GOVERNMENT OF GUJARAT OFFICE OF THE RESIDENT … · 2019-06-21 · gujarat bhawan, 11- kautilya...

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GOVERNMENT OF GUJARAT

OFFICE OF THE RESIDENT COMMISSIONER,

GUJARAT BHAWAN, 11- KAUTILYA MARG, CHANAKYAPURI, NEW DELHI-110021

E-TENDER NOTICE

Tender No. RC/GB/Admn/195/2019-20

Tender ID : 365423

Date: 20.06.2019

Notice Inviting e-Tender

For and on behalf of the Governor of Gujarat, e-tenders are invited under a two

part bidding System [Technical Bid & Financial Bid] from reputed agencies for

providing Facility Management Services viz. Mechanised House Keeping,

Management of Front Office and Reception and Maintenance and Provision of

Manpower for Engineering Services for Gujarat Bhawan, 11 Kautilya Marg,

Chanakyapuri, New Delhi - 110 021.

The bidding documents can be downloaded from the sites

https://gad.nprocure.com and www.gujaratbhawan.gujarat.gov.in and can be

submitted online on or before 17.07.2019 The bidders should deposit the tender

cost of Rs. 8,000/- (Rupees Eight Thousand only) and EMD of Rs. 8, 00,000/-

(Rupees Eight Lakh Only) through Demand Draft or FDR of any Nationalised or

Scheduled Bank drawn in favour of the “Resident Commissioner, Government

of Gujarat, New Delhi” in the Office of Chief Administrative Officer, Gujarat

Bhawan, New Delhi in a sealed envelope up to 18.07.2019 by 17.00 hrs.

CHIEF ADMINISTRATIVE OFFICER

https://gad.nprocure.com/

http://www.gujaratbhawan.gujarat.gov.in/

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BRIEF INFORMATION ON BID DOCUMENT

Description of Work Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services for Gujarat Bhawan, 11 Kautilya Marg, Chanakyapuri, New Delhi - 110 021

Duration of Contract 3 Years Extendable by 2 terms of one year each subject to review of Performance from time to time

Estimated Cost of Tender Rs 8.00 Crore

Cost of Tender Documents Rs 8,000/- (Non-refundable)

Earnest Money Rs. 8.00 Lac

Performance Guarantee (at the time of singing of Agreement) Rs. 80.00 Lac

Validity of Bid 90 Days from the date of submission of bid

Date of Publishing 20.06.2019

Document Downloading Start Date 21.06.2019, 11.00 hrs.

Online Document Submission Start Date 21.06.2019, 11.00 hrs.

Date & Time of Pre-bid Meeting 05.07.2019, 12.00 hrs,

Online Document Submission Last Date 17.07.2019, 17.00 hrs.

Technical Bid Physical Submission Last Date

18.07.2019, 17.00 hrs.

Date and Time of Technical Bid Opening 19.07.2019, 10.00 hrs.

Date and time of Financial Bid Opening

To be notified later

Contact Person for clarification, if any

Capt. Prashant Singh, Chief Administrative Officer, Phone : 011-46278707, 46273209 [email protected] Y.K. Sood, OSD, Phone: 46273219 Email: - [email protected]

N.B. I. Cost of tender documents Rs. 8,000/- (Rupees Eight Thousand only) II. EMD – Rs. 8, 00,000/- (Rupees Eight Lakh only)

mailto:[email protected]


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GOVERNMENT OF GUJARAT

GENERAL ADMINISTRATION DEPARTMENT

OFFICE OF THE RESIDENT COMMISSIONER,

GUJARAT BHAWAN, 11- KAUTILYA MARG, CHANAKYAPURI, NEW DELHI-110021

TENDER DOCUMENTS FOR

Hiring of Agency for

FACILITY MANAGEMENT SERVICES VIZ. MECHANISED HOUSE KEEPING, MANAGEMENT OF FRONT OFFICE AND RECEPTION WITH MAINTENANCE AND PROVISION OF ENGINEERING SERVICES

For Gujarat Bhawan, 11 Kautilya Marg, Chanakyapuri, New Delhi - 110 021.

Table of Contents

Section 1

Declaration by the Bidder

Section 2 Instructions to Bidders

Section 3 General Conditions of Contract (GCC)

Section 4 Special Conditions of Contract (SCC)

Section 5 Scope of Work

5.1 Additional Scope of Work

Section 6 Resource Requirement

Section 7 Financial Bid Submission Form

Section 8.1 Contact Details Form (of the Bidder) .…………………….

8.2 Form for Financial Capacity ……………………………….

8.3 Form of Articles of Agreement …………………………….

8.4 Form of Performance Bank Guarantee …………………..

Section 9 Check List …………………………………………………...

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Mode of Submitting e-tender

1.1 Bidders can download the tender documents from the website as

indicated at page 1 of the Tender documents

1.2 The tenders shall be submitted in Electronic format online on Web-site

https://gad.nprocure.com upto the date & time for submission.

Technical Bid shall also be submitted in physical format.

1.3 Offers in Physical form will not be accepted in any case except Technical

Bids for which both online & physical format are mandatory.

1.4 Bidders who wish to participate in online tenders will have to procure/

should have legally valid Digital Certificate (Class-III) with Signing

and Encryption as per Information Technology Act-2000 using which

they can sign their electronic bids. Bidders can procure the same from

any of the License Certifying Authorities in India as mentioned under :

(i) (n) Code Solutions – A Division of GNFC

(ii) Safescrypt

(iii) TCS

(iv) MTNL

(v) eMudra

1.5 Please upload all the required documents in black/ white resolution

with 75 – 100 DPI only.

1.6 Incomplete and/ or illegible documents will not be considered and

in absence of such documents tender/ bid will be considered as

NON – RESPONSIVE.

1.7 In case bidder needs any clarification/ assistance or if training is

required for participating in online tender, they can contact the following

office : -

(n)Code solutions A division of GNFC 301, GNFC Infotower, Bodakdev, Ahmedabad- 380 054 ( India ) Tel : +91 26857316/17/18 Fax: +91 79 26857321 Toll Free No.: 1800-419-4455 E-mail: [email protected]



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FACILITY MANAGEMENT SERVICES VIZ. MECHANISED HOUSE KEEPING, MANAGEMENT OF FRONT

OFFICE AND RECEPTION WITH MAINTENANCE AND PROVISION OF ENGINEERING SERVICES

Additional Information by the Bidder TECHNICAL BID

1. Name of Tendering Company / Firm / Tenderer

2. Name of Bidders/ Partners/ Directors

3. Full Particulars of Office

(a) Address

(b) Telephone No

(c) Fax No.

(d) E-mail Address

4. Full Particulars of the Bankers of Company / Firm / Tenderer, With Full Address / Tel. No. Providing Solvency Certificate

(a) Name of the Bank

(b) Address of the Bank

(c) Telephone No.

(d) Fax No.

(e) E-mail address

(f) Solvency Certificate as per para 2 (e)

5. Registration Details

(a) PAN/TAN No.

(b) GST Registration No.

(c) License under Contract Labour Act. to be obtained by the bidder after award of work.

(d) E.P.F. Registration No.

(e) E.S.I. Registration No.

6. Details of Earnest Money Deposit and Tender Document Fee Deposit

(a) EMD Amt. ( Rs. 8,00,000/)

(b) Tender Document Amt. (Rs. 8,000/-)

7. Audited Balance Sheets

(a) Audited Balance Sheets for 2015-16, 2016-17 and 2017-18.

Attached Yes/ No.

(b) Audited Income Expenditure Statement for 2015-16, 2016-17 and 2017-18.

Attached Yes/ No.

(c) Audited Profit and Loss Account Statement for 2015-16, 2016-17 and 2017-18.

Attached Yes/ No.

(d) Auditor’s Report 2015-16, 2016-17 and 2017-18.

Attached Yes/ No.

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COMPLETED PAST CONTRACTS (2015-16 to 2017-18)

Name and Address of the organization, Name, Designation

and Telephone/ email address of the

officer concerned

Details of the contract

including manpower deployed (in Nos.)

Value of Contract (in Rs.)

Duration of Contract

From To

DD/MM/YYYY DD/MM/YYYY

A

B

C

Additional Information, If any

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SECTION - 1

DECLARATION ON THE LETTER HEAD OF THE BIDDER 1. I/we, the undersigned certify that I/we have gone through the terms and conditions mentioned

in the tender documents and undertake to comply with them.

2. The rates quoted by me/us are valid and binding on me/us during the period of validity of the

tender.

3. I/we, the undersigned hereby bind myself/ ourselves to the Resident Commissioner,

Government of Gujarat, Gujarat Bhawan, 11-Kautilya Marg, Chanakyapuri, New Delhi-110021

during the period of contract.

4. The Performance Security deposited by me/us shall remain in the custody of the Resident

Commissioner, Government of Gujarat, Gujarat Bhawan, Chanakyapuri, New Delhi-110 021

subject to settlement of all dues on either side. The performance Security Deposit will not carry

any interest.

5. The conditions herein contained shall form part of and shall be taken as included in the

agreement itself.

6. I/we will be wholly responsible for providing Facility Management Services viz. Mechanised

House Keeping, Management of Front Office and Reception and Maintenance and Provision

of Manpower for Engineering Services for Gujarat Bhawan.

7. I/we shall be responsible to provide all benefits i.e Bonus, ESI and E.P.F. etc. if applicable to

eligible employees employed by me for the said assignment/ works/ project on

re-imbursement basis.

8. I/we shall abide by the provisions of Minimum Wages Act, 1948 as amended upto date and

Contract Labour Act, 1970 and other Labour Laws applicable from time to time. Also, I shall be

responsible for the payment of wages as per the revision of wages from time to time under the

provisions of Minimum Wages Act, 1948.

9. Any lapse occur or any unprofessional service by me/us or on my worker’s part, while

discharging services, the Client may cancel the contract and award the work to another agency

and the cost difference may be recovered from me.

10. An affidavit to the effect that there is no vigilance/CBI or court case pending against the firm as

on the date of submission of bid.

11. The decision of the Resident Commissioner, Government of Gujarat, Gujarat Bhawan,

11-Kautilya Marg, Chanakyapuri, New Delhi-21 regarding acceptance/rejection of Tender shall

be final & binding on me.

Affirmation

1. I, __________________________________ Son / Daughter of Shri ________________ Partner / Director / Authorised Signatory of ______________________________ affirm that I am competent to sign this declaration and execute this tender document.

2. I have carefully read and understood all the terms and conditions of the tender and hereby

convey my acceptance of the same.

3. The information / documents furnished along with the above application are true and authentic to the best of my knowledge and belief. I am aware of the fact that furnishing of any false information / fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Date: Signature of Bidders / Managing Partner / Director Place: Name: Seal:

N.B. The above declaration, duly signed and sealed by the authorized signatory of the Company, should be enclosed with Technical Bid.

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SECTION-2 INSTRUCTIONS TO THE BIDDERS

1. GENERAL INSTRUCTIONS

1.1 For Bidding / Tender Document Purposes, 'Office of the Resident Commissioner,

Government of Gujarat' shall be referred to as 'Client' and the Bidder / Successful Bidder shall

be referred to as 'Agency/ Contractor' and / or Bidder interchangeably.

1.2 The tender documents may be downloaded from Government of Gujarat web portal

www.gujaratbhawan.gujarat.gov.in and submit the same with EMD of Rs. 8,00,000/- by

way of Demand Draft or FDR valid for 90 days of any Nationalised or Scheduled Bank in favour

of the “Resident Commissioner, Government of Gujarat, New Delhi” and Tender cost of Rs.

8,000/- to be submitted by way of a Demand Draft in favour of the Resident Commissioner,

Government of Gujarat, New Delhi. Tender Fee and EMD to be kept in one envelope and the

Technical bid in another envelope then, both these envelopes to be kept in one envelope.

Tender Cost and EMD is exempted for bidders (Micro, Small and Medium Enterprises)

registered with District Industries Centre or any other bodies specified by the Ministry of Micro,

Small & Medium Enterprises for the appropriate category [Services], and having valid registration

certificate as on date of tender submission. The MSMEs would not be eligible for exemption of

Tender Cost and EMD if;

either they are not registered for [Services], category.

OR

they do not have valid registration as on the date of tender submission.

The tenderers seeking exemption from “Tender Cost and EMD”, being MSMEs, shall ensure

their eligibility w.r.t. above and submit registration certificate issued by the body under which

they are registered which clearly mentions category of registration i.e. [Services], and Terminal

Validity of registration. In absence of any of the above requirements no exemption for “Tender Cost

and EMD” will be allowed and tenderers eligibility shall be dealt as if they are not registered as

MSME by District Industries Centre or any other body(s) specified by Ministry of MSME.

1.3 While all efforts have been made to avoid errors in the drafting of the tender documents,

the Bidder is advised to check the same carefully. No claim on account of any errors detected in

the tender documents shall be entertained.

1.4 Each page of the Tender documents must be stamped and signed by the person or

persons submitting the Tender in token of his/their having acquainted himself/

themselves and accepted the entire tender documents including various conditions

therein. Any bid with any of the Documents not so signed is liable to be rejected at the

discretion of the client.

1.5 The Bidder shall attach the copy of the authorization letter / Power of Attorney as the

proof of authorization for signing on behalf of the tendering company/ firm/ tenderer.

