INDIAN INSTITUE OF TECHNOLOGY BOMBAY

Tender: Hospitality & Facility Management Services for Padmavihar Guest House of IIT Bombay

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INDIAN INSTITUE OF TECHNOLOGY BOMBAY OFFICE OF DEAN INFRASTRUCTURE PLANNING AND SUPPORT

TENDER DOCUMENT

NAME OF THE WORK

Providing Guest House Hospitality & Facility Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining, operation and Maintenance for Padmavihar Guest House.

Tender Notice Ref No: IITB/DEAN.IPS/GH3/GHMS/MAY/2018

Dated: 18.07.2018


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Index

Sr. No. Description Page No. PART-I (A): SELECTION PROCESS & INSTRUCTIONS TO TENDERERS

1 NOTICE INVITING TENDER SCHEDULE OF EVENTS 2 GENERAL INFORMATION OF THE PADMAVIHAR GUEST HOUSE 3 SELECTION PROCESS 4 SCHEDULE OF EVENTS 5 MINIMUM ELIGIBILITY CRITERIA 6 INSTRUCTIONS TO THE TENDERERS PART-I (B): TECHNICAL BID

7 CONDITIONS OF CONTRACT PART-I (C): ANNEXURES

8 ANNEXURE –I: TECHNO-FINANCIAL EVALUATION SCHEME 9 ANNEXURE II A: INFORMATION TO BE SUBMITTED BY THE BIDDER

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ANNEXURE II B: FORMAT OF THE PERFORMANCE REPORT OF THE COMPELETED CONTRACTS TO BE SUBMITTED BY THE BIDDER

11 ANNEXURE II C: FORMAT OF AFFIDAVIT 12 ANNEXURE III : RESTAURANT / FOOD ARRANGEMENT 13 ANNEXURE –IV: DETAILED SCOPE OF WORK FOR PADMAVIHAR

GUEST HOUSE MANAGEMENT AND RECEPTION SERVICES

14 ANNEXURE – V: CHECK LIST 15 ANNEXURE VI: LIST OF PLANTS & M/C & EQUIPMENT TO BE

OPERATED AND MAINTAINED IN THE PADMAVIHAR GUEST HOUSE

16 ANNEXURE- VII: FORM OF AGREEMENT PART-II: FINANICAL BID

17 Financial Bid for Manpower, House-keeping etc. (Part - A) 18 Financial Bid for Catering (Part -B) 19 Financial Bid for toiletries and Other room items (Part - C) 20 Financial Bid for Laundry (Part-D) 21 Financial Bid for Uniform Charges (Part-E) 22 Financial Bid for CCGT & Buffet ware hiring charges (Part-F) 23 Financial Bid for Cleaning Equipment charges (Part-G) 24 Financial Bid for Cleaning material charges (Part-H) 25 Abstract of Financial Bid (Summary Sheet)


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PART-I (A): Selection Process & Instructions to Tenderers

NAME OF THE WORK

Providing Guest House Hospitality & Facility Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining, Operation and Maintenance for Padmavihar Guest House of IIT Bombay, Mumbai 400076.

Tender Notice No.: IITB/DEAN.IPS/GH3/GHMS/MAY/2018

Dated: 18.07.2018


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INDIAN INSTITUTE OF TECHNOLOGY, BOMBAY

NOTICE INVITING TENDER Dean (IPS), IIT Bombay on behalf of the Director IIT Bombay Invites sealed tenders under Two-Cover Bid System i.e. Technical Bid and Financial Bid in separate covers from reputed, experienced and financially sound Companies/Firms/Agencies for “Providing Guest House hospitality and facility management services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining and Operation and Maintenance for Padmavihar Guest House” The tender documents can be downloaded from the website: http://www.iitb.ac.in/deanpl/tender.html Interested Companies/ Firms/ Agencies may submit bid documents, stamped and signed by authorized person complete in all respects along with Earnest Money Deposit (EMD) and other requisite documents, at the Office of the Dean (IPS), IIT Bombay located at 1st floor Main Building, IIT Bombay, Powai, Mumbai 400076 on or before 01.00 p.m. on August 10, 2018.

Tender Notice No: IITB/DEAN.IPS/GH3/GHMS/MAY/2018 dtd: 18.07.2018 Dean, IPS IIT Bombay


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GENERAL INFORMATION OF THE PADMAVIHAR GUESTHOUSE Indian Institute of Technology Bombay (IITB) an autonomous academic Institute under the Ministry of Human Resource Development, Government of India is desirous of appointing an contractor /firm for “Providing Guest House Hospitality & Facilities Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining, operation and Maintenance” for its Padmavihar Guest House Facility. DESCRIPTION OF PADMAVIHAR GUEST HOUSE FACILITY. Padmavihar Guest House is situated inside the campus of the Institute, with exclusive and fully secured premises of its own. The sprawling complex of the Guest House stands on a plot of land measuring about 2771 square meters, amidst lush green lawns and comprises a 14 storied Guest House building. Centrally located Dining services etc. The Built-up Area of the buildings in Visitors’ Hostel complex is approximately 13,390 square meters (approximately). The Padmavihar Guest House comprises the following Accommodation and facilities as listed below:

Name Of Building Accommodation & Facilities

Padmavihar Guest House

48 Studio Apartments with Kitchenette. 88 Guest Rooms (twin Bed). 01 Dining Hall of 272 pax sitting. 01 Main Kitchen with equipment and Ventilation System 01 Terrace dining area (1stflr) 01 Administration Area. 01 Mini Dining hall 17pax along with pantry and satellite

kitchen. Kitchenette facility in alternative floors. (for guest) Alumni Lounge/Office: ( (3 cabins & a conference room) 01 Guest Lobby. Front Office. Admin & Back Offices. 01 Kitchen store room 01 Linen Store 01 Gymnasium 02 Passenger Lifts 01 Goods Lift 01 Dumb Waiter (Ground to 1st floor)

The Building is newly built with latest amenities and facilities matching to three star hotel standards. The offices are well equipped with telephones, computers and other state-of-the-art equipment. The Guest Rooms are well furnished and equipped the following amenities and not limited to:


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Telephone LED television with DTH services 24hrs hot and cold water Electric tea/coffee maker Wardrobe Study Table Luggage Rack Fire detector and sprinkler Wi Fi Internet Pocketed Spring mattress Good quality bed and bath linen Manual door locks with keys Centrally air conditioned rooms Emergency power back up and supply Three fixture bathroom fittings Independent balcony with optional sit out furniture Fire Exit Plan behind the door

IIT Bombay expects the Guest House to be maintained with three star and above hotel standards, with high end facility for our visiting academic community, ensuring efficient front office management, top notch housekeeping and catering and service management at the level of a Three Star and above hotel standards.


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Selection process PROCESS OF SELECTION OF CONTRACTOR FOR OUTSOURCING OF SERVICES

1. Release of web and newspaper advertisement inviting proposals from reputed & registered companies engaged in providing services in Guest House of reputed Government Institutions / PSUs or three star and above hotel establishments.

2. A pre-bid meeting with the prospective bidders will be held, as indicated in Schedule A, to appraise them about the Guest House operation, expectations of the Institute and to familiarize them with the scope of work and obligations in the proposed contract. The prospective bidders expressing interest must visit the Guest House and acquaint themselves with the scope and schedule of work, supervision and commitment needed and any query on the related subject on the date set for the pre-bid meeting.

3. Bidders are required to submit the complete proposal (in two-cover format) along with the supporting documents on or before the deadline given in Schedule A.

4. The Eligibility documents & technical bids (Cover-1) will be opened on the day and time indicated in Schedule A in the presence of authorized representatives of the bidder. Representatives of the bidding firms qualified in Stage -1 of the selection process may be asked to give presentations on their strengths and suitability to meet our standards, before the Taskforce committee appointed by the IIT Bombay.

5. Taskforce Committee will visit the Guest House/ Hotels managed by the bidders who have technically cleared Stage-I with the minimum required marks.

6. The evaluation committee of IIT Bombay will evaluate the proposals on various parameters (as defined in Annexure); Agencies meeting the bidder’s eligibility criteria and scoring a minimum of 60 marks (out of 100) will be technically qualified. The evaluation of the Taskforce committee is final and binding.

6. The Financial bid of technically qualified bidders will be opened in the presence of representative of the technically qualified agencies at a date and time to be communicated later.

7. A techno-financial evaluation: Technical evaluation Stage-I 70 marks & Stage-II 30 marks and 100 marks for financial evaluation would be used in deciding the successful bidder. The techno-financial evaluation scheme is detailed in Annexure I.


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Note: The prospective bidders are requested to assemble for Site Visit on July 26, 2018, 10:00

am for site visit at Padmavihar GuestHouse at IIT Bombay. They are also requested to be available for Pre-bid conference on the same day at 3.00 pm, at Office of Dean IPS, 1st Floor, Main Building, IIT Bombay, Powai, Mumbai – 76, to seek clarification, if any.

SCHEDULE OF EVENTS

Schedule A

Tender Notice No. IITB/DEAN.IPS/GH3/GHMS/MAY/2018 dated 18.07.2018

Download the tender Document from http://www.iitb.ac.in/deanpl/tender.html

Tender Release Date July 18, 2018 Site Visit July 26, 2018, 10:00 am to 01:00 pm Pre bid Conference July 26, 2018, 03:00 pm at Office of Dean IPS Pre bid Clarification (published on the website) On and before August 3, 2018

Last date for downloading of tender document August 7, 2018 Last date for receipt of bids August 10, 2018, 01:00 pm

Validity of bid: 90 Days from the date of opening

Earnest Money Deposit 5 Lakh

Place of submission of bids Office of Dean IPS, 1st floor, Main Building, IIT Bombay, Powai, Mumbai 76

Date & Time- Opening of Technical Bid: (Stage-I)

August 10, 2018, 03:00 pm

Place of opening the bids: Office of Dean IPS, 1st floor, Main Building, IIT Bombay, Powai, Mumbai 76

Date & Time for Presentation of the technically qualified bidders (Stage-I) To be announced

Date & Time of site visit by committee To be announced

Opening of Financial Bids To be announced Contract Duration: 36 Months

(performance which shall be reviewed every 12 months)


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MINIMUM ELIGIBILITY CRITERIA The bidders having following minimum qualification are eligible to apply:

1. The bidder should have minimum 3 (Three) years of experience from 2013 to 2018 in providing hospitality services for a minimum of a 80 rooms hotel with three star or above category facilities / managing minimum 80 rooms guest house with public and private sector, providing like front office services which include guest receiving (reception), room allotment, complete check in and checkout formalities. Housekeeping services includes property upkeep; cleaning of room and public area, provide bed and bath linen, property up-keep and timely maintenance etc. Catering services to provide food and beverages as per requirements and general maintenance services, ensuring guest securities etc.

