Pest and rodent control in Railway Coaches

1. GOVERNMENT OF INDIA
MINISTRY OF RAILWAYS
(RAILWAY BOARD)
The Chief Mechanical Engineers,
All Indian Railways.
Executive Director/Carriage
RDSO, Lucknow
Executive Director,
. CAMTECH, Gwalior
Sub: Prevention and control of Pests & Rodents in Trains.
Ref: Board's letter of even No. dated 17.02.10
With the prime objective of controlling the menace of pest and rodent in
trains, arising out of the experience gained through the trials with the professional
agencies, Board (MM) constituted a Committee to frame' model guidelines for
effective pest and rodent control measures including "model conditions of
contract" for uniform and effective implementation through open tenders on all
the Ra.ilways.
2. Broadly based on the Committee's report, a model tender schedule has
been drawn up for pest and rodent control in passenger coaches as also for
rodent control in the coaching depots yards and premises. The enclosed Model
Tender Document, to be .f1oatedfor a period of three years under a two packet
system, details comprehensive guidelines for eligibility criteria. resource
specifications, frequency and methodology of treatment and performance
monitoring etc.
3.· All reserved coaches (both AC and non-AC) and pantry cars shall be
covered under the ambit of pest and rodent control in trains. Based on local
conditions and the levels of infestations, Railways may also consider providing
the treatment in unreserved coaches. •
4. Passengers need to be informed about the measures taken for pest and
rodent control. A link may be provided on the website for registering complaints
on this account and a suitable mechanism must be put in place to collect
consumer response regarding the quality of service in rakes taken up for
pest/rodent control.

2. 5. Minor changes in the tender schedule, considered absolutely necessary
owing to local conditions, may be made only with the personal approval of the
CME and with the concurrence of the Associate Finance.
This issues with the approval of Board (MM & FC) and concurrence of the
Finance Directorate of Ministry of Railways.
t
~,
(ArvilMt'Rautiyal)
Director Mech Engg (Coaching)
. Railway Board
Copy forwarded for information to FA&CAOs, All Zonal Railways.
~'1'
for Financial ~~~ioner/RailWayS

3. (Address)
TENDER NOTICE NO. DRM.Mech._file nO. dated _
Divisional Railway Manager (Mechanical), Railway, address for and
on behalf of The President of India, invites open tenders (Two packet system comprising Technical and Financial
Bids) in sealed covers from the reputed contractors on prescribed form up to 15.00 hrs on opening day as per
details mentioned below:
Approximate
Cost of
Cost of the Date of Contract
Name of Work EMD Tender Validity
Work Opening Period
form
Pest & Rodent Control in Approximate total Rs Rs 90 days Three
Railway passenger cost for 3 years. __ I- I- (Date) at years
coaches maintained at Rs 1- hrs
coaching
--
depots of Division,
Railway
AND
Rodent control in
coaching depot yards and
premises
Prescribed tender forms can be obtained from the office of the undersigned on all working days up to 17.00 hrs on
cash payment of the cost of tender form (non-refundable). If the tender form is obtained from the office of the
undersigned, the cost of the tender form should be paid in cash with Chief Cashier, Railway, (Address)
or Divisional Pay Master, __ Railway, (Address) or with Station Manager I Station Master of any station of
___ Railway.
The tender form shall also be displayed on website at www.tenders.gov.in If the tender form is downloaded from
the website, the payment towards cost of tender form must be made in the form of DEMAND DRAFT issued by
any Nationalized Bank in favour of Sr. Divisional Finance Manager/ Railway/ (Division). The
Demand draft should be enclosed along with the tender documents submitted by the tenderer(s).
The Earnest Money Deposit (EMD) should be in cash or in the form of deposit receipts, pay orders or demand
drafts executed by State Bank of India or any of the Nationalized Banks or by the Scheduled bank.
Sale of tender forms will be closed at 17.00 hrs. one day before the tender opening date. Tenderer(s), who want
to be present at the time of opening of tenders, may do so.
(a) Total Contract amount received during the last three years and in the current financial year upto the date of
tender opening, should be minimum 150% of the advertised tender value of work. Tenderer(s) shall submit
documents to this effect, in the form of attested certificates from employerlclient, audited balance sheet duly
certified by Chartered Accountant

4. (b) The tenderer should have, in the last three years and the current financial year upto the date of tender
opening, completed at least one similar single work for a minimum value of 35% of the annual value of this
advertised tender.
The tenderer should have, in the last three years and the current financial year upto the date of tender opening,
received payment of at least 35% of the annual value of this advertised tender against uninterrupted and
satisfactory execution of an ongoing similar pest and rodent control contract.
Similar work implies' "pest and rodent control work executed in Rai/way coaches/Station premises, registered
housing societies, warehouses, godowns & reputed hotels etc. "
(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contract should not exceed more
than 7% of the contract value. Confirmation and documentary evidence must be submitted by the tenderer
duly verified by the Agency that had awarded the contract.
Tenderer(s) should submit the following documents along with the tender document: (a) List of works of
similar nature ongoing/completed in the qualifying period (Le. current year and three previous financial years)
giving description of work, organization for whom executed, approximate value of contract at the time of award,
payment received in the qualifying period, date of award and date of scheduled completion of work. Date of actual
start, actual completion and final value of contract should also be given. In case of ongoing contracts, date of
commencement of contract and the date the contract period will be completed should be mentioned with.
Supporting documents / certificates from the organizations for which the tenderer(s) have worked should be
enclosed. The authorized signatory of the organization should sign the certificates submitted by the tenderer(s).
Certificates from private individuals for whom such works were executed will not be accepted. (b) As proof of the
total contract amount received during the qualifying period (Le. current year and three previous financial years),
tenderer(s) shall submit documents in the form of attested certificates from employer/client or, audited balance
sheet duly certified by Chartered Accountant (c) List of works on hand indicating description of work, contract
value, approximate value of balance work yet to be done and date of award. (d) List of personnel organization
available on hand and proposed to be engaged for the subject work (e) Details of Infrastructure, Plant and
Machinery, agreements with reputed pesticide manufacturers to indicate capability of supplying quality pesticides.
Further details are given in tender schedule which
Sr.DME __ /Sr.CDO or downloaded from website.