1.6 All Bidders are hereby explicitly informed that conditional offers or offers with deviations

from the conditions of Contract, the bids not meeting the minimum eligibility criteria, technical bids

not accompanied with EMD and tender document fee of requisite amount/format, or any other

requirements, stipulated in the tender documents, are liable to be rejected.

1.7 The parties to the Bid shall be referred to as the 'Bidders' /Agency (to whom the

work has been awarded) and the Office of the Resident Commissioner, Government of Gujarat,

New Delhi shall be referred to as ‘Client’.



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1.8 For all purposes of the contract including arbitration there under, the address of the Bidder

mentioned in the bid shall be final unless the Bidder notifies a change of address by a separate letter

sent by registered post with acknowledgement due to the Office of the Resident Commissioner,

Government of Gujarat. The Bidder shall be solely responsible for the consequences of any omission

or error to notify change of address in the aforesaid manner.

1.9 The requirements of personnel as specified in Section-6 of tender document is tentative

and may increase or decrease at the sole discretion of the competent authority of the Client.

1.10 Pre- Bid Meeting

The purpose of the pre-bid meeting will be held to clarify issues and to answer questions on

any matter concerning bids that may be raised at that stage or for any clarification in connection

with the bid documents. The bidder may submit any queries in writing or by e-mail, to reach the

Chief Administrative Officer before such meeting. Proceeding of the pre-bid meeting, including

copies of the queries raised and responses given, will be furnished expeditiously to all those

attending the meeting (and subsequently to all purchasers of the bidding documents). Any

modification of the biding documents which may become necessary as a result of the pre-bid

meeting or otherwise shall be made by the Chief Administrative Officer through the issuance of an

Addendum (or Amendment) to the bid documents and shall form part of the resultant contract.

2. MINIMUM ELIGIBILITY CRITERIA

The following shall be the minimum eligibility criteria for selection of the Bidders technically.

a. EMD Rs. 8,00,000/-(Rupees Eight Lac only) by way of Demand Draft or FDR of any

Nationalised or Scheduled Bank in favour of the “Resident Commissioner, Government of

Gujarat” payable at New Delhi and tender document cost of Rs. 8,000/- (Rupees Eight

Thousand only) to be deposited by way of Demand Draft of any Nationalised or Scheduled

Bank in favour of the “Resident Commissioner, Government of Gujarat” payable at New

Delhi to be enclosed alongwith the Technical Bid.

b. Legal & Valid Entity: The Bidder shall necessarily be a legally valid entity either in the form

of a Limited Company / Private Limited Company (registered under the Companies Act,

1956 / 2013) or proprietorship firms /partnership firms registered with relevant

authorities viz. For partnership concerns, registered partnership deed copy duly attested

and for Proprietorship Company, in addition to copies of PAN card, Aadhar Card, it should

have Shop and Establishment licence under the act.

Bidders in the form of JV/ consortium are not permitted. Proof for supporting the legal

entity of the Bidder shall be submitted. The bidder shall submit the certificate under the

Companies Act, 1956 or companies registered under Companies Act 2013.

c. Registration: The Bidder should be registered with the Income Tax Department, GST

(Central Board of Indirect Taxes and Customs) and also be registered under the labour

laws, Employees Provident Fund Organisation, Employees State Insurance Corporation.

Proof thereof should be furnished.

d. Clearance: The Bidder should also have filed upto date dues of GST/ Sales/ Service Tax/

Income Tax Returns of relevant period with relevant proof in support shall be submitted.

e. Bank Solvency: The Bidder should also have Bank Solvency certificate issued from the

Nationalised or Scheduled Bank for Rs. 4.00 Crore or more, but should not have been issued

prior to 01.01.2019.

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f. The Bidder should have experience of executing successfully 3 works of Facility

Management House Keeping & Cleaning Services each of value not less than Rs. 3.20 crore

or 2 works of Facility Management House Keeping & Cleaning Services of value not less

than Rs. 4.80 crore each or 1 work of Facility Management House Keeping & Cleaning

Services of value of not less than Rs. 6.40 crore over the last 5 years in the field of Facility

Management House Keeping & Cleaning Services in VVIP Establishment/State Bhawans.

g.(i)The bidder should have turnover of at least Rs. 4 Crore as per audited Balance Sheet of the

year ending on 31st March, 2018.

(ii) Bidder must also note that Profit before Tax should be Positive in last 3 (three) audited

financial years. The bidder shall not be a loss making firm or with negative cash flow during

the last 3 (three) financial years.

h. The bidder should indicate numbers of employees on the roll of agency for evaluation

purposes as per clause 8.2.2 (iv) of Evaluation Sheet.

2.1 Documents supporting the Minimum Eligibility Criteria

(i) In proof of having fully adhered to the minimum eligibility criteria at 2(b), self attested copy

of Certificates of Incorporation issued by the respective registrar of firms/companies should be

enclosed.

(ii) In proof of having fully adhered to minimum eligibility criteria at 2(c), self attested copies of

PAN/TAN, Contract Labour License from the Labour Department, GST Registration, EPFO

Registration, ESIC Registration shall be submitted by the bidder.

(iii) In proof of having fully adhered to minimum eligibility criteria at 2(d), self attested copies of

Sales/Service Tax Department, Income Tax Department ( 2015-16, 2016-17 & 2017-18) shall be

submitted by the bidder. The copies of the returns filed under GST from August, 2017 onwards and

prior to that, either Service or Sales Tax copies of return should be enclosed.

(iv) In proof of having fully adhered to minimum eligibility criteria at 2(f), self attested copy of

experience certificates for completed works issued by the Government Departments / PSUs shall be

acceptable. The bidder has to submit the relevant work experience certificates indicating at least

3 works of Facility Management Services, housekeeping and cleaning services each of value not less

than Rs. 3.20 crore or 2 works of Facility Management Services, Housekeeping and Cleaning

Services of value not less than Rs. 4.80 crore each or 1 work of Facility Management Services,

Housekeeping and Cleaning Services of value of not less than Rs. 6.40 crore over the last 5 years in

the field of Facility Management Services, Housekeeping and Cleaning Services in VVIP

Establishments/reputed organisations like State Bhawans.

(v) In proof of having fully adhered to minimum eligibility criteria at 2(g), Self attested copy of

the audited balance sheets for the completed three financial years i.e. for 2015-16, 2016-2017 and

2017-18 shall be enclosed alongwith.

(vi) Self attested copy of manpower wages roll and EPFO Challan in support of available

manpower (duly submitted to EPFO) in respect of the quarter ending March, 2019 shall be

submitted by the bidder.

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3 EARNEST MONEY DEPOSIT:

3.1 Bidders are required to deposit Earnest Money of Rs. 8,00,000/- in the form of Demand

Draft or FDR of any Nationalised or Scheduled Bank in favour of “Resident Commissioner,

Government of Gujarat” payable at New Delhi to be enclosed alongwith the Technical Bid.

3.2 EMD of Bidders who do not qualify on the technical parameters, shall be returned without

opening their financial bids.

3.3 Earnest Money Deposit of technically qualified Bidders shall remain deposited with Resident

Commissioner, Government of Gujarat, Gujarat Bhawan, New Delhi. The Earnest Money Deposited

by the Bidder would be returned to unsuccessful Bidders after opening of financial bids. The EMD of

the successful bidder will be returned after submission of the Performance Bank Guarantee or

Performance Security.

3.4 No request for transfer of any previous deposit of earnest money or security deposit or

adjustment against any pending bill held by the Client in respect of any previous work in Gujarat

Bhawan shall be entertained.

3.5 Tender cost and EMD is exempted for the bidders (MSMEs), registered with the district

industries centre or any other body for appropriate category i.e. [Services] and have valid

certification as on date of tender submission. Copy of valid MSME registration should be submitted.

3.6 The Bidder shall not be permitted to withdraw their offer or modify the terms & conditions

thereof. In case the bidder fails to observe and comply with the stipulations made herein or backs

out after quoting rates, the EMD submitted by him shall be forfeited to the Client.

3.7 The bids without Earnest Money Deposit or without valid MSME Registration Certificate

shall be summarily rejected.

3.8 No claim shall lie against the Client in respect of erosion in the value or interest on the

amount of Earnest Money Deposit or Performance Guarantee Deposit.

3.9 The EMD may be forfeited under the following:

(i) If the Bidder withdraws his bid during the period of bid validity specified by the Bidder in

the bid form; or

(ii) In case of successful Bidder, if the Bidder

(a) Fails to sign the contract in accordance with the terms of the tender document

(b) Fails to furnish required performance bank guarantee in accordance with the terms of tender

document within the time frame specified by the Client.

(c) Fails or refuses to honor his own quoted prices for the services or part thereof.

4. VALIDITY OF BIDS

4.1 Bids shall remain valid and open for acceptance for a period of 90 days from the last date of

submission of Bids.

4.2 The Resident Commissioner, Government of Gujarat, New Delhi and the bidder may mutually

agree to extend the validity period of the bids, if so required.

5. SUBMISSION OF BIDS

5.1 The Bidder shall submit his Technical Bid online. There are two parts of the online bid i.e (i)

Technical Bid and (ii) Financial Bid. Bidders are required to submit a hard copy of the technical bid

together with other documents as submitted online. Minimum eligibility criteria and EMD and

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tender fee should be submitted in one envelope and technical bid submitted in another envelope

and both envelopes placed in a single envelope. Financial Bids would be submitted online.

The technical bid shall contain the following documents:

5.1.1.1 Cost of tender documents and EMD (by way of DD/FDR or MSME Registration

Certificate).

5.1.2 The entire tender document in original stamped, dated and signed on each page.

5.1.3 Technical Bid details along with all supporting documents with Declaration &

Affirmation (Section-1 of tender document).

5.1.4 Documents supporting Minimum Eligibility Criteria (Section-2, Para 2.1 of tender

document)

5.1.5 Letter of Authorisation (Section-2, Para 6 of tender document)

5.1.6 All Forms (Section-8 of tender document)

5.1.7 Check List (Section-9 of tender document)

The Financial bid shall contain the following document:

Financial Bid (Section-7 of tender document)

5.2 The Bid shall be submitted not later than Scheduled time & Date given in Time Table of E-

tender Activities.

6. BID OPENING PROCEDURE

6.1. The Technical Bids shall be opened as per the Scheduled time & Date given in Time Table of

E-tender Activities in the presence of such Bidders who may wish to be present or in presence of

their authorised representatives.

6.2 Absence of the Bidder or their representative shall not impair the legality of the opening

procedure.

6.3 After opening of the Technical Bids the bid shall be evaluated by a Committee on the basis of

Minimum Eligibility Criteria as defined in the Para 2 and Para 2.1 of the Section-2 of the tender

document.

6.4. The Bid which does not meet the Minimum Eligibility Criteria shall be declared invalid. The

bid which fulfils the Minimum Eligibility Criteria mentioned in Para 2 & Para 2.1 of the Section-2 of

tender document shall be declared valid and shall be evaluated further.

6.5. The date fixed for opening of bids, if subsequently declared as holiday by the Government,

the revised date of schedule will be notified ON LINE. However, in absence of such notification, the

bids will be opened on next working day. Time and venue remain unaltered.

7. CLARIFICATION ON TECHNICAL BID EVALUATION.

7.1 The technical bids shall be evaluated based on the available documents submitted by the

Bidder. To assist in the examination, evaluation, and comparison of the bids, and qualification of the

bidders, the Client may, at its discretion, ask any Bidder for a clarification of its bid online. Any

clarification submitted by a Bidder on line that is not in response to a request by the Client shall not

be considered.

The Client shall seek all such clarifications online and it will be binding on the bidder to

submit his clarification online within the stipulated time.

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7.2 If the Bidder does not provide clarifications within specified time given by the client, his

bid shall be rejected.

7.3 Client also reserves right to seek confirmation/clarification from the issuer agency,

on the supporting documents submitted by the Bidder as per clause 2.1.

8. TECHNICAL BID EVALUATION

8.1 The Client shall follow two bid system where the Technical Bid and Financial Bid shall be evaluated separately.

8.2 Technical bid of the bidder shall be given 70% weightage and financial bid shall be given 30% weightage.

8.2.1 The technical bid evaluation shall be done based as per Clause 8.2.2 as follows:-

8.2.2 During the technical evaluation stage, each bidder shall be assigned marks out of a total of 200 marks, as per the criteria specified below:

Sl. No. Items of Evaluation Max. Marks

Marks Awarded

(i) Number of Years in Operations 25

(a) 3 to 5 Years 15

(b) Over 5 to 10 years 20

(c) Over 10 years 25

(ii) Net Worth ( for the Financial Year 2017-18) in Rupees

25

(a) 3 to 5 Crore 15

(b) Over 5 to15 Crore 20

(c) Over 15 Crore 25

(iii) Turnover ( Last Financial Year 2017-18) in Rupees 25

(a) 3 to 5 crore 15

(b) Over 5 to 10 crore 20

(c) Over 10 crore 25

(iv) Number of Employees on roll of Agency 25

(a) 200-1000 05

(b) 1001-2000 10

(c) 2001-3000 20

(d) More than 3000 25

(v) Quality Related Marks 25

(a) ISO Certified

i)Less than 5 years 05 ii)More than 5 years 10

(b) *SA 8000 05

(c) #OHSAS 18001 of 2007 05

(d) Any other International Accreditation Certificate 05

(vi) Organisations worked 30

(a) VVIP Government Establishments/State Bhawans 15

(b) Government/PSUs (Central or State) 10

(c) Others 05

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(vii) Facility Management Services Experience value of 6 Crore (Completed) as under

30

(a) Upto 2 Clients 10

(b) Upto 3 to 4 Clients 20

(c) Over 4 Clients 30

(viii) Presentation by the firm on the work to be done 15

(a) Work plan methodology (Chemicals/Machinery / Manpower) for critical areas of Gujarat Bhawan

10

(b) Government Awards received

(i) Up to Two Awards/Certificates 02 (ii) More than Two Awards/Certificates 05

* Social Accountability. # Occupational Health & Safety Assessment Series.

