Tender Document: (Part - I Bid) FOR

TENDER DOCUMENT
(PART I BI D)

FOR

Supply, I nstallation, Commissioning, Implementation, Training and
Maintenance of a GPS based Vehicle Tracking System for internal coal
transportation in all Areas of ECL for a period of 60 months, on monthly
rental basis, along with required Computer Hardware, Software and other
peripherals.

ECL/HQ/CMC/2013/Transport/255, DATE: 17.04.2013

EASTERN COALFI ELDS LIMITED
SANCTORIA

(Containing 62 Pages)

Eastern Coalfields Ltd. Page 2 of 66

Eastern Coalfields Limited
Office of the General Manager (CMC)
ECL HQ, Sanctoria, P.O. Dishergarh 713333 (WB)

PART-I - BID
1. Name of Work :
Supply, Installation, Commissioning,
Implementation, Training and Maintenance of a
GPS based Vehicle Tracking System for internal
coal transportation in all Areas of ECL for a period
of 60 months, on monthly rental basis, along with
required Computer Hardware, Software and other
peripherals,
2. Place of Work : All Areas of ECL
3. Tender Notice No. & Dated :
ECL / HQ / CMC / 2013 / Transport /255, Dated.
17.04.2013
4. Earnest Money Rs. 541862.00/-
5.
Date & Time of submission of
tender (i.e. Part-I & Part-II )
: From 11.00 A.M to 1.00 PM on 10.05.2013
6.
Date & Time of Opening of Part-I
Tender
: 11:30 AM on 14.05.2013.
7.
Date & Time of opening of Price
bid (Part-II)
:
Shall be communicated in due course after
evaluation of Technical Bid (Part I) of the tender.
8.
Date of Issue of Tender
Document
:
9.

Money Receipt No. towards cost
of Tender Document.
:
10.
Name & address of the tenderer
to whom issued
:

Signature of Tender Document issuing
Officer



NIT No. ECL / HQ / CMC / 2013 / Transport/ 255, dated. 17.04.2013

INDEX
Sl. No Particulars Page
1 Guidelines for submission & Instruction to bidders 4
2 Checklist 5
3 Notice inviting Tenders Important dates 6
4 Tender Qualifying Criteria 7
5 Place, Date and time for submission of Tender 9
6 E.M.D. 9
7 Eligibility Criteria
8 1) Work experience 11
9 2) Similar Work 13
10 3) Financial Turnover 13
11 Certification PAN, VAT, ISO and IPV6 etc. 14
12 One Bid per Bidder 14
13 Security Deposit 15
14 Technical requirements, Specifications and Features
15 Objective 16
16 Equipments : GPS Receiver 18
17 Server 19
18 Work Station 20
19 Desktop 21
20 Tablet 22
21 Application Software 22
22 Reporting features 24
23 Special Terms and Conditions
24 Scope of Work 26
25 Scope of Maintenance 27
26 Location and Volume of Work 28
27 Delivery, Time period and Inspection 28
28 Warranty / Guarantee 28
29 Rate of monthly rental 29
30 One time charge (OTC) 29
31 Availability Provision 30
32 Penalty 31
33 Payment Term & Payment Authority 32
34 Submission of Bills 32
35 Suspension & Foreclosure 33
36 Training 35
37 Technical documentation & definitions 36
38 BOM 37
39 General Terms and Conditions 39 - 49
40 Integrity Pact 50 - 53
41 Tender For Work 54
42 Certification regarding Download 55
43 Declarations 56 - 57
44 Affidavits 58 - 59
45 Bank Detail Format, Declarations & Agreement 60 - 62
46 Part-II ( Price Bid Format ) 63 - 66


IMPORTANT
The tenderers are requested to go through the complete tender document and understand the
requirements for submission of credentials & required documents before the same are enclosed with
their tender offer.

The tenderer must check the Check List given in the tender document before submission of their
tender offer and submit accordingly.

INCOMPLETE AND / OR INCORRECT INFORMATION / CREDENTIALS / DOCUMENTS /
TENDER OFFER ARE LIABLE FOR REJ ECTION.

Guidance for submission of credentials / documents along with offer (Must be checked / verified
by the tenderer before submission of offer): -

1. Completion certificate for similar nature of works

A. The certificate(s) of work should contain: -

Name of work (Similar nature of work as mentioned in the NIT) [Not only the Agreement /
WO ref.].
Work order / Agreement No / LOA.
Awarded Value (As per work order / agreement)
Date of commencement & Completion as per work order / Agreement.
Actual Date of commencement & Completion.
Completed value of work.
Status of work i.e. successfully completed or not.
Seal / Designation / Official address of certificate issuing officer / executing authority.

B. Copy of work order to be submitted in support of corresponding certificate (s) along with the
copy of Bill of quantity / Copy of bills (if any, for verifying similar nature of works).

2. Certificate for Annual financial turnover J ob certified by Charted Accountant & copy of yearly
audited reports including balance sheet and profit & loss account for the prescribed periods to be
submitted.
3. Evidence of possessing adequate working capital inclusive of access to the lines of credit from
schedule bank to meet the requirement (i.e. 20% of the annualised value of the proposed work or
the estimated value of work, whichever is higher).
4. Status of company i.e. Proprietorship firm / Partnership firm / PSU / Public Limited Company in
Private Sector / J oint Venture are to be given as prescribed in the Tender Document.
5. Permanent Account Number (PAN)
6. Details / Particulars of Service Tax Registration

Above information / documents / credentials are required to be duly signed by the bidder.

For further clarifications, if any, the tenderer may contact the ECL official over phone or through
email before submission of tender offer:
Office of the GM (System), ECL, Contact No. 0341 2523807, e mail ID:
gmsystem.ecl@coalindia.in

I / we hereby declare that the above instructions have been gone through by me / us along with
the other provisions hereinafter given in the document and I / we have given all the documents
along with the Part I tender offer accordingly.

Signature of Tenderer



CHECK LIST OF DOCUMENT TO BE SUBMMITTED BY THE
TENDERERS ALONG WITH PART I

1. Firms / Organisations registration / status details
2. Permanent Account Number (PAN)
3. Details / Particulars of Service Tax Registration
4. Particulars of Registration / Clearance from the appropriate Provident Fund authorities, if
applicable
5. Tenderers must submit the proof of all Credentials such as (i) qualifying criteria, (ii) ISO, (iii)
IPV6 & (iv) as per the clause H, L & M of the Eligibility and Provenness Criteria of this tender
document (as applicable).
6. Affidavit on non judicial stamp paper in support of authenticity of credentials as per enclosed
format.
7. STATUS OF THE FIRM : Copy of the following, as applicable, should be enclosed to indicate
the status of the firm
Registration of firm and registered partnership deed.
Affidavit in case of proprietorship firm along with Trade License indicating the related
business.
Article of association / Memorandum, in case of company.
J V Agreement in case of Joint Venture.
Power of Attorney in case, the tender is signed by an authorized representative of the
tenderer.
Declaration from the rest of the partners authorizing the one of the partner to sign / submit
bid in case, one of the partner signs / submits the bid on behalf the partnership firm.

8. DECLARATIONS: - Stating the firm is not banned or de listed by any Govt. Or Quasi Govt.
Agencies or PSUs as per Annexure II. If this declaration is not given the bid will be rejected as non
responsive.
9. CERTIFICATE: Only for tenderers using downloaded tender document from Website

NOTE: - All the above documents which are to be submitted along with the tender should be
certified / signed by the tenderer / s.

I / We hereby certify that I / We have gone through the above instructions and submitted all the
documents accordingly.

Signature of the Tenderer/s


Under J urisdiction of Asansol Court only
A Subsidiary of Coal India Limited
ECL HQ, Sanctoria, P.O.
Dishergarh 713333 (WB)

ECL HQ, Sanctoria, P.O.
Dishergarh 713333 (WB)
TEL: (0341) 2520414
E mail : cgmcmc.ecl@coalindia.in

Ref. No. ECL/ HQ/ CMC/ 2013/ Transport / 255, dated.17.04.2013

/ / NOTI CE I NVI TI NG TENDER / /

Sealed Tenders in two parts are invited from eligible contractors for the following work:

Description of Work
Estimated
Cost
(Rs.)
Period of
Contract
(Months)
Earnest
Money
(Rs.)
Cost of
Tender
documents
including
VAT
(Rs.)
Implementation, Training and
Maintenance of a GPS based Vehicle
Tracking System for internal coal
transportation in all Areas of ECL for a
period of 60 months, on monthly rental
basis, along with required Computer
Hardware, Software and other peripherals.
54186273.83
60
(Sixty)

541862.00 5725

NB. (i) Work order shall be issued to the eligible L1 bidder. In order to ensure provenness of
the offered System, initially the successful (L1) bidder will supply, install, commission
and implement the offered System solution as per the offered B.O.M. to achieve the
specified / desired System objectives at Salanpur Area of ECL for up to 220 number of
vehicles / coal transport trucks for a period of three months and only after successful
completion of the Trial Run, implementation of the System in all the Areas of ECL shall
be done as per the terms and conditions of this tender. On successful completion /
implementation at Salanpur Area, the L1 bidder shall be paid an amount of Rs.
204681.72 on account of rental fees for trial run period.
(ii) Estimated Cost, quoted above, is inclusive of cost for Trial run period.

1. ISSUE OF TENDER DOCUMENTS:
Tender documents will be issued individually on requisition in writing from the intending
tenderers or their accredited representatives. Tender documents can be obtained from the
Office of the General Manager (CMC), ECL, Sanctoria at the above address on payment of
the requisite cost of tender documents during working hours on any working day as per the
dates mentioned below

(i) BEGINS ON : 19.04.2013
(ii) CLOSES ON : 08.05.2013
Application fee for tender document should be paid only in the form of cash or Demand Draft
from a Scheduled Bank listed with RBI to the Chief Cashier, ECL, Sanctoria from 11.00 AM
to 2.00 PM on Monday to Friday and from 11.00 AM to 12.00 Noon on Saturday and cash
receipt obtained should be produced for obtaining tender documents.


The tender notice can be seen in official ECL Web site www.easterncoal.gov.in & in govt.
websitewww.tenders.gov.in. The tender document can be downloaded from ECLs web site
also.
2. Date of submission of Tender : From 11.00 A.M to 1.00 PM 10.05.2013

3. THE ELIGIBILITY / QUALIFYING CRITERIA FOR THE WORK:
The basic minimum eligibility criteria for the purpose of evaluation of offers received will be as
under:-

3.1 The intending tenderer must have in its name as a prime contractor experience of having
successfully completed one similar works costing not less than the amount equal to 65 %
of the estimated cost i.e. Rs. 35221078 during the last 7 (seven) years ending last day of
previous month (i.e. 31.03.2013).
In all the above cases, while considering the value of completed works, full value of
completed work be considered whether or not the date of commencement is within the
said seven years period.
3.2 Average annual financial turnover of the firm / company during the last 3 (three) years,
ending 31st March of the previous financial year should be at least 30% of the estimated
cost i.e. Rs. 16255882 (The Previous Financial Year shall be computed with respect to the
date of publication of NIT)
3.3 Annual financial turnover and cost of completed works of previous works shall be given a
weightage of 5% per year.
3.4 Evidence of possessing adequate working capital inclusive of access to the lines of credit
from schedule bank to meet the requirement (i.e. 20% of the annualised value of the
proposed work or the estimated value of work, whichever is higher). In case the bidder is
obtaining credit, the certificate from schedule bank should be produced. The bidder
should possess the working capital within three months prior to the date of opening of
tender.
Note: In case the bidder is a Joint Venture, the availability of working capital in
respect of each individual partner of J V need to be furnished and the working capital
of all partners will be added by the system to calculate the Working Capital of the
bidder as J V.
3.5 Similar nature of work: The term Similar Work shall mean supply, installation,
commissioning, implementation and maintenance of GPS based Vehicle Tracking system /
GPS based Operator Independent Truck Despatch system in Coal India Limited or its
subsidiaries.
OR
Supply, installation, commissioning, implementation and maintenance of GPS based
Vehicle Tracking system / GPS based Operator Independent Truck Despatch system in
Coal / Mineral / Mining / Road Transportation Industry, / GPS based Police Vehicle
Tracking in remote locations.
3.6 The intending tenderer must submit documentary evidence in support of (3.1), (3.2) &
(3.4) above in the form of certified copies of work order, completion certificate issued by
executing authority, payment certificates / vouchers indicating the period of work for
which the payment has been made, for verifying similar nature of work.
4. PROCEDURE FOR SUBMISSION OF TENDERS:
Completed and sealed tender documents should be submitted in two part system as
detailed below:
[I] In case the tender document is downloaded from ECL website, the tenderer has to submit
the application fee for tender document in the form of demand draft from a scheduled
banks listed with RBI, altogether in a SEPARATE COVER super-scribing on it as
Application fee for Tender Document and undertaking. The company shall not be
responsible for any delay / difficulties / inaccessibility of the downloading facility for any


reason whatsoever. The downloading facility shall be available during the period of sale of
tender paper. (Bank Draft for application fee should be prepared within the sale period of
tender documents only and undertaking should be submitted as per enclosed format of this
Tender Document.)
Tender without Application fee in a separate envelope & with undertaking in case of
downloaded tender document would be rejected outrightly.
[II] The Earnest Money Deposit is to be submitted in a SEPARATE ENVELOPE altogether;
super-scribing Earnest Money Deposit; and NOT INSIDE THE ENVELOPE
CONTAINING PART- I OR PART- II OF THE BID.
The tender not submitted with separate EMD envelope as mentioned above would be
outrightly rejected
[III] Part-I (Technical / commercial Bid) of the tender will consist of the following:
(i) The original tender document issued to the bidder duly signed by authorized signatory
of the bidder on all pages as proof of accepting the terms & conditions of contracts.
(ii) Documentary evidence in support of basic minimum eligibility / qualifying criteria in
accordance with NIT stipulations in the form of certified copies of work orders,
completion certificates issued by executing authority, payment certificates / vouchers
indicating the period of work for which the payment has been made.
(iii)Permanent Account Number (PAN).
(iv) Details / Particulars of service tax Registration.
(v) Particulars of Registration / Clearance from the Appropriate Provident Fund
Authorities, if applicable. Declaration with regards to the PF Registration shall be as
per the annexed format of Tender Document.
(vi) Copy of the following as applicable:
(a) Registration of firm and / or registered partnership deed.
(b) Affidavit in case of proprietorship firm along with Trade License indicating the
related business.
(c) Articles of Association / Memorandum of Understanding in case of company.
(d) J V Agreement in case of Joint Venture.
(vii) Power of Attorney in case, the tender is signed by an authorized representative of the
tenderer.
(viii) Declaration from the rest of the partners authorizing the one of the partner to sign /
submit bid in case, one of the partner signs / submits the bid on behalf the partnership
firm.
(The tender from UN registered partnership firms will be rejected)
(ix) Declaration in the Non J udicial stamp paper (as per the enclosed format of this
Tender Document) regarding disclosure of relatives either in employment of CIL
or its subsidiary company or trade union activities as describe below :-
(a) Whether any relative of the owner / applicant or any of the partners of the applicant
firm is related to any of the officers employed in Coal India Limited (C.I.L.) or any
of its Subsidiaries. If so, furnish name of the applicant / owner / partner and the
name, designation and place of posting of the officer employed in C.I.L. and its
Subsidiary Companies.
(b) Whether any relative of the owner / applicant or any of the partners of the applicant
firm are active trade union leaders of C.I.L. and its Subsidiary Companies. If so
mention name of the applicant / owner / partner and the trade union leaders & field
of the operation / activities.
(x) Declaration regarding delisting / banning by any Govt. or quasi Govt. agencies or
PSUs.
(xi) A declaration / certificate (as applicable) as per the clause H, L & M of the
Eligibility and Provenness Criteria of this tender document.
Copies of all the certificates submitted, should be duly authenticated by the bidder
under official seal.