2. The bidder shall have an average annual turnover of Rs.5 Crores (from front office, housekeeping and catering services only) in the last 3 financial years. The bidder will submit the audited balance sheet and P & L account of last 3 financial years with positive net worth in each year duly certified by CA.

3. Latest bank solvency certificate minimum of Rs. 2 Crores from any of the Scheduled Bank.

4. The bidder /Company / Firm / Contractor should have at least 1 successfully executed contract in the last 5 years in providing similar services to Public Sector Companies/Government Departments/Educational Institute for managing minimum 80 rooms guest house.

5. The bidder/ company/ firm/ contractor should have ISO 22000:2005 certification and HACCP certification.

6. The bidder/ Company / Firm / Contractor should be registered with the appropriate registration authorities (labour commissioner etc.).

7. The bidder /Company / Firm / Contractor should be registered with Income Tax, Goods and Service Tax and all other relevant departments.

8. The bidder /Company / Firm / Contractor should be registered with appropriate authorities under the Employees Provident Fund and Employees State Insurance Acts.

9. Either the Registered Office or one of the Branch Offices of the bidder should be located in Maharashtra and/or Mumbai.

10. The bidder /Company / Firm / Contractor should have its own Bank Account. Bidders must submit documentary proof in support of meeting each of the above minimum qualification criteria. A simple undertaking by the bidder for any of the stated criteria will not suffice the purpose. All documentary proof must be listed on the letter pad of the company and enclosed in a cover, to be submitted along with the Part-I of the bid document (Cover-1) duly stamped and signed by the authorized person of the agency.


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INSTRUCTIONS TO THE TENDERERS 1. The Director, IIT Bombay may accept or reject any or all the tenders/bids in part or in

full without assigning any reasons. In case of any dispute, pertaining to tender/bids, the decision of the Director of this institute shall be final and binding on the bidders.

2. The Director IIT Bombay reserves the right to withdraw/relax/interpret any of the terms and condition mentioned hereinbefore; in such situation the tenderer shall be given sufficient time to take the change into account.

3. Notwithstanding the sub-division of the documents into separate sections or otherwise, every party of each section/part/point or paragraph, shall be deemed to be supplementary to and complimentary of every other part and shall be read into totality as part and parcel of the contract.

4. Tenders received after the closing date and time shall not be considered.

5. Each page of the tender document should be signed and stamped by the tenderer in acceptance of terms and condition, laid down by the institute.

6. While indicating the price/rate of the items or services, the bidder should write the

item value/monthly value, both in words and figure, in case of dispute, or cutting/ overwriting, the amount written in words will be taken as bid value.

7. Tenderer and his authorized representative (with proper authorization letter) may choose to be present at the time of opening Technical and Price Bids.

8. The person/officer signing the tender/bid documents on behalf of the contractor should be delegated with an appropriate power of attorney (Duly endorsed by a notary public) by the Chief Executive Office / Managing Director of the company to sign such documents. An appropriate declaration must be enclosed, a sample of which is annexed with this tender document.

9. Tenders incomplete in any form will be rejected outright; conditional offers will not be accepted.

10. No tenders will be allowed to withdraw after submission of the tender; otherwise the EMD submitted by the tendering firm would stand forfeited. In case, the successful tenderer decline the offer of contract (or refuse to acknowledge or execute the contract/agreement within 15 days of award of work), for what so-ever reasons, his/her EMD will be forfeited.

11. The contractor should not sublet work to any other contractor /contractor. No child labour should be engaged and human rights as per law shall be protected and adhered to. Person engaged must undergo a prior character and antecedent check/police verification and must be medically cleared specially Kitchen staff should undergo a medical examination after every six month.

12. Validity of the Bid: Bids shall remain valid for acceptance for a period of 90 days from the date of opening of the price bid. Any benefit for downward reversion of prices, should be extended to IITB.

13. Companies must enclose a Compliance List (or check list) along with the technical bids

and mention how they plan to execute the services, enforce quick response time, customer care, quality and grievance redressal mechanism etc., settling things on the same business day. The service escalation matrix shall be mentioned.


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14. E.M.D should be kept in an envelope and enclosed with the technical bid document. It is mandatory to enclose the said fees, unless otherwise the contractor /organization is entitled for an exemption while submitting bids to government Institutions/ Offices etc., as evidence from the authorization letter/ certificate issued by appropriate State/ Central Government Authority granting such exemptions.

15. The engagement of personnel by the contracting contractor /firm/organization will solely be at their discretion, as per usual norms and qualification and in no way make them entitled for any job or employment or permanency or any incumbency status in IIT Bombay.

16. The Dean IPS, IIT Bombay will be the contact point (Nodal Officer), on and behalf of the Director, IIT Bombay for any queries related to the tender, and can be contacted at his phone no. 02225767089, e-mail: [email protected]

17. Earnest Money Deposit (EMD) of Rs. 5,00,000/- (Rupees Five Lakh only) should be in form of a demand draft drawn on any nationalized bank in favor of “The Registrar, Indian Institute of Technology Bombay ”. , , should be enclosed in the separate envelope submitted along with the Technical Bid & Financial Bid envelopes. EMD shall not carry any interest. Tender bid submitted without the EMD shall be summarily rejected.

18. EMD in respect of the agencies which do not qualify the Technical Bid (First Stage) / Financial Bid (Second competitive stage) shall be returned to them without any interest. However, the E.M.D. in respect of the successful bidder shall be adjusted towards the Performance Security Deposit. Further, if the contractor fails to deploy manpower against the initial requirement within 15 days from date of placing the order the EMD shall stand forfeited without giving any further notice and the contract will be terminated..

19. Bidders must submit EMD, Eligibility Documents, the Technical bid and Financial Bid in separate sealed envelopes, each superscripted as “EMD”, “Eligibility Documents”, “PART-I (A) & PART (B)- Technical Bid” and “Financial Bid” respectively and put these in a bigger sealed cover, subscribing “Tender Notice No: IITB/DEAN.IPS/GH3/GHMS /MAY/ 2018 dtd:18.07.2018 and the title “Tender for Providing Guest House Hospitality & Facility Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in food service dining, Operation and Maintenance of Padmavihar Guest House”

20. The successful bidder will have to deposit a Performance Security Deposit of 5% of the total value of contract amount for one year, subject to the revision at the time of placing the work order, within 15 days of the receipt of the formal order. The performance security will be furnished in the form of an account payee Demand Draft or Bank Guarantee drawn in favour of The Registrar, IIT Bombay” payable at Mumbai 400076. The performance security should remain valid for a period of 60 days beyond the date of completion of all the contractual obligations of the service provider.

Dean IPS IIT Bombay


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PART-I (B): Technical Bid

NAME OF THE WORK

Providing Guest House Hospitality & Facility Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining, Operation and Maintenance for Padmavihar Guest House of IIT Bombay, Powai, Mumbai 400076.


Dated: 18.07.2018


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Conditions of Contract 1. DEFINITIONS

Unless repugnant to the subject or context of usage, the following expressions used shall carry the meaning hereunder respectively assigned to them: 1.1 The expression “Owner” and/or “Institute” occurring in the tender document shall mean

IIT Bombay. 1.2 The expression “Bidder” shall mean the tenderer or bidding firm who submits the tender

for the work and shall include the successor and permitted assigns of the tenderer. 1.3 The expression “Contractor” shall mean the successful bidder selected by the IITB for

carrying out the subject work, and shall include the successor and permitted assigns of the bidder.

1.4 “The Officer In-charge” shall mean any representative of the Institute authorized to act as the Officer In-charge of the work or any specified part thereof.

1.5 “Work” and “Scope of work” shall mean the totality of the work/services and supplies of food and other materials by expression or implication envisaged in the contract and shall include all materials, equipment and labour required for commencement, performance, provision or completion thereof.

1.6 IITB shall mean Indian Institute of Technology Bombay. 1.7 MDH shall mean Mini Dining Hall at Padmavihar Guest House. 1.8 “Padmavihar” the Guest House facility located in the IITB vicinity of 3 star hotel

standards, for which a professional contractor /firm for “Providing Guest House management services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining and Maintenance” is desired/ required.

1.9 “Contract” shall mean the contract for the work and shall include the tender document, the specifications, general and special conditions of contract of IITB, the letter of acceptance and the acceptable rates/bill of quantities in price bid etc. Should be a professional unit with vast field experience.

1.10“Course” shall mean regular academic program and short term management/executive development programs, including academic/scientific training programs or events, seminars, workshops, conferences, summer or winter schools etc. which are being conducted or allowed to be conducted by the Institute from time to time on residential or non-residential basis.

1.11“Meals” shall include all inputs from the dining hall/kitchen, including buffet breakfast, lunch, dinner, A la Carte menu (between the meals, evening tea-snacks, bottled water etc.), including those served by the contractor under special arrangements on various occasions. The meals will be served to room guests and official departmental visitors only.

1.12“Competent Authority” shall mean the Director, IIT Bombay or any other Officer/Officer-In-Charge designated by him for the purpose of this work/tender pertaining to Padmavihar, maintenance thereof and powers delegated thereto, for the conduct of the defined work and smooth running of Padmavihar Guest House.


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2. SCOPE OF SERVICES TO BE PROVIDED BY THE CONTRACTOR 2.1 Front Office, Housekeeping and Facility Management Services for Padmavihar (Guest House).

2.1.1. Receiving and allotting accommodation to the guests coming to stay at Padmavihar guest house, services include managing the reception and office (for details refer to Annexure– V), round the clock on all days of the year, maintenance of guest register, billing, payment, allotment and opening of rooms for bonafide occupants, perfect upkeep of rooms through good housekeeping.

2.1.2. Maintenance and cleaning on daily basis of all the rooms (with toilet cum

bath), front office, stores, offices, kitchen, dining hall, all glass window pane, venation blinds and all fixtures/furniture at Padmavihar guest house as listed including the office/meeting rooms shall be the duty of contractor. A status report on day to day basis will be maintained by the supervisor as a permanent record and may be sent to the office daily. Cleaning of public area glass window panes will be done on quarterly basis by an outsourced agency, which is approved by IITB and cost borne by IITB.

2.1.3. Bed and bath linen (Bed sheet, Duvet, Duvet cover, Pillow cover, Bath mat,

Bath towel, Hand towel etc) shall be changed for departure room and as per hospitality (Guest House)policy for occupied room. During high occupancy Bed sheet, Duvet cover, Pillow cover, Bath towel, Hand towel etc. should be provided as per requirement. A floor register for this purpose shall be maintained by the contractor and will be scrutinized by IITB official from time to time.