N B: Bidders who fail to give Presentation as per (viii) above, their bids are liable to be ignored.

8.2.3 A Bidder should secure a minimum of 60% marks (i.e. 120 marks out of total 200

marks as per Para 8.2.2) in Technical Evaluation in order to be a technically qualified

Bidder for being eligible for financial bid evaluation.

8.2.4 The total marks obtained by a Bidder in the Technical Bid (as per 8.2.2) shall be

allocated 70% of technical weightage and the Financial Bids shall be allocated 30% of the

financial weightage, thereby making a total of 100% weightage for the complete bidding.

Illustration 1 (for Technical Weightage)

If a Bidder has secured 140 marks out of the total 200 marks in technical evaluation

after following Para 8.2.2, it would be 70 i.e. (140 x 100/200) marks out of 100 and his

technical evaluation value shall be: 49 i.e. (70 x 70%)

8.2.5 The Bidder shall be required to produce attested copies of the relevant documents

in support of their claims in Para 8.2.2in addition to the documentary evidences of Para

2.1 for being considered during technical evaluation.

8.2.6 A substantially responsive bid shall be one that meets the requirements of the

bidding documents in totality i.e. by following the procedures of Para 8. The technical bid

not meeting the minimum requirements as per the tender documents and not getting

minimum 60% marks as evaluated in the Technical Bid, shall be rejected and their

Financial Bids shall not be opened.

8.2.7 The Bidders who qualified in the Technical Evaluation stage shall only be called for

opening of Financial Bids. Client shall intimate the technically qualified Bidders, the time/

venue for the Financial Bid opening online.

9. FINANCIAL BID OPENING PROCEDURE

9.1 The Financial Bids of all the technically qualified Bidders shall be opened online on the

appointed date and time in presence of the qualified Bidders/ their authorized

representatives, who choose to be present at the time of opening of the Financial Bids.

9.2 Absence of Bidders or their authorized representatives shall not impair the legality of

the process.

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10. FINANCIAL BID EVALUATION AND DETERMINATION OF THE SUCCESSFUL BIDDER

10.1 The financial evaluation shall be carried out by a Committee and financial bids of the

Bidders who qualify in Technical Bid shall be given weightage of 30%.

10.2 The Bidder with the lowest bid Price (L-1) shall be assigned full 30% weightage (i.e.

30% x 100) and his total scores of the bid shall be as per Illustration 2 below:

Illustration 2

If the Bidder at Illustration 1 is L-l Bidder and quoted Rs. 100/- then his total value shall be

79 i.e. (49 Technical Value + 30 Financial Value)

The financial scores of the other Bidders (i.e. L-2, L-3 ... and so on) shall be computed as

under and as explained at Illustration 3 below:

30 x Lowest Value (L-l Price) / Quoted Value (L-2 OR L3 ...)

30x100/125( quoted by L2) = 24

Illustration 3

If the Bidder at Illustration 1 is L-2 Bidder and he quoted Rs. 125, therefore 30% being the

weighted value, the financial scores for L-2 shall be computed as under

30 x 100/ 125 (quoted price of L-2) = 24

Therefore L-2 Bidder shall have total value of 73 (49+24)

So on and so forth

10.3 The Bidder’s ranking shall be arranged depending on the marks obtained by each of

the Bidder both in Technical Evaluation and Financial Evaluation.

10.4 The Bidder meeting the minimum eligibility criteria and with the highest marks/

rank (i.e. the total of technical evaluation marks and financial evaluation marks) shall be

deemed as the successful Bidder and shall be considered eligible Bidder for further process.

10.5 If there is a discrepancy between words and figures in the financial bid, the amount

in words shall prevail.

11. RIGHT OF ACCEPTANCE:

11.1 The Resident Commissioner, Government of Gujarat the Competent Authority

reserves all rights to reject any bid including of those Bidders who fail to comply with the

instructions without assigning any reason whatsoever and does not bind itself to accept the

lowest or any specific bids. The decision of the Competent Authority or the Resident

Commissioner, Government of Gujarat in this regard shall be final and binding.

11.2 Any failure on the part of the Bidder to observe the prescribed procedure and any

attempt to canvass for the work shall render the Bidder's bids liable for rejection.

11.3 The competent authority of the office of the Resident Commissioner,

Government of Gujarat reserves the right to award any or part or full contract to any

successful agency (ies) at its discretion and this will be binding on the Bidders.

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11.4 In case of failure to comply with the provisions of the terms and conditions

mentioned, by the agency that has been awarded the contract, the competent authority of

the Office of the Resident Commissioner, Government of Gujarat reserves the right to award

the contract to the next higher Bidder or any other outside agency and the difference of

price shall be recovered from the defaulter agency who has been awarded the initial

contract and this will be binding on the Bidders.

11.5 The Resident Commissioner, Government of Gujarat may terminate the Contract if it

is found that the Contractor is black listed on previous occasions by any of the Government

Departments / Institutions / Local Bodies / Municipalities / Public Sector Undertaking etc.

12. NOTIFICATION OF AWARD BY ISSUANCE OF “LETTER OF ACCEPTANCE'

12.1 After determining the successful evaluated Bidder, Client shall issue a Letter of

Acceptance (LoA) in duplicate, who will return one copy to Client duly acknowledged,

accepted and signed by the authorized signatory, within Three (3) days of receipt of the

same by him.

12.2 The issuance of the Letter of Acceptance to the Bidder shall constitute an integral

part and it will be binding to the contract.

12.3 The time taken between the date of issue of LoA and Notice to Proceed shall not

prevent the Contractor either to mobilize the man power or to complete other formalities.

12.4 The award of work order, when issued to the successful bidder, shall constitute the

contract with collateral support from the terms and conditions of the tender, besides the

invitation notice as well as formal agreement, all of which shall finally form the contractual

obligations to be adhered to and performed by the bidder and non-performance of any of

such obligations shall make the bidder liable for all consequential effects.

13. RETURNING OF EARNEST MONEY DEPOSIT (BID SECURITY AMOUNT)

13.1 The Earnest Money Deposit of the unsuccessful bidders shall be returned after

evaluation of Technical Bids.

13.2 The Earnest money Deposit of the unsuccessful bidders shall be returned after

evaluation of Financial bids.

13.3 The Earnest Money Deposit of the successful Bidder shall be returned after

submission of Performance Guarantee.

14. In token of having agreed to all the conditions mentioned in Section 3 and

Section 4 of tender documents, please return all the tender document papers duly

signed and stamped.

( )

Signature of Bidder

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SECTION-3

GENERAL CONDITIONS OF CONTRACT (GCC)

1. DEFINITIONS

1.1 GENERAL

In this Contract including the Schedules the following words and expressions shall (unless

the context requires otherwise) has the meaning assigned to them in this Schedule.

"Agreement" The word "Agreement" and "Contract" has been used interchangeably.

EMD Earnest Money Deposit

GST Goods & Services Tax

Contractor/Party The word "Party" means the Successful Bidder/Contractor/ Agency to whom the work of providing Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception with Maintenance and Provision of Engineering Services has been awarded by the Client (Resident Commissioner, Government of Gujarat) or by his authorised Representative on behalf of the Client.

PBG Performance Bank Guarantee

Letter of Shall mean the intent of the Client to engage the successful bidder

Acceptance (LoA) for Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception with Maintenance and Provision of Engineering Services in its premises.

Notice to shall mean the date at which the Facility Management Services viz. Proceed Mechanised House Keeping, Management of Front Office and

Reception with Maintenance and Provision of Engineering Services are to commence in Client’s premises.

“Confidential Shall mean all information that is not generally known and which is Information” obtained/ received during the tenure of the contract and relates

directly to the business / assets of Client including the information having the commercial value.

Termination Shall mean the date specified in the notice of Termination given by Date either Party to the other Party, from which the Contract shall stand

terminated.

Termination Shall mean the notice of Termination given by either Party to other Party.

Client Shall mean The Resident Commissioner, Government of Gujarat, Gujarat Bhawan, New Delhi or his authorised representative.

GB Gujarat Bhawan

CA Competent Authority

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1.2 CONFIDENTIALITY

1.2.1 The Contractor shall take all precautions not to disclose, divulge and / or disseminate

to any third party any confidential information, proprietary information on the Client's

business or security arrangements (including but not limited to the Assignment

Instructions, Schedules and other subsequent Agreements) and/or business of the Client.

The obligation is not limited to any scope and the Contractor shall be held responsible in

case of breach of the confidentiality of Client's information.

1.2.2 If the Contractor receives enquiries from Press / News / Media/ Radio / Television

or other bodies / persons, the same shall be referred by the Contractor to Client

immediately on receipt of such queries.

2 PERFORMANCE BANK GUARANTEE (SECURITY DEPOSIT)

2.1 The successful bidder shall execute a Performance Bank Guarantee within fifteen

days of the acceptance of the LoA in the form of a Bank Guarantee of any Nationalized or

Scheduled Bank, a sum equivalent to 10% of the accepted contract value, subject to a

maximum of Rs. 80,00,000/- in favour of Resident Commissioner, Government of Gujarat,

New Delhi, payable at New Delhi.

2.2 The Bank Guarantee can be forfeited by order of the competent authority of the

Office of the Resident Commissioner, Government of Gujarat in the event of any breach or

negligence or non-observance of any terms/condition of contract or for unsatisfactory

performance or for non-acceptance of the work order. On expiry of the contract, such

portion of the said Bank Guarantee as may be considered by the Office of the Resident

Commissioner, Government of Gujarat sufficient to cover any incorrect or excess payments

made on the bills to the firm, shall be retained until the final audit report on the account of

firm's bill has been received and examined.

a) If the Contractor is called upon by the competent authority of the office of the

Resident Commissioner, Government of Gujarat to deposit Security and the Contractor fails

to provide the security deposit within the period specified, such failure shall constitute a

breach of the contract and the Office of the Resident Commissioner, Government of Gujarat

shall be entitled to make other arrangements at the risk, cost and expense of the Contractor.

b) On due performance and completion of the contract in all respects, the Security

Deposit will be returned to the Contractor without any interest on presentation of an

absolute No Demand Certificate in the prescribed form and upon return in good condition of

any specifications, samples or other property belonging to the Client, which may have been

issued to the Contractor

3. NOTICE TO PROCEED

After the acceptance of the LoA and securing Performance Bank Guarantee from the

successful Bidder, Client shall issue the 'Notice to proceed', to the Contractor authorising

him to provide personnel at the specified locations for Facility Management Services viz.

Mechanised House Keeping, Management of Front Office and Reception with Maintenance

and Provision of Engineering Services in the Client’s premises.

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4. SIGNING OF CONTRACT AGREEMENT

4.1 The successful Bidder shall enter into contract and shall execute and sign the Contract Agreement in accordance with the Articles of Agreement before commencement of the services.

4.2 Client shall prepare the draft Articles of Agreement in the Proforma to be given, duly incorporating all the terms of agreement between the two parties.

4.3 The successful Bidder shall execute the contract agreement on a stamp paper (Non-Judicial), duly adjudicated by the registrar of stamps where the contract is proposed to be executed.

4.4 The competent authority of the Client shall sign the Contract agreement and return a copy of the same to the successful Bidder.

5. ASSIGNMENT INSTRUCTIONS

5.1 The Contractor shall be providing Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services in Client's premises as per the details given herein, or any other location as required by the Client to be read with the Special Conditions of Contract, Assignment Instructions and Schedule of Requirements.

5.2 The Client shall pay the charges as agreed between the Client and the Contractor at the time of bidding process. A schedule of charges shall be annexed to the Articles of Agreement after finalizing the amount at the conclusion of Bidding process.

5.3 The Contractor shall provide Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services in the Client's premises to its entire satisfaction and it is the sole responsibility of the Contractor that the work is executed in all respects in accordance with the Contractor's obligations.

6. COMMENCEMENT OF SERVICES

The Contract shall become legally binding and in force only upon:

6.1 Submission of Performance Bank Guarantee in accordance with Clause-2 (Section-3).

6.2 The Contractor shall commence Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services in Client's premises within 30 days from the date of receipt of Notice to Proceed as set out in Clause 3 (Section 3)

7. CONTRACTOR'S OBLIGATIONS

7.1 The Contractor shall provide Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services at Client's premises as per Scope of Work and Resources Requirements (Section-5 & 5.1) which may be amended from time to time by the Client during the Contractual period and it shall always form part and parcel of the Contract. The Contractor shall abide by such assignments as provided by the Client from time to time.

7.2 The Contractor shall provide Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services through its uniformed and trained personnel for the performance of its services hereunder and these personnel deployed shall be employees of the Contractor

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only and the Client shall not in any manner be liable and all statutory liabilities (such as ESI, PF& Bonus etc.) shall be paid by the Contractor.

7.3 The Contractor shall produce to the Client the details of payments of statutory benefits like bonus, leave, relief etc. from time to time to its personnel.

7.4 The Client shall have the right, within reason, to have any personnel removed who is considered to be undesirable or otherwise and similarly the Contractor reserves the right to remove any personnel with prior intimation to the Client, emergencies exempted.

