Rate contract (RC) for empanelment of multiple eligible Service Providers for hiring of Commercial vehicles on Monthly basis for official use by officers/supervisor of Sonpur Divisional territory.

Special Eligibility Criteria

1. 1

   Work Experience : The bidder should have satisfactorily completed* in the last three previous financial years and the current financial year up to the date of opening of the tender, one similar single service contract** for a minimum of 35% of Estimated Eligibility Cost of the bid i.e. 1.9 Cr x 35%= 0.66 Cr. *Completed service contract includes on-going service contract subject to payment of bills amounting to at least 35% of the Estimated Eligibility Cost of the bid i.e. 1.9 Cr x 35%= 0.66 Cr. **Similar service contract means "Any independent work involving cab/Taxi (Hatchback, Sedan, Premium Sedan, SUV, MUV, Premium SUV/MUV, Luxury Sedan, Luxury SUV/MUV etc.) hiring on Regular/ occasional/Monthly/Daily/ per Km/per Hr. basis by Railways, Other Central/State Govt. organizations, PSUs, Government Banks, Public listed company." {Authority - Approved by PCMM/HQ/HJP vide letter no.- ECR- HQ0STR(P-17)/0215/2025/C.no. 332522 dtd 18.02.2026) Work experience certificate from private individual shall not be accepted. Certificate from public listed company/private company/Trusts having annual turnover of Rs 500 crore and above subject to the same being issued from their Head office by a person of the company duly enclosing his authorization by the Management for issuing such credentials. Notes •The bidder shall submit details of work executed by them in the prescribed format along with bid for the service contracts to be considered for qualification of work experience along with bid for the service contract to be considered for qualification of work experience criteria clearly indicating the nature/scope of contract, actual completion cost and actual date of completion for such contract.

   Document requiredConfirmation required
2. 2

   Financial Standing : The tenderers will be qualified only if they have minimum financial capabilities as below :-

   Document optionalConfirmation required
3. 2.1

   T1- Financial Turnover : The bidder should have an aggregate financial turn over not less than 1.5 times the Estimated Eligibility Cost during the last three previous financial years and in the current financial year up to the date of opening of the tender. The audited balance sheet reflecting financial turnover certified by chartered accountant with her stamp, signature and membership number shall be considered. {Authority: Rly Bd's L. No. 2018/Trans. Cell/Mech/Service contracts, dt 02.02.18 of ED/transformation cell/ Rly Board & GCC for services-2018; corrigendum- 1 Dtd.07.03.18} Note:-1. As per letter no. S/40/Misc./SEE/2024 dated 19.12.2025, Audited balance sheet reflecting financial turnover certified by chartered accountant with UDIN shall only be considered. 2. RB Letter no. 2016/EnHM/06/02 , Dtd 18/10/2018 will also be application for T1 Financial Turnover criteria. 3. (Required aggregate financial turn over = 9.49 X 1.5/5 = 2.85 Crs)

   Document required
4. 2.2

   T2-Liquidity : The bidder should have access to or has available liquid assets, lines of credit and other financial means to meet cash flow (liquidity) that is valued at 5% of the Estimated Eligibility Cost i.e.1.9 Crs x 5%= 0.1 Crs net of applicant's commitments for other contracts. The audited balance sheet and/or banking reference certified by chartered accountant with her stamp, signature and membership number shall be submitted by the bidder along with bid. Banking reference should contain in clear terms the amount that bank will be in a position to lend for this work to the applicant/member of the Joint Venture/Consortium. In case the Net Current Assets (as seen from the Balance Sheets) are negative, only the Banking references will be considered. Otherwise the aggregate of the Net Current Assets and submitted Banking references will be considered for working out the Liquidity(Annexure-9). The banking reference should be from a Scheduled Bank in India and it should not more than 3 months old as on date of submission of bids. {Authority: Rly. Bd's L.No.2018/Trans.Cell/ Mech/Service contracts, dt: 02.02.18 of ED/transformation cell/Rly. Board & GCC for services - 2018} Note:-Financial data for latest last five audited financial years has to be uploaded by the tenderer in Appendix- 13 of Form of Tender along with audited balance sheets. The financial data in the prescribed format shall be certified by Chartered Accountant with his stamp, signature membership number and UDIN shall only be considered. In case audited balance sheet of the last financial year is not made available by the bidder, he has to submit an affidavit certifying that "the balance sheet has actually not been audited so far". In such a case the financial data of previous "4" audited financial years will be taken into consideration for evaluation.

   Document required
5. 3

   Minimum no. of vehicle for which offer to be submitted : The tender is for concluding Rate contract (RC) for empanelment of eligible multiple service providers for hiring of vehicle of different categories and for varying use (in terms of KM and Hour) by Railways as indicated in the tender schedule and attached at Annexure-I of instruction to bidders and Special conditions of Tender. Bidders are required to submit offer for minimum 10% of total tender quantity i.e. for minimum 206 vehicles-months. Offers for less than total 206 vehicle months in total will be considered unresponsive and will be summarily rejected.

