Page 244 - IRSEM_Main Book

(b) If no specification exists for any item of work or supply, a complete
specification of the item and of the materials to be used shall be prepared
and incorporated in the contract documents or made available for
referencing by intending tenderers.

10.2.5 Earnest Money, Security Deposit and Performance Guarantee

(a) The tenderer shall be required to deposit earnest money along with the
tender offer at the rates prescribed by the Administration as initial security.
In case of acceptance of the tender, the earnest money will be retained by
the Railway as a part of the security for the due and faithful fulfillment of the
contract and the balance to make up the security deposit at the rates
stipulated by the Administration or will be recovered by percentage
deductions from the Contractor "on account" bills.

(b) The earnest money of all unsuccessful tenderers shall be refunded as
expeditiously as possible as per extant instructions from Railway Board
issued from time to time. The successful bidder will have to submit a
Performance Guarantee (PG) as per conditions laid down in GCC.

10.2.6 Opening of Tenders & Tender Committees: At the advertised time and place
Tenders/ e-Tender shall be opened. The Administration will specify;

(a) The constitution and functions of Tender Committees, Convenor for the
purpose of evaluation and submission of recommendations to competent
authority, should be as per latest Railway Board guidelines/SOP.

(b) The powers of acceptance of tenders and entering in to contract and
signing of contract agreement etc., shall be exercised by the competent
authority as per latest Railway Board guidelines/SOP.

(c) The conditions in regarding to acceptance of single tenders.

Note: (1) When a single tender is received in response to a call for limited or open
tenders, the urgency of the work shall be the criterion for its acceptance,
provided the tendered rates are considered as reasonable.

(2) If the rates in a single tender are considered inordinately high, negotiations
may be carried out by the Tender Committee with the tenderer in the
interest of work.

10.2.7 Acceptance of Tenders

(a) Tenders opened and duly initialled at the Tender Committee Meeting shall
be valued in the office of the Chief Signal and Telecommunication Engineer,
Divisional Railway Manager, Deputy Chief Signal and Telecommunication
Engineer as the Divisional Signal and Telecommunication Engineer as the
case may be, the stipulations made, if any, being duly assessed and a
comparative statement prepared. The comparative statement together with
a note shall be sent to the Accounts Department for vetting. Based on the
vetted comparative statement, the tenders will be adjudged by the Tender
Committee and recommendations made to the authority empowered to
accept the tender.

Chapter 10: Contracts for Works Page 210 of 535