7.5 The Contractor shall cover its personnel for personal accident and death while performing the duty and the Client shall own no liability and obligation in this regard.

7.6 The Contractor shall exercise adequate supervision to ensure performance of Services in accordance with Scope of Work/ Resources Requirements.

7.7 The Contractor shall issue identity cards / identification documents to all its personnel who will be instructed by the Contractor to display the same.

7.8 The personnel of the Contractor shall not be the employees of the Client and they shall not claim any salary or allowances, compensation, damages or anything arising out of their deployment/duty under this Contract. The Contractor shall make them known about this position in writing before deployment under this agreement.

7.9 The Contractor shall also provide at its own cost all benefits statutory or otherwise to its personnel and the Client shall not have any liability whatsoever on this account. The Contractor shall also abide by and comply with the Labour laws, Workmen Compensation Act, EPF Laws, ESIC Laws, Income tax laws, GST Provisions, Minimum Wages Laws, Bonus Act, Contract Labour (Regulations Abolition Act) or any other law in force.

7.10 The Contractor shall provide minimum of two sets each of summer and winter uniform to its personnel at its own cost.

7.11 The Contractor shall cover all its personnel under the relevant laws of EPF, Labour, ESIC etc. Proof of the same needs to be submitted by the Contractor on monthly basis.

7.12 The Contractor shall submit a copy of wages sheet showing monthly wages paid in accordance with the provisions of Minimum Wages Act to its personnel.

7.13 Adequate supervision shall be provided to ensure correct performance of the services in accordance with the prevailing requirements agreed upon between the two parties.

7.14 All necessary reports and other information shall be supplied immediately as required and regular meetings will be held with the Client.

7.15 The Contractor shall not deploy any person below the age of 25 years. Persons engaged for the purpose should be pre-trained in requisite fields.

7.16 The Contractor shall at all times ensure that it has sufficient, suitable and qualified personnel to supervise the Client’s premises at the Client’s Site and in sufficient number to undertake the responsibilities imposed upon the Contractor under the Contract and to provide full attention for executing the work thereof.

7.17 The Contractor shall submit its Organisation Chart, showing therein the details of key personnel with their full contact details. The Contractor shall also keep informing the Client of any change in its organization or its personnel.

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7.18 The personnel engaged by the Contractor shall be dressed in neat and clean uniform with tie and hand gloves (including proper name badges).

7.19 The staff deployed within the GB premises shall be provided with uniform by the contract as per their job assignments and they shall wear it compulsorily while on duty. The colour and style of uniform shall be got approved by the Client. The staff should wear clean and properly ironed dress while on duty. The contractor shall employ only adult trained staff with good health and sound mind, not below the age of 25 years. He shall also nominate qualified and experienced supervisors acceptable to the Gujarat Bhawan to take orders/ instructions from G B’s internal and external stakeholders.

7.20 The Contractor and his employees shall obtain medical certificate of physical fitness from Registered Medical Practitioner. Moreover, the contractor shall ensure that all employees engaged by him are free from communicable/ infectious diseases. If in the opinion, any of the contractor’s employee is found to be suffering from any such disease or is found to misconduct or misbehave, the Authorised Officer shall have the right to ask the contractor to remove such employee(s) without questioning the decision of the authorised officer. The authorities shall be entitled to restrain such employee (s) from entering the Gujarat Bhawan’s premises. Contractor shall have to provide a substitute (as early as possible) but not later than 3 days. Similarly, substitute will be provided for any staff who leaves on his own or has been removed, (as early as possible) but not later than 3 days.

7.21 The contractor shall be responsible for all his employees in observing Housekeeping and safety regulations and instructions as may be issued by the office from time to time. The contractor shall have the exclusive right to appoint, substitute, suspend, transfer and terminate the services of any of his employees/ workmen to fulfil his obligations under the agreement. However, the contractor shall not in any capacity deploy any person(s) of bad character or any person whose antecedents are not acceptable to the Client. Police verification of all the workers to be deployed is a must.

7.22 If the furniture/ furnishing/ fixtures and any other article is damaged due to misuse or mishandling or careless act by the contractor or his employees, except normal wear and tear, the contractor shall be liable to repair or replace the item at his own cost, failing which the repair/ replacement shall be done by the Client’s Office and the cost shall be deducted from the bills of the contractor.

7.23 In case, the Government suffers any loss of any nature on account of contractor or his employees not following Housekeeping/ safety regulations/ instructions, the contractor shall be liable to make the loss good as determined by the office at its sole discretion and the office shall have the right to recover such losses etc. from the dues payable to the contractor if any.

7.24 Contractor shall not engage any sub-contractor for the work assigned to him.

7.25 In the event of substandard performance or non-performance during the contract period, the client shall have the right to foreclose the contract and forfeit the Performance Bank Guarantee.

7.26 Increase in wages as notified by the Labour Commissioner, Labour Department, Govt. of NCT from time to time shall be payable by the Client on reimbursement basis. The increase in wages shall be applicable beyond the date of LoA.

7.27 Bonus as announced by Labour Commissioner, Labour Department, Govt. of NCT shall also be payable by the Client by way of reimbursement.

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8. CONTRACTOR'S LIABILITY

8.1 The Contractor shall completely indemnify and hold harmless the Client and its personnel against any liability, claims, losses or damages sustained by it or them by reason of any breach of contract, wrongful act or negligence by the Contractor or any of its personnel engaged in the provision of the Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services to the Client.

8.2 Cause resulting from or in connection with any loss, damage, destruction, distortion, erasure, corruption or alteration of Electronic Data from any cause whatsoever (including but not limited to Computer Virus) unless such loss, damage, destruction, distortion, erasure, corruption or alteration of Electronic Data was due to the negligence or default of the Contractor or any of its employees engaged in the provision of the Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services to the Client.

8.3 The Contractor shall not Sub-Contract or Sub-let, transfer or assign the contract or any other part thereof. In the event of the Contractor contravening this condition, Client shall be entitled to place the contract elsewhere on the Contractors risk and cost and the Contractor shall be liable for any loss or damage, which the Client may sustain in consequence or arising out of such replacing of the contract.

8.4 The contractor shall supply the articles for rooms, housekeeping as per the schedules.

9. CORRUPT & FRAUDULENT PRACTICES

Resident Commissioner requires that bidders under this contract observe the highest standard of ethics during the period of contract. In pursuance of this policy, the Resident Commissioner:

(a) Defines, for the purpose of these provisions, the terms set forth below as follows:

(i) “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of a public servant; and

(ii) “Fraudulent practice” means a misrepresentation of facts in order to influence the execution of a contract to the detriment of the Employer, and includes collusive practice among Applicants / Bidders (prior to or after bid submission) designed to establish bid prices as artificial non-competitive levels and to deprive the Employer of the benefits of free and open competition.

(b) Will reject a proposal for award of contract, if it is determined that the Applicant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

(c) will declare an Applicant/ Bidder ineligible, either indefinitely or for a stated period of time, for award a contract/ contracts, if it at any time it is found that the Applicant/ Bidder has engaged in corrupt or fraudulent practices in competing for, or in executing the contact.

10. CLIENT'S OBLIGATIONS

10.1. The Client shall notify the Contractor of any dishonest, wrongful or negligent acts or

omissions of the Contractor's personnel or agents in connection with the Services as soon as possible after the Client becomes aware of them.

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10.2 To enable the Contractor to provide the Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services, the Client shall ensure that their staff is available to provide such assistance as required.

10.3 The Client shall not be under any obligation for providing empanelment to any of the personnel of the Contractor after the expiry of the contract. The Client does not recognize any employee employer’s relationship with any of the workers of the Contractor.

10.4 (a)The increase in wages whenever notified by Govt. of NCT, Labour Department from time to time during the period of contract shall be reimbursed at actuals to the successful bidder by the Client.

(b)Payment of Bonus whenever notified by the Govt. of NCT, Labour Department shall be reimbursed at actuals to the successful bidder by the Client during the period of the contract.

11. VALIDITY OF CONTRACT

The contract, if awarded, shall be initially for a period of three years from the date of award extendable by one year for a maximum of two terms subject to continuous satisfactory performance. In case of breach of Contract or in the event of not fulfilling the minimum requirements / statutory requirements, the Client shall have the right to terminate the contract forthwith in addition to forfeiting the performance security amount deposited by the contractor and initiating administrative actions for black listing etc. solely at the discretion of the competent authority of the office of the Client. The contract period of 3 years can be further extended by 2 terms of one year each subject to review of Performance from time to time and mutual consent of both parties.

12. PAYMENTS

12.1 After selection of the Successful Bidder as Contractor, a price schedule shall be annexed to the Articles of Agreement according to which all payments shall be made to the Contractor by the Client for the Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services.

12.2 The prices in the Price Schedule shall be inclusive of all taxes (like any service tax, education cess, secondary and higher education cess or any other applicable taxes as may be levied by the Government from time-to-time on service contracts) except GST. The GST will be paid to the successful bidder at the applicable rate by the Client.

12.3 The Contractor shall raise invoice per month and submit the same to Client by 10th of every following month. The Client shall make all endeavours to make payments within 15-20 days from the date of the receipt of the invoice, to the Contractor.

12.4 The cost to the Contract i.e. as per the agreed rates shall remain valid for the period of the contract.

12.5 In addition to the Contract payments, the client shall pay at mutually agreed rates for any additional services required by the Client, which are not specified in the Price Schedule.

12.6 All payments shall be made in Indian Currency by means of NEFT/ RTGS in the

account of the Contractor.

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12.7 Client shall be entitled to deduct in accordance with Applicable Law, Income Tax, GST or withholding tax or other deductions (as the case may be), from any payments made to the Contractor, and the amount so deducted shall be deemed to be a payment made to the Contractor. Client shall provide a certificate certifying the deduction so made.

12.8 No payment shall be made in advance nor any loan from any bank or financial institution recommended on the basis of the order of award of work.

13. FORCE MAJEURE - OBLIGATIONS OF THE PARTIES

13.1. "Force Majeure" shall mean any event beyond the control of Client or of the Contractor, as the case may be, and which is unavoidable notwithstanding the reasonable care of the party affected, and which could not have been prevented by exercise of reasonable skill and care and good industry practices and shall include, without limitation, the following:

(i) War, hostilities, invasion, act of foreign enemy and civil war;

(ii) Rebellion, revolution, insurrection, mutiny, conspiracy, riot, civil commotion and terrorist acts;

(iii) Strike, sabotage, unlawful lockout, epidemics, quarantine and plague;

(iv) Earthquake, fire, flood or cyclone, or other natural disaster.

13.2 As soon as reasonably practicable but not more than 48 (forty-eight) hours following the date of commencement of any event of Force Majeure, an Affected Party shall notify the other Party of the event of Force Majeure setting out, inter alia, the following in reasonable detail:

(i) The date of commencement of the event of Force Majeure;

(ii) The nature and extent of the event of Force Majeure;

(iii) The estimated Force Majeure Period,

(iv) Reasonable proof of the nature of such delay or failure and its anticipated effect upon the time for performance and the nature of and the extent to which, performance of any of its obligations under the Contract is affected by the Force Majeure.

(v) The measures which the Affected Party has taken or proposes to take to alleviate/mitigate the impact of the Force Majeure and to resume performance of such of its obligations affected thereby.

(vi) Any other relevant information concerning the Force Majeure and / or the rights and obligations of the Parties under the Contract.

14. TERMINATION

This Contract may be terminated forthwith by either party by giving written notice to the other if:

14.1 The other party is in material breach of its obligations under this Agreement and / or, in the case of such breaches capable of being remedied, fails to remedy that breach within thirty days of receiving notice of such breach; or

14.2 The Contract may be terminated forthwith by the Client by giving written notice to the Contractor, if:

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14.2.1 In case of breach of any of terms and conditions of the Contract by the Contractor, the Competent Authority of the Client shall have the right to cancel the Contract without assigning any reason thereof, and nothing will be payable by the Client and in that event the security deposit in the form of Performance Bank Guarantee shall be forfeited and encashed.

14.2.2 The Contractor does not provide the Facility Management Services viz. Mechanised House Keeping, Management of Front Office and Reception and Maintenance and Provision of Manpower for Engineering Services satisfactorily as per the requirements of the Client or / and as per the Scope of Work / Resources Requirements

14.2.3 The Contractor goes bankrupt and becomes insolvent.

15. DISCLAIMER

The relatives / near relatives of employees of the Client are prohibited from participation in this bid.

The near relatives for this purpose are defined as:

(a) Members of a Hindu Undivided Family.

(b) Their husband or wife.

(c) The one is related to the other in the manner as father, mother, son/s), son's wife (daughter-in-law), daughter(s) & daughter's husband (son-in-law), brother(s) & brother's wife, sister(s) and sister's husband (brother-in-law)

16. INSOLVENCY

16.1 The competent authority of the office of the Resident Commissioner, Government of Gujarat may at any time by notice in writing summarily terminate the contract without compensation to the Contractor in any of the following events, that is to say:-

i) If the Contractor being an individual or if firm, any partner in the Contractor's firm, shall at any time be adjudged insolvent or shall have a receiving order or orders for administration of his estate made against him or shall take any proceedings for liquidation or composition under any insolvency not for the time being in force or shall make any convenience or assignment of his efforts or enter into any arrangements or composition with his creditors or suspend payment of if the firm be dissolved under partnership act.

ii) If the Contractor being a company shall pass a resolution or the court shall make an order for the liquidation of the affairs or a receiver of Manager on behalf of the debenture holder shall be appointed or circumstances shall have arisen which entitled the court or debenture holders to appoint a receiver or Manager.

iii) If the Contractor commits any breach of this contract not herein specifically provided for, such determination shall not prejudice any right of action or remedy which shall have accrued or shall accrue thereafter to the Client and provided also that the Contractor shall be liable to pay the Client for any extra expenditure, he is thereby put to but shall not be entitled to any gain.

