turnover Rs 500 crore & above (7) Coach Cleaning at Railway.
• Work experience certificates from private individuals not accepted. Certificates from public listed/private company/Trusts with annual turnover Rs 500 Crore and above only if issued from Head office by authorised person with management authorisation enclosed.
• GeM Bid Details also state Years of Past Experience Required for same/similar service = 3 Year(s); detailed ATC 35% criteria prevail on discrepancy per buyer-added clause.
• MSE: complete relaxation from Experience Criteria available on GeM if supporting exemption documents uploaded (Startup relaxation: No).

Turnover and liquidity

ATC requires aggregate financial turnover not less than 1.5× advertised bid value over last three FYs + current FY, plus liquidity of 5% of estimated bid value.

• T1-Annual Turnover: aggregate turnover ≥ 1.5 times advertised Bid value during last three previous financial years and current FY up to opening; audited balance sheet certified by CA with stamp, signature, membership number and UDIN.
• 1.5 × Rs. 1,13,75,677.68 ≈ Rs. 1,70,63,516.52 aggregate (not an average).
• GeM Bid Details separately state Minimum Average Annual Turnover of the bidder (For 3 Years) = 57 Lakh(s) — conflicts with ATC T1; tender documents prevail on discrepancy.
• T2-Liquidity: access to liquid assets/lines of credit/other financial means valued at 5% of estimated bid value net of other commitments; audited balance sheet and/or banking reference certified by CA with UDIN; banking reference from Scheduled Bank in India not more than 3 months old.
• If FY-2025-26 balance sheet not prepared, CA certificate based on GST Returns/VAT Statement (if applicable) may be accepted.
• MSE complete relaxation from Bidder Turnover on GeM if supporting documents uploaded.

ISO / IMS certifications

Valid ISO 9001, ISO 14001 and OHSAS 18001/ISO 45001, or IMS certification, mandatory on tender opening date.

• Attach certificate copy and last surveillance audit report if applicable; surveillance/re-certification during contract to be ensured by contractor.

Technical bid scoring threshold

After meeting minimum eligibility, technical score STB must be ≥ 60/100 under Annexure-B weighted criteria; else financial bid not opened.

• Weights: Previous Work Done 20%; Turnover 35% (less than 1.5× value of work not eligible); Years in operations 20% (less than 1 year not eligible); Size of workforce 25% (EPFO challans/bank statements for previous four quarters).
• Workforce scoring based on personnel on organisation payroll vs manpower offered for this work.

JV / consortium and firm constitution

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

• Constitution documents required as applicable for proprietorship, partnership, company or society (PoA, partnership deed, MOA/AOA, registration, etc.).
• Partnership: experience, solvency and turnover must be in name and style of the firm only; all partners jointly and severally liable; no partner withdrawal during currency.

Debarment, labour-law and conflict declarations

Bidder must not be blacklisted/debarred by Railways or any other GoI Ministry/Department on bid submission date; mandatory affidavits/declarations required.

• Annexure-A affidavit on non-judicial stamp paper of Rs.100/- before Public Notary is mandatory; non-submission or wrong format leads to summary rejection.
• Mandatory declarations: employment/partnership of retired Railway employees; relatives in gazetted capacity in Indian Railways; penalty for labour-law violation thrice in last two years; termination/penalty history; no bankruptcy/insolvency in last 5 years.
• Land-border restriction: bidder from a country sharing land border with India eligible only if registered with Competent Authority (GeM GTC clause 26).
• False/forged affidavit contents can lead to bid rejection, EMD forfeiture, banning up to five years, and post-award termination with SD/PG forfeiture.

MSE purchase preference

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

• MII Compliance: Yes.
• Bid splitting not applied.
• MSE benefits only if seller validated online in GeM profile and approved by Buyer after document evaluation.

Work and location

Mechanised cleaning / housekeeping contract at Thakurganj (TKG) Railway Station, Katihar Division, N.F. Railway, for three years.