[IV] Part-II (Price Bid):
Part II of the Bid to be submitted in a separate inner sealed envelope comprising of
Priced Bill of quantities (Price Bid). The envelope of price bid should be super scribed
as Part II (Price Bid).
All the above said envelopes should be enclosed in another big size envelope stating
on it: -
(i) Name of work
(ii) NIT No. & Date
(iii) Date of submission of Tender
(iv) Name & Address of the Party.
5. PLACE, DATE & TIME FOR SUBMISSION OF TENDERS
Completed and sealed tender documents should be submitted in person either (i) in the office
of General Manager (CMC), EASTERN COALFIELDS LIMITED, Sanctoria, P.O.
Dishergarh 713333 (WB) or (ii) ECL Sales Office, Kolkata, 13 R. N. Mukherjee Road,
Kolkata 700001 on 10.05.2013 from 11.00 AM to 1.00 PM.

6. PLACE, DATE & TIME FOR OPENING OF TENDERS:
PART I (Technical / Commercial Bid)
(i) DATE & TIME : 11.30 A.M. On 14.05.2013
(ii) PLACE : In the office of the General Manager (CMC), ECL, Sanctoria, in
presence of the attending tenderers or their authorized
representatives.
PART II (Price-Bid) : Part II i.e. Price Bid of only those tenderers shall be opened,
whose Part I offer is found acceptable. The date of opening of
Part II shall be communicated in due course after evaluation of
Technical Bid (Part I) of the tender. The validity of the offer
should be for a period of 120 days from the date of tender
opening. The company may ask the bidder for extension of the
validity of offer, if situation warrants, without changing any
other conditions of the offer.
7. EARNEST MONEY DEPOSIT (EMD):
(a) Earnest money will have to be deposited ( in separate envelope) in the form of
Bank Draft from Scheduled Banks listed with RBI, with validity of 28 days
beyond the validity of bid. No tender shall be considered unless `accompanied by
the requisite earnest money deposit.
(b) The date of Demand Draft in respect of EMD shall be on or after the date of issue
of NIT and Demand Draft made before the issue of NIT date shall be summarily
rejected.
8. All Bank Drafts submitted against this tender shall be from a scheduled Bank listed with RBI
drawn in favour of EASTERN COALFIELDS LIMITED, payable at Asansol.
9. The successful bidder has to make payment to the labourers through Bank only.
10. Mere issuance of tender documents will not make the tenderers eligible for consideration of
opening of their price bid. ECL reserves its right to reject or accept all / any tender without
assigning any reasons, thereof.
11. Taxes and Duties:
1. Item wise unit rates quoted in column 6 and 8 of price bid shall be inclusive of all taxes, duties
etc. but exclusive of service tax and shall remain firm during the entire period of contract.
2. Service Tax, if applicable, shall be paid additionally by ECL as per the applicable prevailing norms.
3. The present applicable rate of service tax is 12.36%.


12. Signing of Agreement: Successful bidder is required to deposit the performance security within
28 days from the date of issue of LOA and sign the agreement as per the format given along with
the document.

13. The bidders are required to sign and submit the integrity pact along with Part I of the tender
document as per the enclosed format of Tender Document.
Name, address contact No. of the Independent External Monitor:-

Sl
No.
Name Address
1.
Sri Sujit Sankar Chattopadhyay, IAS (Retd.)

CK-205, Sector I,
Salt Lake, Kolkata-700091
Phone No. 033-23216602
2
Sri Debabrata Bandopadhyay, IAS (Retd.)

GD-89, Sector-III,
Salt Lake, Kolkata-700106

14. COMMERCIAL TERMS AND CONDITIONS: Bidders are requested to read carefully the
terms and conditions. It is essential for the bidder to accept un-conditionally all the terms and
conditions indicated in the bid document and submit their confirmation / compliance at relevant
annexure enclosed.

Other details may be obtained from the tender document.

General Manager (CMC)
ECL, SANCTORIA
DISTRIBUTION:

1. TS to CMD / D (P) / D (T) (OP) / D (T) P&P / D (F) ECL, Sanctoria
2. C.V.O. ECL, Sanctoria
3. GM (Fin ) I/C, ECL, Sanctoria
4. CGMs / GMs All areas of ECL
5. GM (Vig.), ECL
6. Chief Cashier ECL, Sanctoria
7. Chief of Security, ECL HQ with a request to provide adequate security on the date & time of
submission / opening of tender i.e. 10.05.2013 & 14.05.2013
8. Notice Board
9. PRM ECL, Sanctoria, for arranging paper / website publication of the NIT as per norms.
10. ECL Sales Office, Kolkata, 13 R. N. Mukherjee Road, Kolkata 700001 with a request to make
necessary arrangement for receiving tenders on schedule date and time.


Eligibility and Provenness Criteria

(I) Bids are invited from an individual, a proprietorship firm, a partnership firm, a company, a
consortium of companies / firms, or a joint venture companies / firms, having eligibility to
participate as per eligibility criteria for Supply, Installation, Commissioning,
Implementation, Training and Maintenance of a GPS based Vehicle Tracking System
for internal coal transportation in all Areas of ECL for a period of 60 months, on
monthly rental basis, along with required Computer Hardware, Software and other
peripherals.

(II) Work order shall be issued to the eligible L1 bidder. In order to ensure provenness of
the offered System, initially the successful (L1) bidder will supply, install, commission
and implement the offered system solution as per the offered B.O.M. to achieve the
specified system objectives at Salanpur Area of ECL in respect of about 220 number of
vehicles / coal transport trucks for a period of three months and only after successful
completion of the Trial Run, implementation of the system in all the Areas of ECL
shall be done as per the terms and conditions of this tender. On successful completion
of trial run / implementation of the system at Salanpur Area, the L1 bidder shall be
paid an amount of Rs. 204681.72 on account of rental fees for trial run period.

(III) Only those bidders shall be considered Eligible who fulfils the Eligibility Criteria specified
in this Tender document.

(IV) ELIGIBILITY CRITERIA

Eligibility Criteria
A. Work experience: The intending tenderer must have in its name as a prime contractor
experience of having successfully completed one similar works costing not less than the
amount equal to 65 % of the estimated cost i.e. Rs. 35221078 during the last 7 (seven)
years ending last day of previous month (i.e. 31.03.2013).
In all the above cases, while considering the value of completed works, full value of
completed work be considered whether or not the date of commencement is within the said
seven years period.

If the bidder is a subsidiary company / unit of the parent company (confirmed through
authenticated documentary records), the audited / certified account / financial statement (in
respect of similar work as defined in this document) as well as technical capability of the parent
company shall also be considered towards eligibility of the bidder.
In case the bidder is a consortium of two or more parties, as members, either of the members or
combination of members together should meet the above eligibility criteria. Members of the
consortium shall enter into a Memorandum of Understanding (MOU) for the purpose of this
project, which shall be submitted by the bidder along with tender. If the successful bidder is a
J oint Venture or a Consortium, then all partners of the J oint Venture or all members of the
consortium shall be required to be signatories to the contract agreement.
The Consortium shall comply with the following requirements:
a) Authorization in favour of leader of the Consortium shall be evidenced by submitting
with the bid a Power of Attorney signed by legally authorised signatories of each
Consortium member and shall be responsible for the scope of the work of individual
companies and the lead member will be solely responsible and liable for execution of the
project and fulfilment of all the contract obligations and also responsible for acts of the
other members of the consortium. For the purpose of submission of tender, consent
letters from consortium members need to be submitted.


b) Two or more companies/parties, forming the consortium and responded in the tender for
this work, may jointly undertake contract. Each member shall be responsible for the
scope of the work of individual companies and the lead member will be solely
responsible and liable for completing the task as per the contract and fulfilment of
all the contract obligations and also responsible for acts of the other members of the
consortium.
The Joint ventures must comply the following requirements:
a) The qualifying criteria parameter e.g. experience, financial parameters of the individual
partners of the J V will be added together and the total criteria should not be less than as
spelt out in the tender document under eligibility criteria.
b) The formation of joint venture or change in the J oint Venture character/partners after
submission of the bid and any change in the bidding regarding joint venture will not be
permitted.
c) Any bid shall be signed so as to legally bind all partners jointly and severally and any bid
shall be submitted with a copy of the J oint Venture Agreement (J V Agreement)
providing the joint and several liabilities with respect to the contract.
d) The pre-qualification of a J oint Venture does not necessarily prequalify any of its
partners individually or as a partner in any other J oint Venture or association. In case of
dissolution of a J oint Venture, each one of the constituent firms may pre-qualify if they
meet all pre-qualification requirements, subject to written approval of ECL. The bid
submission must include documentary evidence to the relationship between J oint Venture
Partners in the form of J V Agreement to legally bind all partners jointly and severally for
the proposed agreement which should set out the principles for the constitution,
operation, responsibilities regarding work and financial arrangements, participation
(percentage share in the total) and liabilities (joint and several) in respect of each and
all of the firms in the Joint Venture. Such J V Agreement must evidence the
commitment of the parties to bid for the facilities applied for (if pre-qualified) and to
execute the contract for the facilities if their bid is successful.
e) One of the partners responsible for performing a key component of the contract shall be
designated as lead partner. This authorisation shall be evidenced by submitting with the
bid a power of attorney signed by legally authorised signatories of all the partners.
f) The J V Agreement must provide that the lead partner shall be authorised to incur
liabilities and receive instructions for and on behalf of any and all partners of the J oint
Venture and the entire execution of the contract shall be done with active participation of
the lead partner.
g) The contract agreement should be signed jointly by each J oint Venture Partners.
h) An entity can be a partner in only one J oint Venture. Bid submitted by J oint Ventures
including the same entity as partner will be rejected.
i) The J V agreement may specify the share of each individual partner for the purpose of
execution of this contract. This is required only for the sole purpose of apportioning the
value of the contract to that extent to individual partner for subsequent submission in
other bids if he intends to do so for the purpose of the qualification in that tender.

The work experience of the bidder for those works only shall be considered for evaluation
purposes, which are completed on or before the last day of month previous to one in which
tender has been invited. For being eligible on this count, the bidder is required to submit a
certificate from respective customer to indicate that the bidder has successfully supplied,
installed, commissioned the System and that the System is satisfactorily operational for at
least two consecutive years from the date of successful commissioning.

While considering the value of completed works, the full value of completed works will be
considered whether or not the commencement is within the said 7 (seven) years or not.


The cost of completed works shall be given a weightage to bring them at current price level by
adding 5% for each completed year (total no. of days divided by 365) after the end date of
experience (date of completion of work) till one year before the last day of the month previous to
one in which tender has been invited.

The definition of similar work shall be as follows:
The term Similar Work shall mean supply, installation, commissioning, implementation and
maintenance of GPS based Vehicle Tracking System / GPS based Operator Independent Truck
Despatch System in Coal India Limited or its subsidiaries.
OR
Supply, installation, commissioning, implementation and maintenance of GPS based Vehicle
Tracking System / GPS based Operator Independent Truck Despatch System in Coal / Mineral /
Mining / Road Transportation Industry, / GPS based Police Vehicle Tracking in remote
locations.

In respect of the above eligibility criteria the bidders are required to furnish the following
information, in the formats given below, duly supported by self attested copies of the supply /
work orders / agreements with respect to the job for which the bid is submitted:

Details of qualifying experience (similar work) of the Bidder:

Sl.
No.
Name of the Work
& organisation for
whom work done
Work
Order /
Contract
No. &
Date
Start
date
End
Date
Value of the
completed work
as on the last day
of the previous
month in which
the NIT has been
issued.
Supporting
Documents
submitted?
1 Yes/No
2 Yes/No
3 Yes/No

B. Financial Turnover:
Average annual financial turnover of the firm / company during the last 3 (three) years,
ending 31st March of the previous financial year should be at least 30% of the estimated
cost i.e. Rs. 16255882 (The Previous Financial Year shall be computed with respect to the
date of publication of NIT)

If any bidder does not furnish the turnover value for any financial year out of the last 3
financial years, the turnover for that financial year shall be taken as Zero and the average
annual financial turnover shall be calculated accordingly.

Financial turnover shall be given a weightage to bring them at current price level by adding
5% in the financial turnover for the 2
nd
year and 10% for the 3
rd
year. No weightage will be
given in the turnover for the 1
st
year.
In respect of the above eligibility criteria the bidders are required to furnish the following
information:
i. Annual financial turnover of each of the last 3 years ending 31
st
March of the previous
financial year. (either in the form of a certificate duly issued by the CA or audited
Balance Sheets indicating the details)
ii. Name of the Chartered Accountant issuing the Profit and Loss Account or the turnover
certificate.
iii. Membership Number of the Chartered Accountant.
iv. Date of issue of financial turnover certificate by Chartered Accountant.


C. Evidence (duly certified by either Bank or CA) of possessing adequate working capital
inclusive of access to the lines of credit from schedule bank to meet the requirement (i.e.
20% of the annualised value of the proposed work or the estimated value of work,
whichever is higher). In case the bidder is obtaining credit, the certificate from schedule
bank should be produced. The bidder should possess the working capital within three
months prior to the date of opening of tender.
Note: In case the bidder is a J oint Venture, the availability of working capital in
respect of each individual partner of J V need to be furnished and the working capital of
all partners will be added by the System to calculate the Working Capital of the bidder as
J V.
D. Permanent Account Number (PAN): The bidder should possess Permanent Account
Number (PAN) issued by Income Tax Department, Govt. of India. The bidder should
produce the details of it with the tender along with a copy of the same.
E. VAT/Sales Tax: VAT, CST, Service Tax Registration numbers issued by Sales Tax
Department of any Indian State Govt are to be produced along with the Tender. Service Tax
will be paid extra as per applicable prevailing norms.
F. Certification: The bidder must have ISO 9001:2008 (or higher) certification for QMS.
G. Legal Status of the Bidder: The bidder shall have to submit certified copy of any one of
the documents in support of the legal status of its firm.
i. Registration of firm and / or registered partnership deed.
ii. Affidavit in case of proprietorship firm along with Trade License indicating the
related business.
iii. Articles of association / Memorandum in case of company.
iv. J V Agreement in case of J oint Venture.
G. Affidavit on Non-judicial stamp paper in support of authenticity of credentials. The
bidder shall have to submit an affidavit on Non-J udicial Stamp Paper in support of
authenticity of credentials as per the format given along with the tender document.
H. All bidders shall provide a statement that the Bidder (including all members of a joint
venture company or consortium and subcontractors) is not associated, nor has been
associated in the past, directly or indirectly with the consultant or any other entity that has
prepared the design, specifications and other documents for the Project or being proposed
as Engineer for the Contract.
I. ONE BID PER BIDDER: Each bidder is eligible for submitting one Bid, in the same
legal capacity (company or consortium) in which they have participated in the tender.
J. Banning: The bidder should give a declaration that they have not been banned or delisted
by any Govt or QuasiGovt agencies or PSUs. If a bidder has been banned by any Govt or
QuasiGovt agencies or PSUs, the fact must be clearly stated and it may not necessarily be
a cause for disqualifying them. If this declaration is not given, the bid will be rejected as
non-responsive.
K. Even though the bidders meet the above eligible criteria, they are subject to be disqualified
if they have:
i. made misleading or false representations in the forms, statements and attachments
submitted in proof of the qualification requirement and/or
ii. record of poor performance such as abandoning the works, not properly completing
the contract, inordinate delays in completion, litigation history, or failures etc. in the
past during their contractual works with Govt, PSUs.
L. Certificate in respect of IPV6 compliance: The bidder must submit a declaration, in the
form of certificate from the respective OEMs, under OEMs seal and signature, for each
item of computer and networking hardware and/or software offered by the bidder, which
clearly states that the make and model of the offered hardware/software item is IPV6


complaint. Bids not accompanied with such declaration certificates from the OEMs would
be treated as non-responsive bids and are liable to be rejected.
M. Originality Certificate: The bidder must submit a declaration, in respect of all items of
offered hardware, software, and accessories, under its seal and signature clearly stating that:
a) All offered items and their components / parts / assemblies / sub-assemblies / software
etc which shall be supplied to ECL, if the order is placed on the bidder, shall be original
and new from the respective OEMs of the items and that no refurbished / duplicate /
second-hand components / parts / assemblies / sub-assemblies / software shall be
supplied.
b) All the offered software, with requisite number of user licenses, as may be necessary,
shall be supplied with duly authorised license certificate in the name of Eastern
Coalfields Limited from the respective OEM and also that these software shall be
sourced from the original manufacturer / developer of the software product or their
authorised agencies. The bidder shall provide all necessary updates and/or patches as and
when released by the respective OEM of the software product during the entire period of
contact i.e. 60 months, at no additional cost.
N. PERFORMANCE SECURITY / SECURITY DEPOSIT
a) Security Deposit shall consist of two parts:
(i) . Performance Security to be submitted at award of work and
(ii). Retention Money to be recovered from running bills.
The security deposit shall bear no interest.
b) Performance Security should be 5% of annualised value of contract amount and should
be submitted within 28 days of receipt of LOA by the successful bidders in the form
Bank Draft drawn in favour of Eastern Coalfields Limited on any Scheduled Bank
listed with RBI, payable at its Branch at Asansol.