5. Pa~es
SrNo Contents
From To .
1 Notice Inviting Tender
2 Index
3 Important notes for intending tenderer(s)
4 Part I: System of Tendering
5 Part II: Conditions of Contract
6. Part III: Scope of work
7 Annexure A: Broad methodology of measuring the level of infestation
8 Annexure B: Acceptance I Deviation schedule
9 Annexure C: Details of coaches
10 Annexure D: Financial Bid
11 Annexure E: Mandate form for EFT I NEFT

6. Please ensure that:
1. You have signed the offer page with full name, address and witness filling all the blanks.
2. You have filled in the required column's.
3. You have accepted the validity period of 90 days.
4. You have not quoted special conditions of your own, as they are likely to vitiate your
tender and make it prone to rejection.
5. You have signed all pages, correction neatly scored out and initialed wherever required.
6. Please do not leave any blanks, which may lead to declaration of your offer as INVALID.
7. Tenders must be enclosed in a sealed cover super-scribed with the specified Tender
number and must be deposited in the special box allotted for the purpose at the office of
Sr.DME (division) (Address). Alternatively, the tenders
can be sent by registered post to the above addres.s so as to reach not later than the
specified time of sealing the tender box on the day of tender opening.
8. The tender box shall be sealed and opened at the specified timings on the day of
opening as detailed in the tender notice and corrigendum, if any, thereof.
9. Precaution to be observed for downloading of Tender Document from
InternetJWebsite/Additional Special Conditions:
i. These additional special conditions are applicable to tender document and
considered as part of it, which is downloaded from Internet I website.
ii. Tenderer(s) may note that permitting of downloading of tender document is an
added facility for the convenience of Tenderer(s). In case of download failure I delay
or, if incomplete tender document is downloaded, whatsoever, Railways shall not be
responsible in any way. Railways shall not be responsible for any direct I indirect
loss of business I profit resulting from inability to use this facility.
iii. Tenderer(s) shall download & print the Tender document solely for the purpose of
bidding for the above work and downloaded document shall not be used, copied or
reproduced for any other purpose.
iv. The end of tender document is indicated by "END OF TENDER DOCUMENT
marker. Tenderer(s) should carefully see that above marker appears on the last
page of downloaded tender document so as to ,ensure that downloaded document is
complete. Tenderer(s) are suggested to check the integrity and completeness of
document before submission.
v. The tender document downloaded from website though does not bear signature of
Railway authority, shall have same authority as the tender document directly
purchased from the office of Sr.DME (division). Tenderer(s) while
submitting their offer must sign all pages of the tender document.

7. vi. The downloaded and printed tender document along with the various other
documents. should be submitted as per details mentioned in the tender document.
The tenderer(s) should clearly write on the main tender cover and also on the top of
the sealed cover "Tender documents downloaded from website".
vii. Tenderer(s) are required to pay non-refundable cost of tender document in the form
prescribed in the tender notice white submitting their offer. In case they fail to furnish
the requisite cost of tender document in prescribed form, their offer shall be rejected.
The cost of EMD shall not be merged with cost of tender form and shall be
separately furnished.
viii. Tenderer(s) shall maintain the integrity of downloaded tender document and shall
not make any changeladdition/deletion/tampering, whatsoever, in the downloaded
documents. The tenderer(s) offer shall be rejected and full earnest money shall be
forfeited, in case it is detected after submission of offer, that they have made any
modification in the downloaded document. In case such modification is noticed even
after award of contract, Railways is liable to terminate the contract on contractor's
default. In addition Railways reserves the right· to take other action against the
contractor as deemed fit, which may include banning of business dealings with the
firm and the firm is also liable to be prosecuted as. per the law. After award of work,
agreement will be prepared based on the master copy of tender document available
in the office of Sr.DME (division). In case, any discrepancy is noted in the
tender document submitted by the tenderer(s), the Master document kept with
Railways shall prevail and the decision of Railways thereon shall be final and binding
on T enderer/Contractor.
ix. Tenderer(s) shall print the tender document on good quality A4 size paper of
thickness 75 GSM or above and the printed document shall be clearly legible. The
document shall be properly bound and page numbers shall be in serial order as
mentioned in the downloaded documents. Tenderer(s) shall not be reimbursed with
the cost of stationery, printing and binding, etc. Offer of Tenderer(s) is liable to be
rejected by Railways, if the tender document is not printed or bound as per above
instructions. Further, Tenderer(s) shall bear expenses of internet connection and
telephone charges. if any, for downloading of the tender document.
x. All offers in the prescribed form should be submitted in Two-Packet system. One
packet shall be called "Technical Bid" and the other packet be called "Financial Bid".
These shall be separately sealed in individual envelope distinctly marked as
Technical Bid and Financial Bid in Bold letters. The two envelopes shall be put in
one common envelope duly sealed and super scribed on top Tender No & Due date.
Tenders not complying with these instructions shall be summarily rejected.
xi. The tender documents duly completed in all respects shall be submitted in a sealed
cover addressed to Senior Divisional Mechanical Engineer (Division,
Address). The tender shall be dropped in the Tender Box kept for the purpose in
said office before the date and time indicated above.