2.1.4. Floors of the room and corridor/wings will be cleaned daily with three star

hotel standard with hotel cleaning agent materials and will be kept clean at all the time. Cleaning of sofa set, chair covers, curtains will also be done on monthly/quarterly basis, as per requirement. The contractor will do all the cleaning and maintaining all areas according to the three star and above hotel standards. All the consumable cleaning materials / cleaning agent and machineries (cleaning purpose) will arrange by contractor as per required list to complete the cleaning task. Mosquito repellent, anti-mosquito spray/fumigation, rodent and pest control, fly/ultrasonic repugnant, etc., shall be done periodically by the contractor. All the consumable material cost will borne by IITB on presentation of bills (approved by IITB representative) by contractor.

2.1.5. Bathroom/toilet shall be cleaned daily and mopped up with hotel standard

cleaning agent/ materials. Central air- conditioner will be thoroughly maintained at all given times. Air freshener and room freshener shall be used for better results. In room toiletries, tissue rolls, toilet paper, garbage bin bag, odonil, harpic, duster brooms and the cleaning/sanitary materials etc. will be used by the contractor and approved by IITB and the cost will borne by IITB. Cleaning equipment will be


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arranged by contractor and IIT Bombay will pay monthly rental charges. (For details see Annexure – V).

2.1.6 The contractor should be responsible for quality cleaning of bed and bath

linens as well as MDH cloth napkins as per three star hotel standards. The contractor should maintain the room and MDH laundry register on daily basis & send for checking in the office of Officer in charge, Padmavihar Guest House daily. The contractor should also provide laundry services to the guest(s) on payment basis at rates approved by IITB Authority. Reception / Help Desk should assist the guests’ requirement.

2.1.7 Fresh replacement of bed and bath linen should be provided to all check – out

& occupied room. Monthly cleaning schedule to be maintained for vanishing blinds in rooms, roller curtain in dining hall etc. by contractor.

2.1.8 Linen life cycle to be of minimum one year and six month as laundry is

outsourced; requisition for new linen should happen post 18 months only. Contractor to maintain linen minimum till this time frame.

2.1.9 As per three star hotel standard Toiletries items (liquid hand wash, Glycerin

soap, Pad & Pencil, Shampoo) to be placed in all rooms as a standard toiletries. Comb, Hair oil, Dental kit, Shaving kit, good quality shoe shine and pair of disposable slippers, be also kept as reserved in indicative VIP rooms as per the instruction of the Officer-In-Charge at Padmavihar guest house. These items should be approved by the Officer-In-Charge, Padmavihar guest house, IITB.

2.1.10 The contractor shall ensure overall general maintenance, like drainage,

cleaning, garbage disposal (dry and wet garbage/biodegradable and non-biodegradable waste disposal etc., in an eco-friendly manner, using protective/closed bins), services and repairs (electrical, carpentry, plumbing, HVAC etc.), breakdowns, emergency relief and help on urgency basis. To ensure that managers/ Supervisors are sufficiently trained and equipped with mobile phones.

2.1.11. The contractor has to provide the necessary contract laborers (front office,

housekeeping, room boys, maintenance supervisors and Operation manager) as required for Padmavihar guest house and separate attendance register should be maintained.

2.1.12. House Keeping Management during several institute events in Padmavihar

guest house shall be the sole responsibility of contactor.

2.1.13. All cleaning materials / agent inventories, records to be maintained & presented by the contractor to IITB on fortnight basis and submit the bill (approved by IITB representative) to IITB every 15 days.


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2.1.14. Apart from the daily cleaning services, the contractor shall be required to

provide housekeeping services to three star hotel standards for all the Rooms, Dining, Public area and Toilets during the hosting of several institute events at Padmavihar guest house.

2.1.15. Supervisors should be trained and adequate knowledge about Fire Safety

Aspects. The Supervisors should have knowledge about the operation of Fire Extinguishers, Fire Hydrants etc. during fire emergency and also should give awareness about fire safety to all staff working round the clock. The contractor should arrange periodical awareness (once in three months) on Fire Safety to all staff.

2.2 Catering [Services of Food & Beverage (Non Alcoholic)] The contractor shall take up the responsibility of supplying and serving buffet breakfast/lunch/dinner, all day menu, as well as morning/evening coffee/tea for the room and official guests only at dining hall. The sample menu for buffet breakfast/lunch/dinner is enclosed in Annexure IV. 2.2.1 The contractor shall supply additional lunch/dinner (buffet) as requested by the

departments/units on a chargeable basis. Such requests will be placed, as for as possible, 1 day in advance. The contractor shall supply additional special lunch/ dinner as per order placed by the Officer-In-Charge, Padmavihar in MDH.

2.2.2 The contractor shall also be asked to supply and serve special lunch/dinner for departments/units as requested, on fixed rates as per order placed by Officer-in-Charge, Padmavihar.

2.2.3 The required CCGT (cutlery, crockery, glassware, tableware) and buffet ware items will be supplied by the contractor as per the specification. The crockery will be the ceramic for dining hall buffet and chinaware for the VVIP table service in MDH, heavy good quality cutlery (All sample to be approved by the Officer-In-Charge, Padmavihar). The contractor shall be responsible for proper cleaning, washing and maintaining of the cutleries, crockery, glassware, tableware’s and other kitchen utensils used for preparing and serving coffee/tea/break-fast/lunch/dinner.

2.2.4 The contractor is permitted to utilize the kitchen and store available in the Padmavihar Guest house for the purpose of cooking/storing the necessary vegetables/groceries. Food should be prepared in the kitchen for official guest and served in the Guest House only. Cooking for regular break-fast/lunch/dinner must be done in the Central kitchen. The contractor shall ensure the cleanliness of the store-room, kitchen, and dining area as per three stars and above hotel standards on daily basis.

2.2.5 The contractor shall maintain the account of the number of breakfast/lunch/dinner provided on a per day basis and submit the bill to the IITB every 15 days for Institute Guest and in 7 days for departmental official visitors.


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2.2.6 The contractor is responsible for charging the guests for the number of breakfast / lunch / dinner / coffee / tea they have ordered. (b) The contractor has to arrange himself all the provision items for cooking, cleaning materials, labourers for cooking (assistants, skilled, and supervisory staff). The Padmavihar Guest house will be available for operation in as is where in condition, for maintaining it in upright, spic and span good condition.

2.2.7 Dining hall/Kitchen/Cafeteria service shall be rendered in hygienic condition by trained F&B production and Service personnel, details of which may be indicated as required in the Annexure –III. As per standard norms appropriate pest-control treatment in kitchen/store- room areas must be undertaken periodically.

2.2.8 Meals should be provided as per the agreed menu and the rates as fixed. The menu details are given in Annexure–IV for which the rate to be mentioned in Annexure–III. Menu/rates should also be indicated for events or special occasions (viz., seminars, workshops, conferences, summer/winters schools etc.) on per head basis for Lunch / Dinner, for vegetarian and non-vegetarian dishes.

2.2.9 Kitchen consumables and utensils, except available in the Padmavihar Guest House, will be arranged by the contractor as per the requirement at no extra charge.

2.2.10 Repair and maintenance (not exceeding of Rs. 5000/-) of the items under contractor control like cooking ranges, refrigerator, water cooler, water purifier, bread toaster, mixer/grinder and other housekeeping and electrical equipment’s etc., will be done by the contractor at no extra charge. If the cost exceed of Rs. 5000/- then it would be referred to IITB authority for certification and payment.

2.2.11 Sanitation in case of outbreak of epidemic or any such special circumstances will be the sole responsibility of the contractor.

2.2.12 The contractor has to provide the necessary contract laborers (chef, cooks, assistant cooks, stewards, and other assistants) as required for the Padmavihar Guest House.

2.2.13 The garbage should be disposed off at the designated area or as directed on a day-to-day basis. Garbage segregation has to happen as per HACCP standards with wet garbage stored in Conducive environment & dry garbage to cover all times.

Note: The contractor needs to maintain records for various departments (as per Annexure – V) which shall be subject to examination by the designated officer of the Padmavihar Guest House, IIT Bombay. Any deterioration in providing above services shall attract the provision of deduction, penalty or fine, pertaining to payment. Minor repair work at the time of urgency will be attended by the contractor at no extra cost, unless it requires replacement of fittings and fixtures. Adequate monitoring and control system be put in place for best services.

2.3 Maintenance & Property Up-keep. The importance or existence of maintenance team is often never experienced by the guest. The contractor holds a vitally important position for successful operations for a facility. They are responsible for keeping the lights on, toilets flushing, HVAC working, elevators functioning, etc. They ensure the safety of all the staff and guests within the boundaries of the establishment, and they are also responsible for improving energy efficiencies and


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reducing operating costs. They protect the integrity of the building through maintenance of: Building structures(including walls, ceilings and floors); aircons, heating and cooling plants; water and sewage facilities; furniture, fixtures and equipment; electricity; alarms; space management; procurement and so much more. It’s a huge responsibility for any facility, and having the right team in place ensures that things run smoothly. Professionally managed hospitality facilities to be applied for eco- friendly measures driven by the maintenance team. Refer Annexure VI for details. 2.3.1. As the facility is state – of-the-art and has been developed keeping all comforts of a 3 star Hotel, daily up-keep and maintenance of the facility is one of the key roles that the contractor needs to play during their operational tenure. 2.3.2. The property is equipped with the plant & machinery equipment as listed below. A. Elevators: 2 guest, 1 service lift B. Central Air-conditioning & Ventilation system C. Solar Water Heating System D. Grey Water recycling Plant E. Low Voltage system F. Fire Fighting & Fire Protection System G. Fire Detection & Fire Alarm System H. Lightening Protection System I. Building Management System J. Kitchen Equipment & Cold Room K. Internet, EPBX, Bio Metric, Music, Telephone, DTH, CCTV & others. Kindly refer to Annexure for details on plant & machinery at Padmavihar facility. 2.3.3. The Estate Department (Estate) and Electrical Maintenance Department (EMD) of IIT Bombay through its experienced operation team will be operating the plant & machineries. However the Hospitality Contractor has to appoint an experienced Engineer having exposure to Hospitality industry who will act as the Maintenance Coordinator to ensure that all equipment and machineries are maintained well and kept in the running conditions. The maintenance engineer appointed by the contractor will maintain log books and report every fault in the equipment to IITB Estate/E.M.D. and do necessary follow up with them to ensure routine maintenance as well as all repairs to the equipment take place in time and plant & machinery are kept in good working order. 2.3.4. Service would be desired to be maintained round the clock. 2.3.5. IITB will be executing Annual Maintenance Contracts (AMC) for various equipment/machineries as found necessary. However the contractor needs to put in place an experienced maintenance coordinator who will be oversee the routine maintenance carried out by AMC team and also report any dysfunctional equipment/machine to IITB estate Dept/E.M.D. to handle complex systems and procedures pertaining to plant & machinery. Every major/minor snag, where certain outside assistance from the OEM or a third party support could be required, such cases the concerned agency be called to attend the work


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and such incidence needs to be immediately brought to the notice of IITB team to ensure that necessary work to be taken forward and there is less/no downtime. 2.3.6. General maintenance tools such as tradesman kit containing tester, hammer, screwdriver, etc. to be arranged by the contractor. Any major material or equipment will be provided by IITB. 2.3.7. Entire plant & machinery testing, commissioning and snag to be seen by the contractor Maintenance Coordinator before handover by the maintenance team from the contractor in presence of IITB technical team. 2.3.8. All warranties / guarantees to be checked and records be kept before handover. In case warranties have expired, Annual Maintenance Contract (AMC) for each equipment will be provided by IITB. Each of these aspects be checked by the contractor before taking handover. 3. Obligation of IIT Bombay The Institute shall provide following inventory:

3.1. Furnishing of Room. 3.2. Air Conditioners, Voltage Stabilizers (If required), LED TVs, Tea/ Coffee maker, hot water system for bathroom, Wi Fi Internet service, Electronic safe, Mini bars (refrigerator to keep chocolate, non-alcoholic beverages, bottle water etc. in some VIP rooms) in consultation with Officer-in-Charge, Padmavihar Guest House

3.3. Provision of curtain, duvet, looking mirror, towels, bed sheet, bed cover, mattress, mattress protector , pillow, pillow cover, table lamp, wall hangings, fire exit plan behind the door etc. as one time support.