• Item category on GeM: Custom Bid for Services - Mechanized Cleaning Contract at TKG station for the period of 03 years; Similar Category: Hiring of Sanitation Service - Manpower Based Model.
• Special Conditions cover platforms, offices, waiting rooms, retiring rooms, dormitories, passages, open space, water closets, circulating area, FOB, tracks/aprons, drains, garbage disposal, pest/rodent control etc.

Manpower deployment

Housekeeping staff (Unskilled) 13 Nos including RG/LR and Supervisor (Semi-skilled) 01 No.

• Station-wise: TKG (Area-C) 11 labour + 1 supervisor; RG/LR 2 labour; total 13 labour + 1 supervisor.
• GPS-based biometric attendance mandatory at beginning and end of shift; face attendance device specified in Annexure-V.
• Uniforms and PPE free of cost to staff as per Annexure-VIII.

Areas, frequencies and deliverables

Annexure-IV sets station areas/frequencies; Annexure-V machines and Annexure-VI consumables are mandatory minimums.

• Key areas (illustrative): PF 1 & 2 incl. finishes ~12,927.6 sqm (M-2,E-2 sweeping/dry mopping/garbage); offices 800 sqm; waiting hall 34 sqm; FOB 790 sqm; circulating area 1,800 sqm; track rag picking/pest control 5,400 sqm (3 times/week); drains 600 sqm (3 times/week); garbage collection & disposal entire premises.
• Minimum machines at station: Scrubber & Drier width 350 mm (1); High Pressure Water Jet 150 Bars single phase (1); Attendance device touchless face system (1).
• Dustbins with black trash bags; empty frequently; dispose sealed garbage to nominated dumping yard observing Solid Waste Management Rules 2015 and Plastic Waste Management Rules 2016.
• Daily geo-tagged, time-stamped cleaning photos to be uploaded to Google Drive by supervisor.
• Additional building up to 10% of work within station premises cleaned at no extra cost; above 10% variation applicable.
• Quantity: Project / Lumpsum Based – 1.

Standards and governing conditions

Work evaluated by Daily Scorecard; IR GCCS-2018 applies where tender is silent; labour codes/minimum wages mandatory.

• Cleaning equipment should be of ISI standard; free water and electricity for cleaning operations (misuse penalised).
• Buyer-added clause: IR GCCS-2018 with modifications applies where no specific provision in contract agreement.
• Legal jurisdiction: District court of Katihar, Bihar.

Submission mode and portal

Online e-bid only on www.gem.gov.in before bid end date/time; manual offers not accepted.

• Contractors must register on GeM with Class III digital signature certificates.
• Two Packet Bid: technical packet and financial packet; rates only in GeM financial bid space — any rate/cost hint in technical bid leads to summary rejection.
• All required documents attached/uploaded should be signed digitally/physically with seal; each credential page self-attested/digitally signed with signature, stamp and date.
• No documents/credentials accepted after bid opening except clarifications confined to already-submitted material via GeM (2 days technical clarification window).
• Physical submission of documents as a pre-requisite to qualify is disallowed as an ATC practice on GeM (bid would be treated null & void if mandated); no physical original submission deadline is prescribed in this tender.
• Documents uploaded by bidders are shown to other participated bidders after login.

Authorisation to sign the bid

Offer must be submitted by a legally authorised individual with supporting PoA/board resolution as applicable to firm type.

• Covers proprietorship, partnership, company, co-operative society; JV not applicable.
• Unregistered partnership: all partners or attorney authorised by all partners must sign.

No corrigendum / addendum found

The document set contains no corrigendum or addendum amending dates, values or conditions; original GeM bid dated 13-07-2026 and ATC attachments apply as issued.

• Files present are bid document, ATC/tender booklet (uploaded thrice as identical PDFs), GeMARPTS, custom-bid undertaking, and GeM GTC — none is a corrigendum.
• ATC itself states corrigendum, if any, will be on the website and bidders should check before submitting.