8. xii. All offers shall be submitted before the time and date fixed for the receipt of the
offers as.~et forth in the tender papers. Offers received after the stipulated time and
date are liable to be rejected.
xiii. Tenderer(s) shall keep themselves updated about any modification in the tender
notice and tender document, issued by Railways through newspapers, website or e-
mail or any other means and shall act accordingly. It is the responsibility of the
Tenderer(s) to check if any corrections or modifications are published subsequently
on the Website and the same shall be taken into account while submitting the
tender. The offer of the Tenderer(s) is liable to be rejected if they do not enclose all
the corrections / corrigendum along with the downloaded tender documents.
xiv. The "Additional Conditions for Tender Document downloaded from Website" must be
signed by the Tenderer(s) and enclosed along with the Tender document failing
which the tender is liable to be rejected.
Note:
i. Tenderer(s) may carefully note that his/their Contract.Agreement for this work is liable to
be terminated at any time later, in case any of the information furnished by them is found
to be untrue or any adverse points come to light subsequently. The decision of Railway in
this regard shall be final and binding.
ii. The tender documents are not transferable and the cost of the tender document is also
not refundable.
iii. Railway reserves the right to reject conditional tenders summarily without assigning any
reasons whatsoever.
. iv. Non-compliance with any of the conditions set forth herein above is liable to result in the
tender being rejected.
v. The tender forms not accompanied with proper Earnest Money will be summarily rejected.
vi. Tender documents duly completed in all respects shall be dropped in the Tender Box kept
for the purpose in the office of Senior Divisional Mechanical Engineer _
(Division, Address) before the date and time indicated above.
vii. Decision of the Senior Divisional Mechanical Engineer (Division, Address)
regarding the acceptability of the scheme shall be final and binding. However, within the
framework of the scheme as submitted by the tenderer & acceptable to Railways, the
Railway can effect suitable modifications to details as necessitated by the provision of
various codes, manuals, reference etc.
viii. Any other information required by the tenderer can be obtained from the office of Senior
Divisional Mechanical Engineer (Division) during the working hours.
ix. Contractors who download tender document from website shall make following
declaration:
I/We have downloaded the tender document from the website and l!We have not
tampered/modified the tender forms in any manner. In case the document is found to be
tampered/ modified, I/We understand that my/our tender is liable to be rejected and full earnest
money deposit will be forfeited and I/We am/are liable to be banned from doing business with
Railways and/or prosecuted.

9. Two packet system of tendering shall be adopted for this work and the renderers shall submit
their bids in following two parts: (A) Technical bid & (8) Financial bid
A. Technical Bid: shall consist of
i. EMD
ii. Documents in support of fulfilment of the laid down ELIGIBILITY CRITERION as under:
(a) Total Contract amount received during the last three years and in the current financial
year upto the date of tender opening, should be minimum 150% of the advertised tender
value of work. Tenderer(s) shall submit documents to this effect, in the form of attested
certificates from employer/client, audited balance sheet duly certified by Chartered
Accountant
(b) The tenderer should have, in the last three years and the current financial year upto
the date of tender opening, completed at least one similar single work for a minimum
value of 35% of the annual value of this advertised tender.
OR
The tenderer should have, in the last three years and the current financial year upto
the date of tender opening, received payment of at least 35% of the annual value of
this advertised tender against uninterrupted and satisfactory execution of an ongoing
similar pest and rodent control contract.
Similar work implies "pest and rodent control work executed in Railway
coaches/Station premises, registered housing societies, warehouses, godowns &
reputed hotels etc."
(c) Total penalty imposed for unsatisfactory performance in the similar qualifying contract
should not exceed more than 7% of the contract value. Confirmation and documentary
evidence must be submitted by the tenderer duly verified by the Agency that had
awarded the contract.
iii. As proof of the total contract amount received during the qualifying period (Le. current year
and three previous financial years), tenderer(s) shall submit documents in the form of
attested certificates from employer/client, audited balance sheet dUly certified by Chartered
Accountant, TDS certificates or annual income tax returns filed with Income Tax
Department. Tenderer shall submit bills and other verifiable documents from organizations
for which they have executed pest and rodent control contracts for establishing that they
fulfil the technical eligibility criteria. Railways reserve the right to seek independent
confirmation from these organizations or from any other source.
iv. List of works completed in the qualifying period (Le. current year and three previous
financial years, Annexure ~ giving description of work, organization for whom executed,
approximate value of contract at the time of award, payme!1t received in the qualifying
period, date of award and date of scheduled completion of work. Date of actual start, actual
completion and final value of contract should also be given.
Supporting documents / certificates from the organizations for which the tenderer(s) have
worked should be enclosed. The authorized signatory of the organization should sign the
certificates submitted by the tenderer(s). Certificates from private individuals for whom such
works were executed will not be accepted.

10. v. List of works on hand indicating description of work, contract value, and approximate value
of balance work yet to be done till date of tender opening.
vi. List of personnel and the organization proposed to be engaged for the subject work along
with their qualifications.
vii. List of various machines / equipment proposed to be supplied and commissioned by the
tenderer. Detailed specifications of these machines / equipment, OEM's catalogues, etc.
are to be enclosed.
viii. List of manpower and site supervisor trained by recognised institutes like CFTRI Mysore,
Indian Grain Storage Institute, National Plant Protection Training Institute etc. should be
supplied along with the technical bid. The proof of site supervisor being a life science or
agriculture graduate should be submitted.
ix. The clause by clause acceptance and deviation schedule as per Annexure B.
x. The tenderer must establish that he follows all Labour Laws and makes payment to his staff
in accordance with relevant Acts through documentary evidence like copy of returns filed
for PF, ESI code no. etc.
xi. The Contractor should provide satisfactory evidence, acceptable to the Railways, to
establish that:
a. He is a reputed firm / contractor who regularly undertakes the works similar to the
subject tender and has adequate technical knowledge and experience.
b. He has an established proper supervisory control organization to ensure that there
shall be adequate control at all stages of execution of the contract.
xii. The Contractor shall be industry leader possessing complete technical know-how of pest
control treatment including but not limited to anti-cockroach treatment, anti bedbugs, anti
rodent treatment and other disinfestations/ pest control treatments. Proof to substantiate
this shall be enclosed along with tender.
Note:
This work is for comprehensive pest/rodent control treatment in the coaches homed in
various coaching depots and also rodent control in the identified area of the coaching
depots. Contractor may therefore visit the coaching depot (s) to familiarise himself with the
system of operations and maintenance of coaches, levels of infestation of pest and rodents
in coaches/yards etc. and the primary maintenance schedules in the pit lines/lie-over (idling
Time) of empty rakes during which the pest/rodent control treatment is to be carried out in
the coaches/rakes, and plan the treatments accordingly. The contractor shall ensure that at
no stage because of the treatment, any harm is caused to the passengers/ Railway staff.
B. Financial bid: shall consist of schedule of rates as per prescribed formats given in
Annexure '0'. Contractor shall quote rates against every item. Only those contractors
shall qualify to participate in Financial Bid opening, whose Technical Bids have been
accepted and have met all conditions prescribed in eligibility criteria of the tender.