The bid security / EMD deposited in the form of Demand draft shall be adjusted against
the security deposit.

Failure of the successful bidder to comply with the requirement as above shall constitute
sufficient ground for cancellation of the award of work and forfeiture of the bid
security.

c) Retention money should be deducted at 5% from running on account bills. Total of
performance security & Retention Money should not exceed 10% of annualised value of
contract amount or lesser sum indicated in the bid document.

d) 5% performance security should be refunded within 60 days of the completion of the
work. (The date of completion of the work will be certified by the Engineer-In-charge)


TECHNICAL REQUIREMENTS, SPECIFICATIONS AND FEATURES OF GPS BASED
VEHICLE TRACKING SYSTEM
The objectives to be achieved by implementation of the proposed Vehicle Tracking System in ECL
are as follows:

(I) Objectives
1. To install a customised vehicle tracking system which will give a solution in place by
which it can track all the vehicles engaged in internal coal transportation in & around
Asansol and two areas in J harkhand under ECL and intends to answer the following queries
regarding movement of vehicles.
(a) Are the vehicles deviating from their specified routes?
(b) Is there any unscheduled stoppage?
(c) Will the deliveries be in time?
(d) Is the vehicle being driven safely/within safe speed?
(e) How much each vehicle is running on any given day?
(f) Which vehicle is closest to the delivery point?
2. Online web enabled real time tracking of vehicles is to be achieved which will enable ECL
officials to view all vehicles on single screen in Control Room to utilise the resources in
efficient and cost effective way and preventing the unwanted movement of coal carriers.
3. The offered system should provide necessary reports to analysis operational parameters to
avoid idle time of the transporting vehicles.
In order to achieve the above mentioned objectives, ECL shall provide the following facilities
and data/information to the successful L1 bidder.

- Estimates / expected duration for transportation from source point to destination as standard
norm which may change over time and from Area to Area. The system should have facility
for recording and modifying the same as per requirement by the system controller.
- Permissible driving speed from source point to destination as standard norm which may
change over time and from Area to Area. The system should have facility for recording and
modifying the same as per requirement by the system controller.
- Maps of the lease hold area of the mines indicating the various points such as location of
dumps, coal handing plants, weighbridges, washeries, workshops, parking places, etc
between which the vehicles are expected to move and the probable routes. The system
should have facility to upload these maps.
- Number of operating vehicles and the routes assigned to them as and when the need arises.
The system should have facility to upload these parameters.
- Site for server installation at ECL HQ, Central Control Room and Area Control
Rooms. However, the bidder has to specify in the bid document (a) the minimum space
required in Sq. Mtr. for each location, (b) Requirement of Mains Power in terms of


Volts, Single/ Three Phase, expected Power consumption, No. of power points and
switches with rating, (c) Air conditioning requirement, (d) requirement of furniture. If
the above required information is not provided in the bid document by the bidder,
bidder's claim for delay in installation and commissioning and/or un-satisfactory
performance of the bidder shall not be considered.
- Consumables such as paper, printer ribbons, ink cartridges, toner cartridges and media
required for taking backup system / data backup shall be provided by ECL during the 60
months rental period. However, minimum required quantity of these items during the trial
run and for three months consumption after successful implementation of the system for all
Areas will have to be provided by the successful bidder.
- Fuel tracking is not included in the present scope of monitoring.
- Provision of surveillance cameras at the all weighbridge sites, RFID tags for all the vehicles,
boom barriers and RFID readers at weighbridge sites, Provision of IP radios, etc are not
included within the scope of the present scope of work. However, the offered software
system should have facility to capture data from weigh-bridges, surveillance cameras, RFID
readers and boom barriers as and when needed during the contract period of 60 months.
- The bidders should note that Availability of GPRS network over the entire operating Area
under command and control of ECL is not guaranteed. The prospective bidders must make a
survey of the entire Area, where the offered Vehicle Tracking System (VTS) has to work, to
assess the availability of GPRS network from various leading mobile service providers
before submitting the bid.
- The climatic conditions, where the VTS hardware / software has to work, are tropical to
sub-tropical, dusty with a hot and humid atmosphere. Ambient temperature ranges from 0
0
C to 50
0
C with Relative Humidity of maximum 98% (non-condensing). The bidders should
make a visit to the project sites to acquaint themselves with the actual conditions before
submitting the bid.
(II)The bidder must carry out technical survey of the project sites, before submitting the bid,
to assess the requirements and needs of the vehicle tracking system for achieving the above
mentioned objectives.
(III)The bidder has to offer and provide a total technical solution along with necessary
hardware, software and other devices including installation, commissioning and
maintenance of the same to achieve the above mentioned objectives. The GIS maps, if
required, will be arranged by the bidder at his own cost. Every bidder satisfying the
eligibility criteria and considered eligible for technical evaluation of its offered solution
shall have to give technical presentation of the offered solution before Technical Evaluation
Committee on a specified date to facilitate and ascertain technical suitability of the offered
solution.
(IV)The techno-commercially acceptable solution offered by the successful L1 bidder shall
be implemented initially on trial basis for a period of three months at Salanpur Area of ECL
with not more than 220 numbers of vehicles for monitoring and only after successful three-
months-trial-run the solution is to be implemented at all other Areas of ECL by the
successful L1 bidder. The successful completion of the trial run is to be certified by the
General Manager of the Area in which the system shall be implemented on trial-basis.

(V)The prospective bidders have to provide the necessary hardware, software and other
related equipments along with the required qualified maintenance personnel to provide
satisfactory maintenance support for the offered system during installation, commissioning,


training and maintenance during 3-months trial period and throughout 60 months contract
period after successful completion of trial run. The bidder has to arrange Internet facility at
the Central Control Room and all Area Control Rooms at their cost.
(VI)The essential features required in the total solution offered by the prospective bidders
for achieving the above mentioned objectives are as follows:
a) On-line web-enabled real-time system for tracking of vehicles is required which will enable
full visibility of all vehicles on single screen in Control Room to utilise the resources in
efficient and cost effective way and preventing the unwanted movement of coal transporting
vehicles. Since the system is expected to serve the communication needs for the next 5 years
it must have the flexibility of adapting to changing existing hardware. It is anticipated that
additional features may become available for the system in future. The system shall provide
straight forward mechanism for software up-gradation to all system components.
b) Technology: In order to achieve aforesaid features, one GPS Receiver with facility of
transmitting GPRS signal in selectable ASCII or Binary format to the designated Server is to
be installed on each designated vehicle. The Location Data along with Vehicle No & Date-
Time stamp will be transmitted through GPRS from concerned Vehicle to Designated
Server. The Designated Server is to be installed at ECL Hqrs, at Barakar, West Bengal
equipped with Public IP & necessary Software shall process data received from all the
vehicles and deliver structured information in web-enabled format such that all officials
entrusted with Vehicle Tracking Operation can monitor their group of vehicles through
website and receive Alert SMS generated by designated Server for necessary action. The
bidder shall create digital map of the Mine Site for geo-fencing & identify important points
of mine, viz, Source, Dumping Yard, Workshop, Resting place etc, such that any abnormal
waiting at earmarked points or en-route can be recorded to adjudge its operational
performance. Required input data for creating digital maps for geo-fencing and the location
of source and destination points with pre-defined probable routes shall be provided by ECL.
The offered system should have facility to define and make changes in the pre-defined
routes, if necessary, by the authorised system controller of ECL.
b) Equipment:
i) GPS Receiver:
a) The GPS receiver & other accessories to be supplied and installed as per the
offered technical solution shall be tropicalised and shall conform to all CCITT
Wireless Standards and relevant Indian/International standards for vibration &
shock/Noise, Dust etc.
b) The GPS Unit shall be housed in locked metal enclosure such that it can be fixed
on the dash-board of the vehicle with necessary opening for egress & ingress of
cables, antennas etc. The GPS Receiver shall have required display to note the
status/alarm, interface for audio, antenna, USBII, RS-232C etc.
c) The GPS Receiver shall have slots to insert & operate any valid triband / Quad
band GSM SIM with GPRS facility to transmit available GSM data to designated
Server of ECL for further processing.
d) Appropriate loop / suitable antenna shall be connected securely to GPS Receiver
on the dash-board of vehicle to avoid any eventual damage to the system.


e) The GPS receiver shall have in-built battery support for minimum 8 (eight) hours
with internal rechargeable battery as well as external Battery support either 12V
DC or 24 V DC from vehicle battery.
f) The GPS Receiver Unit shall be supplied in complete with all associated tools &
tackles to function along with valid SIM with GPRS features.
g) GPS Receiver unit shall have adequate internal memory to record data during
GPRS signal-blind-zone & transfer data as soon as it enters the GRPS signal zone.
h) The bidder has to arrange for all valid SIMs with GPRS facilities for insertion/
function to GPS Receiver from the mobile service providers so as to minimise the
GPRS-blind-zones in the operating Areas of ECL. The rental and the recurring
charges for its use shall be to the bidders account. The bidder shall indemnify
ECL against loss of SIM & its misuse.
i) GPS Receiver shall have location accuracy of +10 (ten) mtr.
j) All the GPS receivers are supposed to work under extreme environment of coal
mine conditions and shall conform to standard IP66.
k) The GPS receiver shall be mounted with vibration proof Mounting Brackets.
l) The GPS module shall be integrated into the system to capture the current location
of the vehicle along with date-time stamp and the same will be communicated to
Server using GPRS link. The offered software shall have the capability to convert
this data to monitor speed of the vehicle.
ii) Server: The designated server will be installed at ECL HQ at convenient place for
round-the-clock (24 x 7) tracking of designated vehicles engaged in coal
transportation. The detailed configuration of the designated Server and the storage
devices shall be commensurate with the defined objectives specified in this
document and to achieve the guaranteed availability during the entire period of
contract. The server shall be housed in sufficiently cooled housing cabinet /
rack with power input redundancy for dual power source. The bidder shall
provide necessary backup devices and backup software for periodic backup of
data and backup library. The bidder shall also provide on-line UPS System of
suitable capacity to support server, monitor, storage, back-up devices,
printer, work station for at least 3 hours backup. The bidder must clearly
specify the detailed configuration in the following format and specify the required
quantity of the server, storage and other associated devices offered as part of the
solution.


Sl.
No
Item
Bidder to provide technical
specifications of the offered
equipment
1. Make & Model of Server
2 Processor
3 Memory
4 Storage
5 Combo Drive
6 Display
7 Cluster interface
8 Network interface
9 Graphic Interface
10 Operating System
11 Database Mgt. System
12 Server Console
13 Key Board
14 Mouse
15 Form Factor (Blade or Rack)
16 Housing (cooled cabinet)
17 Accessories
18
External Storage System with back
up facility

19 600 LPM Line Matrix Printer
20
On-line UPS with 3 hrs backup of
suitable capacity

21
Licensed total security software for
protection against viruses, external
attacks from public network, etc.

iii) Work Station: One work station is required to be installed at ECL HQ
Control Room along with the server and additional work stations shall be required
one each for the Area Control Rooms. Presently there are 14 operational Areas of
ECL where the offered system shall be implemented after successful trial run.
The work station for the Central control room will be powered by the UPS
provided with server. However, the work stations for Area Control Rooms must
have a separate on-line UPS of suitable capacity with minimum 3 hours backup.
The bidder must clearly specify the detailed configuration of the offered work
stations in the following format.

Sl
No
Item
Bidder to provide technical
specifications of the offered equipment
1 Make & Model of Work Station
2 Processor
3 Memory
4 Storage
5 Combo Drive
6 Display
7 Network Interface
8 Graphic Interface
9 Internet Connectivity


10 Accessories
11 A3 size colour Printer
12 Operating CMC
13
On-line UPS with 3 hr backup
of suitable capacity

14
Licensed total security software
for protection against viruses,
external attacks from public
network, etc.

iv) Desktop PCs for Client Location: Two desktop PCs with UPS (600VA, 30 min.
backup) are required for the system users at the Central Control Room and Two
similar desktop PCs are required for the systems users of each Area where the
offered solution is to be implemented. Presently 14 Areas exist in ECL where the
offered solution is to be implemented. Bidder must provide the technical
specifications of the offered PCs in the following format.
Sl
No
Item
Bidder to provide
technical specifications
of the offered equipment
1 Make & Model of the Desktop PC
2 Processor
3 Memory
4 Storage
5 Display
6 Combo Drive
7 Network Interface
8 Graphic Interface
9 Internet Connectivity
10 Operating system
11 Accessories
12 UPS 600VA with 30 min. backup
13 24pin 136 column Dot Matrix Printer
14
Licensed total security software for protection
against viruses, external attacks from public
network, etc.

v) Tablet 10 inch for ECL HQ: Provision one Tablet is required and must be included in
the offered B.O.M. The detailed technical specifications of the offered tablet must be
provided in the following format.

Sl No Item Offered Specification
1 Make & Model
1.1 Size 10
1.2 Available Features (Built-in GPS is essential)
1.3 Network
1.4 Memory
1.5 Navigation


Application software requirement (Vehicle Tracking System):
Data capturing and reporting:
A. The System should be capable of capturing the following data for further reporting.
a) Equipment tracking (geo-referenced location)
Sl
no
Item Broad Specification
1 Dumper/Tipper/Vehicle
Equipment ID, Vehicle No, X-Y
Location (within +10 mtr) on route
b) Shift-wise equipment status as required in the reports to be produced by the
System.
c) The Application Software shall provide facilities for report generation as per
requirement at Area Control Room as well as at Central Control Room. Map /
GIS Interface

Sl
no
Item Broad Specification
1 Map Display
Dynamically display Eqpt ID, X - Y location
(within +10 mtr on geo-referenced Map)
2
Map Query
Display/Interface
Dynamically display Eqpt-ID, X-Y location
(within +10 mtr on geo-referenced Map based on
eqpt. status attribute, date/time, and Report
Generation as per Management Requirement
3 Map Replay facility
Replay Eqpt movement during day/shift at defined
intervals/Steps and report generation

B. The Server shall have the facility to generate SMS Alert & e-mail for concerned
Official.
C. Server shall be capable of handling data for 1479 vehicles and with provision for
handling data for additional 50% of vehicles which may be brought under the
scope of work in future.
D. The vehicle/Tipper assigned to particular mine or group of mines shall be
indicated separately.
E. The Application software of the offered system shall be capable to communicate
& exchange data with ECLs Coal Net / Application Package.
F. Industry Standard ODBC compliant technology is to be used to provide
capability of integration with other industry standard solutions provided by other
vendors.
G. The system shall provide data communication between Control room and
equipment.
H. The ownership of all the data captured and the reports generated by the system
during the entire contract period shall remain with ECL and the same be made
available to ECL in softcopy for future use.