   Document optionalConfirmation required
6. 4

   Minimum Qualifying Score : Score of Bidders based on past performance parameters and Financial parameters will be calculated as per Scoring methodology attached with tender as Annexure-II of INSTRUCTION TO BIDDERS AND SPECIAL CONDITIONS OF TENDER. Minimum qualifying score is 60. Financial bids of only those firms will be opened whose score will be equal to or more than minimum qualifying score 60.

   Document optionalConfirmation required
7. 5

   Format for certificate (Annexure- A ) : Bidders have to submit Format for certificate (Annexure-A) along with the tender Document(Attached) (Undertaking for Truthfulness and Correctness of the Documents submitted/uploaded by the Tenderer along with the Tender)

   Document requiredConfirmation required

Commercial-Compliance

1. 1

   Earnest Money Deposit (EMD) : The Tenderer shall be required to deposit earnest money with the Tender for the due performance with the stipulation to keep the offer open till such date as specified in the Tender, under the conditions of Tender. The earnest money shall be as under: Earnest Money Deposit (EMD) Value Of The Work A.For works estimated to cost up to Rs.1 Cr-2% of the estimated cost of the work B.For works estimated to cost more than Rs.1 Cr-Rs 2 lakh plus ½% (half percent) of the excess of the estimated cost of work beyond Rs.1Cr Subject to a maximum of Rs.1Cr. Rs.1Cr. Note: The EMD shall be rounded to the nearest Rs.10. This earnest money shall be applicable for all modes of Tendering. Tender cost and tender security is waived off for those Micro & Small Enterprises (MSEs) Agencies which are registered with District Industry Centers, Khadi and Village Industry Commission, Khadi and Village Industries Board, COIR Board, National Small Industries Corporation, Directorate of Handicraft and Handloom, any other body specified by Ministry of MSME or Start-ups as recognized by Dept. of Industrial Policy and Promotion shall be exempted from payment of minimum EMD detailed in the bid. (a)It shall be understood that the Tender documents have been sold/issued to the Tenderer and the Tenderer is permitted to Tender in consideration of stipulation on their part, that after submitting her Tender she will not resile from her/ their offer or modify the terms and conditions thereof in a manner not acceptable to the Manager. Should the Tenderer fail to observe or comply with the said stipulation, the aforesaid amount shall be liable to be forfeited to the Railway. (b)If her Tender is accepted, this EMD mentioned in sub clause (a) above will be returned to the successful Tenderer after the submission and verification of the Performance Guarantee as per clause 4.11 of this "General Conditions of Contract for services", 2018. The EMD of other Tenderers shall, save as herein before provided, be returned to them, but the Railway shall not be responsible for any loss or depreciation that may happen thereto while in their possession, nor be liable to pay interest thereon. (c)The tenderer who claims exemption of tender cost and tender security shall submit documentary evidence for the same before the deadline of submission of tender as shown at clause of NIT. (d)The Tender Security (EMD) of the successful bidder shall be returned after the submission and verification of the Performance Guarantees as per GCC service 2018. (e)Bidders can also submit the EMD with Account Payee Demand Draft in f/o FA AND CAO,ECR,HJP payable at Hajipur. Bidder has to upload scanned copy/proof of the DD along with bid and has to ensure delivery of hard copy to the Buyer within 5 days of Bid End date / Bid Opening date. Tender security of the unsuccessful tenderers in financial opening shall be released after acceptance of the be released after acceptance of the Letter of Acceptance(LOA). (f)The Tender Security of tenderers who fail in technical evaluation shall be returned after opening of financial package and preferably within 10 days of opening of Financial bid. Tender security of the unsuccessful tenderers in financial opening shall be released after unconditional acceptance of the Letter of Acceptance(LOA) by the successful tenderer and preferably within 10 days of acceptance of LOA but railway shall not be responsible for any loss and depreciation that may happen thereto while in their possession, nor be liable to pay interest there on.

   Document optionalConfirmation required
2. 2

   Performance Guarantee(PG) : Performance Guarantee will be @ 5% of the value of work order. Earnest Money deposited by the bidder will be retained towards PG and balance amount of PG will be deducted from the contractor's running bill. No interest shall be payable on the Performance guarantee. There shall be no exemption from submission of Performance Guarantee deposit to any successful bidder.

   Document optionalConfirmation required
3. 2.1

   Return of PG : Performance Guarantee will be returned to the agency after successful completion of all contractual obligations and submission of No Claim Certificate from the nodal officer of the department.