11. PART -II: CONDITIONS OF CONTRACT
1. The SCC and the GCC: These Special conditions of contract (SCC) (along with
Specifications of work and other conditions as contained in this Tender Document) shall
be read together with the terms and conditions incorporated in this tender document and
the General Conditions of Contract (GCC) of Railways. Should there be any conflict
between the provisions of the SCC (along with Specifications of work and other conditions
as contained in this tender document) hereof and that of the GCC the import of the former
I
shall prevail over the latter.
2. The coaches can be offered for pest / rodent control at coaching depots /
pit lines of Division, Railway. The approximate number of coaches
based in different coaching depots is as indicated in Annexure C.
4, The quantity of coaches as mentioned in the tender is only approximate and can vary
(increase / decrease) due to operational and other unforeseen circumstances.
5. The pest control treatment shall include cockroaches, bedbugs, mosquitoes etc. while the
rodent control shall include mice & other rodents etc., which cause discomfort to the
traveling passengers.
S. No. T e of coach
1. AC Coaches & Pant Cars
2. Reserved Non-AC coaches
The Pest Control Operators/Contractors shall be required to use only those chemicals /
pesticides that have been approved for the household purpose by "Central Insecticides
Board and Registration Committee" under the provision of Insecticides Rules 1971
framed under Insecticides Act 1968.They must however undertake changes in the
chemicals quarterly so that insects do not acquire immunity for a particular type of
chemical. They shall also submit detailed plan and methodology towards this end.
(i) The chemicals (also with brand names) proposed for the pest control treatment.
(ii) Concentration of the solution (dilution ratio etc.).
(iii) Dose (quantity)/coach/treatment for different categories of coaches.

12. Arising out of the experience in this tender, the most effective combination of
chemicals/treatment shall only be stipulated for the subsequent tenders. Bidders
are accordingly expected to offer the most effective treatment solution.
The contractor must also ensure the following and submit documents in support,
wherever applicable:
(i) The pest control operation should at no time violate the provisions of the Insecticides
Act, 1968 and Insecticides Rules 1971 and lor any other relevant Law and Rules as
framed by Government of India, State Government or Local Bodies.
(ii) The pest control operations shall be done only by agencies, which have been approved
by the Plant Protection Officers of the concerned state's agriculture department or
Central Insecticides Board and Registration Committee (CIB&RC), Faridabad. The
PPOs are available at the district/division level
(iii) The pest control operators/agencies should provide an attested copy of their license in
the prescribed form with clear endorsement for permission to carry out commercial and
domestic pest control. The license should not be only for selling, exhibiting and
stocking insecticides. Their license should be valid for the entire duration of their
contract with Railways.
S. No. T e of coach
1. AC Coaches & Pant Cars
2. Reserved Non-AC coaches
i) For the rodent control treatment as per the above-noted frequency, food based
attractant Glue Boards of reputed make shall be provided in the coaches during
their primary maintenance schedule as under:
Coach T pe No. of Glue Boards to be laced
I AC Coach One in each cabin, coupe, attendant cubicle and electrical
control anel
4 Nos. in passenger compartment and 1 in Electrical
control anel
Pant Cars 6 Nos.
Reserved non-AC coaches 4 Nos. in assen
ii) The Glue Boards shall be taken off from the coaches at the end of primary
maintenance schedule and it shall be ensured that rats/rodents trapped in the Glue
Boards are removed before the departure of the train. The disposal of such
deadllive rats/rodents must not cause any health /environmental hazard.
iii) Two Nos. of glue boards shall continue to remain in each of the I AC/AC-2Tier
coach and pantry car for the entire leg of the onwardlreturn journey for
requirements enroute/ at the other end terminals.
iv) The contractor shall also provide 2 Glue Boards per train rake to the escorting
staff/Executive Housekeeper of the agency providing on Board housekeeping/
coach attendant to attend to specific requirements/complaints enroute.

13. The glue Boards must be replaced whenever they become unusable/ineffective for
trapping rodents.
Other devices/implements as deemed fit by the contractor, such as rat traps,
guards on cables going from underneath of coach flooring to inside of the coach,
ultrasonic devices etc. may also be used in addition in order to eliminate
rodents/rats from the coaches.
i) The identified area of the coaching depot(s) for rodent control Le., pit lines, stabling lines
and adjoining yard etc. is indicated in Annexure C-1. The rodent control programme in
the identified area of the coaching depot yard, pit lines and premises will require
integrating several control methods to be implemented in a planned manner by
highly trained and experienced technical personnel. The treatment should commence
with strategic placement of baits to bring the infestation under control. A constant vigil
on population of rodents would be necessary.
ii) The following methodology and guidelines should generally be followed for rodent
control in pit lines/ coaching depot yard:
a) On commencement of the contract, on the 1st day, representative of the
contractor and Railway shall jointly survey the entire area to locate pockets of
high, medium and low density burrows and the Contractor shall simultaneously
plug all the burrows with soil and stone. The objective of this exercise is to
identify and distinguish active burrows from the dormant ones so as to prevent
the use of chemicals in excess. Special monitoring and treatment should be
carried out for the high density areas/zones.
b) On next day the burrows which are found open by rodents shall be termed as
active bul'IDJlS
and these burrows shall be treated with aluminum phosphide (or
equivalent) fumigant tablets and laced food attractant baits.
c) During the 1st month, burrow fumigation treatment should be done on weekly
basis and baiting shall be done on daily basis.
d) From 2nd month onwards, baiting should be done on fortnightly basis or as
and when required. Burrow fumigation treatment should also be done on
monthly basis or as & when required.
e) All dead rats / rodents found shall be disposed off suitably on the same day by
the contractor. The disposal of such dead/live rats/rodents must not cause any
health /environmental hazard.
7. (a) A maximum tolerance of + 7 days shall be provided in the frequency of pest/rodent
control treatment in coaches to take care of operational exigencies and disturbance
of coaches in the rake links etc. In case, for some reasons the coach does not
return to the primary coaching depot by the designated due time for treatment
including the tolerance (including booking of the coach to the Workshops for
maintenance schedules etc.), no penalty shall be imposed on the contractor.
However, the coach shall be treated immediately on arrival, before being permitted in
the train services from the primary depot/station.
(b)The contractor must adhere to the specified frequency of treatment for rodent control
in coaching depot yards/pit lines and no tolerance shall be provided for the same.