17. CURRENCIES OF BID AND PAYMENTS

17.1 The Bidder shall submit his price bid / offer in Indian Rupees and payments under this contract will be made in Indian Rupees.

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18. GOVERNING LAWS AND SETTLEMENT OF DISPUTE

18.1 Any claims, disputes and or differences (including a dispute regarding the

existence, validity or termination of this Contract) arising out of, or relating to this contract including interpretation of its terms shall be resolved through joint

discussion of the Authorised Representatives of the concerned parties. However, if the disputes are not resolved by the discussions as aforesaid within a period 30

days, then the matter will be referred for adjudication to the arbitration of a sole

arbitrator to be appointed by the Client in accordance with the provisions of the Arbitration and Conciliation Act 1996and rules made there under including any

modifications, amendments and future enactments thereto. The venue for the Arbitration will be New Delhi and the decision of the arbitrator shall be final and

binding on the parties.

18.2 Jurisdiction of Court: This Contract is governed by the laws of Republic of India

and shall be subject to the exclusive jurisdiction of the courts in Delhi.

( )

Signature of Bidder

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SECTION-4

SPECIAL CONDITIONS OF CONTRACT (SCC)

1. The special conditions of Contract shall supplement the "Instructions to the Bidders" as

contained in Section 2 and General Conditions of the Contract (GCC) as contained in

Section 3.

2. INDEMNIFICATION:

The successful bidder is solely liable to fully indemnify and keep Client indemnified against

all loses/ penalties/ awards/ decrees arising out of litigation/ claims/ application initiated

against the Client on account of acts of omission/commission attributable to the Contractor

and which are punishable under the provisions of various Central Labour and Employment

Acts as amended from time to time. Client shall be vested with sole discretion to determine

damages/ loss suffered on account of above from the dues payable from security deposit as

performance Guarantee or from either the personal property of bidder or property owned

by his firm/ company by way of initiating suitable legal litigation against the Contractor at

any point of time.

3. LABOUR LAW COMPLIANCES

3.1 The engagement and employment of labourers and payment of wages to them as per

existing provisions of various labour laws and regulations is the sole responsibility of the

Contractor and any breach of such laws or regulations shall be deemed to be breach of this

contract. Client may ask the Contractor to produce documents to verify that these

provisions/laws are complied with by the Contractor.

(a) All wages, allied benefits such as ESI, EPF and Bonus shall be paid by the Contractor

and Client shall re-imburse these.

(b) It is mandatory that the employees must be paid through bank by ECS/cheques.

3.2 The Contractor shall abide by all labour laws, laws related to EPF Organisation, ESI

Corporation, Workmen Compensation Act. The details of EPF, ESIC in respect of their

deployed staff shall be submitted by the Contractor to Client every month alongwith the bill.

3.3 The Contractor shall be liable for any legal dispute / case / claims that arise or may arise

during currency of the contract due to non-compliances of labour or other related laws.

3.4 The Contractor shall be responsible for compliance of all the laws rules/ regulations and

Govt. Instructions that are/ will be applicable to and aimed to protect the interest of the

employees/ worker engaged by it and shall ensure payment of all statutory dues/ liabilities

as may have arisen during the past ‘or’ may arise during the course of performance of

contract.

3.5 The Contractor shall submit periodical returns as may be specified from time to time.

3.6 The Contractor shall submit the Housekeeping bill of the previous month latest by the

10th of every month to the Chief Administrative Officer of the Client.

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4. OFFICIAL RECORDS:

4.1 The Contractor shall maintain complete official records of disbursement of wages /

salary, showing specifically details of all deductions such as ESI, EPF etc. in respect of all the

staff deployed in Client's office.

4.2 The Contractor shall maintain a personnel file in respect of all the staff who is deployed

in Client's office. The personnel file shall invariably consist of personal details such as name,

address, date of birth, sex, residential address (Temporary / Permanent) and all grievances

recorded by the staff vis-a-vis action taken etc.

4.3 The Contractor shall furnish an undertaking that within seven days of the close of every

month they will submit to Client a statement showing the recoveries of contributions in

respect of personnel with Certificate that the same have been deposited with ESIC/EPFO

Commissioners.

4.4 Each monthly bill must accompany the:

(a) List of employees with their date of engagement

(b) The amount of wages (The Contractor shall ensure that minimum wages are paid to all

the employees with all the benefits (such as ESIC/EPF/Bonus)

(c) Copies of authenticated documents of payments of such contributions to EPFO/ESIC.

(d) Copies of Challans regarding payment of EPF /ESIC as contribution.

(e) The copy of the periodical returns of GST.

4.5 The Contractor shall also prepare a register indicating all payments / dues in respect of

all the personnel.

5. CODE OF CONDUCT:

The Contractor shall strictly observe that its personnel:

Are trained in and exhibit international manners and etiquettes.

Are always smartly turned out and vigilant.

Are punctual and arrive at least 15 minutes before start of their duty time.

Take charges of their duties properly and thoroughly.

Perform their duties with honesty and sincerity.

Read and understand their post and site instructions and follow the same.

Extend respect to all Officers and staff of the office of the Client & Guests of Gujarat

Sadan.

Shall not drink alcohol while on duty, or come drunk and report for duty.

Will not gossip or chit chat & use mobile while on duty.

Will never sleep while on duty post.

Will not read newspaper or magazine while on duty.

Will immediately report if any untoward incident misconduct or misbehaviour

occurs, to Vendor Control and the Client.

When in doubt, approach concerned person immediately.

Get themselves checked by security personnel whenever they go out.

Do not entertain visitors.

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Shall not smoke in the office/ Sadan premises.

Report any suspicious activity having security implication to the Client’s

representative at site.

Have Character and police verification done and ensure the personnel are deployed

not involved in any criminal activity.

5.1 CONFIDENTIALITY

The phone number and movement plans of the client shall not be given to anyone.

The following information about the client shall not be given to anyone.

o Make & colour of the Car and registration number of any officer(s)/official(s).

o Telephone no/ any other information.

o Location and movement plans.

o Meetings and conference schedules.

o Site plan of the premises.

o Travel details of the clients.

o Assets of the office

5.2 FRISKING/ CHECKING PROCEDURES

All Contractor’s staff will be thoroughly frisked at the time of entry and their leaving the

office premises.

6. SUPERVISION

6.1 The Contractor shall depute one full time Manager in Client's office, who shall ensure

that all the duties as may be assigned differently by the Client to various categories of

personnel are performed by them in the desired manner by Client, failing which it shall

invite penalties as prescribed in the following paragraphs.

6.2 The Contractor's Manager shall be the first line of contact for Client, who shall report to

the designated officers of Client for all requirements.

6.3 The Contractor shall ensure that all statutory / mandatory requirements either related

to wages disbursements or related to deposition of EPF/ESIC with concerned authorities or

providing of ESIC facilities to the personnel are fulfilled through Contractor or its

Supervisor.

6.4 The Contractor shall ensure that the Manager is not below the level of Executive-HR who

is well versant with all HR related requirements and who should be prompt enough to

initiate all required action.

7. PERIOD OF CONTRACT:

The contract will remain valid for a total period of 3 years extendable by 2 terms each of one

year subject to satisfactory services and mutual consent of both parties from the date of

issue of Work Order as per modalities mentioned at Para 10 of Section 3. An agreement

consisting of all terms and conditions shall be executed by the Contractor immediately upon

receipt of the Work Order.

The Contract can be terminated by the Resident Commissioner for unsatisfactory

performance as against the performance standards prescribed after giving an opportunity

to the Contractor. The decision of the Resident Commissioner shall be final in this regard.

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In case of deficiency of service the Resident Commissioner may at any time terminate the

agreement. In the event of such cancellation, Performance Security Deposit amount of the

Contractor will be forfeited to the Government apart from any other payments that may be

due. The decision of Resident Commissioner shall be final in the matter.

The Contract is terminable after giving at least three months notice in writing with reasons

from either side in the normal course. In case of underperformance or non – performance

or violation of terms of contracts, Para 13.1 of Section 3 shall come in operation.

8. PERSONNEL’S ABILITY AND REQUIREMENTS

8.1 The persons deployed by the Contractor should be properly trained, have requisite

Experience and skills for carrying out a wide variety of Facility Management Services viz.

housekeeping work using appropriate materials and tools/equipments.

8.2 The Contractor should ensure the Health and safety measures of the employees.

Government/ NDMC may also conduct health check up of the staff deployed at regular

intervals.

8.3 The Contractor will be responsible for supply/ installation/refilling/maintenance of

all such items/equipments used in wash rooms and other areas for housekeeping purposes.

8.4 The Contractor must employ adult and skilled labour only. Employment of child

labour will lead to the termination of the contract. The Contractor shall engage only such

workers, whose antecedents have been thoroughly verified, including character and police

verification and other formalities. The Contractor shall be fully responsible for the conduct

of his staff.

8.5 The Contractor at all times should indemnify Government against all claims, damages

or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act,

1948; Employer's Liability Act, 1938; the Workman Compensation Act, 1923; Industrial

Disputes Act, 1947; Maternity Benefit Act, 1961; Delhi Shops and Establishment Act or any

modification thereof or any other law relating thereto and rules made there under from

time to time. The Client will not own any responsibility in this regard.

8.6 In case of breach of any terms and conditions attached to the contract, the

Performance Security Deposit of the Contractor will be liable to be forfeited by Government

besides annulment of the contract.

8.7 The Contractor must provide standard liveries to its housekeeping staff/

supervisors/ managers. The staff shall be in proper uniform as approved by the Client and

with their identity properly displayed. Samples of liveries will have to be submitted by the

Contractor for approval of The Resident Commissioner.

8.8 The Client will provide space for setting up a control room of the Contractor in the

premises. The control room will have seating arrangements for the Manager and/or

Supervisor and will be equipped with a computer work station. The Contractor will

arrange for all other items, viz, time keeping machine, computerized inventory of stores

computerized daily duty roster chart, etc. The housekeeping staff will first report to the

Manager/supervisor in the control room and subsequently deployed for duty after having

been checked for liveries, upkeep, issue of material and equipments, etc.

8.9 The Client will provide space for a store room to the Contractor in the premises. The

storekeeper/supervisor deployed by the Contractor will store all their liveries, materials,

equipments in the store room and maintain a computerized record of the stores which shall

be opened to inspection by the Client staff during working hours.

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8.10 The Client will ensure that the office rooms, committee rooms, etc. are open at

designated hours for cleaning/housekeeping work.

8.11 The Contactor shall:

a. Provide tissue boxes and hand towels in Officers rooms.

b. Provide toiletries, steel body liquid soap dispensers, jumbo toilet roll dispensers, etc.

in wash rooms, toiletries, C-Fold Towel dispensers, Jumbo Roll dispensers, Soap

dispensers etc. in all wash rooms and garbage bins/bags, etc. in all work station wash

rooms and pantries.

c. Ensure that their manager/supervisor are equipped with mobile phones.

d. Plan, manage collection, mechanized screening/segregation of dry and wet garbage

in the earmarked area and efficient transport and disposal of the garbage in the

disposal area. The work should be carried out in an eco friendly manner. The

Contractor will arrange for required resources, including manpower, machinery,

disposal bags, bins, van, etc. The Contractor will also ensure that the garbage

collection work does not adversely affect the surroundings or personnel deputed for

the work. Protective gear including boots, gloves etc. shall be provided by the

Contractor to the housekeeping staff.

e. Provide herbal/ organic toiletries & Tea Kit (Tea, Coffee, Sugar, Sugarfree and Milk

sachets) in all the guest rooms and replenish them daily.

9. VARIATIONS

The Client may order variations in the scope or quantum of work through a written

variation order. The payment for the variation shall be worked out on the basis of contract

rates for personnel and pro-rata for additional areas for equipments, toiletries etc.

10. PENALTIES

10.1 Whenever and wherever it is found that the cleanliness is not up to the mark, it will be

brought to the notice of the supervisory staff of the Contractor by the Client ’s staff and if no

action is taken within ONE hour, liquidated damages @ Rs.1000/- per complaint shall be

imposed. The decision of the Client shall be final, in this regard

10.2 The Contractor shall disburse monthly fee to its deployed manpower latest by 7th of

every month, failing which, penalty of Rs. 5,000/- per day will be imposed up to 10th of the

month and ` 10,000/- per day from 11th to 15th of the month and thereafter the contract

shall be liable to be terminated. Performance Guarantee (Security Deposit) shall be forfeited

and will be encashed. The Client will have the power to appoint any other agency for the

manpower services at the risk and cost of the Contractor.

10.3 Whenever and wherever it is found that the assigned work is not performed up to the

entire satisfaction of the Client, it will be brought to the notice of Contractor by the Client and

if no action is taken immediately, penalty of Rs. 1,000/- per day per complaint will be

imposed by invoking penalty clause.

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10.4 The Contractor has to maintain adequate number of manpower as per contract and

also arrange a pool of standby manpower of requisite qualifications and experience.