   Document optionalConfirmation required
4. 2.2

   Forfeiture of Performance Guarantee : Railways shall be entitled and it shall be lawful on his part to forfeit the said Performance Guarantee in whole or in part in the event of any default, failure or neglect on the part of the Contractor in the fulfillment or performance in all respects of the contract under reference to the satisfaction of the Contract placement authority.

   Document optionalConfirmation required
5. 3

   Submission of Requisite Documents : Responsibility for submission of Requisite documents as mentioned in the tender rests with the bidder. In case of non-submission of requisite documents along with offer, no back reference will be made with the bidder for submission of these documents at post tender opening stage.

   Document optionalConfirmation required
6. 3.1

   Attachment of documents/certificates with offer is allowed in IREPS only after they are digitally signed by the bidder. Submission of digitally signed documents/certificates with offer will be considered as an undertaking/affidavit by the bidder that these documents are true and correct. Digital signing of the documents will be considered as self attestation of the same by the bidder/his authorized representative.

   Document optionalConfirmation required
7. 4

   Payment Terms : Payment will be made on monthly basis for the vehicle hired for which the Contractor will submit on account bill. Bill will be passed by the Nodal officer of the department/official authorized by the nodal officer (not below the gazette rank). Payment will be made to the Contractor by the office of the Sr. DFM/ECR/SEE.

   Document optionalConfirmation required
8. 4.1

   If the vehicle is not used for the whole month then payment shall be made on pro-rata basis for the number of days in the month for which the vehicle will be used.

   Document optionalConfirmation required
9. 5

   Purchase Preference to MSE Bidders : MSE bidders whose bids are technically suitable and quote a price within price band of L1 + 15% shall be considered for Ward of contract at the price of L1 bidder, in a situation where L1 price is from other than a MSE. Such MSEs can be together ordered up to 25% of the tendered quantity. Out of the 25% quantity, ordering on MSEs owned by Scheduled Caste/ Scheduled Tribe (SC/ST) Entrepreneurs for 4% and on MSE owned by women for 3% will be considered.

   Document optionalConfirmation required
10. 6

    Declaration for bankruptcy/debarment : Bidders are requested to attach followings self-declaration certificates at the time of submission of bid with mentioning date that (a) I/We am/are not under liquidation, court receivership or similar proceedings and also not declared bankrupt by any agency (b) The bidder should not have been blacklisted or debarred by any Central/State Government/Agency or Central/State Government public sector/under taking.

    Document requiredConfirmation required
11. 7

    Please enter the percentage of local content in the material being offered. Please enter 0 for fully imported items, and 100 for fully indigenous items. The definition and calculation of local content shall be in accordance with the Make in India policy as incorporated in the tender conditions.

    Document optional

General Instructions

1. 1

   Rate Contract (RC) : The tender is for concluding Rate Contracts (RC) for empanelment of eligible multiple Service Providers for hiring of Commercial vehicles on Monthly basis for official use by officers of ECR SEE. It is intended to empanel approximately Three to five numbers of Service Providers. Detailed requirement of different types of Vehicles with monthly Km and Hrs. of use are mentioned in the Tender Document (Notice Inviting Tender). Detailed requirement of vehicles is also attached in Annexure- I of Instruction to Bidders and Special Conditions of Tender.
2. 2

   This is a Two Packet System Tender.
3. 3

   Types of vehicles required with Km and Hours of run have been mentioned in the NIT/Tender document as well as in Annexure-I of INSTRUCTION TO BIDDERS AND SPECIAL CONDITION OF TENDER attached with the tender.
4. 4

   GST : Bidders to indicate the HSN code/SAC (Services Accounting Code) of the tendered service along with their GST registration number in their offer.
5. 5

   Submission of Udyam Registration Certificates by MSEs : Bidders desirous to avail Purchase Preference as MSE will be required to enclose udyam Registration Certificate with their offer.
6. 6

   Type of Vehicle to be Hired : Hiring of vehicle will be for the period and place defined in the tender. AC and/or Non-AC vehicles will be hired as per tender. Location for providing vehicles/Type and Category of vehicle/AC or Non-AC vehicle will be advised in the work order.
7. 7

   Financial Bid : Financial bids of only those firms will be opened whose technical bids will be evaluated as acceptable and who secure minimum qualifying score of 60 or more as per scoring methodology (Annexure-II to INSTRUCTION TO BIDDERS AND SPECIAL CONDITIONS OF TENDER may be referred).
8. 8

   Grievance redressal : Any grievance related to the operation of the contract shall be brought to the notice of the nodal officer of the department. The grievance will be addressed by a committee consisting of two officers i.e. the Sr. DMM/SEE and one other officer nominated by ADRM/SEE.
9. 9

   For any Query pertaining to the tender case, bidders may contact on Gmail id- [email protected].

1. 1

   Validity of Offer: No deviation from the offer validity period stipulated in the tender is permitted.

2. 2

   Price Variation Clause: No deviation from the Price Variation Clause stipulated in the tender is permitted.