14. (c) Rates shall be quoted by the Tenderer on a per treatment basis for each of the
category of the coaches as in Annexure-D, and the payments shall be made
accordingly through monthly bills for the total No. of treatments in each of the
category of coaches.
For the rodent control in coaching depot premises identified for the purpose, the rates
shall be quoted by the tenderer on a per month basis as in the format in Annexure'D'.
For every attention done by contractor, the same shall be certified by Railway
Supervisor nominated/ deputed for this purpose by Sr.DME/ Sr.CDD of the division.
The Measurement book for this purpose shall be maintained in every depot on the
basis of which payments shall be made to the contractor.
(d) The frequency of treatments laid down as above is the minimum requirement. The
contractor may be required to increase the frequency, for a better and effective
pest/rodent control and in order to achieve the desired end results as in Annexure 'A'.
Payments shall however be made only for the No. of treatments carried out per month
in coaches in accordance with the minimum frequency specified in the tender and on
a monthly basis for rodent control in the coaching depot premises.
(e) Contractor shall ensure that only those personnel who are trained in the field of
pest/rodent control by certified training institutes are deployed for this treatment. The
contractor shall give details of such personnel along with bid documents. The
technical bid should clearly bring out the yardstick for deployment of manpower for
effective execution of the contract.
(f) The strategy to eliminate pests/rodents while including all the measures stipulated in
this tender schedule should not be limited/restricted by these. The contractor is
expected to take all measures, whether mentioned in tender schedule or not, required
for complete elimination of pests/rodents etc.
9. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc.
levied by the Government or Local bodies. Railways shall not be liable for any increase in
the taxes or duties levied by the Government or Local bodies which shall have to be
borne by the contractor. .
10. Any overwriting / correction have to be attested / countersigned by the tenderer(s).
The rate quoted in words shall be considered as final rate in case of ambiguity.
a. All offers shall be written/typed neatly without correction and over writings.
b. Any individual(s) signing the tender or other documents connected therewith shall
specify whether he is signing.
i. As sole proprietor of the concern.
ii. As a partner or partners of the firm.
iii. As a Director, Manager or Secretary of a Limited company duly authorized by a
resolution passed by the board of Director or in pursuance of the authority
conferred by memorandum of association.

15. c. All prices and other information like document sets having a bearing on the price shall be
written both in figures and words in the prescribed offer form and duly signed and
stamped.
d. Offer in the prescribed form should be addressed to Senior Divisional Mechanical
Engineer (Coaching), (Address). The tender should be submitted
in a sealed cover super scribed with the name of work.
e. Tenderers shall submit their offers made as per the General Conditions of Contract in
force as amended from time to time as well as these Special conditions of contract and
Specifications of the work as mentioned in this tender.
f. In case of any deviation from the requirements of tender specifications, instructions to
tenderer(s) or General & Special Conditions of Contract, the same should be brought out
by the tenderer in Annexure B.
g. All pages of the tender document duly serialized and enclosed should be duly filled in by
the tenderer wherever applicable and submitted along with the tender duly signed and
stamped on each page.
h. The tenderer should avoid ambiguity in his offer e.g. his offer is to his standard
sizes/lengths/dimensions. He should specifically state them in details without any
ambiguity. Brief descriptions such as "Standard lengths" etc. should be avoided in the
offer.
11. The contractor shall ensure that his staff while carrying out the said work, are in uniform
and carry an identity card on their person, at all times. They shall behave in a disciplined
courteous manner, and in no way, indulge in activities in Railway premises, which could
cause loss to property or reputation of Railways.
12. Issue of Identity cards by Contractor: Contractor should issue Identity badges (as per
approved format) to all his labour being engaged to carry out the Work, including the
Supervisor. These identity badges should be so carried that Railway Security can identify
them. The Identity cards should be worn by the contractors' labour on left side on the chest
every time, during their presence on Railway Premises.
a. Security Deposit for each work should be 5% of the contract value.
b. The rate of recovery should be at the rate of 10% of the bill amount till the full security
deposit is recovered.
c. Security Deposit will be recovered only from the running bills of the contract and no other
mode of collecting SO such as BG, FD etc. shall be accepted. In case of contracts of
value RS.50 Crores and above, irrevocable bank guarantee can also be accepted as a
mode of obtaining security deposit.
d. After the work is physically completed, security deposit recovered from the running bills
of a contractor can be returned to him if he so desires, in lieu of FOR/irrevocable Bank
Guarantee for equivalent amount to be submitted by him.
e. No interest will be paid on the said security in terms of Clause 16 (3) of General
Conditions of Contract.