I. The ECL management shall have right to increase or decrease the quantity of
GPS receivers installed on the vehicles and /or activate or deactivate them as &
when required by the ECL management as per its policy decisions.
J . It is required that the system is capable of monitoring any vehicle covered by the
system by providing a dash-board at the Control Room and at any other desk-
top. The screen should provide live status of vehicles like current location,
status, speed etc. Location of all vehicles should also be seen in the Map.
Alternatively, the controller at Control Room may also be able to poll for the
status of particular vehicle and may send command accordingly for getting
information in response.
K. The service provider shall arrange anti-virus / firewall protection, system
security for SMS, Server, etc for ensuring effective operation of VTS.
L. GeoFencing: A facility to create a geo-fence is to be provided by selecting the
successive points (Geo-codes) on the map. The system should be capable of
assigning geo-fence to a particular vehicle or a group of vehicles and would be
cable of raising the alarm accordingly if the vehicle tries to move out of assigned
geo-fence.
M. Location and Routes: There should be facility by which the location and routes
can be defined using the map. Location is a point identified by latitude/longitude
and the name (place/landmark) as defined by ECL. Routes will be a set of geo-
codes and can be defined by using maps by selecting several geo-codes that
appear in the path. A vehicle should be associated with the specific route so that
controller can monitor the vehicle as and when it deviates from the assigned
route and the alarm should be raised.
N. Locating vehicle on Map: The system should provide the functionality to locate
a vehicle on the map. User is able to select the vehicle from the list or search
using the vehicle number. The system should fetch the latest location of the
vehicle and present the user with map of the area. There should be facility to
locate the vehicles within particular area or nearby area using the system.
O. Required Reporting Features: Following Reports are required to be generated
and these reports and real-time data can be seen on website or on Smart Phone.
1. Fleet summary Report (Individual & Group-wise)
2. History Report
3. StartEnd Report
4. Report consisting number of trips made by individual vehicle per shift / per
day / per month.
5. Speed Report
6. Latest Location Report


7. Travel Distance Report (date-wise)
8. Stoppage Report consisting unwanted stoppage for more than 5 minutes.
9. Geo-fence Report
10. Travelling Report with point of interest
11. Input history report (date-wise)
12. History of path
13. History of path with point of interest. Detailed report is to be sent
automatically at scheduled intervals through e-Mail, Excel, PDF etc.
14. Monthly availability report for assessment of the system availability and/or
up-time for the purpose of monthly monitoring / billing.
15. Any other report, based on the data available in the system, as may be
required by the ECL authorities during the contract period.

P. Required Alerting Features:
Following audio and/or visual alerts must be generated by the system on mobile or
on screen
1. Movement Alert: In case transport vehicle stops more than 5 minutes.
2. Geo-fence Alert: Instant SMS/e-Mail alert in case a transport vehicle deviates
from the pre- defined route.
3. Park Fence Alert.
4. Top Speed Alert

------------------------


Special Terms and Conditions

1. The bidder must carry out technical survey of the project sites, before submitting the bid, to
assess the requirements and needs of the vehicle tracking system for achieving the system
objectives as specified in the document.
2. The bidder has to offer and provide a total technical solution along with necessary
hardware, software and other devices on rental basis and carryout installation,
commissioning and maintenance of the same to achieve objectives as specified in the
document.
3. Every bidder satisfying the eligibility criteria and considered eligible for technical
evaluation of its offered solution shall have to give technical presentation of the offered
solution before a Technical Evaluation Committee on a specified date to facilitate and
ascertain technical suitability of the offered solution if desired by the tender inviting
authority.
4. The techno-commercially acceptable solution offered by the successful L1 bidder shall be
implemented initially on trial basis for a period of three months at Salanpur Area of ECL
with not more than 220 numbers of vehicles for monitoring and only after successful three-
months-trial-run the solution is to be implemented at all other Areas of ECL by the
successful L1 bidder. The trial run will be considered successful provided the
monthly average availability of the system during all three consecutive months does
not fall below 75%. The successful completion of the trial run is to be certified by the
General Manager of the Area in which the system shall be implemented on trial-basis.
5. The bidder may note that no payment shall be made against unsuccessful implementation of
the system during trial run period and the work shall be terminated accordingly.
6. The prospective bidders have to provide the necessary hardware, software and other related
equipments along with the required qualified maintenance personnel to provide satisfactory
maintenance support for installation, commissioning, training and maintenance of the
offered system during 3-months trial period and throughout 60 months contract period
after successful completion of trial run.
7. The bidder has to arrange Internet facility at the Central Control Room and all Area Control
Rooms at their cost.
8. The bidder has to submit full technical details of the offered solution and provide technical
specifications of various hardware / software components of the offered system.
9. The Bill of Materials (B.O.M.) must include the following components : All items of the
hardware, software, monitoring equipment / devices, power conditioning equipment /
devices, networking equipment / devices, and services and their quantities required,
separately during the period of trial run and thereafter for implementation in all Areas of
ECL if needed, for successful implementation and commissioning of the offered technical
solution. The bidder must also submit full technical specifications of the items included in
the offered B.O.M, but not specified as per system requirement, along with technical
justification for the need of these items.


10. A prescribed format for the B.O.M. is provided. If any item required for successful
implementation of the offered solution is not specified in the B.O.M. submitted by the
bidder but is considered necessary for successful implementation of the solution, the same
has to be supplied / provided by the successful bidder at his own cost and expenses and no
additional monthly rental charges shall be paid by ECL for such supplies.
11. Scope of Work :
The system provider is required to supply, install, commission, implement and maintain
GPS based Vehicle Tracking system (VTS) initially on three-month-trial-basis at Salanpur
Area of ECL and after successful completion of the trial-run duly certified by the General
Manager of the designated Area, the system shall be implemented at all Areas of ECL on
rental basis for a period of 60 months as per terms and conditions given in the tender
document.

For this purpose, the system provider is required to provide, install, configure, integrate a
complete package of equipment such as computer hardware/software and
telecommunication gear and other related peripherals and services etc. They are also
required to provide training to the operational personnel of ECL for a period of not less
than 30 days to provide necessary insight and acquaintance with the installed system. The
system provider will also be required to maintain the system during the entire period of
contract i.e. 60 months and post adequate number of technical personnel at site to provide
on-site support in respect of all hardware, software and related peripherals.

In brief following are the important steps covered under Scope of work:
a) Installation of GPS receiver on all vehicles engaged in transportation of coal in
the Area. The population of such vehicles during trial run shall not be more than
220. However, subsequent to the successful trial run, the estimated population of
vehicles to be monitored across ECL is 1479 (One thousand four hundred
seventy nine). The number may increase or decrease in future. If the number
increases in future, the successful bidder has to arrange for the additional devices
as may be necessary as per rate, terms and conditions of the contract.
b) Whenever an existing vehicle, on which GPS receiver is mounted, is withdrawn
from the fleet and / or replaced by another, the service provider is required to
remove the GPS receiver from the withdrawn vehicle and install the same on the
new / replacement vehicle. In such cases, it will also be the responsibility of the
service provider to integrate this GPS receiver with the equipment and
telecommunication gear so that the new/replaced vehicle also becomes a part of
the vehicle tracking system.
c) Integration of all GPS devices with the web-enabled VTS application on the
ECL website through a secured link which is also to be incorporated by the
service provider.
d) Maintenance of the system during the entire contract period i.e. 60 months so
that it can achieve the Guaranteed Availability as detailed in technical terms and
conditions.
e) Configuration of geo-fencing.


f) To establish Control Room in all the Area offices to monitor the movement of
vehicles of the Area. However, ECL will provide required space, building and
other basic infrastructure.
12. SCOPE OF MAINTENANCE:
Comprehensive maintenance work is to be done by the successful bidder or by its
authorized agency. The Scope of Maintenance work will be as under:

(i) To carry out all routine schedule maintenance job at the required locations.
(ii) Providing all labour, all spare parts, inspection and supervision services related
to the above.
(iii) Maintaining the system to achieve guaranteed availability as per contract.
(iv) The cost of maintenance work will include cost of all spares (landed price
basis), labour charges and all other charges on as and when required basis. The
payment for maintenance is included in the monthly rental charges, to be paid on
quarterly basis against invoice / bill raised for that purpose.
(v) Providing of all software upgrade, updates etc.
(vi) For all hardware & software free maintenance services and software upgrades
shall be provided by the supplier during the entire rental period.
(vii) The response time to attend a maintenance complaint / breakdown call at site
shall not exceed 3 hours. The supplier shall, thus, respond and commence repair
work on the equipment within 3 hours of being notified of the system
malfunction. In case there is any failure with hardware components, the same
may be made good/rectified within further 24 hours time. All the hardware,
software supplied and installed, shall be maintained by the system provider in a
manner, which ensures that the guaranteed availability is achieved.
(viii) The periodicity of preventive maintenance shall be decided by the designated
VTS Project Manager of ECL and the successful bidder as per requirement
but it must be at least once in a month and shall be carried out during normal
working days.
(ix) All spare parts and components have to be supplied and installed free of cost
at site during the period of contract. Printing media i.e. paper, printer ribbons, ink
cartridges, toner cartridges and media required for taking system/data backup
shall only be treated as consumables and the same shall be provided by ECL
during the 60 months rental period. However, minimum required quantity of
these items during the trial run and for three months consumption after
successful implementation of the system at all Areas will have to be provided by
the successful bidder. No other items shall be considered as consumables. Print
heads for dot matrix printers, hammer bank for line matrix printers or such parts
used in the printing mechanism but not included in the list of consumable items
given above shall have to be supplied by the successful bidder free of cost as and
when needed.


12. Location & volume of work :
a) Location of Site:
ECL HQ, Salanpur Area, Sodepur Area, Satgram Area, Sripur Area, SP Mines,
Sodepur Area, Rajmahal Area, Mugma Area, Bankola Area, Kenda Area, J hanjra
Area, Kajora Area, Kunustoria Area and Pandaveswar Area of ECL.

b) Total No. of vehicles/Tippers engaged in internal Coal transportation: 1479. It is
expected that the quantity of vehicles may vary as per requirement of the
situation. If the number increases in future, the successful bidder has to arrange
for the additional devices as may be necessary as per rate, terms and conditions
of the contract.

13. Delivery : Permissible delivery period for Vehicle Tracking system will be 10 (Ten)
weeks from 10
th
day from the date of issue of the work order in the first instance for
trial-run as per offered BOM-1 and 8 weeks from 10
th
day from the confirmation of
the work order for all Areas of ECL as per BOM-2. The space for storage the supplied
material after delivery but prior to installation and handover to ECL may be provided
by ECL. However the custody and security of the materials shall be the responsibility
of the bidder.
14. Time period for Installation: The supplier or his authorised representative has to
complete the installation and commissioning work for the supplies as per BOM-1 and
BOM-2 within 6 weeks from the date of commencement of supplies for the respective
phase.
15. Insurance: Comprehensive insurance of each material/equipment supplied by the
successful bidder/supplier is to be done by the successful bidder/supplier and cost of
insurance of the material/equipment during transit and during operation of the contract
will be on successful bidders account. The successful bidder will have to provide
documentary evidence to this effect prior to release of first payment.
16. Inspection, Installation, Tests and Acceptance: The designated representative(s) of
ECL shall undertake the inspection of the Goods and Services installed, after written
intimation of the same from the bidder, to check whether the Goods and Services are
in conformity with the items included in the Bill of Materials and their technical
specifications. The inspection shall be carried out in presence of the suppliers
representative. The Inspection/Testing shall include the physical verification of
documents, manuals, equipment, operating systems, Application Software etc. as per
Bill of Materials.
17. Warranty/Guarantee: The bidder shall guarantee that the material / equipment,
which include system hardware, Software, UPS, etc supplied under this contract,
shall be in accordance with the contract specifications and shall have no defects
arising out of design, materials or workmanship and shall carry respective
manufacturers standard warranty.
The supplier will be responsible for smooth functioning of the material /
equipment, which include Computer Hardware, Software, UPS, etc supplied under
this contract, for the entire period of the contract, i.e. 60 (sixty) months from the


date of successful installation and commissioning. The supplier must ensure that no
major breakdown occurs due to manufacturing / design / material / workmanship
defect during the contract period. In case of any failure / malfunctioning of the
material / equipment, which include system Hardware, Software, UPS, etc supplied
under this contract, due to reasons other than those attributable, with facts and figures,
to external factors beyond control of the successful bidder such as faulty main power
supply, alteration / tempering, misuse or negligence by unauthorised person, repair or
replacement of the same will be arranged by the supplier free of cost.

18. The total job of supply, installation and maintenance of all hardware and peripherals
during the rental period will be done by the successful bidder only.
19. The Vehicle Tracking systems will be taken on monthly rental basis, which will
include maintenance for a period of sixty months. Rental should be uniform for the
entire rental period of sixty months and inclusive of all taxes, levies, duties etc except
service tax for which the bidder has to submit the documentary evidence for claiming
reimbursement as per existing rules. The rental quoted should be firm without
escalation during the currency of contract.
20. The rate of monthly rental for the VTS shall comprise of two parts; (a) Rental for
the fixed equipment and software taken together for the equipment to be installed at
HQ, and Area Control Rooms, (b) Rental for the mobile unit including charges for
GPRS services. The bidder has to provide necessary information for arriving at these
rates in the prescribed format of the price bid.
21. One Time Charges (OTC): Apart from the monthly rental charges, the bidder may
specify One Time Charges payable to the bidder to cover the incidental expenses
which may be required during timely installation and commissioning of the system.
OTC should not be more than 3 months rental charges for the fixed equipment. It will
be paid only after successful installation and commissioning of hardware, porting of
operating system, utilities and their acceptance by ECL for all the designated Areas.
OTC will be payable only if the trial run is successfully completed and installation and
commission of VTS for all designated Areas is completed successfully within the
stipulated period indicated in the work order. However, if the delay in installation &
commissioning is due to reasons attributable, with facts and figures, to external factors
beyond control of the successful bidder, such as (a) site for installation not provided
by ECL as per requirement specified by the successful bidder in its offer and/or (b)
pre-defined number of vehicles not identified and provided by ECL for installation of
GPS receiver (VMU), (c) Non-availability of mains power as per required electrical
standards within the stipulated time for installation and commissioning mentioned in
the work order, the successful bidder will be eligible for payment of OTC.
22. Tenders will be evaluated and settled on the basis of NPV of the total offer (One Time
Charge where applicable and monthly rental charges payable on quarterly basis during
the rental period of 60 months).
23. Rental period will commence from the date of successful installation and
commissioning and acceptance of the Vehicle Tracking systems. The date of


successful installation of the Vehicle Tracking systems will be notified jointly by
the ECL and the successful bidder.
24. After the expiry of 60 months, ECL will have the option to retain the Vehicle
Tracking system on payment of one months rental and in such case the bidder shall
not be liable for maintenance and upkeep of the system. However, in the event of the
above, the Annual Maintenance charges for maintenance and upkeep of the Vehicle
Tracking system may be settled either through a mutually agreed rate, terms and
conditions with the existing service provider or through fresh tendering.
25. The successful bidder shall have the facility to include further provision in software
for integration with additional hardware, such as surveillance cameras, weighbridges,
RFID tags to be installed in vehicles, boom barriers and RFID readers at weighbridge
sites, IP radios, etc. if desired by the Management during the period of contract.
26. The monthly rental charges for the fixed equipment should cover comprehensive
maintenance services for all equipment, hardware and software including all Printers,
UPS batteries, GPS receivers etc and will cover repairs and replacement of defective
parts to keep the equipment(s) in proper working order. However, print/toner
cartridges, ink cartridges, printer ribbons shall only be treated as consumables and
would be supplied by ECL. There will be no other financial liabilities on the part of
ECL for above maintenance services.
27. Monthly rental charges for the mobile equipment will cover comprehensive
maintenance services for the mobile equipment i.e. GPS receiver and the GPRS
services. This will also include mounting and un mounting of GPS receivers from
the vehicles as and when required during the entire contract period. There will be no
other financial liabilities on the part of ECL for above maintenance services.
28. Availability Provisions :
(a) The system provider shall guarantee that the system supplied pursuant to this
contract shall be available for use of ECL and shall meet the performance criteria
in accordance with the terms & conditions of the guaranteed availability as
outlines below.
(b) The guaranteed availability for the entire Vehicle Tracking system shall not be
less than 98% calculated on monthly average basis and in no case shall fall below
75%.