Whenever, there is requirement of manpower, the same shall be conveyed in writing and

the contractor, would be bound to provide a panel of at least 5 persons against one slot for

selection of the Client. The selected person should be made available within 7 (seven)

working days failing which, a penalty of Rs. 500/- per person per day shall be imposed.

11. PERSONNEL OF THE CONTRACTOR

a) Any misconduct/misbehaviour on the part of the personnel deployed by the Contractor

will not be tolerated and such person will have to be replaced by the Contractor at his own

costs, risks and responsibilities immediately, with written intimation to the Client

b) The Contractor should ensure to maintain adequate number of personnel and also

arrange a pool of standby housekeeping staff/supervisor. In case any housekeeping

staff/supervisor absents from the duty, the reliever of equal status shall be provided by the

Contractor from an existing pool of housekeeping staff. If the required numbers of

workers/supervisor/manager are less than the minimum required, a penalty @ Rs.1000/-

per worker per day will be deducted from the bill. Manpower knowing Gujarati language

will be given preference.

c.)The Counter Clerk cum Receptionist cum Telephone Operator should have good

command over spoken English, Hindi and Gujarati and also, well versed with requirements

of hospitality services. She/ he should have qualities of politeness, courtesy, perseverance

and possess a pleasing personality.

d.) Before hiring his employees, the contractor shall have to obtain proper clearance from

authorities of the Client in terms of their suitability and credentials.

12. MATERIALS

12.1 Any deviation in the material quality and quantity quoted will invoke penalty as

decided by the competent authority. For proper maintenance, suitable cleaning material

which are environment friendly, not harmful to humans and property should be used.

12.2 The Bidders are advised to quote duly taking care of any escalation in the

Housekeeping material and or any other material.

13. RISK CLAUSE

The Contractor shall at all times have standby arrangements for carrying out the work

under the Contract in case of failure of the existing arrangement.

The Client reserves the right for termination of the contract at any time by giving three

month Written notice, if the services are found unsatisfactory and also has the right to

award the contract to any other selected tenderers at the cost, risk and responsibilities of

Contactor and excess expenditure incurred on account of this will be recovered by the Client

from the Contractor’s Performance Security Deposit or pending bill (s) or by raising a

separate claim.

• All necessary reports and other information will be supplied on a mutually agreed basis

and regular meetings will be held with the Deputy Resident Commissioner/ Assistant.

Resident Commissioner/ Administrative Officer or any authorised representative of the

Resident Commissioner.

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• The Contractor and its staff shall take proper and reasonable precautions to preserve

from loss, destructions, waste or misuse the areas of responsibility given to them by the

Client and shall not knowingly lend to any person or company any of the effects or assets of

the Client under its control.

• In the event of loss/damage of equipments etc. at the premises of the Client due to

negligence/carelessness of Contractor staff, if established after a joint enquiry, then the

Contractor shall compensate the loss to the Client.

• The Contractor or its representative/s shall meet Chief Administrative Officer or any

authorised representative of the Resident Commissioner regularly to take feedback

regarding the Housekeeping services. The Contractor will also maintain a suggestion book

for comments on the services rendered by it.

• The Contractor shall, in performing its part of this Agreement, ensure the safety of the

building and the persons working in or visiting the Client’s premises and shall indemnify the

Client for any loss or damage caused by any act of the Contractor or its employees or staff

etc.

• The Contractor shall not assign or sublet this Agreement or any part thereof to any third

party without the approval of the Client.

• Appointment of Supervisors will be done in consultation with or any authorised

representative of the Resident Commissioner and must be approved by them.

• Training on behaviour aspects and ethics must be done regularly. Government's ways of

working should be communicated to all contract staff. Training report of the same must be

submitted once in a month.

• Licenses if any required for Facility Management viz. Housekeeping services at the site

will be procured by the Contractor. The Client shall assist.

14. DISPUTE SETTLEMENT:

It is mutually agreed that all differences and disputes arising out of or in connection with

this Agreement shall be settled by mutual discussions and negotiations. If such disputes and

differences cannot be settled and resolved by discussions and negotiations then the same

shall be referred to the Sole Arbitrator appointed by the Resident Commissioner whose

decision shall be final and binding on both the parties.

Signatures of bidder with seal

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Section-5

Scope of Work

Gujarat Bhawan is VVIP Government Guest Houses responsible for providing

boarding, lodging and other related services to the constitutional authorities of the State

such as His Excellency, the Governor of the State, Hon’ble Chief Minister, Hon’ble Dy. Chief

Minister, Hon’ble Ministers, Hon’ble Judges of High Court, MLAs and Senior Government

Officers during their visit to Delhi for official purposes. This has well organized rooms,

lounges, restaurants and Banquet halls for providing the required facilities to the guests.

2. To provide Facility Management Services in the Bhawan, the management intends

to outsource the services to reputed and well established firms/agencies capable of

rendering professional and best of services. The manpower proposed to be hired through

such agencies is expected to possess extraordinary professional skills, commensurate with

the high standards of services in the premises. For this purpose, the Resident

Commissioner, Government of Gujarat invites bids under two bid system from registered,

experienced and authorized firms/ agencies as detailed in tender documents.

Cleaning Area

MAINTENANCE OF ENGINEERING SERVICES 1) Scope of Work of Electrician cum Air Conditioning Mechanic HT Technician):

A. Electrical Related Work: i. Rectifying faults in wiring.

ii. Carrying out replacement of damaged wiring. iii. Repair and replacement of damaged MCB (Miniature Circuit Breaker). iv. Repair and replacement of switch sockets. v. Cleaning of electrical fixtures and switch socket.

vi. Replacement of holders and other accessories of equipments installed in premises.

vii. Operation of corridors lights, street lights and common areas light. viii. Rectifying short circuit or leakage current problems in light and power circuits.

ix. Repairing and rectifying starter problems in motor starter circuit. x. Installing and dismantling fountain motor/gate motors/ in case needs to be

rewinded. xi. LT Panel operation during VIP visits.

xii. Cleaning panels and distribution boards regularly with blower and R-2 chemical. xiii. Installing temporary socket boards and lights in tents for guards during VIP visit. xiv. Cleaning of street light lamp post weekly.

Details Area in Sqm. RC Office 570 Basement SRP 250 Lawn Area 550 Open Area 1400 Main Building 4600 Old Annexe Building 4275 New Annexe 2500 Staff Quarters 1200 Outer Boundary Area 500 Total 15845

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xv. Attending room complaints related to electrical problem. in shift basis xvi. Kitchen exhaust/ fresh air operation.

xvii. Operation of Treated fresh Air and exhaust for bathrooms. xviii. Replacement of Capacitor or any faulty part from electrical equipments.

xix. Any other work assigned by Engineer (Electrical), Gujarat Bhawan.

B. Air Conditioning and HT Panel related Work:- i. Cleaning of ACB (Air circuit breaker) / VCB (Vacuum Circuit Breaker) breaker

with CRC-226. ii. Removal of old Grease and re-greasing the same with recommended grease.

iii. Check condition of arcing contact and gap between fixed and moving arcing contracts shall be checked.

iv. Checking the reset mechanism, tripping of breaker through push button. v. Checking tripping of ACB/VCB through protection release.

vi. Checking presence and proper tightening of hardware. vii. Checking condition and alignment of jaw contract with cradle terminals

viii. Checking condition of ACB/VCB wiring and replace if required. ix. Checking motor operation in case of EDO ACB. x. Operation of HT panels as and when required by NDMC.

xi. Monthly maintenance of ACB and VCB or whenever required. xii. Rectifying problems in motor control panel.

xiii. Replacement of contactors and relays in case of any problem in control panels. xiv. Operator of HT panels during VIP visits. xv. DG panel operation and servicing.

xvi. Carrying out all jobs with proper safety equipments and standard operating procedure.

xvii. Any other work assigned by Engineer (Electrical), Gujarat Bhawan.

2) Scope of Work of Plumber:- The plumber shall do the day to day checking of rooms and common areas, rectify the defects founds in water supply pipe lines, bath room faucets, drainage system etc. and any other related work assigned to him. All the tools & machinery required shall be provided by the contractor.

3) Scope of Work Carpenter:- The Carpenter shall do the day to day checking of rooms and common areas, rectify the carpentry defects in the building including repairs to door & windows, false ceiling, furniture etc. and any other related work assigned to him. All the tools & machinery required shall be provided by the contractor.

4) Scope of Work of Mason:- The mason shall carry out day to day repairs to masonary, plaster, ceiling, flooring, tiling work, concrete work etc. and any other related work assigned to him. All the tools & machinery required shall be provided by the contractor. Materials required shall be provided by the department.

C. CLEANING SERVICES

The aim and objective is to provide a high level of a clean, hygienic and presentable look to the entire area. Pre designated managers / supervisors of the Contractor will supervise the awarded work. The Contractor has to ensure that the staff deployed is dressed in neat and clean uniform approved by the Client. The Client will monitor the entire work and staff deployed by the selected contractor.

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1. DAILY SERVICES

Housekeeping / cleaning services should be done daily 7-days a week at regular intervals, so that the areas covered under the contract remain, spic and span all the time, working hours should be adjusted in such a manner that cleaning works do not cause inconvenience to the guests. Contractor will arrange manpower for special VIP visits.

Changing linen in the occupied guest rooms comprising bed sheet, bed cover, night spread, pillow cover, bath towel and hand towel on alternate days or on the change of occupancy as the case may be.

Cleaning of vacant rooms of the guest houses, spraying fragrance to impart freshness, placing deodorant in toilet, candle and match box, paper napkins, Tea/ Coffee Kit and fresh water.

Cleaning of all corridors and staircases including sweeping with broom followed by wet mopping with cleaning agent shall be clean every day.

Sweeping of building apron, internal roads walkways and lawns etc. shall be clean every day.

Dusting of staircase railings, Reception area and other public areas shall be clean every day.

Collection of garbage from buildings, its premises, kitchen area etc. and final segregation and for its disposal to designated waste disposable units/ areas outside the premises.

Cleaning of attached toilets, corridors, twice everyday including disposal of garbage. Cleaning includes sweeping of floors with broom followed by wet mopping with cleaning agent, dusting of furniture, wall tiles, doors and windows etc.

Vacuum Cleaning of all Upholstered Furniture at least twice a month Sweeping of floors with broom followed by wet mopping with cleaning agent.

The agency is required to keep arrangement of suitable scaffolding/ telescopic ladder/ rope and jhoola with enough safety measures to enable cleaning/ dusting of windows, glass panes, sills/ jambs, shades, louvers and skylights etc. from inside/ outside of the building up to a height of 15.00 m.

The agency has to collect and dispose off any dead mouse/ bird/ reptiles etc. as and when found at any place in the campus and applying approved disinfectant immediately after cleaning as directed by the client.

The contractor shall have to remove, clean and dispose off any beehive or any other kind of hive of flies found anywhere in the campus as asked by the Department.

1.1 Cleaning, dusting, vacuuming and disinfecting of floors, walls and ceilings, removal of waste and any other garbage from the entire area covered under the contract ( such as halls, conferences rooms, committee rooms, office rooms, cabins, cubicles, etc. ).

1.2 Sweeping, cleaning, mopping with disinfectant cleaner of area covered under the contract including all staircases, cabins, lobbies, reception, training rooms, office rooms, meeting rooms, security office and other areas as covered in the contract.

1.3 Cleaning of baskets, wastepaper baskets, cob-webs, etc. and disposing off all the collecting refuse at designated site on daily basis.

1.4 Dusting of computer systems and their peripherals, all doors and windows, furniture, fixtures, fans, equipments, accessories etc. and cleaning of all window glasses and grills. Cleaning and dusting of window panes / Venetian blinds/curtains.

1.5 Spraying Room Fresheners in all rooms on a daily basis at regular intervals. 1.6 Scrubbing / cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors,

etc.

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1.7 Cleaning and disinfecting all vitreous fixtures including toilets, bowls, urinals, sinks, toilet seats, containers etc. Brush thoroughly to include below water level and under rims including areas at hinges and cistern handles. Re-stock toiletries, which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after daily check-ups in the morning, afternoons and on call basis during daytime.

1.8 Cleaning and dusting of electrical switchboards, light fixtures, fans, air conditioner vents, overhead light fixtures, Chandeliers, projectors, fire-fighting equipments, nameplates, plant boxes, doormats etc.

1.9 Placing garbage bags in all garbage bins to avoid stains and stinks and clear them on daily basis.

1.10 Check and remove hairs, dust, dirt or any such object from anywhere in area covered under the contract.

1.11 Cleaning, dusting, scrubbing of pantries, reception, security rooms, training halls, committee rooms, computer labs, etc.

1.12 Cleaning of all open areas between the building and boundary including sweeping of roads, lawns, paths, cleaning open drains etc. or anything not mentioned above but directed by the management on behalf of the Client.

2. WASTE DISPOSAL MANAGEMENT

The Contractor will ensure collection, mechanized screening / segregation of dry and wet garbage in the earmarked area. The Contractor will also ensure segregation of bio degradable and non bio degradable garbage. Finally, the Contractor will arrange to suitably transport and dispose garbage from the earmarked area to the nearest corporation bin outside each premises.

The Contractor shall keep suitable size and specification bins at the collection area.

The Contractor will employ his staff for the collection / disposal work. The garbage will have to be disposed off at least twice a day. The Contractor will also arrange for the garbage bags, prepare a flowchart indicating the method of collection / disposal, etc.