16. a. The successful bidder shall submit a Performance Guarantee (PG) in the form of an
irrevocable bank guarantee amounting to 5% of the contract value.
b. A Performance Guarantee shall be submitted by the successful bidder after the letter of
acceptance has been issued, but before signing of the agreement. The agreement
should normally be signed within 07 days after the issue of LOA and the Performance
Guarantee shall also be submitted within this time limit. This guarantee shall be initially
valid upto the stipulated date of completion plus 60 days beyond that. In case the time
for completion of work gets extended, the contractor shall get the validity of Performance
Guarantee extended to cover such extended time for completion of work plus 60 days.
c. The Performance Guarantee (PG) shall be released after the physical completion of
the work based on the 'Completion Certificate' issued by the competent authority
stating that the contractor has completed the work in all respects satisfactorily. The
security deposit, however, shall be released only after the expiry of the maintenance
period and after passing the final bill based on "No Claim Certificate".
d. Wherever the contract is rescinded, the security deposit shall be forfeited and the
Performance Guarantee shall be encashed and the balance work shall be got done
independently without risk and cost of the failed contractor. The failed contractor shall
be debarred from participating in the tender for executing the balance work. If the
failed contractor is a JV or a partnership firm, then every member/partner of such a
firm shall be debarred from participating in the tender for the balance work either in
his/her individual capacity or as a partner of any other JV/partnership firm.
e. The Engineer shall not make a claim under the Performance Guarantee except for
amounts to which the President of India is entitled under the contractor (not
withstanding and/or without prejudice to any other provisions in the contract
agreement) in the event of:
i) Failure by the contractor to extend the validity of the Performance Guarantee as
described herein above, in which event the Engineer may claim the full amount of
the Performance Guarantee.
ii) Failure by the contractor to pay President of India any amount due, either as
agreed by the contractor or determined under any of the Clause/Conditions of the
agreement, within 30 days of the service of notice to this effect by Engineer.
iii) The contract being determined or rescinded under provision of the GCC the
Performance Guarantee shall be forfeited in full and shall be absolutely at the
disposal of the President of India.
f. The successful bidder shall submit a Performance Guarantee (PG) in any of the
following forms amounting to 5% of the contract value.
i. A deposit of cash
ii. Irrevocable Bank Guarantee
iii. Government Securities including State Loan Bonds at 5% below market value
iv. Deposit Receipts, Pay Orders, Demand Drafts and Guarantee Bonds. These
forms of Performance Guarantee could be either of the State Bank of India or of
any of the Nationalized Banks
v. Guarantee Bonds executed or Deposit Receipts tendered by all Scheduled
Banks
vi. A deposit in the Post Office Saving Bank
vii. A deposit in the National Saving Certificates

17. viii. Twelve years National Defence Certificates
ix. Ten years Defence deposits
x. National Defence Bonds
xi. Unit Trust Certificate at 5% below market value or at the face value whichever is
less.
xii. Also FOR in favour of FA&CAO (free from any encumbrance) may be accepted
15. The coaches can be offered for pest / rodent control at coaching
depots / maintenance sidings of Division, Railway or at any other
location as decided by Sr.DME (Cog) / Sr.CDO. The approximate number of coaches
based at the above coaching depots is as indicated in Annexure C.
16. Tenderer(s) should quote the rate inclusive of all applicable taxes and levies, etc. levied
by the Government or Local bodies. Railways shall not be liable for any increase in the
taxes or duties levied by the Government or Local bodies which shall have to be borne by
the contractor.
17.Any overwriting / correction have to be attested / countersigned by the tenderer(s). The
rate quoted in words shall be considered as final rate in case of ambiguity.
18. The above work will be subject to the General conditions of contract in force on _
Railway in addition to the Special terms and conditions as laid down below.
I / We hereby agree to carry out the work at the rates quoted by me/us duly accepted by
Railway and abide by the special terms and conditions as laid down here in above.

18. (i) Comprehensive control of cockroaches, rodents, bedbugs, mosquitoes, etc. in all
coaches maintained at coaching depots of Division,
____ Railway.
Note:
a. It must be ensured that treatment/disinfestation is carried out in thoroughly cleaned
coaches. Proper I.iaison must be made by the contractor with the Coaching Depot
officials in this regard.
b Whenever a coach is detached from the rakes for IOH/POH in the sick lines/workshops,
fumigation/misting treatment shall be carried out in the coach using reputed brands of
fogging tin (CANNON or equivalent) to cover all corners/crevices, including inaccessible
areas such as underneath seats and berths, including toilets and dustbins etc. The tin
shall be lighted and once it starts producing smoke the coaches shall be sealed. The
fumigated coach must be kept in the sealed condition for about 6 hours.
The contactor shall quote the rate/coach for this activity separately (As in Annexure 0)
and monthly payments shall be made accordingly for the No. of coaches where such
fumigation has been carried out.
c. Pest/rodent control treatment should invariably be carried out in the coach before
putting it back in service after IOH/POH in the workshops.
The work shall be carried out at coaching depots of Division,
_____ Railway. In case of any change in location, same needs to be jointly agreed
to by authorized representative of contractor and Sr.DME/CDO.
a. In order to get maximum time for the chemicals to act, the contractor may, if so desired,
start the pest control treatment immediately on arrival of the terminating train on the
platform after detraining of the passengers. The coaches shall be opened as soon as
the rake is taken up for maintenance in pit line. Contractor shall have no claim to the
effect that less than adequate time was available" for the chemicals to act. The
contractor supervisor shall maintain close liaison with authorized representative of
respective coaching depots towards an overall effective objective of pest/rodent control.
b. In order to prevent cross infestation, the contractor may make efforts to treat all the AC
coaches & all the Non-AC coaches of a particular rake together.

19. c. Besides maintaining written records, the date of the treatment and next due date shall
also be indicated by the contractor through appropriate stickers inside the coach in the
doorway/toilet area. No additional payment shall be made for said activity.
d. Spare coaches lying in yards, etc. shall also be required to be treated for pest/rodent
control as per the laid down frequency.
e. Railways shall make efforts to detach pantry cars from rakes once a month (within
reasonable tolerance) to facilitate complete vacation & intensive cleaning for thorough
pest / rodent control treatment & give adequate time for the chemicals to act. However,
due to exigencies of train operations, the same may not always be possible & the pantry
cars may have to run for a period of more than one month before detachment. The
contractor shall not have any claim in this regard.
f. The contractor shall carry out surprise inspections with regard to the work carried out by
their staff & submit report of the said inspection whenever called for the perusal of
competent Railway authority.
g. The desired end result in reduction / elimination of the infestation in coaches and broad
methodology for measuring the level of infestation and the expected reduction at
various stages of the contract agreement is as at Annexure A. Contactor must aim to
achieve the prescribed results. The measurement of infestation levels at various stages
shall be jointly recorded by contractor/his representative and the Railway staff
nominated by the COO.
h. Storage Space: Railways shall provide storage space free of cost for stocking of
chemicals, maintaining of records, etc. The space may not necessarily be a separate
room; some space may be earmarked within existing room. About one month's
inventory of the chemicals shall be maintained in the storage space. The security of
chemicals / records will be the responsibility of the contractor and the allotted space
shall under no circumstances be used for any other purpose. Contractor shall maintain
records of consumption of various chemicals consumed by him and shall make the
same available to inspecting Railway officials Le. Sr OME/Sr COO or the supervisors
nominated by them for this purpose.
L The pest control operator shall give an undertaking of following all safe working
practices. The pest control. operations should not result in any discomfort to the
passengers (including children) / Railway staff in vicinity at the time of operations or
during normal service and maintenance of the coaches. The processes utilized for
rodent I pest control should be safe for the traveling public.
j. Railways reserve the right to randomly draw samples of the insecticides utilized by the
contactor for pest control, for tests in any Government approved laboratory, in case of
doubts or complaints. The cost of such tests will however be borne by the contractor.