Availability during the month shall be calculated as follows:

24 x N TBD
% Daily availability =------------------------------- x 100
24 x N

Where N =GPS mounted vehicles to be monitored in a day
TBD =Sum total in hours in a day during which individual vehicles not
monitored.


Sum of daily availability %age during the month
% Monthly Availability =---------------------------------------------------------
No. of days in a month

Example: Since the system is expected to work round the clock, each GPS receiver
mounted vehicle is expected to be monitored 24 hours per day for say 10 number of
such vehicles deployed in a day. Out of these 10 vehicles if 2 are not monitors for half
an hour on a day and 4 are not monitored for 1 hour on the same day then the percent
availability during that day will be as follows:

24 x 10 (2 x 0.5 +4 x 1)
% Daily availability =------------------------------- x 100 =97.92
24 x 10

Sum of daily availability % during the month
% Monthly Availability =---------------------------------------------------------------
No. of days in the month
Penalty
a) If the availability falls below the guaranteed monthly availability (98%), there
will be pro-rata deduction in the monthly rental as penalty. A penal charge
amounting to 5% of such penalty will also be imposed and deducted from the
monthly rental.

Thus, Penalty =(98 % Monthly Availability) x Monthly rent of the system
98
Penal Charge =0.05 x Penalty
Rental payable =Monthly rental (Penalty +penal Charge)

b) If the system is not available for use for more than 3 consecutive days an additional
penalty amounting to 20% of the monthly rental shall be imposed.
c) No bonus or additional sum shall be payable to the Vendor if the monthly
availability is more than the guaranteed availability as mentioned above.
d) The entire system will be treated under breakdown if any server or UPS or
monitoring console is under breakdown or malfunctioning.
e) In case the monthly availability falls below 75% in a month rental charges for that
particular month will not be payable.
f) Scheduled preventive maintenance time shall not be considered as breakdown.
g) Successful bidder has to provide on-line UPS for supplying power to the system for
at least 3 hours backup in case of mains power failure. If mains power failure is for
more than 3 hours duration, the same shall not be treated as breakdown.


29. Payment Terms :
i. Payment for 3-months trial run at Salanpur Area shall be made only after successful
completion of the trial run and placement of firm order for the entire work. The
payment for the trial run shall be on pro-rata basis for the no. of vehicles monitored
during the trial-run after deducting penalty, if any, as per Clause 28 above and shall
be calculated using the unit rate of monthly rental for mobile equipment as mentioned
in the work order. Performance of the offered system during trial run shall be certified
by the General Manager of the Area at which the trial run is to be conducted.
Payment against successful trial run and One Time Charges (OTC), if applicable,
shall become eligible for payment provided the successful bidder completes the
installation, commissioning and acceptance of the VTS in all assigned Areas within
the stipulated completion period against submission of bills for the same.
ii. Payment during 60 months rental period, in the event of placement of order for entire
ECL on the successful L1 bidder, shall be made by ECL on quarterly basis at the
end of each quarter with effect from the date of commencement of rental period.
However, computation of the bill shall be made on monthly basis. For facilitating
payment through electronic methods, the bidder shall furnish details of the bank
account in the prescribed format provided in the tender document.
iii. The date of commencement for the rental period would be finalised on successful
completion of the trial run and completion of commissioning of the VTS in all Areas
followed by formal training to the system users to be identified by GMs of the
respective Areas. The date of commencement of the rental period would be decided
by a joint committee consisting of the representative of ECL and the Vendor and shall
be same for the entire work.
iv. Payment shall be made on quarterly basis against bill in triplicate and based on
monthly performance of previous quarter after deducting penalty, if any, as per clause
28 above. The performance is to be certified by GM of the respective Area / Dept for
the equipment/systems installed in their command Area and the same is to be
submitted along with the bill.
v. All charges specified in the agreement shall be billed by successful bidder and such
charges shall be payable by ECL within 21 days from the date of receipt of the bills.
vi. Disputes regarding payment if any shall be resolved during monthly meeting between
ECL and successful bidder.
29. Paying Authority:
General Manager (Finance) I/C, ECL
Pay Office, ECL HQ, Sanctoria, Dishergarh, W.B.

30. Submission of Bills: The quarterly rental bills shall be raised at the end of each
quarter which will be paid within 21 (twenty one) days after receipt and acceptance
of the same. Payment of OTC, if applicable, will be made within 21 (Twenty one)
days after successful installation and acceptance of the Vehicle Tracking systems.


a) The OTC bill, if applicable, will be payable provided there is no delay in
installation and commissioning of the system from the suppliers end. If the
delay in installation and commissioning is found to happen due to the fault from
the suppliers part although ECL has provided the site, OTC will not be
payable. However, if the delay in installation and commissioning is attributable
to ECL for reasons stipulated elsewhere in this document, the same shall be
considered for payment only after successful installation and commissioning at
all designated Areas and the rental period shall start from the date of successful
installation and acceptance of the Vehicle Tracking system at all designated
Areas.
b) Penalty charges during a quarter, if any, shall be deducted from the quarterly
rental bill of that quarter.
c) The last quarterly rental will be paid after recovery of all outstanding dues, if
any, after successful completion of the contracted work.
d) During the period of contract no interest is payable on any amount whatsoever
to the successful Bidder/Supplier.
31. Suspension, Cancellation & Foreclosure of Rental Contract
ECL shall, in addition to other remedial steps to be taken as provided in the
conditions of rental contract be entitled to cancel the rental contract in full or in part,
if the supplier :
a) Commits default/breach in complying with any of the terms & conditions of the
rental contract and does not remedy it or fails to take effective steps for the
remedy to the satisfaction of the officer-in-charge nominated by the consignee
for this purpose,
OR
shall offer or give or agree to give to any person in service of the company or to
any other person on his behalf any gift or consideration of any kind as an
inducement or reward to act or acts of favour in relation to the obtaining or
execution of his contract for the company,

OR

obtain a contract with company as a result of ring tendering or other non-
bonafide methods of competitive tendering or transfers, subjects, assigns the
entire work or any portion thereof without the prior approval in writing from
ECL or its authorised representative.
b) Notwithstanding anything contained hereinbefore, if the successful
bidder/supplier fails to perform its contractual obligation and/or make breach of
the contract in any form and/or make delay in progress and if ECL is of the
opinion that the successful bidder/supplier is not in a position to complete the
work within schedule time or within a reasonable extended period, in such case
ECL shall be entitled without prejudice to its right to fulfilment, to engage other
at the risk and cost of the successful bidder/supplier and to claim the difference


in price and adjust/recovery thereof from the dues of security deposit or the
performance bank guarantee or to recover/adjust from the dues of the
successful bidder/supplier from ECL or from other subsidiary company of Coal
India Limited, Kolkata.
c) If the successful bidder/supplier is under liquidation either by a resolution
passed by the company or by an order of court, not being a voluntary liquidation
proceedings for the purpose of amalgamation or re-organisation, or a receiver or
manager is appointed by the court on the application by the debenture holders of
the company, if any.
d) On cancellation of the rental contract or on termination of the rental contract,
for reasons as specified above, ECL or its authorised representative will have
the powers :
i. To determine the amount to be recovered from the bidder for completing
the remaining installation work or in the event of the remaining work is not
to be completed the loss/damage suffered, thereof, if any, by the company,
after giving credit for the value of the work executed by the supplier up to
the time of cancellation less on a/c payments made till that date and value of
contractors materials etc. taken possession by ECL after cancellation of the
contract.
ii. To recover the amount determined as above, if any, from any money due to
the supplier on any account or under any other contract and in the event of
any shortfall, the bidder shall be called upon to pay the same on demand.

32. The expected movement area of the vehicles covered under the Vehicle Tracking
System is about 40 Km (maximum) radius from the respective Area HQ.
33. The successful bidder should post, at their own cost, adequate experienced and
qualified Hardware/Software Resident Engineers at ECL HQ with sufficient spares to
maintain the Vehicle Tracking systems.
34. The Vehicle Tracking systems shall be operative round the clock in all shifts (24x7)
during the contract.
35. The system provider shall provide services for installation, configuration,
implementation, integration, training & acceptance testing as required by the contract
for the prices quoted in its bid and included in the contract price.
36. The system provider is responsible for all unpacking assembling, wiring, installation,
cabling between equipment units & components and connection to power supplies.
The system provider will test all systems operation and perform all the necessary set
up, configuration and customization for successful operation of the systems in
accordance with contract requirements.
37. The system provider is responsible for installation, commissioning and testing of all
equipment, hardware and software including all Printers, UPS batteries, GPS


receivers, communication system/local Area network etc. required to run the system
effectively, optimally and efficiently and overall system Integration of all hardware,
software and networks.
38. For each of the system installed the supplier is required to train the ECLs technical
and end-user officials/staff to enable them to effectively manage and use the system.
The training and accompanying materials shall be provided in English/Hindi/ Bengali
(if possible). The service provider shall provide a detailed operations and user
manuals for each appropriate unit of the supplied system.
39. During the contract period the system provider is responsible for the functionality and
the performance of the systems.
40. During contract period the supplier is responsible for implementation of the new
versions and will make all necessary modifications and adaptation of the vehicle
tracking systems and other software to the new version.
41. Emergency and urgent on-site services should be available within 2 hours of receipt of
the service-call by the resident service engineers of the service provider.
42. The system provider shall provide requisite technical manpower at identified locations
to ensure effective operations of the system.
43. TRAINING: The training should include all the relevant items required to operate the
systems by the end user and the operation and management of GPS based vehicle
tracking system and software by user staff. The training shall be conducted for a
period of not less than 30 days and the dates shall be decided by mutual consent. The
training is to be conducted on-site for all levels of system operation including
1) Operators
2) Supervisors
3) Maintenance Engineers
4) System Administration
44. Patent Rights: The bidder shall indemnify the ECL against all 3
rd
party claims of
software piracy & infringement of intellectual propriety rights. In the event of any claim
asserted by a third party of infringement of copyright, patent, trademark or industrial
design rights arising from the use of the Goods and services or any part thereof in India,
the Bidder shall act expeditiously to extinguish such claim. If the Bidder fails to comply
and ECL is compelled to pay compensation to a third party resulting from such
infringement, the successful Bidder shall be responsible for the compensation including
all expenses, court costs and lawyer fees to ECL.

45. Technical Documentation: The Technical documentation involving detailed
instruction for operation and maintenance is to be delivered with all equipment
supplied at no extra cost. The language of the documentation should be English.


Unless and otherwise agreed, the goods and services shall not be considered to be
complete for the purpose of taking over until such manuals have been supplied to the
ECL.
46. The successful Bidder shall be fully responsible for the successful virus free
functioning by providing a suitable anti-virus software licensed for regular updates for
the entire contract period and integrated operations of the system as a whole and the
omission of any item/component in this document shall not be sufficient reason for
non-performance of the system at a future date. The Bidder should therefore specify,
justify and quote for any additional item/s, which he feels, are essential for the
trouble-free functioning of the system during the entire contract period.
47. The Service provider and their Personnel shall not disclose any proprietary or
confidential information relating to the Project Services, this contract or the
employers business or operations without the prior written consent of the Employer.
Service provider shall sign an Integrity Pact as per format provided in the tender
document.
48. Definitions
In this contract, the following terms shall be interpreted as indicated.
a) The Contract means the agreement entered into between the ECL and the
successful bidder.
b) The Vehicle Tracking System means the Receiver, Transmitter, work-
station/servers, PCs, Networking/communication equipments, printers, UPS
(including batteries), other related hardware/peripherals, operating system,
application software for vehicle tracking system etc.
c) The Contract Price means the price payable to the successful bidder under the
contract for the full and proper performance of its contractual obligations.
d) The Goods means all of the equipment, machinery, and/or other material which
the successful bidder is required to rent out to the ECL under the Contract.
e) The Services means services ancillary to the renting of the Goods, such as
transportation, insurance, installation and any other incidental services, such as
technical assistance, training, operating system, HW/SW maintenance and other
obligations of the successful bidder covered under the Contract.
f) ECL means the Organisation receiving the goods and services on rental basis.
g) Bidder means the firm renting the Goods and services under this contract; bidder
will also mean the Supplier of the goods and services under this contract. It will
also include the term service provider
h) Installation shall mean the power-on of the complete Vehicle Tracking
systems supplied and loading of operating system under this agreement at
specified locations.


i) Acceptance means accepting the goods/equipment only after successful
installation of all Hardware, Operating system, application software for Vehicle
Tracking systems etc and other equipment supplied by the bidder.
Formats for submitting Bill of Material / Services

B.O.M.-1: Bill of Materials/Services required for Trial Run at Salanpur Area for a period of 3
months

For
Central
Site at
ECL HQ
For Area
Control
Room &
User
Location
Sr.
No
.
Item
Required
Qty
Required
Qty
Detailed Technical
Specifications
submitted.
1 Yes / No
2 Yes / No
3 Yes / No
4 Yes / No
5 Yes / No
6 Yes / No
7 Yes / No
8 Yes / No
9 Yes / No
10 Yes / No
11 Yes / No
12 Yes / No
14 Yes / No
14 Yes / No
15 Yes / No

Note: The bidder has to submit full technical specifications of all the items included in the
above B.O.M.

Signature of the Bidder


B.O.M.-2: Bill of Materials/Services to be provided after successful completion of Trial Run
for implementation of the system in all Areas of ECL
For
Central
Site at
ECL HQ
For Area
Control
Room &
User
Location
Sr.
No.
Item
Required
Qty
Required
Qty
Detailed Technical
Specifications
submitted.
1 Yes / No
2 Yes / No
3 Yes / No
4 Yes / No
5 Yes / No
6 Yes / No
7 Yes / No
8 Yes / No
9 Yes / No
10 Yes / No
11 Yes / No
12 Yes / No
14 Yes / No
14 Yes / No
15 Yes / No

Note: The bidder has to submit full technical specifications of all the items included in the above
B.O.M.

Signature of the Bidder


GENERAL TERMS AND CONDITIONS
1. Definitions:

i) The word "COMPANY" or EMPLOYER or OWNER wherever occurs in the conditions,
means the Eastern Coalfields Limited represented at the headquarter of the company by the
Chairman-cum- Managing Director or his authorised representative or any other officer
specially deputed for the purpose.

ii) The word Principal Employer wherever occurs, means the authorised representative or any
other officer specially deputed by the company for the purpose.

iii) The word "Contractor / Contractors " wherever occurs means the successful Bidder/Bidders
who has / have deposited the necessary Earnest Money and has / have been given written
intimation about the acceptance of tender and shall include legal representative of such
individual or persons composing a firm or a company or the successors and permitted
assignees of such individual, firm or company, as the case may be.
The Site" shall mean the site of the contract work including land and any building & erections
thereon and any other land allotted by the company for contractor's use.

iv) "Accepting Authority" shall mean the management of the company and includes an authorised
representative of the company or any other person or body of persons empowered in this behalf
by the company.

v) A "Day" shall mean a day of 24 hours from midnight to midnight.

vi) Engineer-In-Charge / Designated Officer-in-charge for this contract will be
Sri (Post/ designation of an officer to be given here as decided by
competent authority) who will be responsible for supervising and administering the contract.

vii) The "contract" shall mean the notice inviting tender, the tender as accepted by the
company and the formal agreement executed between the company and the contractor
together with the documents referred to therein including general terms and conditions,
special conditions, if any, schedule of quantities with rates and amounts, schedule of
work.

viii) The " Work" shall mean the works required to be executed in accordance with the contract or
parts thereof as the case may be and shall include all extra or additional, or any work of
emergent nature, which in the opinion of the Engineer-in- charge, become necessary during the
progress of the works to obviate any risk or accident or failure or become necessary for
security.

ix) "Schedule of Rates" referred to in these conditions shall mean the standard schedule of rates
prescribed by the company and the amendments issued from time to time.

x) "Contact Price" shall mean:
a) In the case of lump sum contacts the total sum for which tender is accepted by the
company.
b) In the case of other types of contracts the total sum arrived at based on the individual rates
quoted by the tenderer for the various items shown in the "Bill of Quantities" of the tender
documents as accepted by the company with or without any alteration as the case may be.


xi) "Written notice" shall mean a notice or communication in writing and shall be deemed to have
been duly served if delivered in person to the individual or to a member of the firm or to an
office of the Corporation / Company for whom it is intended, or if delivered at or sent by
registered mail to the last business address known to him who gives the notice.