3.4. Telephone instruments and extensions, computer/ modem/ connection.

3.5. Electrical fittings, tube lights, bulbs, fans, etc., as aggregate level infrastructure will be provided.

3.6. Payment of electricity charges, water charges, telephone bills, internet service charges, and house/municipal tax shall be taken care of by IITB.

3.7. Renovation/ addition to the building, solar water heating, firefighting equipment’s, emergency power line etc. shall be taken care of by the IITB.

3.8. DTH Connection and Its Monthly Subscription will be provided by the institute.


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3.9. Matter related to civil or major electrical, plumbing, firefighting, Air-conditioning works shall be taken care of by the institute.

3.10. All warrantees / guarantees and AMC’s for entire plant & machinery set-up to be handed over to the contractor. 3.11. IITB will provide manpower/appoint agency for operating HVAC plant, Water Pumps etc and carrying out horticulture work in the garden surrounding the Guest House.

3.12. Racks, Almirah(wardrobe), Room Locking arrangements, shoe/luggage rack etc. as one time support.

3.13. IITB will provide a comprehensive computing software equivalent to hotel management software and room reservation/ allotment system; networked connection/interface, billing, inventory management and complaint redress mechanism through the said software. 3.14. LPG Cooking Gas pipeline, gas bank, etc.to be provided by IITB in Kitchen. Gas connection & consumption Charges shall be borne by the Contractor.

3.15. Physical inventory sheet of all asset, consumable items (as per the list), loose furniture and equipment, plant and machinery, other items, etc. to be provided by IITB.

3.16. All lock & key handover, of Padmavihar guest house to be provided by IITB.

Note: IITB will hand over to the Contractor, (items as per the list), furniture and equipment like beds, cots, linen chairs, tables, mixer/grinder fridges, kitchen equipment’s, machineries’ etc. and the Contractor has to agree to keep proper acknowledgement and Contractor shall take care to maintain these items properly. Malfunctioning of any equipment shall not to be entertained as excuse for unsatisfactory services. Upon end of contract / termination thereof, the Contractor is liable to return the same to IITB in good working condition barring normal wear and tear. For shortage/misplacement/theft, replacement cost of the items will be recovered from the final bill or security deposit. 4. Terms & Conditions General terms

4.1. Bids submitted after the deadline shall not be accepted under any circumstances whatsoever.

4.2. Any conditional bid shall not be considered and will be out rightly rejected in the very first instance.


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4.3. The bidder shall quote the Technical and Financial bids as per the format enclosed

as Annexure II and III respectively.

4.4. The Earnest Money will be forfeited if the bidder rescinds from the offer.

4.5. The bidder should include the list of firms where they have provided similar services at least in the last 5 years, along with name, phone and contact person there, so that references for their services can be obtained, if required.

4.6. All entries in the bid form should be legible and clear. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached. No overwriting or cutting is permitted in the Financial Bid Form. In such cases, the tender shall be summarily rejected. Cuttings, if any, in the Technical Bid must be initialed by the person authorized to sign the bid.

4.7. IITB being an Educational Institution, the contractor will not allow or permit his employees to participate in any trade union activities or agitation in the premises of IITB.

4.8. All personnel/employees/workmen employed by the contractor shall be, preferably, in

the age group of 21–55 with good health and sound mind. The personnel/employees/workmen of the contractor shall be liable to security screening by the Security Staff/Agencies deployed by IITB.

4.9. The contractor shall not be allowed to transfer, assign, pledge or sub-contract its

rights and liabilities under this contract to any other contractor without the prior written consent of IITB.

4.10. The contractor shall appoint fully qualified and competent associates; appropriate operations-in-charge personnel should be deployed by the contractor, at their own cost, to ensure that the services rendered by them are at the level of three stars and above hotel standard and the responsibility and obligations undertaken by them are carried out to utmost satisfaction of the IITB. The contractor as an employer of its employees/workmen shall have exclusive right to appoint, substitute, suspend and terminate the services of any of their employees / workmen to fulfill their obligations under this agreement with enough reasons for doing so, with approval of the institute authority.

4.11. The employees/workmen employed by the contractor shall always be under the direct and exclusive control and supervision of the contractor and the contractor may transfer its employees / workmen and in accordance with their needs, provided in consultation with the Officer In-Charge, Guest House Facilities/the officer designated by the Director, IITB Adequate and necessary numbers of employees / workmen are deployed by the contractor for fulfillment of their contractual obligations under this agreement. It shall be the sole responsibility of the Service Provider to ensure that employees/workmen, deployed by him, fulfill the obligations undertaken by the Service Provider under this


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agreement and the Service Provider shall provide such employees/workmen at his own cost, with such equipment and other paraphernalia as may be considered necessary.

4.12 The number and composition of staff required for Padmavihar Guest House should be

given in prescribed forms. The tenderer should have sufficient number of permanent employees on roll, specifically qualified and trained for housekeeping and allied work as per tender requirement (For details refer to Annexure – V).

4.13. The successful bidder shall furnish the following documents in respect of the

individual manpower who will be deployed to IITB before the commencement of work:

a. List of Manpower short listed by contractor for deployment at IITB containing full details i.e. educational background, Work experience, date of birth, marital status, address etc.

b. Bio-data of the persons with passport size photograph.

c. Reference check and self-conduct declaration.

d. Certificate of verification of antecedents of persons by local police authority.

e. Their deployment will be only after the clearance from the security unit of IIT Bombay.

f. Medical certificate of every staff once in a year from medical doctor.

4.14. The selected contractor shall provide name badges and identity cards, bearing the

photograph of the personnel and personal information such as name, date of birth, age and identification mark etc. to the personnel deployed at the Padmavihar Guest House.

4.15. The Contractor shall follow all security rules as may be framed by the Department

from time to time regarding movement of materials and equipment to Site, issue of identity cards, control of entry of personnel and all similar matters. The Contractor and his personnel shall abide by all Security measure imposed by the Maintenance Engineer or his duly authorized representative from time to time. Contractor shall also follow all rules and regulations applicable in the event of subject area been declared/proclaimed under emergency from time to time by any other statutory order, nothing extra will be payable on account of stoppage / hindrance of work on this account. The contractor has to arrange for police verification for obtaining temporary pass for himself and his work force as governed by the rules.

4.16. Services will be provided by presentable, neatly attired and well-mannered qualified

and trained Attendant/personnel as per their functional designation, mentioned in Annexure – III-. The personnel deployed (preferred age group: 21-50 years) of certified character and antecedents be Indian national and must display name badges and identity card signed by the contractor /contractor and be conversant in speaking Hindi, English and local languages.


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4.17. The contractor should provide appropriate uniforms approved by Officer- In-charge, Padmavihar, IITB to all personnel employed by him. The staff should wear uniforms as per their job assignments. Staffs working without uniform are liable to be turned down from being engaged in work in the Padmavihar Guest House. The specified uniforms are as follows:

4.18. F&B Personnel - Appropriate uniform as per hotel standard for gents and ladies. 4.19. Chefs / Commis/ Utility - Appropriate uniform as per hotel standard with Apron and

Cap. 4.20. Housekeeping staff – Appropriate uniform as per hotel standard for gents and ladies. 4.21. Front Office / Reception staff - Appropriate uniform as per hotel standard for gents or

ladies. 4.22. Maintenance team: Appropriate uniform as per hotel standard for gents 4.23. Other Personnel: Appropriate uniform as per hotel standard for gents and ladies 4.24. The contractor should ensure to maintain adequate number of manpower to meet the

contractual obligation and also arrange a pool of standby manpower for special occasions.

4.25. Any theft or damage caused due to negligence of the contractor shall be borne by the contractor. Appropriate amount of penalty after due consideration and hearing will be imposed by Director, IIT Bombay or an Officer- In- charge, Padmavihar, IITB and the same will be deducted from the monthly bill of the contractor.

4.26. All personnel and their bags and baggage deployed with the contractor shall be liable

for physical security check both at the time of entry and leaving the Padmavihar campus. The institute may introduce a system of Bio Metric/ RFID attendance/ GIS checking system, bar coding or any other technology solutions, which will be binding and applicable on all such personnel engaged by the contractor or agencies, rendering service to the Padmavihar Guest House.

4.27. The services will be provided round the clock on all days of the year (24 hrs. x 7 days x

365 days) with sufficient number of manpower required to run the operation. Leaves of the contract employees of the contractor should be strictly as per the statutory norms. Any unauthorized leave availed would be subject to penalty to the contractor.

4.28. No items will be taken out of the Padmavihar Guest House without written permission

of the Officer In-charge, Padmavihar Guest House or the designated officer nominated by the Director,IITB. Normally no inventory is shifted from one room/ place to another, without approval of Officer In-charge, Padmavihar Guest House /designated officer and making valid entry in the stock register of the inventory.

4.29. The allotment of rooms (accommodation), in the Padmavihar Guest House will be

done by a nominated official of IIT Bombay. The institute will introduce a web/IT based room reservation system/billing system. Appropriate uniformity use as per hotel


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standard like a Hotel Management Software, which will be binding and acceptable to the contractor.

4.30. Room and catering charges will be collected by the contractor and the room revenue

(Room rent amount + Breakfast bill amount) will deposited on daily basis with the Officer-In-Charge, Padmavihar, IITB, Room charges (Room rent amount + Breakfast bill amount) including advance collected during Saturdays, Sundays and notified holidays should be deposited on next working day, failing which 24% interest will be charged on the withheld amount from the contractor.

