ANNEXURE-I  

CHECK LIST AND GUIDELINES  

CHECK LIST  

1. V-SAT Articles/Equipments to be provided by IRPMU through HECL-this includes Supply, Installation, Commissioning & Maintenance

1.1 V-SAT EQUIPMENTS

1. Antenna,

2. Indoor unit

3. Outdoor unit

4. LNA /LNB

5. IFL cable, Connectors and Accessories

1.4 PROTECTION devices 

1. Lightening protection device

2. EARTHING (complete) -two numbers 

1.5 Response Time – Round Trip Time (RTT) i.e. from remote V-SAT site to CRIS when ping to CRIS server at I.P.Address 10.60.200.3 or 10.60.200.2

1. 700 -750 msec. For a 32 byte packet.

2. 1100-1300 msec. For a 1000 byte packet.

GUIDELINES

 (VERBATIM of Contract agreement between IRPMU & HECL)

PAGE NO. 62 OF CONTRACT AGREEMENT  

CLAUSE NO.6 PROGRAMME OF WORK:  

6.5. Inspection Register shall be maintained at the site of work by the Railway wherein instructions regarding the working etc. Shall be recorded by the Engineer or his executive subordinates. It is expected of the Contractor or his representative at the site to note such instructions whenever asked upon to do so and take action accordingly.  

PAGE NO. 65 OF CONTRACT AGREEMENT  

CLAUSE NO.10 TEST & MEASURING INSTRUMENTS, SPECIAL TOOLS AND INSTALLATION MATERIAL  

10.1 Special tools and instruments required for installation and maintenance of all the equipment shall be arranged by the tenderer in adequate quantities. All installation material for complete commissioning of the system shall be provided by the tenderer. Details of special tools, their quantities and unit prices shall be indicated.  

PAGE NO. 66 OF CONTRACT AGREEMENT  

CLAUSE NO.12 SUPPLY OF TECHNICAL LITERATURES, DOCUMENTATION, DRAWINGS & COMPLETION PLANS ETC.  

12.1 The supply of equipment and materials shall include supply of two sets of printed documents from the original equipment manufacturers with each equipment. The documents should include:-

1. All software documentation required for the equipment / system design.

2. Design approach of the system. Functions achieved in hardware and software. Mode of interaction between hardware and software.

3. The following certification from the approved validation agency (independent safety auditor). Correctness of the software. Expected MTBF AND availability of the system.

4. Name of manufacturer, place of manufacture and inspection. A list of spare parts as recommended by the manufacturer shall be enclosed.

5. A list of Test equipment and other special tools as required for data input, simulation testing, installation and maintenance etc. of the system and a detailed write-up about the procedure to be adopted for use of the same. vi. Quality assurance & software validation: The tendered shall submit along with the tender the quality assurance control, and inspection plan including full details of in-house quality assurance organization, procedure and documentation.

12.3 The supply of equipment and materials shall also include necessary documentation related to training on the maintenance of equipment in sufficient number of copies and two video-CDs.  

PAGE NO. 67 OF CONTRACT AGREEMENT  

CLAUSE NO. 13 SPARES:  

13.1 The tenderer shall include in his tender the details of essential spares, their quantity and unit prices as per schedule of requirements. Details are to be given to confirm that quantities of spares quoted are as per requirement of this clause. The tenderer shall give a detailed list of circuit packs, modules, plug in units, couplers, connectors, fuses of each type, which may be lowest level field replaceable units for Hub & V-SATs. The total cost of essential spares based on the unit price quoted by the tenderer shall be included in the tender evaluation.

13.2 Railway shall consider the following essential spares at 5% of the quantities used in the equipment subject to a minimum of one. The fraction shall be rounded off on higher side. The tenderer shall clearly certify that spares as per required quantity have been included for each equipment/module to be supplied under the contract.

1. All units which may include but not limited to circuit packs, modules, plug in units, ancillary equipment connectors, couplers of each type, which may be lowest level field replaceable assembly/device.

2. Surge and lightning protection arrangement.

3. Power supply equipment

4. Connectors and couplers of each type with cables, crystals, MCB’s switches. In addition following are to be supplied as spares:

1. Software backs up in two sets of CD’s.

2. Three times the quantity of fuses used in the equipment for each type.

13.3 Optional Spares: In addition to the essential spares, tenderer shall indicate additional recommended quantities of spares for efficient maintenance of the equipment and the systems which is considered necessary by the tenderer for a period of at least 5 years after expiry of AMC period to ensure that the quality & reliability is achieved. The details, unit price and the total cost of recommended spares shall be included in the tender as an option. However, the cost of such recommended spares shall not be considered for tender evaluation.  