3. WEEKLY SERVICES

The deep cleaning of the entire area will be done by the Contractor once a week as under:-

3.1 Dusting of entire area including windows / windowpanes / doors / ledges, etc. 3.2 Thorough cleaning / sweeping / washing / mopping with disinfectant cleaners of all

floors, staircases and toilets. Scrubbing of all floors and ceramic tiles . Cleaning of ceiling and high walls, removal of wash stains on walls, cleaning of roofs, porches etc.

3.3 Cleaning of sanitary fittings, toilets drain pipes etc. in the toilets with standard cleaning material.

3.4 Cleaning of all windows glasses and grills with detergents / cleaning agents. 3.5 Washing of outside area with High Pressure Jet Machine. 3.6 Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish. 3.7 The Tenderer will make a cleaning programme and submit to the Client for weekly

cleaning so that the Client’s concerned official / In-charge for the particular area can be deputed on the day of cleaning to make the area available and supervise the cleaning work.

3.8 The Contractor will work in the specified area mentioned in the scope of work.

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D. HOUSEKEEPING MONITORING AND CONTROL

For better management and smooth services the following monitoring mechanism will be adopted by the Contractor.

(i) Toilets Checklist

This is to be attached on the back of the toilet door. It is to be filled up by the Contractor supervising staff on duty daily.

(ii) Management / Housekeeping Service Requirements / Complaint Reports

This is to be filled up by the management and administrative staff of the Contractor who receive/ observe the complaints/ requirements for any of the services. All suggestion, complaints related to services or staff deployed by the Contractor will be registered on the computer provided to the Contractor and reported to caretaker. The Contractor will take immediate action to resolve the same failing which the penalty clause will be invoked.

(iii) Housekeeping Services Complaints Register

This register is to be completed on the basis of information received by the housekeeping Manager through the inspection of the site, material on site, attendance sheet of the staff, weekly report, client letter/ fax/ e-mail, verbal complaints from Manager, etc. and necessary action is to be taken.

(iv) Records to be maintained:

It would be mandatory for the contractor to maintain an exhaustive record for Performance Monitoring and Personnel Management of its staff and must be made available to the client for scrutiny on demand. Following is an indicative (not exhaustive) list of records to be maintained by the contractor:

a) Deployment Sheet of the house keeping staff, technical Staff, peripheral staff. b) List of items placed in the room before arrival. c) Daily Cleaning Schedule. d) Room Cleaning Check list. e) Toilet Cleaning Check list. f) Weekly Task planner and compliance. g) Fortnightly Task Planner and compliance. h) Stock Registers of Store. i) Employment Complaint Register. j) Bio-metric Attendance details. k) Security clearance Register of the Staff. l) Monthly Wage sheets in compliance with Minimum wages Act & Contract Labour Act.

( )

Signature of Bidder

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SECTION-5.1

ADDITIONAL SCOPE AND PARTICULAR CONDITIONS FOR GUJARAT BHAWAN

In case of any differences, these particular conditions of contract supersede the General conditions of contract. The services shall be provided round the clock on all days, including holidays:-

The Services include:-

(i) Cleaning of the whole premises including toilets and open areas.

(ii) Wet moping of covered areas.

(iii) Cleaning of window panes and door panels.

(iv) Cleaning and dusting of furniture and fittings.

(v) Vacuum cleaning of all carpets and furniture upholstered.

(vi) Cleaning/sweeping of the entire complex including open space, lawns and land area

(vii) Maintaining and cleaning drainage system and undertaking repairs thereto

(viii) Deploying qualified and trained people for front office management and Reception/hospitality along with and under the command of Client.

(ix) Polishing wooden furniture once a year or as per requirement.

(x) Any other work within the scope of the Manual prescribed for the purpose.

1. ROOM: The Contractor shall be responsible for routine cleaning of the guest rooms everyday in the morning and evening. The Contractor shall also maintain cleanliness in the rooms throughout the day and shall clean the room thoroughly on guest check out and keep it ready for the next arrival.

(a) THE ROUTINE CLEANING WILL INCLUDE

• Dusting of the furniture in the room including bed, chair, table TV, fridge, etc.

• Sweeping and mopping the entire room with disinfectant solution.

• Cleaning of Toilet and bathroom with a bathroom cleaning solution.

2. CLEANING OF OFFICES / COMMON UTILITY SPACE/ ROOMS

• The Contractor shall remove trash from office dustbins and change the trash liner every evening before closing hours.

• The offices shall be dry dusted and swept after the closing hours.

• Vacuum cleaning shall be done on carpet and upholstery.

• The worktables shall be cleaned with soap solution in the morning.

• The office shall be mopped with soap solution in the morning.

• Office staff rest rooms / toilets shall be cleaned using soap solution and kept odour free deodorizer.

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3. CLEANING OF CRITICAL AREAS

• All the dustbins shall be washed and lined with colour coded bags in the morning. The trash bags shall be changed when it is full.

• The floor shall be thoroughly mopped with a specialized soap solution.

• Toilets / bathrooms shall be cleaned with soap solution and kept odour free using deodorizer cubes.

• The common area shall be swept and mopped in the morning and at regular intervals to keep them clean.

4. GLASS WINDOWS and DOORS

• The Contractor shall have his staff to clean glass with appropriate soap solution on weekly basis.

• Internal Glasses shall be wiped with dry cloth to remove fingerprints at regular intervals.

5. GARBAGE DISPOSAL

The Contractor shall collect garbage in specified colour coded bags from all dustbins and garbage bins existing inside the premises and shall dispose the garbage at the designated area within the specified location.

Signature of tenderer with seal

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Section 5.1 contd...

CLEANING SCHEDULE S.

No. Activity Frequency Agents Used Responsibility

CAFETERIA 1 Removal of

Garbage Twice in a day 2.30 pm and 7.30 pm

Black Garbage Bag Multi Task Staff

2 Brushing Thrice in a day 8.00 am, 12.00 pm, 6.00 pm as and when required

Flat Mop and feather brush

Multi Task Staff

3 Dusting Thrice in a day 8.00 am, 12.00 pm, 6.00 pm as and when required

Z colour duster Multi Task Staff

4 Mopping After every three hours and after every meal as and when required

Mopping Instrument like wiper etc.

Multi Task Staff

PUBLIC AREA WASHROOM 1 Cleaning Cleaning will be done

after every hour and a person will be stationed there

With appropriate cleansers& equipments.

Multi Task Staff

2 Washroom cleaning with phenyl and water

Cleaning will be done after every 8 hours or as and when required

With appropriate cleansers & equipments.

Multi Task Staff

CORRIDOR 1 Mopping with dry

mop In continuation Flat Mop Multi Task

Staff 2 Mopping After every 3 hours as

and when required Mopping Instrument like wiper etc.

Multi Task Staff

3 Washroom cleaning

After every 8 hours as and when required

With appropriate cleansers& equipments.

Multi Task Staff

LOBBY 1 Dusting In continuation Z Colour duster Multi Task

Staff 2 Brushing with

dry Mop In continuation Flat Mop Multi Task

Staff 3 Mopping After every 3 hours as

and when required Mopping Instrument like wiper etc.

Multi Task Staff

4 Mopping After every 8 hours as and when required

With appropriate cleansers & equipments.

Multi Task Staff

ADMINISTRATION RECORD ROOM/STORAGE ROOM ENGINEERING OFFICE 1 Brushing Once in a day it starts

from 7.30 am as and when required

Feather Brush Multi Task Staff

2 Mopping Once in a day it starts from 7.30 am as and when required

Mopping Instrument like wiper etc.

Multi Task Staff

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SECTION-6

RESOURCES REQUIREMENT 1. The Contractor should have following machines and equipments at the Gujarat Bhawan premises. Use of manpower for operations where suitable equipment is identified shall not be permitted for weekly/deep cleaning

Sl. No.

Description Minimum Nos. required to do the assigned work

1. SCRUBBING MACHINE (TASKI) 2 2. AUTO SCRUBBER MACHINE (TASKI) 2 3. WET/DRY VACCUM LEANER (TASKI) 1 4. HIGH PRESSURE JET (TASKI) 1 5. WRINGER TROLLEY 4 6. CADDY BUCKET 8 7. SIGNAGES As per requirement. 8. HYDRAULIC & MANUAL LIFT 2

Number of mandays to be observed (per month)

Sl. No. Description

Shift -1 6 am to 2 pm

Shift -2 2 pm to10pm

Shift -3 10 pm to6am

General 10am to6pm

Total mandays

1. Housekeeping Manager - - - 26 26 2. Housekeeping Supervisor 26 26 - - 52

3.

Trained Multi Task Staff for Housekeeping, room service, allied services

286 286 104 156 832

4. Gardening Services - - - 104 104 5. Front Office Executive 52 52 26 26 156 6. Plumber - - - 26 26 7. Painter - - - 26 26 8. Carpenter - - - 26 26

11 Helpers for skilled/artisans 26 26 104 156 12 Drivers 364 364 13 Clerks - - - 364 364

Consultants on Consolidated Salary to be engaged with remuneration per month

Sl.

No. Name of Consultant Salary per Month

1. Stenographer Grade – I 32000/- 2. Assistant Engineer (Civil) 30000/-

3. Consultant Housekeeping 27000/- 4. Consultant Horticulture 15000/- 5. ITC Expert 25000/- 6. Assistant Engineer (Elect.) 20000/- 7. Assistant Manager (Horticulture) 26000/-

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List of Specialized Cleaning Materials & Aids

Sl. No.

Items Qty.

(Per Month) 1. DUST CONTROL REFILL 06 NOS. 2. MOP REFILL 08 NOS. 3. ROOM SPRAY (PREMIUM) 12 BOTTLE 4. AIR FRESHNER 80 NOS. 5. Urinal CUBES 20 NOS. 6. Naphthalene Balls 01 Kg. 7. Brass items cleaner liquid 200 ML 8. Liquid/Phenyl 10 LTRS 9. R1 (Bathroom Cleaner) 15 LTRS

10. R2 (Multi Purpose Cleaner) 15 LTRS 11. R3 (Glass Cleaner) 10LTRS 12. R4 (Furniture Maintainer) 05 LTRS 13. R6(Toilet cleaner) 20 LTRS 14. VACCUM PUMP 03 NOS. 15. D-7 (Stainless steel polish) 02 LTRS 16. Antiseptic Hand wash liquid soap 20 LTRS 17. Spiral Floor Cleaner 10 LTRS.

The required quantities of cleaning material and aids for the month shall be procured and shall be stored in the store room and issued to the staff daily as required. Computerized records shall be maintained which shall be open to inspection by the Client’s staff during working hours.

Covered trolleys, Dustbins, dustpan, mops, buckets, wipers, gloves, dusters, scrubbers, sponge, brooms, brushes, safety gear etc. to be provided by the Contractor as required.

The above list is not exhaustive but minimal mandatorily required.

The brands to be used in cleaning material and aids are to be got approved from the authorized representative of the Client.

(Signature of Tenderer)

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SECTION-7

PRICE SCHEDULE to be filled online (e-tendering) on https://gad.nprocure.com

Tender ID : ……………

S. No.

Activity Rate per Month (Rs.) (To be filled online)

I Mandays Charges (Based on NCT of Delhi rates

as on date)

Mandays

(a) Un-Skilled 936

(b) Semi-Skilled 156 (c) Skilled/Matriculates 494

(d) Highly Skilled/Graduates 546

Total of I (a to d)

II DESIGNATION OF OTHER RESOURCE PERSONS

Designation Monthly Expenditure (in

Rs.)

(a) Stenographer Grade – I 32000/- (b) Assistant Engineer (Civil) 30000/-

(c) Consultant Housekeeping 27000/-

(d) Consultant Horticulture 15000/- (e) ITC Expert 25000/-

(f) Assistant Engineer (Elect.) 20000/-

(g) Assistant Manager (Horticulture)

26000/-

Total of II (a to g)

III Cost of items/materials to be supplied per month

Total (I+II+III)

Total – Rupees_________(in words and figures)_______________________per month for all services.

1. The above quoted rates are full calendar month and year and inclusive of all taxes applicable, except GST.

2. The rates provided must compliance with Minimum Wages and Labour Rates. 3. Increase in NCT rates and Bonus shall be re-imbursed as per actual.

SIGNATURE OF THE BIDDER :

NAME OF BIDDER :

SEAL OF BIDDER :

DATE & PLACE :



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SECTION-8

FORMS

Section 8.1 FORM-I CONTACT DETAILS FORM

Section 8.2 FORM- II- FORM FOR FINANCIAL CAPACITY

Section 8.3 FORM- III- ARTICLES OF AGREEMENT

Section 8.4 FORM- IV- PERFORMANCE BANK GUARANTEE

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Section – 8.1 FORM-I

CONTACT DETAILS FORM

GENERAL DETAILS OF BIDDER

1. NAME OF THE COMPANY

2. NAME AND DESIGNATION OF AUTHORISED REPRESENTATIVE

3. COMMUNICATION ADDRESS

4. PHONE NO./MOBILE NO.

5. FAX

6. E-MAIL I.D.

PARTICULAR DETAILS OF THE BIDDER'S REPRESENTATIVE

1. NAME OF THE CONTACT PERSON

2. DESIGNATION

3. PHONE NO.

4. MOBILE NO.

5. E-MAIL I.D.

UNDERTAKING

1. I, the undersigned certify that I have gone through the terms and conditions mentioned in the bidding document and undertake to comply with them.