4.31. No Accommodation for workforce, Supervisors and proprietor shall be provided by the

institute, the Contractor shall have to make his own Agreement for the lodging and boarding for their workforce.

4.32. The contractor or his representative will not allow any unauthorized person including

company officials to stay in the Padmavihar Guest House. If at any time or during surprise check it is found that any unauthorized person is staying in the Padmavihar Guest House, the contractor will be directly responsible and a financial penalty of Rs.10, 000/- per day will be imposed on the contractor for the damage and the same will be recorded in the complaints precedence register.

4.33. IITB will not be responsible for any injury, accident, disability, or loss of life to the contractor or to any of its personal that may take place while on daily or conservancy duties. Any compensation or expenditure towards treatment of such injury, accident or loss of life shall be the sole responsibility of the contractor. The contractor has to make his own arrangements towards health insurance, accidental and disability coverage and domiciliary treatments of all personal engaged by them under their pay roll and submit a proof to this effect.

4.34. Compliance of policy regulation viz., payment of central government minimum wages act, employers liability act, contract labour (regulation & abolition) act, the workmen compensation act, industrial dispute act, maternity benefit act, employee state insurance act, provident fund act, miscellaneous provision act and labour license of state and central government, as on the date in existence or revised/changes in the future, will be whole sole responsibility of the contractor. In this regard the contractor at all-time should indemnify IIT Bombay against all claims and will maintain necessary books, logs, register, verification, returns, receipts, computerized database etc., mandatory as per the law and as per the government rules and make its available for inspection/verification to the concerned government officer/labour enforcement officer/regional provident fund commissioner, as and when required. Failure to comply such instructions will lead to imposition of fine by State/Government machinery and summary termination of contract and/or such other action as the state me deem fit. A copy of all such compliances, statements, payments made to the statutory authorities etc., including registration number shall be provided to the IIT Bombay for verification and record. They should also have license under Bombay shops and establishment act.

4.35. The contract is for a period of 36 months, subject to satisfactory review of the services by the contractor which shall be reviewed every 12 months.


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4.36. The Contractor will be exclusively responsible to meet and comply with all legal requirements with respect to food items prepared and sold by him to the Padmavihar Guest House, IIT Bombay, including with respect to raw material and ingredients incorporated therein, and shall be exclusively responsible for any infraction of the provisions of any applicable law with regard to preparation, storage, service and sale of food, including the provision of the Prevention of Food Adulteration Act, FSSI Licence, The Essential Commodities Act, The Weight & Measures Act and all rules, regulation and order framed there under, including safety and health of all consumers/residents under the said contract. The contractor should keep the owner indemnified from and against any claim of infection, food poisoning or illness arising from any bad, stale or defective food or materials provided as meals during the entire contract period.

4.37. IITB will provide cable network connection / DTH connection in all rooms. 4.38. It shall be the responsibility of the contractor to keep the guest house premises free

from the menace of rats, ants, dog and stray cattle.

5. LEGAL

5.1 For all intents and purposes, the bidder shall be the “Employer” within the meaning of different Labour Legislations in respect of manpower so employed and deployed at IITB for contractual services.

5.2 The selected contractor shall be solely responsible for the redressal of grievances / resolution of disputes relating to person deployed. IITB shall in no way, be responsible for settlement of such issues whatsoever. IITB shall not be responsible for any damages, losses, financial or other injury claims to any person deployed by service providing contractor in the course of their performing the functions/duties, or for payment towards any compensation.

5.3 The manpower deployed by the contractor shall not have any claims of Master and Servant relationship vis-à-vis IITB nor have any principal and agent relationship with or against IITB.

5.4 The manpower deployed by the contractor for the contract job shall not be entitled for claim, pay, perks and other facilities which may be admissible to casual, ad-hoc regular / confirmed employees of IITB during the currency or after expiry of the contract. In case of termination of the contract also, the persons deployed by the contractor shall not be entitled to or and will have any claim for absorption or relaxation for absorption in the regular / otherwise capacity in IITB The Contractor should communicate the above to all the manpower deployed in IITB by the contractor.

5.5 The selected contractor will be required to pay minimum wages as prescribed under the Minimum Wages Act of Central Government. The bidder will maintain proper record as required under the Law / Acts. The contractor shall be responsible for fulfilling the requirement of all the licenses and other statutory provisions of Minimum Wages Act. The authorized representative of Institute & officials of the concerned ministries shall be entitled to inspect these records at any time. In general, the contractor shall be responsible for strict compliance of all statutory provisions of the relevant laws applicable from time to time for carrying out the contract job. If due


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to any reason whatsoever, Institute is made liable to pay any liabilities payable by the contractor under any of the said laws and enactments etc. for any reason whatsoever, the Institute shall recover the same from any dues payable by Institute to the contractor and/or from the security deposit of the contractor.

5.6 The selected contractor will be responsible for compliance of all statutory provisions relating to Provident Fund, and Employees State Insurance etc. in respect of the persons deployed by it at IITB.

5.7 The selected contractor shall also be liable for depositing all taxes, levies, Cess etc. on account of service rendered by it to IITB to concerned tax collection authorities from time to time as per extant rules and regulations.

5.8 The selected contractor shall maintain all statutory registers under the applicable Law. The contractor shall produce the same on demand to the concerned authority of IITB or any other authority under Law.

5.9 The Tax Deduction at Source (T.D.S.) shall be deducted as per the provisions of the Tax Department, as amended from time to time and a certificate to this effect shall be provided to the contractor by IITB.

5.10 In case, the service provider fails to comply with any statutory / taxation liability under appropriate law, and as a result thereof IITB is put to any loss / obligation, monetary or otherwise, IITB will be entitled to get itself reimbursed out of the outstanding bills or the Performance Security Deposit of the contractor, to the extent of the loss or obligation in monetary terms.

5.11 The selected contractor will indemnify IITB from all legal, financial, statutory, taxation, and associated other liabilities.

5.12 To resolve any dispute/legal issue matter will be referred to Director, IITB or a person nominated by him. If any dispute/legal issues are not settled through arbitration, then legal jurisdiction would be Mumbai only.

5.13 Except as otherwise provided elsewhere in the contract, if any dispute, difference, question or disagreement or matter whatsoever, shall, before or after completion or abandonment of work or during extended period, hereafter arises between the parties, as to the meaning, operation or effect of the contract or out of or relating to the contract or breach therefore, shall be referred to a Sole Arbitrator to be appointed by the Director of the Institute at the time of the dispute.

5.14 If the arbitrator to whom the matter is originally referred dies or refuses to act or resigns for any reason from the position of arbitration, it shall be lawful for the Director of the Institute to appoint another person to act as arbitrator in the manner aforesaid. Such person shall be entitled to proceed with reference from the stage at which it was left by his predecessor if both the parties consent to his effect, failing which the arbitrator shall be entitled to precede de-novo.

5.15 It is a term of the contract that the party invoking arbitration shall specify all disputes to be referred to arbitrator at the time of invocation of arbitration under the clause. It is a terms of the contract that cost of an arbitration shall be borne by the parties them self.The venue of arbitration, if any, shall be at Mumbai.


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5.16 Subject as aforesaid the provision of the Arbitration and Conciliation Act 1996 and any statutory modification or re-enactment thereof rules made there under and for the time being in force shall apply to the arbitration proceedings under this clause.

6. FINANCIAL

1. The EMD in respect of the agencies which do not qualify the Technical Bid (First Stage) / Financial Bid (Second competitive stage) shall be returned to them without any interest. However, the E.M.D. in respect of the successful bidder shall be adjusted towards the Performance Security Deposit. Further, if the contractor fails to deploy manpower against the initial requirement within 15 days from date of placing the order the EMD shall stand forfeited without giving any further notice and the contract will be terminated.

2. Bids offering rates which are lower than the minimum wages for the pertinent category would be rejected.

3. The proof of remittance of statutory contribution of PF, ESI of the employer and

employee to the appropriate contractor, for those employed at IITB must be provided by the selected contractor to IITB every month along with the claim bill, failing which the claim bill shall not be settled.

4. The successful bidder will have to deposit a Performance Security Deposit of 5% of the total value of contract amount for one year, subject to the revision at the time of placing the work order, within 15 days of the receipt of the formal order. The performance security will be furnished in the form of an account payee Demand Draft or Bank Guarantee drawn in favour of The Registrar, IIT Bombay” payable at Mumbai 400076. The performance security should remain valid for a period of 60 days beyond the date of completion of all the contractual obligations of the service provider.

5. In case of breach of any terms and conditions attached to this contract, the Performance Security Deposit of the contractor will be liable to be forfeited besides termination of the contract.

6. The contractor shall raise the bill, in duplicate, along with the following documents in

respect of the persons deployed and submit the same to The Officer In-Charge, Padmavihar Guest House, and IITB in the third week of the subsequent month or earlier, but after disbursement of wages to the contract laborers. As far as possible the payment will be released within four weeks from the date of submission of bills in all respects.

a. Current months Invoice

b. Current months Acquaintance (Wage) Register duly signed by the individual contract Laborers


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c. Current months Attendance Register

d. Current months ESI remittance challan with consolidate breakup details

e. Current months EPF remittance challan, as applicable, with consolidated breakup details

f. In addition Half yearly returns submitted to EPFO & ESIC are also to be

submitted whenever due.

7. During the course of the contract, any increase in the minimum wages as announced by the Central Government (and applicable increase in ESI, PF) is applicable for the housekeeping component only, and corresponding increase in contractor’s administrative charges will be borne by the Institute, subject to producing documents for disbursing the increased wages.

8. The rate/price quoted for Wages, Catering, Room Items, Laundry, Uniform Charges, Cleaning Equipment, Cleaning Materials (Annexure III-A and III-H) are subject to a nominal escalation @ 5% each year.

9. All other charges (other than statutory levies) will remain fixed during the duration of the contract.

10. For breakfast buffet and or any other complimentary meals or service, the contractor shall submit their bills once in every 15 days & shall collect the payment from IITB within 3 weeks of submission.

7. EXPERIENCE AND QUALIFICATION OF STAFF The experience, qualification of the staff being deployed by the Contractor should be:

1. The Guest House Manager should have minimum 5 years of hospitality industry experience and Diploma/Degree in Hotel Management and Catering Technology from recognized Institute or Catering College. Fluency in English, Hindi and at least one local language is essential.

2. Guest House keeping Supervisor should have 3 to 5 of years’ experience in a reputed hotel, large industrial canteens, establishment or Institution. One year craft course is desirable. Fluency in English or Hindi and at least one local language is essential.

3. The Chef in charge (Chef) should have at least 3-5 years’ experience in a reputed hotels, large industrial catering in multi-cuisine preparation. One year craft course in cooking is desirable.