2. Contract Documents:
The following documents shall constitute the contract documents:
i) Article of Agreement.
ii) Notice Inviting Tender.
iii) Letter of Acceptance of Tender indicating deviations, if any, from the conditions of
contract incorporated in the Bids / Tender document issued to the bidder.
iv) Condition of contract, including general terms and conditions, additional terms and
conditions, special conditions, if any, etc. forming part of the Agreement.
v) Scope of works/ Bill of quantities.
vi) Finalise work programme.

2.1. After acceptance of tender and on execution of contract/issue of work order to proceed with
work, as the case may be, the contractor shall be furnished, free of charge, two copies of
contract documents (certified true copies) excepting those drawings to be supplied during the
progress of work. The contractor shall keep copy of these documents on the site/place of work
in proper manner so that these are available for inspection at all reasonable times by the
Engineer-in-charge, his representatives or any other officials authorised by the company for the
purpose.

2.2. None of these documents shall be used by the contractor for any purpose other than this
contract and the contractor shall ensure that all persons employed for this contract strictly
adhere to this and maintain secrecy, as required of such documents.

3. Discrepancies and adjustments there of.
The documents forming part of the contract are to be treated as mutually explanatory of one
another.

2.1. In the event of varying or conflicting provisions made in any of the document /documents
forming part of the contract, the Accepting Authority's decision/ clarification shall hold good
with regard to the intention of the document or contract as the case may be.

2.2. Any error in description, quantity or rate in schedule of quantities or any omission therefrom,
shall not vitiate the contract or release the contractor from discharging his obligations under the
contract including execution of work according to the specifications forming part of the
particular contract document.

2.3. Any difference detected in the tender/ tenders submitted, resulting from:
a) Discrepancy between description in words and figures, the rate which corresponds to the
words quoted by the contractor shall be taken as correct.
b) Discrepancy in the amount quoted by the contractor due to calculation mistake of the unit
rate and quantity, the unit rate shall be regarded as firm and amount corrected.
c) Discrepancy in totaling or carry forwards in the amount quoted by the contractor shall be
corrected.
The tendered sum so corrected and altered shall be substituted for the sum originally tendered
and considered for acceptance instead of the original sum quoted by the tenderer along with
other tender /tenders. Rounding off to the nearest rupee should be done in the final summary of
the amount instead of in totals of various sections of schedule of quantities.


4 Security Deposit
4.1 Security Deposit shall consists of two parts: _
(a) Performance Security to be submitted on award of work.
(b) Retention money to be recovered from R/A Bills.
The Security Deposit shall bear no interest.

4.2. Performance Security should be 5% of annualized value of the contract amount and should be
submitted within 28 days of receipt of LOA by the successful bidders in the form given below.
i. Demand draft drawn IN FAVOUR OF Eastern Coalfields Ltd on any Scheduled
Bank listed with RBI payable at its branch at Asansol.

The bid security / EMD deposited in the form of Demand Draft shall be adjusted against the
security deposit.

Failure of the successful bidder to comply with the requirement as above shall constitute
sufficient ground for cancellation of the award of the work and forfeiture of bid security.

4.3. Retention money should be deducted at the rate of 5% from running bills. Total of performance
security and Retention Money should not exceed10% of annualized value of contract amount or
lesser sum indicated in the Bid Document.

4.4. 5% Performance Security should be refunded within 60 (sixty) days of the completion of the
work. (The date of completion of the work will be certified by the Engineer-In-Charge.)

4.5 Refund of Security Deposit:
The refund of security deposit shall be subject to company's right to deduct / appropriate its dues
against the contractor under this contract or under any other contract. On completion of the work
and certified as such by the Engineer-Incharge, the security deposit remaining with the company
shall be refunded. However, for contracts of more than 1(one) year period, Security Deposit
accrued by paying the running bills at 95%, may be refunded annually on submission of Bank
Guarantee of equivalent amount and appropriate validity subject to satisfactory performance of
the contractor during the year.

5. Deviations/ variations in quantities :
Extent and pricing.
The quantities given in the "Schedule of Quantities" are provisional and are meant to indicate
the extent of the work and to provide a uniform basis for tendering and any variation either by
addition or omission shall not vitiate the contract.
5.1. The company through its Engineer-In-charge or his representative shall, without radically
changing the original scope and nature of the contracted work, have power to make any
alterations in or additions to or substitution of the original and instructions that may appear to
be necessary or advisable during the progress of the work. The contractor shall be bound to
carry out the works in accordance with the instructions given to him in writing by the
Engineer-In-charge or his representative on behalf of the company. Such altered or additional
work or substituted work, which shall form part of the original contract, shall be carried out by
the contractor on the same conditions in all respects on which they agreed to do the main works
and at the same rate/rates as are specified in the contract.

5.2. If the additional or altered work includes any class of work for which no rate/ rates is/are
specified in the contract, rates for such items shall be determined by the Engineer-in-Charge as
follows:
a) the rate shall be derived from the rate/rates for similar or near similar class of work as is /
are specified in the contract /tender, failing which


b) the rates shall be derived from the company's prescribed schedule of rates based on which
the estimate for tendering has been prepared plus or minus the percentage by which the
tendered amount for the whole work quoted by the contractor is above or below the
estimated amount as per the tender documents, failing which.

c) the rate shall be derived from contractor's rate claimed for such class of work supported by
analysis of the rate/rates claimed by the contractor.
The rate to be determined by the Engineer-In-Charge as may be considered reasonable
taking in to account percentage of profit and overhead not exceeding ten percent or on the
basis of market rates, if any, prevailing at the time when work was done.
In the case of composite tenders, where two or more schedule of quantities for similar item
description may form part of the contract, the applicable rate shall be taken from the
schedule of quantities of that particular part in which the deviation is involved, failing that
at the lowest applicable rate for the similar item of work in the other schedule of quantities.
However, the Engineer-Incharge shall be at liberty to cancel the instruction by notice in
writing and to arrange to carry out the work in such a manner as he / she considers
advisable under the circumstances. The contractor shall under no circumstances suspend
the work on the plea of non-settlement of rates.

5.3. Alterations in the quantities shall not be considered as a change in the conditions of the
contract nor invalidate any of the provision thereof provided that a supplementary work order
or agreement for the item / items involve will be necessary when the alterations involved one
or more of the followings:
i) An increase of more than 10% of the total cost of the work calculated from the original
tendered quantities and the contract price.
ii) More than 10% deviation from original awarded value should require approval of next
higher authority but total amount should be within the delegated power of the next
higher authority.

5.4. The time for completion of the originally contracted work shall be extended by the Company in
the proportion that the additional work (in value) bears to the original contracted work (in
value) as may be assessed and certified by the Engineer-in-charge.

5.5. The company through its Engineer-in-charge or his representative, on behalf of the company,
shall have power to omit any part of the work for any reason and the contractor shall be bound
to carry out the work in accordance with the instructions given by the Engineer-In-charge. No
claim for extra charges / damages shall be made by the contractor on these grounds.

5.6. In the event of any deviation being ordered which in the opinion of the contractor changes
radically the original scope and nature of the contract, the contractor shall under no
circumstances suspend the work, either original or altered or substituted, and the dispute /
disagreement as to the nature of deviation or the rate/ rates to be paid thereof shall be resolved
separately with the company.

5.7. The re-appropriation / re-allocation of the quantities may be done with the approval of
Engineer-In -Charge within the stipulated contract period and contract value with the approval
of the approving authority of the contract. In case the approving authority is Board, then with
the approval of the CMD of the Subsidiary Company.


6. Time for Completion of Contract, - Extension thereof, Defaults and compensation for delay :.
Immediately after the contract is concluded, the Engineer-in-charge and the contractor shall
agree upon time and progress chart prepared on the basis of a execution schedule to be
submitted by the contractor showing the order in which the work is proposed to be carried out
within the time specified in the contract documents. For the purpose of this time and progress
chart, the work shall be deemed to have commenced on the expiry of 10 (Ten) days from the
issue of letter of acceptance / Work order or handing over the site of work whichever is later.

6.1. If the contractor, without reasonable cause of valid reasons, commits default in commencing
the execution of the work within the aforesaid date, the company shall, without prejudice to
any other right or remedy, be at liberty, by giving 15 days notice in writing to the contractor to
commence the work, failing which to forfeit the Earnest Money deposited by him.

6.2 Extension of date of completion: On happening of any events causing delay as stated
here under, the contractor shall intimate immediately in writing the Engineer-in-charge.
a) Abnormally bad weather.
b) Serious loss or damage by fire.
c) Civil commotion, strikes or lockouts affecting any of the trades employed on the work.
d) Delay on the part of the contractors or tradesmen engaged by the company not forming
part of the contract, holding up further progress of the work
e) Any other causes, which at the sole discretion of the company, is beyond the control of
the contractor.
Hindrance register should be maintained for recording the hindrances. This shall be maintained
on day to day basis and should be signed by both parties. Disputes if any should be decided by
Engineer-in-charge or authority higher than him which should be binding on the contractor. In
case of dispute, decision should be conveyed within 15 days from the dispute.
The Contractor may request the company in writing for extension of time within 14 days of
happening of such event causing delay stating also, if practicable, the period for which
extension is desired. The company may, considering the eligibility of the request, give a fair
and reasonable extension of time for completion of the work. Such extension shall be
communicated to the contractor in writing by the company through the Engineer-in-Charge
within 1(one) month of the date of receipt of such request.
The contractor shall however use his best efforts to prevent or make good the delay by putting
his endeavors constantly as may be reasonably required of him to the satisfaction of the
Engineer-in-charge.

6.3 Provisional extension of time may also be granted by the Engineer-In-charge during the course
of execution, on written request for extension of time within 15 (Fifteen) days of happening of
such events as stated above, reserving the companys right to impose/waive penalty at the time
of granting final extension of time as per contract agreement.

6.4 When the period fixed for the completion of the contract is about to expire, the question
of extension of the contract may be considered at the instance of the contractor or the company
or the both. The extension will have to be by the partys agreement, expressed or implied.
In case the contractor does not apply for grant of extension of time within 15(Fifteen) days of
hindrance occurring in execution of the work and the company wants to continue with the work
beyond the stipulated date of completion for reason of the work having being hindered, the
Engineer-in-Charge at his sole discretion can grant provisional extension of time even in the
absence of application from the contractor. Such extension of time granted by the Engineer-in-
charge is valid provided the contractor accepts the same either expressly or implied by his
actions before and subsequent to the date of completion. Such extension of time shall be
without prejudice to companys right to levy compensation under the relevant clause of
contract.


6.5. a) The successful bidder/ contractor will advise, in the event of his having resort to this
clause by a registered letter duly certified by the local chamber of commerce or
statutory authorities, the beginning and end of the cause of delay, within fifteen days of
the occurrence and cessation of such Force Majeure condition. In the event of delay
lasting over one month, if arising out of force majeure, the contract may be terminated
at the discretion of the company.
b) For delays arising out of Force Majeure, the bidder/ contractor will not claim extension
in completion date for a period exceeding the period of delay attributable to the causes
of Force Majeure and neither company nor the bidder shall be liable to pay extra cost
(like increase in rates, re-mobilisation advance, idle charges for labour and machinery
etc.) provided it is mutually established that the force majeure conditions did actually
exist.
c) If any of the Force Majeure conditions exists in the place of operation of the bidder /
contractor even at the time of submission of bid he will categorically specify them in
his bid and state whether they have been taken into consideration in their quotations.

7. Quality Assurance:
The contractor shall carry out and complete the work in every respect in accordance with the
contract and shall ensure that the work conforms strictly to the instructions of the Engineer-In-
charge. The Engineer-In-charge may issue, from time to time, further detailed instructions/
directions in writing to the contractor. All such instructions / directions shall be consistent with
the contract documents and should be reasonably inferable there from, along with clarifications
/ explanations thereof, if necessary.

8. Measurement and payments:
Except where any general or detailed description of the work in quantities provides otherwise,
measurements of work done shall be taken in accordance with the relevant standard method of
measurement as applicable to the schedule of quantities / schedule of works/ specification to
the contract. In the case of items not covered by any of the aforesaid contract documents,
measurement shall be taken in accordance with the relevant standard method of measurement
issued by the Indian Standard Institution.

8.1. All items of work carried out by the contractor in accordance with the provisions of the
contract having a financial value shall be entered in the Measurement Book /Log Book, etc. as
prescribed by the company so that a complete record is obtained of all the work performed
under the contract and the value of the work carried out can be ascertained and determined
there from.

8.2. Measurements shall be taken jointly by the Engineer-in-charge or his authorised representative
and by the contractor or his authorised representative.

8.3. Before taking measurements of any work, the Engineer-in-charge or the person deputed by him
for the purpose shall intimate the contractor to attend or to send his representative to attend the
measurement. Every measurement thus taken shall be signed and dated by both the parties on
the site on completion of the measurement. If the contractor objects to any of measurements, a
note to that effect shall be made in the Measurement Book/ Log book and signed and dated by
both the parties.

8.4. In the event of failure on the part of the contractor to attend or to send his authorized
representative to attend the measurement after receiving the intimation, or to counter sign or to
record objection within a week from the date of the measurement, the measurement taken by
the Engineer-in -charge or by his authorized representative shall be taken to be correct
measurement of the work done.


8.5. Payment of Account: - The contractor shall submit interim bill / bills for the work carried out
/materials provided in accordance with the contract. The Engineer-In-Charge shall then arrange
for verification of the bill /bills with reference to the measurements taken or to be taken or any
other records relevant for the purpose.

8.6. Payment on account shall be made by the Engineer-In-Charge certifying the sum to which the
contractor is considered entitled by way of interim payment for the work executed as covered
by the bill/bills after deducting the amount already paid, the security deposit and such other
amounts as may be deductible or recoverable in terms of the contract.

8.7. Any certificate given by the Engineer-In-charge for the purpose of payment of interim bill
/bills shall not of itself be conclusive evidence that any work/materials to which it relates is /
are in accordance with the contract and may be modified or corrected by the Engineer In-
charge by any subsequent certificate or by the final certificate.

8.8. The company reserves the right to recover/enforce recovery of any overpayments detected after
the payment as a result of post payment audit or technical examination or by any other means,
notwithstanding the fact that the amount of disputed claims, if any, of the contractor exceeds
the amount of such overpayment and irrespective of the facts whether such disputed claims of
the contractor are the subject matter of arbitration or not. The amount of such overpayments
may be recovered from the subsequent bills under the contract, failing that from contractor's
claim under any other contract with the company or from the contractor's security deposit or
the contractor shall pay the amount of overpayment on demand.

8.9. Amount payable /repayable for any subsequent change in the Sales Tax on Works Contract
will be made to /from the Contractors after departmental verification of such changes of tax
law issued by the Statutory Authority.