2. I give the rights to the competent authority of the office of the Resident Commissioner, Government of Gujarat to forfeit the Earnest Money/Security money deposit by me/us in case of breach of conditions of Contract.

3. I hereby undertake to provide the Mechanised House Keeping, Front Office Management, Reception and Maintenance of Engineering Services as per the directions given in the tender document/contract agreement.

Signature of the Authorised Signatory

Date :-

Place : - Designation (Office seal of the Bidder)

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Section – 8.2

FORM- II

FORM FOR FINANCIAL CAPACITY Description Financial years

(Amount in Rs.)

Description Financial Years

2015-16 2016-17 2017-18 Annual Turnover

Net Worth

Current Assets

Current Liabilities

Total Revenues

Profit Before Taxes

Profit After Taxes

To be signed/stamped by CA

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Section – 8.3

FORM- III

CONTRACT AGREEMENT

THIS AGREEMENT is made on …………. between the Resident Commissioner, Government of Gujarat (hereinafter referred to as "Client" which expression unless excluded or repugnant to the context be deemed to include his successors and assigns), and whose principal place of office is at Office of the Resident Commissioner, Government of Gujarat, Gujarat Bhawan, 11-Kautilya Marg, Chanakyapuri, New Delhi-21of the One Part,

AND

M/s ………………………………………………. having its registered office at ……………………………………………………………. (Hereinafter referred to as "The Contractor") which expression shall unless excluded by or repugnant to the context be deemed to include his successors, heirs, executors, administrators, representatives and assigns) of the other part for providing Mechanised House Keeping, Front Office Management, Reception and Maintenance Engineering Services to Client.

NOW THIS AGREEMENT WITNESSTH as follows:

I. WHEREAS the Client invited bids through open tender, vide Notice Inviting Tender dated …………….. for "availing Mechanised House Keeping, Front Office Management, Reception and Maintenance of Engineering Services at its office under Tender No …………. II. AND WHEREAS the Contractor submitted his bid vide ……………………………………. in accordance with the procedure mentioned along with the bid documents and represented therein that it fulfils all the requirements and has resources and competence to provide the requisite services to the Client

III. AND WHEREAS the Client has selected M/s ……………………………… as the successful bidder ("the Contractor") pursuant to the bidding process and, awarded the Letter of Acceptance (LoA) No. ……………………………, to the Contractor on……………………….. for a total sum of …………………………..[Rupees ..................... Only].

IV. AND WHEREAS the Client desires that the Mechanised House Keeping, Front Office and Management of Reception and Maintenance Engineering Services (as defined in the Bidding Document)be provided, performed, executed and completed by the Contractor, and wishes to appoint the Contractor for carrying out such services.

V. AND WHEREAS the Contractor acknowledges that the Client shall enter into contracts with other Contractors / parties for the Mechanised House Keeping, Front Office Management, Reception and Maintenance Engineering Services of its premises in cases the Contractor falls into breach of the terms and conditions as stipulated in the Tender Document and shall waive its claim whatsoever in this regard.

VI. AND WHEREAS the terms and conditions of this Contract have been fully negotiated between the Client and the Contractor as parties of competent capacity and equal standing.

VII. AND WHEREAS the Contractor has fully read, understood and has undertaken to abide by all the terms and conditions as stipulated in the Tender Documents for providing all services as per the scope of work, penalties, service parameters/ indicators and payments strictly in terms of such definitions as stated in relevant tender documents and accepted by the contractor by virtue of his signatures on each page of the tender documents. The

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contract is liable to be terminated at any time, without assigning any reasons by the Client if there is any discrepancy in discharge of services as per the scope of services mentioned in the tender documents. The description regarding enforcing force majeure clause, arbitration and service parameters/ indicators will also be as per the tender documents. VIII. AND WHEREAS the Contractor shall be responsible for payment of Goods & Service Tax with Central Excise and Taxation Department. The documentary proof of the same must be submitted within one month of payment of particular bill for the amount of Goods & Service Tax Charged in the said bill. IX. AND WHEREAS the Client and the Contractor agree as follows: 1. In this Agreement (including the recitals) capitalized words and expressions shall have the same meanings as are respectively assigned to them in the Contract documents referred to. 2. The following documents shall be deemed to form and be read and construed as part of this Agreement. This Agreement shall prevail over all other Contract documents. (a) The Letter of Acceptance (LoA) issued by the Client. (b) Notice to Proceed (NTP) issued by the Client (c) The complete Bid, as submitted by the Contractor. (d) The Addenda, if any, issued by the Client. (e) Any other documents forming part of this Contract Agreement till date.(Performance Bank Guarantee, Bank Guarantee) (f) Charges - Schedule annexed to this Article of Agreement (g) Supplementary Agreements executed from time to time. 3. Any changes/modifications/amendments required to be incorporated in the Contract Agreement at a later stage shall be discussed and mutually agreed by both the parties and such supplementary agreements shall be binding on both the parties and shall form the part of this contract agreement. 4. This Contract shall be governed by and construed in accordance with the laws of India. Each Party hereby submits to the jurisdiction as set out in the Dispute Resolution Procedure in the Conditions of Contract. X. IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed in accordance with the laws of India on the day, month and year indicated above. Signed on behalf of the Contactor Signed on Behalf of Governor of Gujarat (Authorised Signatory) (Authorised Signatory)

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Section – 8.4

FORM- IV

PERFORMANCE BANK GUARANTEE

(To be executed on non Judicial stamped paper of an appropriate value)

Date:

Bank Guarantee No:-

Amount of Guarantee:-

Guarantee Period: From ……………………. to …………………….

Guarantee Expiry Date :

Last date of Lodgement :

WHEREAS Office of the Resident Commissioner, Government of Gujarat having its office at

Office of the Resident Commissioner, Government of Gujarat, Gujarat Bhawan, 11-Kautilya

Marg, Chanakyapuri, New Delhi-21(hereinafter referred to as "The Client" which expression

shall unless repugnant to the context includes their legal representatives, successors and

assigns) has executed a binding to the contract on [Please insert date of acceptance of the

Letter of Acceptance (LoA)] ("Contract") with [insert name of the Successful

Bidders]…………………………… (hereinafter referred to as the "Contractor" which

expression shall unless repugnant to the context include its legal representatives,

successors and permitted assigns) for the performance, execution and providing of

FACILITY MANAGEMENT VIZ. MECHANISED HOUSE KEEPING, MANAGEMENT OF FRONT

OFFICE AND RECEPTION. MAINTENANCE OF ENGINEERING SERVICES FOR

GUJARAT SADAN, NEW DELHI shall have the meaning ascribed to it in the Contract] based on

the terms & conditions set out in the Tender Documents number [insert reference number of

the Tender Documents] dated [insert date of issue of Tender Documents]

……………………………………………….. and various other documents forming part thereof.

AND WHEREAS one of the conditions of the Contract is that the Contractor shall furnish to

the Client a Bank Guarantee from a nationalized bank/scheduled bank in India having a

branch at New Delhi for an amount equal to 10% (ten percent) of the annual Contract Sum

(the amount guaranteed under this bank guarantee shall hereinafter be referred to as the

"Guaranteed Amount") against due and faithful performance of the Contract including the

performance bank guarantee obligation and other obligations of the Contractor for the

supplies made and the services being provided and executed by under the Contract. This

bank guarantee shall be valid from the date hereof up to the expiry of the Contract Period

including any extension thereof.

AND WHEREAS the Contractor has approached [insert the name of the scheduled bank] (here

in after referred to as the "Bank") having its registered office at [insert the address]

………………………………………….. and at the request of the Contractor and in consideration of

the promises made by the Contractor, the Bank has agreed to give such guarantee as

hereunder:-

(i) The Bank hereby undertakes to pay under this guarantee, the Guaranteed Amount

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claimed by the Client without any further proof or conditions and without demur,

reservation, contest, recourse or protest and without any enquiry or notification to the

Contractor merely on a demand raised by the Client stating that the amount claimed is due

to the Client under the Contract. Any such demand made on the Bank by the Client shall be

conclusive as regards the amount due and payable by the Bank under this bank guarantee

and the Bank shall pay without any deductions or set-offs or counterclaims whatsoever, the

total sum claimed by the Client in such Demand. The Client shall have the right to make an

unlimited number of Demands under this bank guarantee provided that the aggregate of all

sums paid to the Client by the Bank under this bank guarantee shall not exceed the

Guaranteed Amount. In each case of demand, resulting to change of PBG values, the Client

shall surrender the current PBG to the bank for amendment in price.

(ii) However, the Bank's liability under this bank guarantee shall be restricted to an amount

not exceeding [figure of Guaranteed Amount to be inserted here] Rs. 30,00,000/- (Rupees

Thirty Lakhs only).

(iii) The Client will have the full liberty without reference to the Bank and without affecting

the bank guarantee to postpone for any time or from time to time the exercise of any powers

and rights conferred on the Client under the Contract and to enforce or to forbear endorsing

any powers or rights or by reasons of time being given to the Contractor which under law

relating the Surety would but for the provisions have the effect of releasing the surety.

(iv) The rights of the Client to recover the Guaranteed Amount from the Bank in the manner

aforesaid will not be affected or suspended by reasons of the fact that any dispute or

disputes have been raised by the Contractor and / or that any dispute(s) are pending before

any office, tribunal or court in respect of such Guaranteed Amount and! or the Contract.

(v) The guarantee herein contained shall not be affected by the liquidation or winding up,

dissolution, change of constitution or insolvency of the Contractor but shall in all respects

and for all purposes be binding and operative until payment of all money due to the Client in

respect of such liability or liabilities is effected.

(vi) This bank guarantee shall be governed by and construed in accordance with the laws of

the Republic of India and the parties to this bank guarantee hereby submit to the

jurisdiction of the Courts of New Delhi for the purposes of settling any disputes or

differences which may arise out of or in connection with this bank guarantee and for the

purposes of enforcement under this bank guarantee.

(vii) All capitalized words used but not defined herein shall have the meanings assigned to

them under the Contract.

(viii) NOTWITHSTANDING anything stated above, the liability of the Bank under this bank

guarantee is restricted to the Guaranteed Amount and this bank guarantee shall expire on

the expiry of the Warranty Period under the Contract.

(ix) Unless a Demand under this bank guarantee is filed against the Bank within six (6)

months from the date of expiry of this bank guarantee all the rights of the Client under this

bank guarantee shall be forfeited and the Bank shall be relieved and discharged from all

liabilities hereunder.

(x) However, in the opinion of the Client, if the Contractor's obligations against which this

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bank guarantee is given are not completed or fully performed by the Contractor within the

period prescribed under the Contract, on request of the Contractor, the Bank hereby agrees

to further extend the bank guarantee, till the Contractor fulfils its obligations under the

Contract.

(xi) We have the power to issue this bank guarantee in your favour under Memorandum and

Article of Association and the Undersigned has full power to do so under the Power of

Attorney dated [date of power of attorney to be inserted] granted to him by the Bank.

Date:

Bank

Corporate Seal of the Bank

By its constituted Attorney Signature of a person duly authorized to sign on behalf of the Bank

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SECTION-9

GOVERNMENT OF GUJARAT OFFICE OF THE RESIDENT COMMISSIONER, GUJARAT BHAWAN, 11- KAUTILYA MARG,

CHANAKYAPURI, NEW DELHI-110021

Website: www.gujaratbhawan.gujarat.gov.in, Email :[email protected],

FACILITY MANAGEMENT SERVICES VIZ. MECHANISED HOUSE KEEPING, MANAGEMENT OF FRONT OFFICE AND RECEPTION AND MAINTENANCE AND PROVISION OF MANPOWER

FOR ENGINEERING SERVICES FOR GUJARAT BHAWAN, 11 KAUTILYA MARG, CHANAKYAPURI, NEW DELHI - 110 021

CHECK LIST ON PREPARATION OF BIDS Sl. No.

Particulars YES/NO

1 Have you filled in and signed the Contact Details Form?

2 Have you read and understood various conditions of the Contract and shall abide by them?

TECHNICAL BID 3. Have you paid the cost of Tender Form of - Rs. 8,000/- .

4. Have you paid the EMD on line of Rs. 8,00,000/- in the Technical Bid?

5

Have you uploaded of all the Sections of Tender, in the prescribed format and signed on all the pages of the tender documents?

6 Have you uploaded proof of having met the minimum eligibility criteria?

6.1 Legal Valid Entity: Have you uploaded attested Certificate issued by the Registrar of firms/ Companies?

6.2 Financial Capacity: Have you uploaded Audited Balance Sheets of the year ending on 31st March, 2018?

6.3 Registration with Government Bodies like Income Tax, ESIC, EPF, Labour Laws, GST: Have you uploaded a Registration copy of each of the certificate?

6.4 Experience: Have you uploaded the Self attested experience certificates issued by the Organisations /Government Deptts of the last five consecutive years?

7 Manpower: Have you uploaded proof of manpower/ staff of the company?

8 Have you uploaded the proof of authorization to sign on behalf of the bidder in the Technical Bid?

9 Have your Technical Bid been submitted on line as per the requirements of the Tender?

FINANCIAL BID 10 Is your financial Bid proposal duly filled, signed on all pages uploaded ?

11 Have you quoted prices against each of the category/ activity ?

12 Has your financial bid been up loaded as per Tender ?



GOVERNMENT OF GUJARAT OFFICE OF THE RESIDENT … · 2019-06-21 · gujarat bhawan, 11- kautilya...

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