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4. Maintenance Engineer should have minimum 5 years of industry experience with reputed hospitality organization. His/ Her education qualification should be a diploma/ degree holder in Mechanic or Electrical Engineering.

5. Maintenance tradesman should have 3- 5 year experience in Hospitality Industry with ITI Diploma holder & government PWD license holder.

6. Cooks and Assistant cooks should have at least 2-3 years’ experience in a reputed hotel and large institutional cooking.

7. Other contract personnel for front office, house-keeping, room-boy, and stewards for

dining area, being engaged by the contractor should have minimum experience of 2-3 years’ experience in their respective fields.

8. The service personnel being engaged by the Contractor should be polite, well mannered, hospitality oriented, smart and physically sound.

9. All the personnel being engaged by the Contractor should wear the Specific uniform.

8. HANDING / TAKING OVER The fittings, fixtures, furniture’s, furnishings, linen, gadgets and all other items will be properly handed over after making separate kitchen inventory/bar coding and details of each items giving specification. All equipments Annual Maintenance Contract duly signed by institute representative of the Padmavihar Guest House, IIT Bombay and the contractor for the Padmavihar Guest House. Each room shall display the inventory list and other item list is reconciled on quarterly basis with compulsory annual inventory verification of the complete Padmavihar Guest House. 9. TERMS OF PAYMENT

1 The contractor should deploy the manpower as mentioned in the Special Note and as per the manpower provided for the particular month of claim.

2 The contractor will be paid as per approved rate (award of contract/work order) on

monthly basis by IITB for the services provided on receipt of pre-receipted bill (in triplicate, at accepted bill of quantities), after invoice entry and certification the satisfactory services have been rendered during the month.

3 Attendance sheet, with signature/attendance status of persons deployed and verified (by the identified person of the Institute) shall be enclosed with the bill. A copy of challan in proof of PF and ESI deposited and any other payments thereto contractual and statutory obligation, made in respect of such engaged employees from the previous month deputed for this work, be enclosed by the contractor, with the monthly bills. A certificate that previous month payments of the employees under the contract and payment to the supplier/general order vendors has been made and


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cleared in all respect shall be enclosed, along with the list/details of such disbursement. It is mandatory that all such disbursements be done by cheque/pay order or bank-e –transfer.

4 Monthly payment will be made within a month of submission of bills, in favour of the

contractor (in the name of the firm/ contractor, as per award of contract and agreement) after making necessary deductions (Income Tax/TDS, surcharge, other statutory taxes, losses, penalty etc.). The GST (if applicable, as per rules) shall be paid by the institute.

5 The contractor need to provide details of his Bank Account number, name and address of the bank, Branch and Branch Code and IFSC code etc., to facilitate payment through bank (e-payment process).

6 If the scope of service increases (as per written communication and record) and/or at the time of award of the contract, including extension of 1year and part thereof, including complete month, after the period of contract or otherwise, same will be extended on mutually agreed terms and condition.

7 IITB authority will have the right to inspect the books of accounts of the firm/contractor.

10. PERFORMANCE SECURITY DEPOSIT The contractor shall submit a Bank Guarantee or FDR @5% of the total contract value for 12 months in favour of Registrar - Indian Institute of Technology Bombay’, drawn on any nationalized/scheduled bank, towards Performance Security Deposit. This deposit shall be forfeited in case the contractor, who fails to discharge its duties/commitments or whose contract is terminated pre-maturely. The security money so deposited with the Institute will be released after three months of expiry of agreement period if not extended otherwise. 11. TERMINATION OF CONTRACT

1 If the services of the contractor are not found satisfactory they will be issued a written notice for improvement by the IITB authority. If satisfactory improvement is not found (within 2 weeks) after this notice, penalty for poor service as specified in the agreement, a final three months’ notice will be issued to the contractor by the IITB authority to terminate the contract without prejudice to any rights or privileges accusing to either party prior to such termination. During the period of notice both parties shall continue to discharge their duties and obligation.

2 Independently, IITB reserves the right to terminate the contract by giving a three months’ notice to the contractor besides immediate termination of contract.


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3 In case the contractor is required to (or decide otherwise) to discontinue the contract, he/she should give at least three months’ notice to IITB and shall remain essentially working for the said period of notice, till alternate arrangements are made.

4 In case or situation, beyond the control of either party, the contract may be terminated with mutual consent by giving three month notice.

5 The Institute in any/either situation will not be under any obligation to pay compensation or make good the payment for the notice period, for which services are not rendered.

6 In case of breach of any terms and condition attached to the contract, the

Performance Security Deposit of the contractor will be liable to be forfeited, beside immediate termination of the contract or other lawful action that may be taken against the contractor.

7 The contractor shall give vacant premises to IIT Bombay and return all the Institute furniture/ equipment/fixtures and other items, facilities etc., once the contract period is over and / or terminated.

12. DAMAGES AND LOSSES All the equipment’s and the items at site stands at the risk and sole charge of the contractor who shall deliver in proper condition at the time of annual stock taking to be done by IITB Any shortfall shall be immediately made good by the contractor by replacement. If the same is not replaced within one month of stock taking, the amount shall be recovered from the dues/bills of the contractor. The contractor or his representative shall be present during the stock taking. If the contractor or his representative does not make them available, the stock taking shall be conducted in their absence, and which will be binding on them. For losses, if any due to natural calamity or any other act of god, beyond the control of either party, IITB will replenish the same, as per obligation mentioned above. 13. COMPLAINTS The contractor shall keep a suggestion book to be provided by IITB to record any suggestion/complaints on performance of services, by the guest and produce to IITB or its representatives for perusal during their visit to ensure that prompt action has been taken on such complaints and measures taken to avoid their re-occurrence. The contractor shall attend to all the complaints and address as early as possible to the satisfaction of IITB the contractor will provide guest feedback forms in each room and collect it to tabulate/display the observations/feedback, grievances or risk and sit for monthly meetings with IITB/ Padmavihar Guest House authorities. The employees of the contractor shall maintain strict discipline and not use any violent, absence or offensive languages while inside the premises. Smoking, Consuming alcohol,


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eating or chewing pan/tobacco/zarda/gutka/mawa etc., and spitting inside the premises is strictly prohibited. In the case of misbehavior, IITB has the right to ask for immediate replacement. It will be mandatory for the conducting contractor to brief their personnel in advance and apprise them of the conduct, expected for them, while working in an institution of national importance. Nothing prevents IITB to even advise the contractor about any such issue, or any erring personnel engaged by the contractor, which warrant urgent action, in the interest of work and its fact disposal. The selected contractor shall not involve in any bribery or other unethical activities with anyone employed at the Institute. Involvement in any such activity shall entail a penalty of Rs. 10,000/- for the first three incidents. Subsequent occurrence of such incidents will entail in termination of the contract without any notice. Any personnel deployed by the Contractor, refuses work or creates indiscipline would have to be immediately replaced with the consent of the Officer-in-Charge, Padmavihar Guest House/the designated officer. IITB reserves the right, to ask the Contractor to terminate the services of any of the Contractor’s employees immediately on grounds of noncompliance of duties or if found guilty of misconduct. IITB will in no way be held responsible or liable for any loss, caused by negligence or any other harmful action on the part of the employee of the Contractor. In case, the person employed by the successful bidder commits any act of omission / commission that amounts to misconduct /indiscipline/ incompetence / security risks, the successful bidder will be liable to take appropriate disciplinary action against such persons, including their removal from work, immediately after being brought to notice, failing which it would be assumed as breach of contract which may lead to cancellation of contract. 14. PERSONAL HYGIENE Contractor shall ensure that staff deployed in all services is free from any infection or communicable disease and arranged their health check-ups from Medical officer at their own cost. The staffs should trim their nails regularly and wear caps and gloves at work place. Smoking, eating or chewing pan/tobacco/zarda/gutka/mawa etc., spitting is strictly prohibited. 15. BREAKAGE All damages/breakage to the equipment/inventory in the charge of the contractor, if caused due to negligence of the contractor’s employee, the cost or repair/replacement of the equipment will be borne by the contractor. Whether the damage/breakage has been caused due to negligence or normal wear and tear shall be heard and will be decided at sole discretion of IIT Bombay. 16. REPLACEMENT Replacement of articles provided by IITB in the rooms as per the IITB inventory i.e. linens, furniture and fixtures which have been discarded /lost /out of order will be done after proper assessment by the competent authority and as per decision/mutual discussion and shall be borne by the contractor. The major repair and replacement of furniture and equipment will be done by IIT Bombay after proper assessment by the competent authority.


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17. FORCE MAJEURE In the event of either party being rendered unable by Force Majeure to perform any obligation required to be performed by them under this agreement, the relative obligation of the affected party by such force majeure shall be suspended for the period during which such cause lasts. The term “force majeure” as employed here in shall mean, acts of god, war revolt, riots, fire, flood and act and regulations of the Government of India or any of its authorized agencies. Upon the occurrence of such cause and upon its termination the party alleging that it has been rendered unable as aforesaid thereby shall notify the other party in writing within 7(seven) days of the alleged beginning and ending therefore giving full particulars and satisfactory proof. Time for performance or relative obligation suspended by the Force Majeure shall be extended by the period for which cause lasts or condoned by the Institute without any penalty If the work is suspended by force majeure conditions lasting for more than 1 (one) month, the Institute shall have the option of authorize the contract in whole or part therefore at its own discretion. Any situation of force majeure shall not be payable by the Institute under any circumstances. For the period of force majeure, no amount shall be payable to the contractor. 18. PENALTY Deduction on account of unsatisfactory catering services and improper housekeeping and maintenance of the Padmavihar Guest House, common places/facilities etc., will be made from the monthly bill. The recovery will be decided by the Officer In-Charge; Padmavihar Guest House/the designated officer. The methodology for deduction will be as under:

1. In case of shortage of manpower, an amount proportionate to the shortage of manpower, taking into account number of employees as well as duration shall be deducted from the monthly bill of the contractor. Further each occurrence of absenteeism in excess of 20% per shift for 3 continuous days will entail a penalty of 1.5% in the administrative charges charged by the contractor, subject to a maximum of 10%. Stern disciplinary action and a fine would be levied if manpower shortage continues for more than two days.

2. In case of non-maintenance of cleanliness or lapse of services/carelessness, deduction shall be made @Rs. 1000/- per event etc., from the bill of the contractor, taking into account the loss of goodwill and inconvenience caused to the guest/institute.

3. In case on non-performance and poor service by the Contractor, IITB may at its discretion, recover Liquidated Damages upon recommendation of In-charge Padmavihar Guest House. In the event of appeal, the decision of Director, IIT Bombay shall be final and binding upon the Contractor.