PAGE NO. 76 OF CONTRACT AGREEMENT  

CLAUSE NO.24 MAINTENANCE OF WORKS:  

24.1 The contractor shall at all times during the progress and continuance of the works and also for the period of maintenance specified in the tender form and after the date of passing of the certificate of completion by the Railway’s representative or any other earlier date subsequent to the completion of the works that may be fixed by Railway’s representative be responsible for and effectively maintain and uphold in good, substantial sound and perfect condition all and every part of the works and shall make good from time to time and at all times as often as the Railway representative shall require any damage or defect that may during the above period arise in or be discovered or be in any way connected with the works, provided that such damage or defect is not directly caused by errors in the contract documents act of providence or instruction or civil riot and the contractor shall be liable for and shall pay and make good to the Railways or other persons legally entitled there to whenever required by the Railway’s representative so to do, all losses, damages, costs and expenses they or any of them may incur or be put or be put or be liable to, by reason or in consequence of the operations of the contractor or his failure in any respect.

24.2 ANNUAL MAINTENANCE CONTRACT

24.2.1 The tenderer shall quote for a year wise comprehensive Annual maintenance Contract for 1 (one) year to be signed at the end of warranty period. The cost shall be quoted separately for the Hub system including NMS and for V-SATs on yearly basis.

24.2.2 Failing to provide services as mentioned in above clauses the contractor shall be liable to a taken penalty @  

1. Rs. 1000/- per hour after expiry of 6 hours after intimation to contractor about the problem in case of hub and

2. Rs. 1000/- per 24 hours for remote V-SAT sites after expiry of 48 hours after intimation to contractor about the problem.

A cumulative loss to Railways may be much more but only taken penalty have been imposed just to emphasize the criticality of the equipment.  

PAGE NO. 79 OF CONTRACT AGREEMENT

CLAUSE NO.26 PROVISIONAL ACCEPTANCE  

26.1 Immediately after the completion of the work at each station or after completion of work in a block section herein after referred as sub-section. The contractor shall certify and advise the purchaser in writing that the installation is

1. complete,

2. ready for satisfactory service and

3. ready to be handed over. He will also place at the disposal of the purchaser the required staff for inspection, testing and putting it into operation.

26.2 The rest or tests specified in Technical specification will be conducted jointly by the purchaser and contractor as soon as possible after receipt of advice of completion of one sub-section by the purchaser from the contractor. The test schedule shall be furnished by the tenderer which will be modified by mutual discussion between the contractor and Railway before finalization. Any component test shall be replaced/repaired free of cost by the tenderer.

26.3 Purchaser’s Engineer shall issue a Provisional Acceptance certificate for successful commissioning of whole system covering all materials and services included in the Schedule of works, after the final acceptance test as per the approved test procedure have been completed and the performance has been found to meet the specifications. Railways decision in this respect shall be final. The Provisional acceptance certificate shall be signed by both the parties. The period of maintenance of works shall commence from the date of such certificate.

26.4 The Purchaser’s Engineer may issue such a certificate with respect to any part of the works before the completion of the whole of the works or with respect to any substantial part of the works which has been both completed to the satisfaction of the Purchaser’s Engineer and occupied or used by the Railway and when any such certificate is given in respect of a part of the works, such part shall be considered as completed and the period of maintenance of such part shall commence from the date of such certificate.

26.5 Should the results of inspection and test be not satisfactory, an extension of one month will be granted to the contractor to make good the defects and deficiencies pointed out by the purchaser. Fresh inspection and test will then be carried out after the contractor has attended to the defects and deficiencies. If these tests are also not satisfactory the purchaser may proceed at the contractor’s expense by all means deemed expedient, to have the installation made satisfactory until they comply with the specifications, and approved drawings and designs.

26.6 In such a case or in the case of delay in completing the work under this contract within the time limit the purchaser reserves the right if he deems it possible to use in a reasonable manner any part of the installation even if some installations are not completely erected. The purchaser will give to the contractor for this purpose 7 days previous notice. The contractor shall then take at his own expense all necessary steps to complete the work in accordance with the provisions of the contract. In case it becomes impossible to proceed with the above mentioned taking over tests or reasons other than for which the contractor is responsible, the Provisional Acceptance Certificate shall be issued at or within a mutually agreed reasonable period not exceeding six months after completion of installation.

26.7 The issue of provisional acceptance will not be withheld for rectification or minor defects as distinct from rejected equipment, which may not be essential for commissioning and operation of the installation. In such cases, only the value of the materials and cost of the rectification of the minor defects shall be withheld from the payments on provisional acceptance until rectification is completed.  

PAGE NO. 80 OF CONTRACT AGREEMENT  

CLAUSE NO.27 PLACING IN SERVICE & MAINTENANCE SUPERVISI0N:  

27.1 After the equipment has been commissioned & placed in service and Provisional Acceptance certificate issued by Purchaser’s Engineer the contractor shall be responsible for proper maintenance supervision of the equipment for a period of 12 months from the date of commissioning. For this purpose he shall prepare a maintenance plan and make available the services of qualified maintenance engineer stationed at the location approved by Purchaser’s Engineer who will guide and supervise the work of Railways maintenance staff. The maintenance engineer of the tenderer will visit Master station and all the base stations at least once in a month and attend to any fault on the systems.

