Tender for Elastic Rail Clips by Southern Railway, India

Tender Name: Manufacture and Supply of Elastic Rail Clips Type MK-V (ERC MK-V)

Procuring Entity: Indian Railways - Southern Railway

Procurement Type: Goods Contract

Tendering Method: Domestic Open Tender

Bid System: Single Envelope System

Evaluation Method: Item/Consignee-wise Evaluation

Bidding Platform: Electronic bidding mandatory via IREPS platform (https://www.ireps.gov.in/)

Approving Authority: RDSO (Research Designs & Standards Organisation)

Inspection Agency: RITES (Rail India Technical and Economic Service)

Core Procurement Content:

Material Name: Elastic Rail Clips Type MK-V (ERC MK-V), Flat Toe End

Specification: Suitable for 60kg UIC/52kg rail sections, conforming to RDSO Drawing No. T-5919 (2nd Revision) & latest revisions up to tender notice date, and confirming to IRS T-31-2025 (6th Revision) specification & latest revisions up to tender notice date.

Procurement Quantity: 650,000 Nos.

Item Number: 3100558 - ELASTIC RAIL CLIPS

Quantity Tolerance: ±5%

Total PO Value Variation Allowed: Up to Rs. 8 Lakh

Delivery Requirements:

Delivery Terms: F.O.R. Destination - Free on Road delivered to destination

Delivery Period: Delivery to be completed within 5 months from contract signing

Phased Delivery Schedule:

Within 3 months of award: Supply 30% of awarded/counter offered quantity

Within 4 months of award: Supply another 30% of awarded/counter offered quantity

Within 5 months of award: Supply remaining 40%

Delivery Commencement: To start within 1 month from issue of Purchase Order

Consignee: SSE/PWD/GO, Tamil Nadu

Warranty Requirements:

Warranty Period: As per specification; if not specified, as per IRS Contract Conditions

Financial Requirements:

Tender Document Fee: Rs. 0

Earnest Money Deposit (EMD): Rs. 1,919,060 (Indian Rupees)

EMD Exemption: MSEs can apply for exemption with supporting documents

Performance Security (SD): 5% of total contract value (for contracts above Rs. 25 Lakh)

Payment Terms: 100% payment after receipt & acceptance (As per SR Tender Condition 15.0)

Price Variation Clause (PVC): As per Special Contract Conditions attached to tender document, deviation not allowed

Eligibility Requirements:

RDSO Approval Status (as on bid submission closing date):

Eligible for order: RDSO approved/developmental vendors (RDSO Item ID: 3100558) with sample approval for ERC MK-V obtained

Not Considered: Approved/developmental vendors without sample approval for ERC MK-V

Joint/Sister Concern: Only one joint/sister concern allowed to bid; if multiple, all quotes will be ignored

Order Distribution Right: Railways reserves right to distribute tender quantity among RDSO approved firms based on supplier performance & production capacity

Inspection Requirements:

Inspection Agency: RITES

Inspection Mode: Process Inspection

Inspection Basis: As per methodology prescribed in Railway Board letters dated 18.03.2024, 06.01.2025 & 27.01.2025

Inspection Scope: Raw material inspection (at ERC manufacturer's premises) & finished goods inspection, throughout production cycle

Inspection Documents: Process Inspection Sheet (Annexure A) & Process Inspection Instructions (Annexure B) attached

Tax Requirements:

GSTIN: GST number must be filled

HSN Code: HSN Code must be filled as per GST Act

GST Compliance: Bidder must ensure compliance with GST laws, quoted rates align with GST Act

Reverse Charge Mechanism: If successful bidder not required to register under GST, Railways will deduct GST under Reverse Charge Mechanism (RCM)

Rate Evaluation: Quotations will be evaluated & ranked based on GST rates quoted by each bidder

GST Jurisdiction: Bidder must provide details (Designation, Address, Email) of GST jurisdictional assessing officer

‘Make in India’ Policy Requirements:

Local Supplier Category: Procurement restricted to Class-1 Local suppliers only, with local content ≥50%

Local Content Declaration: Must declare percentage of local content in material (0%=Fully Imported, 100%=Fully Indigenous), with self-certificate

Local Value Addition Location: Must specify location where local value addition is carried out

Non-Class-1 Local Suppliers: Not eligible to bid, at their own risk and cost

Land Border Country Restrictions:

Bidder must confirm having read relevant clause & declare not belonging to country sharing land border with India; if from such country, must be registered with competent authority & provide valid registration proof

MSE (Micro & Small Enterprise) Preference Policy:

Eligibility Proof: MSE registration proof (e.g., NSIC certificate) must be uploaded

SC/ST/Women-Owned Enterprises: Udyam registration details must be uploaded for preference benefits

Category Change: As per Gazette Notification dated 18.10.2022, enterprises moving to higher category can avail benefits of previous category for 3 years, must submit documentary proof

Bid Document Requirements:

Authorization Document: Certified document of authorized signatory to be submitted

Banker's Report: Banker's report to be submitted

Equipment/QC Details: Details of equipment & quality control to be provided

Deviation Statement: Deviation statement to be provided (preferably NIL)

Performance Proof: Copies of Purchase Orders, Inspection Certificates & Receipt Vouchers for supplies to other Railways/Production Units to be attached

Integrity Pact Confirmation: Must confirm adherence to Integrity Pact, no conflict of interest or anti-competitive practices

Applicable Terms & Conditions:

IRS Contract Conditions: IRS Contract Conditions 2025 edition with all amendments

Southern Railway Tender Conditions: Part A (Instructions to Bidders) & Part B (Tender Conditions) - Version 1.2 (2026)

E-Tender Conditions: Must confirm having read & accepted E-Tender Conditions

Optional Clauses:

Contract Quantity Increase Right: Purchaser reserves right to increase contract quantity by up to 30% during contract validity, successful bidder must accept

Bid Validity Requirements (Deviation Not Allowed):

Quote Validity: Deviation not allowed

Price Variation Clause: Deviation not allowed

Bidder Declarations & Undertakings (Must Confirm):

Have carefully read & accept all tender conditions

Bid content matches original downloaded from IREPS website, no additions/deletions/changes

Have not furnished misleading/false information

Not blacklisted/debarred from bidding by Railways or any Dept./Ministry of Govt. of India as on bid submission closing date

If certificates submitted found forged/false, will lead to EMD forfeiture, contract termination, business debarment (up to 2 years) etc.

Have read & complied with Integrity Pact, no associated firms bidding simultaneously

Procurement Policy: This tender complies with Public Procurement (Preference to Make in India) Order 2017 & subsequent amendments

GeM Compliance: Tender issuing authority confirms this tender does not violate GFR provisions regarding procurement through GeM (Government e-Marketplace)

Jurisdiction: Madras High Court & its subordinate courts have exclusive jurisdiction over any dispute arising from contract