9. Termination, suspension, Cancellation and Foreclosure of the contract.
The company shall, in addition to other remedial steps to be taken as provided in the conditions
of contract, be entitled to cancel the contract in full or in part, if the contractor:-
a) Makes default in proceeding with the works with due diligence and continues to do so
even after a notice in writing from the Engineer-in-charge, then on the expiry of the
period as specified in the notice.
OR
b) Commits default/breach in complying with any of the terms and conditions of the
contract and do not remedy it or fails to take effective steps for the remedy to the
satisfaction of the Engineer-in-charge, then on the expiry of the period as may be
specified by the Engineer-in charge in a notice in writing.
OR
c) Fails to complete the work or items of work with individual dates of completion, on or
before the date/dates of completion or as extended by the company, then on the expiry
of the period as may be specified by the Engineer-in-charge in a notice in writing.
OR
d) Shall offer or give or agree to give any person in the service of the company or to any
other person on his behalf any gift or consideration of any kind as an inducement or
reward for act/acts of favour in relation to the obtaining or execution of this or any
other contract for the company.
OR
e) Obtains a contract with the company as a result of ring tendering or other non-bonafied
method of competitive tendering.
OR


f) Transfers, sublets, assign the entire work or any portion thereof without the prior approval
in writing from the Engineer-In-Charge. The Engineer-in-charge may, by giving a written
notice, cancel the whole contract or portion of it in default.

9.1 The contract shall stand terminated under the following circumstances:
a) If the contractor being an individual in the case of proprietary concern or in the case of a
partnership firm any of its partners is declared insolvent under the provisions of Insolvency Act
for the time being in force, or makes any conveyance or assignment of his effects or
composition or arrangement for the benefit of his creditors amounting to proceedings for
liquidation or composition under any Insolvency Act.
b) In the case of the contractor being a company, its affairs are under liquidation either by a
resolution passed by the company or by an order of court, not being a voluntary liquidation
proceedings for the purpose of amalgamation or re-organization, or a receiver or manager is
appointed by the court on the application by the Debenture holders of the company, if any.
c) If the contractor shall suffer an execution being levied on his/ their goods, estates and allow it
to be continued for a period of 21 (twenty-one) days.
d) On the death of the contractor being a proprietary concern or of any of the partners in the case
of a partnership concern and the company is not satisfied that the legal representative of the
deceased proprietor or the other surviving partners of the partnership concern are capable of
carrying out and completing the contract. The decision of the company in this respect shall be
final and binding which is to be intimated in writing to the legal representative or to the
partnership concern.

9.2. On cancellation of the contract or on termination of the contractor, the Engineer-In-Charge
shall have powers:
a) To carry out the incomplete work by any means at the risk of the contractor.
b) To determine the amount to be recovered from the contractor for completing the
remaining work or in the event the remaining work is not to be completed the
loss/damage suffered, if any, by the company after giving credit for the value of the
work executed by the contractor up to the time of cancellation less on a/c payments
made till date and value of contractor's materials, plant, equipment, etc. taken
possession of after cancellation.
c) To recover the amount determined as above, if any, from any moneys due to the
contractor on any account or under any other contract and in the event of any shortfall,
the contractor shall be called upon to pay the same on demand.

The need for determination of the amount of recovery of any extra cost/expenditure or of any
loss/damage suffered by the company shall not however arise in the case of termination of the
contract for death/demise of the contractor as stated in clause-9.1 (d).

9.3. Suspension of Work:
The company shall have power to suspend the progress of the work any part thereof and the
Engineer-in-Charge may direct the contractor in writing to suspend the work, for such period
and in such manner as may be specified therein, on account of any default on the part of the
contractor, or for proper execution of the work for reasons other than any default on the part of
the contractor, or on ground of safety of the work or part thereof. In the event of suspension for
reasons other than any default on the part of the contractor, extension of time shall be allowed
by the company equal to the period of such suspension.
The work shall, throughout the stipulated period of contract, be carried out with all due
diligence on the part of the contractor. In the event of termination or suspension of the contract,
on account of default on the part of the contractor, as narrated herein before, the security


deposit and other dues of this work or any other work done under this company shall be
forfeited and brought under the absolute disposal of the company provided, that the amount so
forfeited shall not exceed 10% of the contract value.
9.4. Foreclosure of contract in full or in part -If at any time after acceptance of the tender, the
company decides to abandon or reduce the scope of the work for any reason whatsoever the
company, through its Engineer-In-Charge, shall give notice in writing to that effect to the
contractor. In the event of abandonment/ reduction in the scope of work, the company shall be
liable to pay the contractor at the contact rates full amount for works executed and measured at
site up to the date of such abandonment / reduction in the work.

The contractor shall, if required by the Engineer-in-charge, furnish to him books of accounts,
papers, relevant documents as may be necessary to enable the Engineer-In-Charge to assess the
amount payable. The contractor shall not have any claim for compensation whatsoever either
for abandonment or for reduction in the scope of work, other than those as specified above.

10. Completion Certificate /Defect Liability Certificate:
10.1. On completion of the work and notifying the same by the contractor to the Engineer-In-Charge,
Completion Certificate shall be issued by the Engineer-In-Charge only in the event the work is
completed satisfactorily in every respect. Payment of final bill shall be made on completion of
the contract and refund of Security deposit shall, however, be made as per relevant clause of
the contract.

11. Responsibilities of the Contractor:
i) The company reserves the rights to let other contractors also work in connection with
the project and the contractor /contractors shall co-operate in the works for the
introduction and stores and materials and execution of his/their works.
ii) The contractor / contractors shall employ only competent, skillful and orderly men to
do the work. The Engineer-In-Charge shall have the right to ask the contractor /
contractors to remove from the work site any men of the contractor/contractors who in
his opinion is undesirable and the contractor/contractors will have to remove him
within three hours of such orders.
iii) Precautions shall be exercised at all times for the protection of persons (including
employees) and property. The safety required or recommended by all applicable laws,
court statutes and regulations will be observed. In case of accidents, he / they shall be
responsible for compliance with all the requirements imposed by the Workmen's
Compensation Act or any other similar laws in force, and shall indemnify the company
against any claim on this account.
The contractor / contractors shall at all times exercise reasonable precautions for the
safety of employees in the performance of his/ their contract and shall comply with all
applicable provisions of the safety laws drawn up by the State or Central Govt. or
Municipalities and other authorities in India. The contractor/ contractors shall comply
with the provision of the safety handbook as approved and amended from time to time
by the Government of India.
iv) The contractor /contractors shall familiarize themselves with and be governed by all
laws and rules of India and local statutes and orders and regulations applicable to his/
their work.
v) The contractor/contractors shall furnish to the Engineer-In-Charge or his authorised
representative with work reports from time to time regarding the contractor /contractors
organisation and the progress made by him/them in the execution of the work as per the
contract agreement.
vi) All duties, taxes & other levies, payable by the contract under the contact, or for any
other cause as applicable on the last date of submission of tender shall be included in


the rates, prices & total Bid Price submitted by the Bidder. All incidentals, overheads,
etc. as maybe attended upon execution and completion of works shall also be included
in the rates, prices and total Bid Price submitted by the bidder.
However, such duties, taxes, levies etc. which is notified after the last date of
submission of tender and / or any increase over the rate existing on the last date of
submission of tender shall be reimbursed by the company on production of
documentary evidence in support of payment actually made to the concerned
authorities.
Similarly, if there is any decrease in such duties, taxes and levies the same shall become
recoverable from the contractor.
Details of such duties, taxes and other levies along with rates shall be declared by the
bidders in their Price-bid.
Note:- Taxes shall be the responsibility of the contractor, however service tax if applicable for
this work, shall be paid additionally to the bidder having service tax registration as per
applicable norms in accordance with provision of Rule 4A of service tax Rule- 1994.
vii) The company reserves the right to deduct/ withhold any amount towards taxes, levies
etc. and to deal with such amount in terms of the provisions of the Statute or in terms of
the direction of any statutory authority and the company shall only provide with
certificate towards such deduction and shall not be responsible for any reason
whatsoever.
viii) The contractor/contractors shall make his/ their own arrangement for all materials,
tools, staff and labourer required for the contract, which shall include cost of lead, lift,
loading, unloading, railway freight, recruiting expenses and any other charges for the
completion of the work to the entire satisfaction of the company.
ix) The Contractor shall not sublet to any other party, unless approved by Engineer-In-
Charge, in writing.
x) The contractor/contractors shall not pay less than the minimum wages to the labourers
engaged by him /them as per Minimum Wages Act or such other legislation or award or
the minimum wages fixed by the respective State Govt. as may be in force. The
Contractor /Contractors shall make necessary payments of the Provident Fund for the
workmen employed by him for the work as per the laws prevailing under provisions of
CMPF and Allied Schemes and Miscellaneous provisions Act-1948 or Employees
Provident Fund and Miscellaneous Provision Act-1952 as the case may be.
Payment of wages to all employees engaged by the contractor for fulfillment of the
job should be made through Bank cheques.
xi) All accounts shall be maintained in English and the company shall have the right of
access and inspection of all such books of accounts etc., relating to payment of labourer
considered necessary and the company may arrange for witnessing the payment to the
labourers by its representatives.
xii) Insurance:
The contractor shall take full responsibility to take all precautions to prevent loss or
damage to the work or part thereof for any reasons whatsoever (except for reasons
which are beyond control of the contractor or act of God e.g. Flood, riots, war,
earthquake, etc.) and shall at his own cost repair and make good the loss/ damage to the
work so that on completion, the work shall be in good order and condition and in
conformity with the requirements of the contract and instruction of the Engineer-in-
charge , if any.
a) The contractor shall at all times during the pendency of the contract indemnify
the company against all claims, damages or compensation under the provisions
of the workmens compensation Act and shall take insurance policy covering all
risk, claims, damages or compensation payable under the Workmens
compensation Act or under any other law relating thereto.


b) The contractor shall ensure that the insurance policy/ policies are kept alive till
full expiry of the contract by timely payment of premiums and shall not be
cancelled without the approval of the company and a provision is made to this
effect in all the policies, and similar insurance policies are also taken by the sub-
contractors if any. The cost of premiums shall be borne by the contractor and it
shall be deemed to have been included in the tendered rate..
c) In the event of contracts failure to affect or to keep in force the insurance
referred to above or any other insurance which the contractor is required to
effect under the terms of the contract, the company may effect and keep in force
any such insurance and pay such premium / premiums as may be necessary for
that purpose from time to time and recover the amount thus paid from any
moneys due by the contractor.
12. Settlement of disputes:
It is incumbent upon the contractor to avoid litigation and disputes during the course of
execution. However, if such disputes take place between the contractor and the department,
effort shall be made first to settle the disputes at the company level.
The contractor should make request in writing to the Engineer In-charge for settlement of
such dispute / claims within 30 (thirty) days of arising of the cause of dispute / claim failing
which no disputes / claims of the contractor shall be entertained by the company.
If difference still persists, the settlement of the dispute / claim with Govt. Agencies shall be
dealt with as per the Guidelines issued by the Ministry of Finance, Govt. of India in this regard.
In case of parties other than Govt. Agencies, the redressal of the dispute may be sought in the
local Court of law.


INTEGRITY PACT
Between
Eastern Coalfields Limited (ECL) hereinafter referred to as The Principal
And
.. hereinafter referred to as The Bidder / Contractor
Preamble
The Principal intends to award, under laid down organizational procedures, contracts for
_________________. The Principal values full compliance with all relevant laws and regulations, and
the principles of economic use of resources, and of fairness and transparency in its relations with its
Bidder/s and Contractor/s.

In order to achieve these goals, the Principal cooperates with the international Non-Governmental
Organisation Transparency International (TI). Following TIs national and international experience,
the Principal will appoint an external independent Monitor who will monitor the tender process and
the execution of the contract for compliance with the principles mentioned above.

Section 1 Commitments of the Principal

(1) The Principal commits itself to take all measures necessary to prevent corruption and to observe
the following principles:-

1. No employee of the Principal, personally or through family members, will in connection
with the tender for, or the execution of a contract, demand, take a promise for or accept, for
him/herself or third person, any material or immaterial benefit which he /she is not legally
entitled to.
2. The Principal will, during the tender process treat all Bidders with equity and reason. The
Principal will in particular, before and during the tender process provide to all Bidders the
same information and will not provide to any Bidder confidential/additional information
through which the Bidder could obtain an advantage in relation to the tender process or the
contract execution.
3. The Principal will exclude from the process all known prejudiced persons.

(2) If the Principal obtains information on the conduct of any of its employees which is a criminal
offence under the relevant Anti-Corruption Laws of India, or if there be a substantive suspicion in this
regard, the Principal will inform its Vigilance Office and in addition can initiate disciplinary action.

Section 2 Commitments of the Bidder/Contractor

(1) The Bidder/Contractor commits itself to take all measures necessary to prevent corruption. He
commits himself to observe the following principles during his participation in the tender process and
during the contract execution.

1. The Bidder / Contractor will not, directly or through any other person or firm offer, promise or
give to any of the Principals employees involved in the tender process or the execution of the
contract or to any third person any material or immaterial benefit which he/she is not legally
entitled to, in order to obtain in exchange any advantage of any kind whatsoever during the
tender process or during the execution of the contract.

2. The Bidder / Contractor will not enter with other Bidders into any undisclosed agreement or
understanding, whether formal or informal. This applies in particular to prices, specifications,
certifications, subsidiary contracts, submission or non-submission of bids or any other actions
to restrict competitiveness or to introduce cartelization in the bidding process.


3. The Bidder / Contractor will not commit any offence under the relevant Anti corruption Laws
of India, further the Bidder / Contractor will not use improperly for purposes of competition or
personal gain, or pass on to others, any information or document provided by the Principal as
part of the business relationship regarding plans, technical proposals and business details
including information contained or transmitted electronically.

4. The Bidder / Contractor will, when presenting his bid, disclose any and all payments he has
made, is committed to or intends to make to agents, brokers or any other intermediaries in
connection with the award of the contract.

(2) The Bidder / Contractor will not instigate third persons to commit offences outlined above or be an
accessory to such offences.

Section 3 Disqualification from tender process and exclusion from future contracts

If the Bidder, before contract award has committed a transgression through a violation of Section 2 or
in any other form such as to put his reliability or credibility as Bidder into question, the Principal is
entitled to disqualify the Bidder from the tender process or to terminate the contract, if already signed,
for such reason.

(1) If the Bidder/Contractor has committed a transgression through a violation of Section 2 such as to
put his reliability or credibility into question, the Principal is entitled also to exclude the
Bidder/Contractor from future contract award process. The imposition and duration of the exclusion
will be determined by the severity of the transgression. The severity will be determined by the
circumstances of the case, in particular the number of transgression, the position of the transgressors
within the company hierarchy of the Bidder and the amount of the damage. The exclusion will be
imposed for a minimum of 6 months and maximum of 3 years.

(2) The Bidder accepts and undertakes to respect and uphold the Principals absolute right to resort to
and impose such exclusion and further accepts and undertakes not to challenge or question such
exclusion on any ground, including the lack of any hearing before the decision to resort to such
exclusion is taken. This undertaking is given freely and after obtaining independent legal advice.

(3) If the Bidder / Contractor can prove that he has restored / recouped the damage caused by him and
has installed a suitable corruption prevention CMC, the Principal may revoke the exclusion
prematurely.

(4) A transgression is considered to have occurred if in light of available evidence no reasonable doubt
is possible.

Section 4 Compensation for Damages

(1) If the Principal has disqualified the Bidder from the tender process prior to the award according to
Section 3, the Principal is entitled to demand and recover from the Bidder liquidated damages
equivalent to 3% of the value of the offer or the amount equivalent to Earnest Money Deposit / Bid
Security, whichever is higher.

(2) If the Principal has terminated the contract according to Section 3, or if the Principal is entitled to
terminate the contract according to Section 3, the Principal shall be entitled to demand and recover
from the Contractor liquidated damages equivalent to 5% of the contract value or the amount
equivalent to Security Deposit / Performance Bank Guarantee, whichever is higher.

(3) The bidder agrees and undertakes to pay the said amount without protest or demur subject only to
condition that if the Bidder / Contractor can prove and establish that the exclusion of the Bidder from
the tender process or the termination of the contract after the contract award has caused no damage or


less damage than the amount of the liquidated damages, the Bidder / Contractor shall compensate the
Principal only to the extent of the damage in the amount proved.