27.2 During this period of maintenance supervision if any lacuna is noticed in the functioning as a result of any defect in design or manufacture, the same will be rectified by the contractor free or cost. During such rectification if any faulty equipment / modules need replacement or repair, they shall be provided by the contractor from the set of equipment or modules that the contractor should bring to the site of installation in addition to all the materials to be supplied against this contract. Use of spare modules covered under the Schedule of material of this tender shall not be permitted to be used during installation, commissioning and maintenance supervision period without personal approval of Chief Project Manager/ IRPMU Spares, so issued under unusual circumstances, should be replaced by the firm within seven days of the issue of spares.  

PAGE NO. 80 OF CONTRACT AGREEMENT  

CLAUSE NO.29 FINAL ACCEPTANCE:  

28.1 The final acceptance of the entire equipment installed in the section shall take effect from the date of expiry of the period of maintenance supervision as defined in para-27 or the expiry of the last of the respective period of Maintenance Supervision of various sections for which Provisional Acceptance Certificates are issued or brought into full fledged operations, provided that the contractor has complied fully with his obligations under clause 27 in respect of each section under the contract.

28.2 If on the other hand the contractor has not so complied with his obligation under Para 27 in respect of any site the purchaser may wither extend the period of maintenance supervision in respect of that section until the necessary works are carried out by the contractor or carry out those works so moto on behalf of the contractor at the contractor’s expenses. After expiry of the period of maintenance supervision for each section, a certificate of Final Acceptance for the section shall be issued by the purchaser and the last of such certificate will be called the Last and Final Acceptance Certificate. The contract shall not be considered as completed until the issue of Final Acceptance by the purchaser.  

PAGE NO. 81 OF CONTRACT AGREEMENT  

CLAUSE NO.29 WARRANTY:  

29.1 All equipment and system supplied by the Contractor shall be guaranteed against the defects for a period of 12 (Twelve) months from the date of commissioning of work and placing in service. The date of the commissioning of the work will be from the signing of the provisional acceptance certificate by both the parties as per details at clause 26(26.3) above.

29.2 During the period of warranty, the contractor shall remain responsible to arrange replacement and for setting right at his own cost any equipment installed by him which is of defective manufacture or design or becomes unworkable due to any cause whatsoever. The decision of the Railway’s representative in this regard to direct the contractor to attend to any damage or defect in work shall be final and binding on the Contractor.

29.3 During the period of warranty, the contractor shall be responsible to the extent expressed in this clause for any defects that may develop under the conditions provided for by the contract and under proper use, arising from faulty materials design of workmanship in the plant, or from faulty execution of the plant by the contractor but not otherwise and shall remedy such defects at his own cost when called upon to do so by the Purchaser who shall state in writing in what respect the portion is faulty.

29.4 If it becomes necessary for the contractor to replace or renew any defective portions of the system under this clause the provisions of this clause shall apply to the portions of the plant to be replaced or renewed until the expiration of six months from the date of such replacement or renewal or until the end of the warranty period whichever may be later. If any defect is not remedied within reasonable time, the purchaser may proceed to do the work at contractor’s risk and expense, but without prejudice to any other rights which the purchaser may have against the contractor in respect of such defects.

29.5 If the replacement or renewal are of such a character as may affect the efficiency of the system the purchaser shall have the right to give to the contractor within one month from such replacement or renewal notice in writing for the tests to be carried out. The cost of all such tests shall be borne by the contractor.

29.6 All inspections, adjustments, replacement or renewal carried out by the contractor during the supervised maintenance period shall be governed by the special conditions of this contract.

29.7 Until the final certificate shall have been issued, the contractor shall have the right of entry, at his own risk and expense, by himself or his duly authorized representative, whose names shall have previously been communicated in writing to the purchaser at all reasonable working hours upon all necessary parts of the works for the purpose of inspecting the working and the records of the system and taking notes there from and, if he desires at his own risk and expense, making any tests subject to the approval of the purchaser which shall not be unreasonably withheld,  

PAGE NO. 83 OF CONTRACT AGREEMENT  

CLAUSE NO.30 TRAINING:  

30.1 The tendered shall undertake to train Railway engineers and other staff nominated by the Railways in different aspects of equipments functioning, field installation, testing, commissioning, operation, maintenance and repair, covering both hardware and software. The training should be comprehensive for transfer of complete know-how so as to impart full knowledge and competent to independently and successfully execute the installation operation, maintenance and repair of all equipment. The training courses should apart from formal class room training, include hand on practical experience and visit to working installation.

30.2 The contractor shall at every stage of installation, testing and commissioning shall provide all facilities for adequate training of Railway personnel who may be deputed to work on the project.  

PAGE NO. 133 OF CONTRACT AGREEMENT  

CLAUSE NO.5 MAINTENANCE OF V-SAT NETWORK:  

53.1. Comprehensive, on-site annual maintenance & repair of the entire supplied goods, including replacement of parts if unrepairable will be done by the contractor.

5.3.2 The contractor shall undertake preventive maintenance & repair in order to attain the “Stated guaranteed uptime performance” specified in the Technical Specification.

5.3.3 Contractor will ensure availability of adequate spares cards, modules for providing replacement of faulty cards/modules on demand during the warranty/maintenance period.