20. 4. Penalty:
Railway administration may at its sole discretion, impose the following penalties for
unsatisfactory performance:
i. Penalty of Rs. 500/- (Rs. Five hundred only) per coach (besides immediate free
attention to the coach) when the contractor does not adhere to the specified frequency
of treatment.
ii. Penalty of Rs. 1,000/- (Rs. One thousand only) per complaint (besides immediate free
attention to the coach) for written passenger complaints regarding presence of
cockroaches, rodents, bedbugs, mosquitoes etc. in coaches covered under the contract.
The coaching depot incharges shall maintain a proper log of all such complaints and
ensure that the bills are paid only after accounting for all the complaints. However, the
depot incharges may consider the exemption of penalty on account of rodents in case it
is established that 9utside yard (secondary examination/terminal attention/stabling
premises) nominated for the rake are infested to extraordinary dimensions. To exercise
this discretion, depot incharges should get an acknowledgement from Divisional
authority that the concerned outstation yard/premises is infested for which corrective
measures are programmed by the Division concerned.
iii. Penalty of RS.1000/- (Rs. One thousand only) whenever it is found by Rly
Officer/Authorized Supervisor that the number of personnel deployed for the contract
execution or their qualifications are not as per the yardsticks of the bid.
iv. Penalty of RS.1500/- (Rs. One thousand and Five hundred only) whenever it is noticed
that contractor is using chemicals/implements not permitted under this contract.
Besides, no payment shall be made for such Pest/Rodent Control treatments carried out
by the contractor.
v. A lump sum penalty @ RS.100/coach holding covered under the contract whenever the
contractor does not achieve reduction in infestation levels of cockroaches as prescribed
in annexure -A.
vi. A lump sum penalty @ RS.50/coach holding covered under the contract whenever the
contractor does not achieve reduction in infestation levels of rodents as prescribed in
annexure -A.
vii. Penalty of RS.10000 for not achieving desired level of infestation of rodents in the
coaching depot premises during the monthly checks as prescribed in Annexure-A.
Bills for work done under this contract shall be prepared in duplicate by the Contractor
on or before ih day of each month in respect of the work done during the preceding
month. Such bills shall be submitted to the Divisional Railway Manager (Mechanical)
___ (Division) and when passed for payment by the Sr. Divisional Finance
Manager, payment of amount due will be made through EFT / NEFT. Mandate form of .
EFT / NEFT is enclosed as Annexure E.
Payment shall be made for total number of treatments given to coaches during the
month based on the specified frequency of treatment. No payment shall be made for
any treatment which is to be carried out in addition to what has been specified by the
tender schedule for any reason whatsoever.

21. The contract will be valid for a period of 3 years with a provision of a clause for price variation.
Price Variation Clause (PVC) shall however be applicable only for tenders of value more than
Rupees fifty lakhs.
The amount payable on account of Price variation shall be settled every quarter as per the
following method:-
(i) The amount paid during a quarter shall constitute of the following elements: -
• X % - Labour
• y % - Material (Consumables i.e. chemicals/pesticides, rodents traps etc.)
• Z % - Fixed Component (this implies the cost of machines, implements, fixed installations
and other overheads)
(X, Y and Z are to be quoted by the contractor in the Price Bid in "Annexure-D")
(iii) For calculation of PV on account of Labour, the Consumer Price Index Numbers for industrial
=
workers (Base 1982 100) published as Sh.36 in RBI Bulletins shall be used. The base shall
be taken as the index no. (All India Average) ,as on date of opening of tender. For a
particular quarter, the average index for that quarter shall be worked out and variation with
reference to the base index no. shall be taken into account for calculation purpose.
(iv) For material portion, Statement 40 of RBI Bulletin (All India Average) shall be used. The
calculation of Price Variation payable illustrated as under.
Price Index for material as on date of opening (Mo) = 160
=
Avg. Price index for Labour during 1st quarter (L1) (452 + 456 + 455) /3 454.3, =
where 452, 456 and 455 are the indices for the three months in the quarter under
consideration.
=
Avg. Price index for material during 1st quarter (M1) (165 + 164 + 168) /3 165.7, =
where 165,164 and 168 are the indices for the three months in the quarter under
consideration.
Assuming the bifurcation of the amount of Rs. 10,00,000/- as under: -
Labour 01'1) Rs. 5, 50,000/-
Material (M) Rs. 3, 00,000/-
Fixed Rs. 1, 50,000/-
PV for material =(M1 - Mo ) x M /Mo =(165.7 - 160 ) x 3,00,000/160 =
Rs 10,687/-
No Price Variation will be payable on Rs. 1, 50,000/- (i.e. the fixed component)

22. 7. Variation in Quantity: The variation in quantity shall be governed by the General
Conditions of Contract.
8. Cancellationsor Suspension of Contract: The Railway Administration shall be at
liberty at any time without giving any reason to suspend temporarily or terminate
permanently this contract on giving 7 days notice in writing to the contractor and the
contractor shall not be entitled to any claim or compensation by reason thereof.
l!We hereby agree to carry out the work at the rate quoted by me/us in financial bid submitted
separately in a sealed envelope, duly accepted by Railway & abide by the terms & conditions
laid down here in above.