Values that finally apply (no amendments)

Final operative values remain those in the original bid/ATC: bid end 04-08-2026 12:00; opening 04-08-2026 12:30; validity 180 days; estimated value Rs. 1,13,75,677.68; EMD Rs. 2,06,900; ePBG/PG 5% for 40 months; contract 3 years.

Turnover criterion: GeM 57 Lakh average vs ATC 1.5× bid value aggregate

GeM Bid Details require Minimum Average Annual Turnover 57 Lakh (3 years), while ATC T1 requires aggregate turnover not less than 1.5× advertised bid value (~Rs. 1.71 Cr) over last three FYs + current FY.

• Buyer-added clause states that on discrepancy between tender documents and GeM bid documents, tender documents prevail — so ATC 1.5× aggregate / Annexure-B eligibility floor should be treated as operative, but GeM portal validation may still show 57 Lakh.
• Bidders should clarify which figure the portal/evaluation will enforce.

Past experience: GeM 3 years vs ATC 35% single similar contract

GeM states 3 years past experience required for same/similar service; ATC minimum eligibility is one similar contract ≥35% of advertised value in last 3 FYs + current FY, with Annexure-B also scoring years in operation from 1 year upward.

• These are not identical tests; a bidder could satisfy one framing and not the other depending on evaluation approach.
• Tender documents prevail on discrepancy per buyer-added SOW clause.

EMD instrument / payment mode

ATC NIT requires online GeM payment only and rejects manual/offline EMD, while GeM bid allows surety bond and Part-I GCC lists DR/PO/DD instruments.

• Operative practical path is GeM online EMD unless portal specifically enables surety bond; bank instrument language appears residual from GCC template.

Offer validity period wording

GeM validity is 180 days from Bid End Date; ATC NIT/Part-I say 180 days from date of opening; the same Part-I also says keep offer open for a minimum of 60 days.

• 180 days is consistently stated on GeM and main ATC validity clause; the 60-day sentence appears as an inconsistent residual GCC line.
• Because bid end and opening are the same calendar day (04-08-2026), 180 days from end date vs opening is practically aligned for this tender.

Station coverage in GeMARPTS/undertaking vs bid scope

GeMARPTS/undertaking search strings refer to TKG, BORA & HDB stations, but the bid/NIT/Annexures scope only Thakurganj (TKG).

• Treat operative scope as TKG only as per NIT, Annexure-IV and Annexure-D; multi-station wording is only in category-availability paperwork.

Manpower count presentation

NIT/Annexure-D state 13 unskilled + 1 supervisor including RG/LR; Annexure-IV footer says Total housekeeping staff-11 & supervisors-1; manpower table reconciles as 11+2 RG/LR + 1 supervisor.

• Not a true quantity conflict once RG/LR is included, but Annexure-IV footer is easy to misread as only 11 staff.

Penalty amount wording inconsistencies

Several penalty clauses state a figure that does not match the parenthetical words (e.g., Rs 700/- written as Seven Hundred Fifty; Rs 800/- as Eight Hundred fifty).

• Numeric figure and words conflict; bidders should seek clarification which amount will be enforced.

Which turnover test will evaluation enforce?

Ask buyer to confirm whether GeM's Rs. 57 Lakh average annual turnover or ATC's 1.5× bid-value aggregate (~Rs. 1.71 Cr) is the pass/fail criterion on portal and in TC evaluation.

• Also confirm whether MSE 'complete' turnover relaxation on GeM overrides ATC T1/Annexure-B 1.5× floor.

Does MSE complete experience relaxation override the 35% similar-work rule?

Seek written confirmation whether MSE exemption from GeM Experience Criteria also waives ATC Clause 3.A 35% similar-contract eligibility and Annexure-B previous-work scoring inputs.

• Material to bid/no-bid for MSEs without a 35% station-cleaning credential.

EMD mode actually accepted on this bid

Confirm whether only GeM online EMD is accepted, or surety bond / DD/PO/DR instruments listed in GCC are also acceptable before bid end.

Service charge / % quote structure and wage risk

Clarify whether bidders quote a single % above/below the full Rs. 1.13 Cr package (already embedding 3.85% service charge) and how mid-contract CLC wage revisions are compensated.