The quantum of penalty shall be as follows:


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(a) Non-compliance in cleaning of Rooms including Reception, Lobby, dining, kitchen, office, public area Rs.1,000.00/day

(b) Non-compliance with laundry requirements Rs.200.00/ day (c) Non-compliance with toiletries items Rs. 500.00/ day

(d) Non supply of Newspaper and Magazines Rs.200.00/day (e) Non-attendance of minor repairs Rs.200.00/day

(f) Negligence in reporting of non-functioning of

Equipment/Machniery/Telephone and other amenities Rs.100.00/day (g) Non-compliance of environment friendly waste disposal methods.

Rs.300.00/day

(h) Not wearing of uniforms by Contractor 's employees / untidy uniform Rs.100.00/day/Person

(i) Supply of food not as per approved Menu and/or insufficient quantity

Rs.100.00/meal/ day (j) Non supply of approved/shortage of cutlery, crockery Rs.500.00/day (k) The penalty for unsatisfactory and substandard catering service: Rs. 1000/- per

complaint

4. In case of unforeseen or peculiar circumstances, the decision of the Officer In-Charge, Padmavihar Guest House/the designated officer, so far as imposition of penalty is concerned, shall be final.

5. If the work is found unsatisfactory and below the expected standard in a particular area, Including carpentry, electrical or plumbing/maintenance etc., the Officer In-Charge, Padmavihar Guest Houses/the designated officer will have the right to get the same done by another contractor . The charges on account of this shall be deducted from the contractor’s bill. Decision of the Officer In-Charge, Padmavihar Guest House/the designated officer shall be final in this regard.


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PART-I (C): ANNEXURES

NAME OF THE WORK

Providing Guest House Hospitality & Facility Management Services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining, Operation and Maintenance for Padmavihar Guest House of IIT Bombay, Powai, Mumbai 400076.


Dated: 18.07.2018


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ANNEXURE – I TECHNO-FINANCIAL EVALUATION SCHEME

1. The technical evaluation will be for 100 marks and it will be carried out in 2 stages. 2. The marking scheme for the stage-1 & stage 2 of the technical scrutiny is as follows;

Stage – I

Description Marking Scheme Max.

Marks

Minimum Marks required for Qualification

No of years of experience providing at least one or more contract of having minimum 80 rooms and above of three star hotel facilities/ Guest House (Front office, Housekeeping, F&B and Maintenance)

10 Marks for 3 years of experience, and 2 mark for each additional year subject to a maximum of 20 marks 20 10

Present hospitality organization having qualification and experience in key positions: Operation Manager, Incharge-Chef, Maintenance Engineer (as prescribed in the document & submit CV of concern)

5 marks for Degree/Diploma & 5 years experience for all key positions and 1 mark for additional experience subject to a maximum of 10 marks.

10

5

Minimum turnover of Rs. 5 crores annually for the last 3 financial years or hotel property managed collectively shall have an annual turnover of Rs. 5 Crores

5 marks for minimum turnover (5 crores each year for the last 3 years) and 2 mark for each additional 5 crores subject to a maximum of 11 marks

11 5

Experience in providing housekeeping and catering services to educational institute / Govt. Organization / Public Sector Units /Large reputed private companies of having experience of handling 80 rooms guest house in last five financial year (2013-2018).

10 marks for one contracts in the last 5 years and 2 mark for each additional contract, subject to maximum of 14 marks 14 10

Feedback from clients (from 3 clients including present)

Excellent 5 marks, Very good 3 marks, Good 2 mark, fair 0 marks, subject to maximum 15 marks

15 10

Total 70 40


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Stage – II

Description Marking Scheme Max. Marks

Minimum Marks required for Qualification

Presentation to the technical committee and Evaluation of the response by the technical committee and / or site visit to the current clients of the bidder

Evaluation by Technical Committee

30 20 Total (Stage-I + Stage-II) 100 60

3. A bidder has to score at least the minimum marks under each category mentioned above and also an overall minimum score of 40 marks in Stage-I& 20 marks in Stage in the technical evaluation in order to be technically qualified.

3. The technically qualified bidders in Stage-II evaluation scheme will call for

presentation and also site visit will be done by the Evaluation committee of IIT Bombay for which bidder has to score at least minimum 20 marks.

4. Only the Financial bids of technically qualified bidders will be opened.

5. The financial evaluation will be for 100 marks and will be only for the technically qualified bidders. The lowest priced qualified bidder will get the maximum financial score (100) while the others will have a pro-rated score lower than 100. More specifically, the financial score of a technically qualified bidder is calculated as below:

Financial score= 100*(lowest price Bid)/(Price Bid of the Bidder)

6. The bidder with the highest total score (technical stage I+ Technical stage II +

Financial) will be declared as the successful bidder. In case of tie the bidder having higher financial score will be declared successful.


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ANNEXURE II A

Information about the bidder (To be submitted with the documentary proof where ever stated)

For Providing Three Star Hotel Services (Front office, Housekeeping, F & B, Maintenance) for

Padmavihar Guest House

(To be enclosed in a separate sealed envelope)

1. Name of Tendering Company/ Firm / Contractor :

________________________________

(Attach certificate of Registration)

2. Name of proprietor / Director ______________________________

__ of Company/Firm/contractor

3. Full Address of Reg. Office ______________________________

__

4. Telephone No. ______________________________

__

5. Fax. No. ______________________________

__

6. E-Mail Address ______________________________

__

7. PAN / GIR /TIN No. (Attach Attested Copy) ______________________________

__

8. LabourRegn. No. (Attach Attested Copy) ______________________________

__

9. GST Regn. No. (Attach Attested Copy) ______________________________

__

10. E.P.F. Regn. No. (Attach Attested Copy) ______________________________

__

11. E.S.I. Regn. No. (Attach Attested Copy) ______________________________

__12. Financial turnover of the tendering Company / Firm / Contractor for the last 3 Financial Years: (Attach Copy of Audited statement)

FINANCIAL Year Amount (Rs. In Lakhs) Remarks, if any 2015-16 2016-17 2017-18

13. Give the list of the major contracts handled by the tendering Company/ Firm / Contractor on behalf of PSUs /Research Organization /Government Departments/Educational Institutes during the last five years in the following format. Copies of performance report in Performa attached as Annexure-II A must be enclosed for each work done.


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SL No.

Name of Client with details (Name of the organization, address, phone number, mail id, website & Name of the Officer in Charge

with contact details)

Contract Value (Rupees in

Lakhs)

Duration of Contract

From To

1

2

3

4

5

14. Details of Earnest Money Deposit: D.D. / P.O. No. & Date & Bank ____________________________

15. Additional information, if any ____________________________(Attach separate sheet, if required) Certified that all above information’s are correct to the best of my/our information, knowledge and belief.

Dated Signature & Seal of the Bidder Note: This is to be submitted in a separate sealed envelope superscripting “PART-I Eligibility Documents & Technical Bid”, Notice Inviting Tender No and name of the bidder. Attach all relevant documents duly signed and sealed.


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DECLARATION

1. I, …………………………………………Son/Daughter of Shri………………………………… Proprietor/

Partner/ Director/ Authorized Signatory of M/s……………………………………..am competent to sign this declaration and execute this tender document.

2. I have carefully read and understood all 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. 4. I/We am/are well aware of the fact that furnishing of any false information/fabricated

documents would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Signature of the Authorized Person Date:………………………………..

Full Name………………………..

Place:……………………………….

Company Seal……………


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ANNEXURE II B

FORMAT FOR PERFORMANCE REPORT OF THE COMPELETED CONTRACTS (Furnish this information for each individual contract in the following format, from the client for whom the contract was executed)

1. Name of the contract and location:

2. Agreement No :

3. Total Value of Contract in Rs. :

4. Date of Start :

5. Date of Completion :

6. Performance Report :

7. Quality of service : Excellent /Very Good / Good / Fair

8. Resourcefulness : Excellent /Very Good / Good / Fair

9. Any penalty imposed for bad performance :

10. Any Litigation pending :

11. Total Payment made under the contract :

12. Other relevant information, if any :

Date: Signature Senior Level Officer of the Client (Seal of the Organization)


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ANNEXURE II C

Format of Affidavit

TO BE SWORN ON NON-JUDICIAL STAMP PAPER OF RS.10/- DULY NOTARIZED

AFFIDAVIT * I……………………...…………………………………….am the *Director / Proprietor / Partner of ………………………………………… (Mention name of firm/company and its complete address) do here by solemnly affirm and declare as under:- 1. That our Firm / company i.e ……………………………………… (Mention name of *firm/company) is registered vide Registration No………………under the provisions of ……………… (Mention the name of the Act). 2. That our Firm / company i.e ……………………………………… (Mention name of *firm/company) has applied in response to notice inviting tender for providing housekeeping and catering services for Visitors’ Hostel, Visitors’ hostel extension. 3. That………………………… (Mention name of firm/company) is eligible to submit the aforesaid proposal the applicant has not been barred and/or blacklisted by the Central Government and/or any State Government of India at any time prior to the date of submitting this affidavit. 4. That ………………………… (Mention name of firm/company) has, during the last five years,

neither failed to perform on any agreement nor was expelled from any project or agreement nor any agreement terminated for any breach by the applicant. 5. That ………………………… (Mention name of firm/company) has no contracts with the State/central government that are in arbitration. (In case some contract (s) are in arbitration give the details of such contract in a schedule to be attached with this affidavit) DEPONENT VERIFICATION * I/we………………………….. the above named deponent do hereby verify that the contents of

the Aforesaid paragraphs 1 to 5 are true and correct to the best of *my/our knowledge and belief and nothing is concealed there from. Verified at…………… (Place) this…………. Day of ………. 2018. (* Strike off whichever is not applicable)

Note: Deponent will be the authorized signatory of the Applicant


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ANNEXURE III RESTAURANT / FOOD ARRANGEMENT

TIMING/MENU DETAILS TYPE OF SERVICE: Buffet service in dining table for all meals. Silver service would be done in MDH. BREAKFAST (7.00 AM – 9.30 AM) (DINING HALL) Daily Buffet Breakfast Matrix Fresh / Canned Juice 01 type

Whole Banana / Fresh Cut Fruits

Cereals with Hot & Cold Milk 02 Varieties

Morning Bread Basket ( White/Brown Bread, Muffins, Croissants, Danish Pastry, Doughnuts)

Preservatives: Butter, Jam, Tomato Ketchup, Pickle (Chaplets & Sachet)

North Indian / South Indian Dishes: 01 Varieties along with Accompaniments

Non Veg: Boiled Egg / Scrambled Egg / Omelets

Choice of Tea/ Coffee

* Breakfast buffet will be served to the guest as a combination of above items

SPECIAL SIT DOWN BREAKFAST (7.00 AM – 9.30 AM) (MINI DINING HALL) Buffet Breakfast Matrix Fresh Juice 01 type