Section 5 Previous transgression

(1) The Bidder declares hat no previous transgressions occurred in the last 3 years with any other
Company in any country conforming to the TI approach or with any other Public Sector Enterprise in
India that could justify his exclusion from the tender process.

(2) If the Bidder makes incorrect statement on this subject, he can be disqualified from the tender
process or the contract, if already awarded, can be terminated for such reason.

Section 6 Equal treatment of all Bidders / Contractors/Subcontractors

(1) The Bidder / Contractor undertake to demand from all subcontractors a commitment in conformity
with this Integrity pact, and to submit it to the Principal before contract signing.

(2) The Principal will enter into agreements with identical conditions as this one with all Bidders,
Contractors and Subcontractors.

(3) The Principal will disqualify from the tender process all bidders who do not sign this pact or
violate its provisions.

Section 7 Criminal charges against violating Bidders/Contractors/Subcontractors

If the Principal obtains knowledge of conduct of a Bidder, Contractor or Subcontractor, or of an
employee or a representative or an associate of a Bidder, Contractor or Subcontractor which
constitutes corruption, or if the Principal has substantive suspicion in this regard, the Principal will
inform the Vigilance Office.

Section 8 External Independent Monitor/Monitors (three in number depending on the size of
the contract) (to be decided by the Chairperson of the Principal)

(1) The Principal appoints competent and credible external independent Monitor for this Pact. The task
of the Monitor is to review independently and objectively, whether and to what extent the parties
comply with the obligations under this agreement.

(2) The Monitor is not subject to instructions by the representatives of the parties and performs his
functions neutrally and independently. He reports to the Chairperson of the Board of the Principal.

(3) The Contractor accepts that the Monitor has the right to access without restriction to all Project
documentation of the Principal including that provided by the Contractor. The Contractor will also
grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and
unconditional access to his project documentation. The same is applicable to Subcontractors. The
Monitor is under contractual obligation to treat the information and documents of the Bidder /
Contractor / Subcontractor with confidentiality.

(4) The Principal will provide to the Monitor sufficient information about all meetings among the
parties related to the Project provided such meetings could have an impact on the contractual relations
between the Principal and the Contractor. The parties offer to the Monitor the option to participate in
such meetings.

(5) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he will so
inform the Management of the Principal and request the Management to discontinue or heal the
violation, or to take other relevant action. The Monitor can in this regard submit non-binding
recommendations. Beyond this, the Monitor has no right to demand from the parties that they act in a
specific manner, refrain from action or tolerate action.


(6) The Monitor will submit a written report to the Chairperson of the Board of the Principal within 8
to 10 weeks from the date of reference or intimation to him by the Principal and, should the occasion
arise, submit proposals for correcting problematic situations.

(7) Monitor shall be entitled to compensation on the same terms as being extended to / provided to
Outside Expert Committee members/Chairman as prevailing with Principal.

(8) If the Monitor has reported to the Chairperson of the Board a substantiated suspicion of an offence
under relevant Anti Corruption Laws of India, and the Chairperson has no, within reasonable time,
taken visible action to proceed against such offence or reported it to the Vigilance Office, the Monitor
may also transmit this information directly to the Central Vigilance Commission, Government of
India.

(9) The word Monitor would include both singular and plural.

Section 9 Pact Duration

This Pact begins when both parties have legally signed it. It expires for the Contractor 12 months after
the last payment under the respective contract, and for all other Bidders 6 months after the contract has
been awarded.

If any claim is made/lodged during this time, the same shall be binding and continue to be valid
despite the lapse of this pact as specified above, unless it is discharged/determined by Chairperson of
the Principal.

Section 10 Other provisions

(1) This agreement is subject to Indian Law. Place of performance and jurisdiction is the Registered
Office of the Principal, i.e. Sanctoria.

(2) Changes and supplements as well as termination notices need to be made in writing. Side
agreements have not been made.

(3) If the Contractor is a Partnership or a consortium, this agreement must be signed by all partners or
consortium members.

(4) Should one or several provisions of this agreement turn out to be invalid, the remainder of this
agreement remains valid. In this case, the parties will strive to come to an agreement to their original
intentions.

------------------------------------ --------------------------------
For the Principal for the Bidder / contractor

Place Witness 1 ..

Date Witness 2 ..


TENDER FOR WORK

I / We do hereby offer to execute the work for the Eastern Coalfields Ltd, Sanctoria as
specified in the memorandum, mentioned here under, at rates specified in the price bid
within a period as per NI T / work order and subject to the annexed conditions of
contract.

MEMORANDUM

Sl. No. Particulars
1. Name of work
Implementation, Training and
Maintenance of a GPS based Vehicle
Tracking System for internal coal
transportation in all Areas of ECL for a
period of 60 months, on monthly
rental basis, along with required
Computer Hardware, Software and
other peripherals
2. Estimated Cost Rs. 54186273.83/ -
3. Earnest Money Rs. 541862.00/ -
4. Performance Security
5% of the contract amount as per
the Terms & Conditions.
5.
Percentage to be deducted from
running on account bills as retention
money.
5%
6. Tenderers should quote their rate
I n figure as well as in words as
indicated in B.O.Q.
7. Time of completion 60(Sixty) Months



CERTI FI CATE

(Only for tenderer using downloaded tender document from Website)

1. We undertake that the tender submitted by, is downloaded from ECL website
(www.easterncoal.gov.in) and is same in content and form (verbatim), and any deviation, if
detected, at any state, would entitle ECL to reject our bid / offer without assigning any reason or
recourse to any penal action and would be legally binding on us.

2. We undertake, we will accept the tender document as available in web site and our tender will be
rejected if any tempering in the tender document is found to be done at time of opening of
tender.

3. In case of any discrepancy between the tender document downloaded from web site & the
master copy available in the office, the later shall prevail and will be binding on us. We will not
claim on this account.

Signature: _________________________ _
(Of tenderer)

Seal: ___________________________ _____


:: DECLARATI ON ::

The tenderers are required to give a declaration that they have not been banned or de-listed by any
Govt. or Quasi Govt. Agencies or PSUs in accordance with the enclosed format.

This fact must be clearly stated and it may not necessarily be a cause of disqualification.

If the declaration is not given, the bid will be rejected as non-responsive.


:: DECLARATI ON ::

I / We hereby declare that I / We have not been banned or de-listed by any
Government or Quasi-Government Agencies or PSU's.

OR

I / We hereby declare that I / We have been banned or de-listed by the details of which
are enclosed herewith.



AFFIDAVIT

Tenderers are required to submit a declaration in support of the authenticity of the credentials
submitted by them along with the tender in the form of an Affidavit on Non J udicial Stamp Paper of
appropriate value as per the format provided hereunder.


ANNEXURE I II

PROFORMA FOR AFFIDAVIT TO BE SUBMI TTED BY THE TENDERER
Non J udicial Stamp Paper

AFFI DAVIT

I, ______________________________________, Partner / Legal Attorney / Accredited
Representative of M/s. _________________________________, solemnly declare that:

1. We are submitting Tender for the work .
.against Tender Notice No
.dated. .

2 a. None of the Partners of our firm is relative of the employee of ECL/ CIL ( Name of the
Company)
*(If so, furnish the name of the partner and the name, designation and place of posting of
the employee / officers employed in CIL and its subsidiaries companies.)

b. None of the relatives of owner / partners of our firm is active trade union leaders of CIL or
its subsidiaries.
*(If so, mention the name of the partner and trade union leader & field of operation /
activities)

3 All information furnished by us in respect of the fulfillment of eligibility criteria and
qualification information of this Tender is complete, correct and true. We further confirm the
submission of declaration required as per clause H, L & M of the Eligibility and Provenness
Criteria of tender document and agree to abide by the clause no. 25 of Special Terms and
Conditions of the tender document.

4. All documents /credentials submitted along with this Tender are genuine, authentic, true and
valid.

5. If any information and document submitted is found to be false / incorrect any time,
department may cancel my / our Tender and action as deemed fit may be taken against me /
us, including termination of the contract, forfeiture of all dues including Earnest Money and
banning / delisting of my / our firm and all partners of the firm etc.

Signature of the Tenderer

Dated.

Seal of Notary

* Strike out whichever is not applicable.


BANK DETAILS OF FIRM FOR ANY KIND OF FINANCIAL TRANSACTION THROUGH
ELECTRONIC FUND TRANSFER (EFT)

(To be submitted in triplicate)

1.
VENDORS / SUPPLIERS / CONTRACTORS /
CUSTOMERS NAME & ADDRESS (with Telephone No, Fax
No. E mail ID, PAN)

PARTICULARS OF BANK ACCOUNT
(A) BANK NAME
(B) BRANCH NAME (Including RTGS Code)
ADDRESS
TELEPHONE No & FAX No.
(C) 9 DIGIT CODE NUMBER OF THE BANK & BRANCH
(Appearing on the MICR Cheque issued on the Bank) OR 5
digit code no. of SBI

(D)11 digit IFSC Code of Beneficiary Branch

(E) ACCOUNT TYPE (S. B. Account / Current Account OR
Cash Credit with code 10 / 11 / 13)

(F) LEDGER No. / LEDGER FOLIO No.
2.
(G) ACCOUNT NUMBER (CORE BANKING) & STYLE OF
ACCOUNT (As appearing on the Cheque Book)

3. DATE OF EFFECT

I hereby declare that the particulars given above are correct and complete. If the transaction
is delayed or not effected at all for reasons of incomplete or incorrect information, I would not
hold the user institution responsible. I have read the option invitation letter and agree to
discharge responsibility expected of me as a participant under the scheme. Any Bank
charges levied by the Bank of such e transfer shall be borne by us.

Date: Signature of the Customer / Vendor / Supplier
/ Contractor.

Certified that the particulars furnished above are correct as per our records.

Signature of the Authorised Officials from the
Bank.
Name:
Official Seal:


:: DECLARATI ON ::

I / We hereby declare that I / We will abide by / Liable for any Registration etc., if
required, with regard to PF even after award of work



AGREEMENT FORM

This agreement made the . Day of .. 20 between . (Name and
address of the Employer) ( hereinafter called the Employer ) and ( name and address of
contractor ) ( hereinafter called the Contractor of the other part).

Whereas the Employer is desirous that the Contractor execute .
..(name and identification number of Contract) ( hereinafter called
The Works) and the Employer has accepted the Bid by the Contractor for the execution and
completion of such works and the remedying of any defects therein.

NOW THIS AGREEMENT WITNESSETH as follows:
1. In this agreement, works and expressions shall have the same meanings as are respectively
assigned to them in the Conditions of Contract hereinafter referred to, and they shall be
deemed to form and be read and construed as part of this agreement.

2. In consideration of the payment to be made by the Employer to the Contractor as hereinafter
mentioned, the Contractor hereby covenants with the Employer to execute and complete the
Works and remedy any defects therein conformity in all respects with the provisions of the
Contract.

3. The Employer hereby covenants to pay the Contractor in consideration of the execution and
completion of the Works and the remedying of the defects wherein the Contract price or such
other sum as may become payable under the provisions of the Contract at the times and in the
manner prescribed by the Contract.

4. The following documents shall be deemed to form and be read and construed as part of this
Agreement Viz.

(i) Letter of Acceptance
(ii) Notice to proceed with the work,
(iii) Contractors Bid.
(iv) Conditions of Contract.
(v) Specifications
(vi) Drawings
(vii) Bill of Quantities and any other document listed in the Contract Data
as forming part of the contract.

* IN witness whereof the parties have caused this Agreement to be executed the day and year first
before written.

The common seal of .
Was hereunto affixed in the presence of
Signed, Sealed and delivered by the said ..
In presence of ..
Binding Signature of Employer ..
Binding signature of the Contractor


TENDER DOCUMENT

(PART I I BI D)

FOR

Supply, Installation, Commissioning, Implementation, Training and
Maintenance of a GPS based Vehicle Tracking System for internal
coal transportation in all Areas of ECL for a period of 60 months, on
monthly rental basis, along with required Computer Hardware,
Software and other peripherals.

(ECL/ HQ/ CMC/ 2013/ Transport / 255, DATED: 17.04.2013)

EASTERN COALFI ELDS LI MITED
SANCTORIA

(Containing 4 Pages)


Sanctoria, PO. Dishergarh, Dist Burdwan, WB. 713333

PART-II
(Price Bid)

1.

Name of Work

:
Supply, Installation, Commissioning, Implementation,
Training and Maintenance of a GPS based Vehicle Tracking
system for internal coal transportation in all Areas of ECL
for a period of 60 months, on monthly rental basis, along
with required Computer Hardware, Software and other
peripherals.
2.

Place of Work

:
Trial run in Salanpur Area followed by final
implementation in all Areas of ECL
3.

Tender Notice No. & Dated

:
ECL / HQ / CMC / 2013 / Transport / 255, dated.
17.04.2013
4.

Approved for sale

TO

------------------------------------

------------------------------------

------------------------------------

General Manager (CMC)
ECL, SANCTORI A



PART-II (PRI CE-BI D)

NI T NO: - ECL/ HQ / CMC / 2013 / Transport /255, DATE: 17.04.2013

Name Of Work :
Supply, Installation, Commissioning, Implementation, Training and Maintenance
of a GPS based Vehicle Tracking system for internal coal transportation in all
Areas of ECL for a period of 60 months, on monthly rental basis, along with
required Computer Hardware, Software and other peripherals.

I NSTRUCTION TO BIDDERS FOR QUOTING THE RATES

1. Rates are to be quoted in words as well as in figures. Quoted rate should be Indian Rupees
only.
2. It is to be noted that whether type written or hand written, the correction should be avoided.
Corrections where unavoidable, shall be made by crossing out & re writing, attested with
full signature and date by the tenderer. Erasing or overwriting in the tender documents may
disqualify the tender.
3. Bidders should quote their rate including all Taxes whatever may be.



NAME OF
WORK:
Supply, Installation, Commissioning, Implementation, Training
and Maintenance of a GPS based Vehicle Tracking System for
internal coal transportation in all Areas of ECL for a period of 60
months, on monthly rental basis, along with required Computer
Hardware, Software and other peripherals.

(Amt. in Indian Rupee)

Item
No.
ItemDescription in brief
(Tech. Specs. as given in the
tender document)
Unit
Required
Qty.
OTC per Unit
(if applicable)
Total OTC
for the Item
(if applicable)

(4)x(5)
Monthly
Rent per
Unit

60 months
Rent for
required
quantity

(4) x (7) x 60
Total Charge
payable for
60 months
rental period

(6) +(8)
(1) (2) (3) (4) (5) (6) (7) (8) (9)
1a
Fixed equipment and
software for installation at
ECL HQ and Central
Control Room including
maintenance and service
charges.
Set 1

1b
Fixed equipment and
software for installation at
Area Control Rooms
including maintenance and
service charges.
Set 14

2
Vehicle Mounted Unit
comprising of GPS receiver
and GPRS service including
maintenance and service
charges.
Set 1479

3
Other accessories and items
not specified in BOM but
may be required for
successful installation,
commissioning and
maintenance during contract
period
L.S.

Total:

Total charge payable inclusive of all taxes, duties, etc but exclusive of Service Tax is as follows:

A. One Time Charge Rs __________________ payable on successful installation & commissioning.
(Total of Column 6 above)
Figure in words Rs _____________________________________________________________
B. Monthly Rental Rs __________________ Payable on quarterly basis for 60 months
(Total of Column 8 above)
C. Total Cost Rs _________________ payable during the project (Total of column 9 above).
Certified that
1. Itemwise unit rates quoted in column 6 and 8 above are inclusive of all taxes, duties etc but exclusive of service
tax and shall remain firmduring the entire period of contract.
2. Service Tax, if applicable, shall be reimbursed by ECL as per applicable prevailing norms.

Note: Selection of L1 bidder shall be made on the basis of total offer (i.e. OTC plus total rental cost)
For and on behalf of the bidder

Authorised Signatory

Tender Document: (Part - I Bid) FOR

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