• Annexure-D builds in Service Charge @ 3.85%; unclear if quoting below par is allowed to erode statutory wage components.
• No explicit price-variation clause for minimum-wage hikes is identified in the extracted payment/scope sections beyond general GCC PVC language elsewhere.

Penalty figure vs words and PG interest rate

Request correction/confirmation of numeric vs word mismatches for manpower shortage fines and PG delayed-submission interest (15% vs 'Fifty percent').

Scorecard-linked payment deductions and hard performance regime

Daily Scorecard can wipe out daily payment below 60% score and impose steep percentage deductions between 60–90%, plus numerous spot fines.

• Additional fines include manpower shortage, machine downtime (Rs.1,000/machine/day), missing consumables (Rs.2,000), complaints (Rs.2,000), rodent damage (Rs.2,500), illegal dumping (Rs.25,000), open burning/SWM breach (Rs.10,000), theft (Rs.50,000 + recovery), staff strike (Rs.7,000/hour).
• Total penalty capped at 16% of contract value, but PG partial forfeiture triggers if penalties exceed 50%/75% thresholds of applicable maximum/PG.
• Below-60% daily score means no payment for that day despite deploying staff/machines.

Thin commercial margin and wage compliance risk

Package already embeds only 3.85% service charge on a minimum-wage-heavy bill; quoting too low risks summary rejection or loss-making statutory compliance.

• Wages alone are ~Rs. 1.01 Cr of ~Rs. 1.14 Cr total; contractor must pay CLC minimum wages, EPF 13%, ESIC 3.25%, and may fund bonus first before reimbursement.
• No cash salary permitted except exceptional cases; monthly bank/EPF/ESIC proofs required for bill processing — payment delay risk if documentation incomplete.

PG submission timeline and debarment exposure

Failure to submit 5% PG within 90 days of LOA terminates contract, forfeits EMD and debars from re-tender; rescission debars firm/partners for 2 years.

• Penal interest 15% p.a. after day 30; PG required in four separate parts.
• False affidavit can trigger up to 5-year business ban and forfeiture of bid security/SD/PG.

Unilateral variation / termination and site risks

Buyer may vary quantity/duration up to 25%; Railway may postpone/close work without claim; additional built-up area up to 10% cleaned free; conditional offers rejected.

• Item-wise quantities approximate with no guarantee of execution of each schedule item.
• Contractor bears housing for staff, machine ownership/maintenance, free-issue electricity/water misuse risk, and indemnity for accidents.
• In emergency, personnel may be shifted to neighbouring station without extra claim.

Eligibility documentation strictness

Missing/incorrect Annexure-A affidavit or other mandatory credentials can cause summary rejection; no post-opening document top-up.

• Technical score <60 eliminates financial bid entirely even if lowest price.
• ISO triad or IMS is hard gate on opening date.

Inviting authority / buyer organisation

North East Frontier Railway, Katihar Division, acting for President of India through Sr. DCM/KIR.

• Ministry/State: Ministry Of Railways; Department: Indian Railways; Organisation/Office: North East Frontier Railway.
• Manager i.e. Sr. DCM & chief manager i.e. ADRM (as stated in ATC).
• Work inspected/supervised by respective CCMI, CHIs or other competent Railway Authority.

Consignee / reporting officer

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

• Bid digitally signed by ANOOP KUMAR SINGH on 13-Jul-2026.
• GeMARPTS also generated by Anoop Kumar Singh, Indian Railways.

Email contacts

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

• No phone numbers are printed in the bid/ATC extracts reviewed.
• Bill submission office: Sr. DCM/KIR; payment processing: Sr. DFM/KIR.
• EMD/PG beneficiary: FA AND CAO MALIGAON, N.F. Railway, Maligaon; payable at Katihar.
• No physical bid-submission address (online GeM only). GeM portal helpdesk for portal issues; Railways not responsible for portal failures.

Legal jurisdiction

District court of Katihar, Bihar, India.