23. 1. Broad methodology of measuring the level of infestation of cockroaches and
ratsl rodents in coaches and expected reduction in infestation with time
Within these broad guidelines, before commencement of the contract, Sr OME/
Sr COO or his authorized representative and contractor shall lay down a specific
methodology for measurement of the levels of infestation in sample coaches at various
stages of the contract.
Pantry cars & AC coaches- 10% of the holding of the Depot
Non AC coaches (Sleeper Class) - 5% of the holding of the depot
Sample coaches chosen should be representative and include trains plying in
different directions/destinations. The measurement of levels of infestation as
prescribed above should be carried out in the sample coaches, subject to these
having been treated for pest control at least 5 days prior to this exercise.
(a) Cockroaches in coaches:
Flushing agents (ROACHEX™/SOLFAC 050EW/OEVIKOL Solution in water in the ratio
100ml insecticide: 4.5 litres of water) will be sprayed in cracks and crevices and other
vulnerable locations like linen storage area; berth folds; toilets etc., in the following
doses to force cockroaches to come out in open:
Pantry cars 13.8 liters of solution/coach
AC coaches 9.2 liters of solution/coach
Non AC coaches 4.6 liters of solution/coach
After the above noted doses are sprayed, each sample pantry car and AC coach
shall also be subjected to intensive fogging using 125 gm CANON/equivalent reputed
make fogging tin. The tin shall be lighted and once it starts producing smoke the
coaches shall be sealed for about an hour. Food based attractant traps (5 Nos.) shall
also be placed in each pantry car/AC coach before sealing.
Thereafter, the number of cockroaches trapped and their life stage (nymph / adult)
will be recorded and used as a benchmark for measuring the levels of infestation in the
beginning as also at various stages of the contract. Reduction to be achieved over the
period of time shall be:
• At the end of one month of commencement of work - 50%
• At the end of six months of commencement of work - 90% (80% for pantry cars)
• The levels to be achieved after six months should be sustained and
checked/monitored every six months thereafter.
No penalty shall, however, be imposed if number of cockroaches (Dead or alive)
detected during these checks is less than 2/coach.

24. Quarterly monitoring of levels of infestation of rodents shall be done in the sample
coaches. 6 Nos. of Glue boards shall be placed in each sample coach at
predetermined locations and rat/rodent catch, if any, will be recorded. Acceptable levels
during such checks shall not be more than one catch (dead or alive) per five coaches
or a part thereof.
Note: Cost towards such performance monitoring checks for control of
cockroaches and rodents shall be borne by the contractor and no extra payment
shall be made by the Railways.
Pit line /yard area proposed to be covered under the contract for rodent treatment
is given in Annexure C-1. The Contractor will be responsible for disinfestations of
the earmarked area and shall ensure to make passive the boroughs, holes which
provide shelter to rat / mongoose / bandicoots etc. by the end of one month of
commencement of the contract and none of these are further permitted to come up
during the currency of the contract.
The monthly joint evaluation of the earmarked area will be conducted by contractor
and Sr.DME or his authorized representative, and a penalty shall be imposed for
not achieving the desired results.
Contractor will bring out in his schedule as to how he proposes to show the effect
of Rodent control treatment in Pit lines/yard of the coaching depots, subject to
approval of the scheme by Sr.DME. If the contractor fails to submit any acceptable
methodology in this regard, the decision of Sr.DME will be final.

25. Clause # Accepted (Yes/No) If No list Deviation(s)
Special terms and Conditions of contract:
Specifications of work:

26. Sr. Non AC Coaches
Depot AC Coaches Pantry Cars
No. Reserved Unreserved
1
2
3
4
5
Total no of
coaches

27. SKETCH/LAYOUT INDICATING THE AREAS OF THE
COACHING DEPOT(S) IDENTIFIED FOR RODENT
CONTROL TREATMENT, ALSO DENOTING THE
TOTAL AREA IN SQUARE METERS.

28. Type of coach No. of coaches Frequency Total number of Rate per Total cost for
(holding) of treatments during treatment THREE years
treatment the contract for 3
years
AC
Fortnightly
Pantry Cars Fortnightly
Non-AC (Reserved) Fortnightly
in first
three
months &
thereafter
monthly
Non-AC Bi-monthly
(unreserved)
TOTAL COST (I)
._.------
Type of coach Rate per treatment (Rs.
Labour Component Material component Fixed component
AC
Pantry Cars
Non -AC
(reserved)
Non -AC
(Unreserved)
Anticipated No. of coaches to be Rate/treatment/coach Total cost for the contract
booked for IOH/POH during the (3years)
contract period
Total Cost (II) -------------

29. Type of coach No. of Frequency of Total number of Rate per Total cost for
coaches treatment treatments treatment THREE years
(holding) during the
contract for 3
years
AC During every
Primary
Maintenance
Pantry Cars During every
Primary
Maintenance
Non-AC (Reserved) Weekly
.
TOTAL COST (III) ----------
Type of coach Rate per treatment (Rs.
Labour Component Material component Fixed component
AC
Pantry Cars
Non-AC
(reserved)
N.S. Contractors shall note that above rates are inclusive of all the special treatments which
are proposed to be given at various stages of work and no payments other than the above·
shall be made.

30. 1. PARTICULARS OF THE PARTY
i) NAME: _
ii) ADDRESS: _
iii) PHONE NO: MOBILE FAX NO. _
iv) INCOME TAX PAN NO. EMAIL 10. _
2. PARTICULARS OF BANK ACCOUNT
i) CITY: _
ii) BANK NAME: _
iii) BRANCH: _
iv) BANKADDRESS: _
v) BANK TEL NO. FAX NO. _
vi) BANK MICR CODE (9 DIGIT): _
vii) BANK IFS code: _
viii)BANK ACCOUNT NO: _
(Please enclose a cancelled blank cheque)
ix) ACCOUNT TYPE: (SAVUBGS/CURRENT/CASH CREDIT): _
3. Certified that the particulars furnished with reference to Bank Account are correct and the
bank guarantees to honor all EFT/NEFT advices/reports as per RBI Regulations.
i) I hereby declare that the particulars given in this mandate form are correct and complete. If
the transaction is delayed or not effected at all for reasons of incomplete or incorrect
information, the User institution Le., FA & CAO/ Railway, (Division) will
not be held responsible.