Canned Juice 01 type

Fresh Cut Fruits 02 varieties

Flavored Yoghurt

Cereals with Hot & Cold Milk 02 Varieties (Corn flakes /Chocó flakes / Muesli / Wheat flakes)

Morning Bread Basket ( White/Brown Bread, Muffins, Croissants, Danish Pastry, Doughnuts)

Preservatives: Butter, Jam, Tomato Ketchup, Pickle (Chaplets & Sachet)

North Indian Dish: 01 Varieties along with Accompaniments

South Indian Dish: 01 Varieties along with Accompaniments

Non Veg:


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Eggs to Order: Boiled Egg / Scrambled Egg / Omelets

Chicken Sandwich, French Toast

Chicken Sausages, Chicken Nuggets

Choice of Tea/ Coffee

* Breakfast buffet will be served to the guest as a combination of above items

Buffet LUNCH: 12.30 PM – 2.30 PM Buffet Dinner: 08.00 PM – 10.00 PM A] Regular Buffet Matrix Lunch / Dinner as Follows (DINING HALL)

01 Veg Soup

Salads: 02 Types (Mono or Compound)

Raita :01

Set Curd: 01

02 Veg Main Course Preparation (01 dry, 01 gravy)

01 Non veg Main Course Preparation (Chicken Or Fish Or Mutton)

1 Dal Or Kadi (Optional)

01 Rice Variety

Indian Breads: Two Variety

01 Hot / Cold Dessert

Accompaniments: Papad, Pickle, Chutney, Laccha Onion

B] Special Sit Down Buffet Matrix Lunch / Dinner as Follows (MINI DINING HALL)

2 types of juices (01 fresh, 01 Canned)

01 Veg Soup

01 Non veg Soup

02 Starter (01 veg, 01 non veg)

Salads: 02 Types (Mono or Compound )


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Raita :01

Set Curd: 01

01 Forshan

02 Veg Main Course Preparation (01 dry, 01 gravy)

01 Boiled / Sautéed veg

02 Non veg Main Course Preparation (Chicken Or Fish Or Mutton)

1 Dal Or Kadi (Optional)

01 Rice Variety

Indian Breads: Chapati, Phulka

01 Hot dessert

01 Cold dessert

Accompaniments: Papad, Pickle, Chutney, Laccha Onion

MISCELLANEOUS Multi cuisine A la carte menu of snacks items with moderate variety would be served as per order between the meals to room guest and official departmental visitors. The menu rates will be approved by IITB. *** Variety should be maintained in serving of Breakfast/Lunch/Dinner and no repetition of menu is allowed for Breakfast/Lunch/Dinner served on the same day. A Schedule of weekly menu should be prepared in consultation with the designated IITB official to ensure variety in Breakfast/Lunch/Dinner served to IITB guests. All systems and processes in Catering Services should be designed to achieve the highest standards of hygiene and cleanliness through Innovative approaches and integration of trained and qualified human resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results should be of a superior quality performance levels. For standard and procedures refer Annexure IV.


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ANNEXURE- IV

DETAILED SCOPE OF WORK FOR PADMAVIHAR GUEST HOUSE MANAGEMENT AND RECEPTION SERVICES

1. Manage the Reception counter by a professional and experienced person (minimum 1 years of Diploma and at least one years of experience in Front office operations in similar organization) who will attend the guest with decent and hospitable manner;

2. Maintaining arrival and departure list one day in advance in triplicate and certified by the Officer-In-Charge, Padmavihar.

3. Maintain the check-in and check-out in both Registers and in system

4. Allot the rooms in the Padmavihar Guest House as per the directive received from respective Guest House office

5. Maintaining receipt book for cash payment and handed over to Officer-In-Charge, Padmavihar on very next day.

6. Preparing credit bills of departmental/project guest and sending to the concerned and ensuring settlement of credit bills.

7. Maintaining cash, Credit Card entries, and credit register and acknowledged by the Officer-In-Charge, Padmavihar on every week

8. Submitting category wise occupancy report and meal records on monthly basis to Officer-In-Charge, Padmavihar

9. Arrange safe handling of baggage of the guest;

10. To attend the telephones, and maintain a call traffic register and respond accordingly

11. Maintain the Complaint Register (standard Format) which should be available on demand;

12. To arrange emergency transport as and when required by the guest;

13. To provide information with regard to rail/air/ timings and information related to campus to

the guests on request; 14. To ensure overall cleanliness in the surrounding areas of the Reception Counter, lobby,

porch area

15. To Report the Room-wise Occupancy status every morning to the officer In charge of Padmavihar Guest House through Operation Manager of the firm / company;

16. To Report major and attend minor non-functional electrical gadgets (Geyser, Fan, lights, AC

etc) and other maintenance issues of the rooms as well as common areas to the Officer In-Charge, Padmavihar Guest House through their Operation Manager. A register to be maintained for this purpose, room-wise and the same to be brought to the notice of the In charge, Padmavihar Guest House daily through Operation Manager.

17. At the time of check-out, Housekeeping floor supervisor to ensure that all the items provided in the room (linen ,CCGT, Remote etc) are intact , in case of any missing items reported then guest to be stopped for queries and matter to be reported to officer in charge for further action.


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2 HOUSE KEEPING & JANITORIAL SERVICES

All systems and processes in Soft Services should be designed to achieve the highest standards of hygiene and cleanliness through Innovative approaches and integration of trained and qualified human resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results should be of a superior quality performance levels.

1. To ensure that all the rooms, fixture and fittings attached to the rooms are kept well cleaned, regularly as specified in the cleaning service (Record to be maintained for verification).

2. Room linen will be replaced /changed for: the departure room, on guest request in case of emergency and for occupied room on every third day if the stay is of more than 3 days.

3. To ensure that all rooms are provided with following items at any point of time (Record to be maintained for verification). These items will be provided by the Institute.

a. Bed Sheet b. Bed Cover c. Pillow Covers d. Duvet e. Duvet Cover f. Bath Towel g. Hand Towel h. Tumblers (Glass) i. Coasters j. Hangers k. Bucket l. Foot Mat m. Mug n. Dustbin (Room) o. Bath Mat p. Dustbin (Washroom) q. Fridge (In Single & Double rooms) r. Electrical Kettle s. Induction Stove in all apartments t. TV with Remote u. DTH with remote v. Telephone

3. The Contractor shall supply the following toiletries and consumable for each room per new occupant. Regular Guest

a. Glycerin Bath Soap b. Shampoo c. Oil Sachet

VVIP Guest a. Glycerin soap b. Shampoo c. Oil Sachet d. Comb


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e. Shaving Kit f. Dental Kit g. A pair of disposable slipper

4. The Contractor shall supply the following consumables for each room per day. a. Coffee, Tea, Milk and Sugar Sachets b. Two bottles of 500 ml mineral water (Bailey/Kinley/Aqua Fina/Bisleri)

5. The Contractor shall ensure the following items are replenished in each room. a. Goodnight/All-out mosquito repellent with refills b. Toilet Tissues Rolls (2 nos.) c. Room fresheners d. Naphthalene balls e. Battery Cells (in working condition) for TV, Wall Clock and AC remotes, DTH remotes. f. News paper (Times of India) in occupied, expected arrival and in lobby

6. All items mentioned above should be of superior / branded quality. The Service provided should provide all these items.

Service Standards:

Basic Standard : Maintain at all times in good condition - office areas, service areas, public areas, utility areas, fire exits, stairways, terrace, lifts, car parking and external areas. Prestige Standard : High standard of cleanliness and appearance at all times including maintaining higher floor gloss levels – VIP Suites, Mini Dining Hall, Banquet area, Dining area, Pantries, Reception areas, Lobbies and VIP floors etc. Hygiene Standard : Areas where a high hygiene standard is mandatory –Toilets, kitchens, cafeteria, pantry, vending areas, Waste bins, hidden surfaces, hinges, underside of workstations etc to be maintained free of dirt, stains, waste matter, watermarks and scale using appropriate cleaning and sanitizing materials.

Types of Cleaning:

Routine Cleaning: Cleaning tasks to ensure that offices, toilets, meeting areas, public areas & all other routine work areas, furniture & floor spaces are maintained to a high level of general cleanliness and remain presentable and fit for their intended purpose. Reactive Cleaning: Reactive service to maintain full & safe use of facilities – response to spillages, replenishing consumables & monitoring the cleanliness of all sanitary facilities. Periodic Cleaning: Activity includes all deep cleaning and periodic cleaning activities of the communal& public areas and activities that require more frequent cleaning than routine cleaning including kitchens, vending points and cafeteria.

Zoning: The Frequency of daily cleaning should be divided into 3 zones:


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Green Zone - Cleaning -mechanically / manually. Frequency – Once a day.

Red Zone- Cleaning - mechanically / manually. Frequency – Once a day minimum followed by further cleaning upon requests / instructions.

Yellow Zone - Cleaning - once at commencement of shift & repeated till the end of the shift. Busy areas with continued upkeep like Lobby, Dining area, Corridors, Kitchens, Pantry, Passages etc. * Colour coded cleaning tools for different areas. * Colour coding of each type of waste with specific colour bins for easy identification by users. * Go-green initiatives should be a part of contractor’s mission with the usage of eco -friendly

branded cleaning chemicals. The service of the House-keeping is round-the-clock operation. It includes the followings: 3 CLEANING SERVICES It is necessary to maintain the environment of the Padmavihar Guest House in a healthy and hygienic condition round the-clock. All living areas are to be kept clean and tidy and effective waste collection and disposal arrangements shall be made. The following jobs are to be carried out under Cleaning Service: Daily Cleaning:

1. Sweeping of the entire premises;

2. Damp moping of tiles, vitrified floors, staircases, sidewalls, corridors, passages;

3. Dusting of desk, table, chair and furniture located in the rooms occupied;

4. Special attention will be paid to the cleaning of wash basins.

5. Thorough cleaning and sanitization of all the toilets, wash basins, mirrors, dustbins and WC facilities using suitable non-abrasive cleaners and disinfectants;

6. All the wash basins, toilets pans should be kept stain free using harpic/sanifresh etc;

7. All surfaces shall be free of germs, soap and mud at the wash rooms/WCs;

8. Replacement of bathing towels/hand towels on a daily basis in all the WC facilities/wash-up

area; 9. Replacement of multifold soft hand tissue paper on a daily basis in all the WC

facilities/wash-up area; 10. Cleaning of Door mats; aluminum doors, aluminum Fish plates etc.

11. Odonils, Naphthalene balls, urinal cubes, should be supplied sufficiently in the toilets;

12. Emptying all waste paper baskets from all rooms and washing or wiping them clean with

damp cloth, replacing plastic waste paper basket linings and returning of items where they were located;


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13. All waste wet and dry from waste paper baskets, kitchen, dining halls etc. will be collected

and disposed-off as per the guidelines every day.

14. Cleaning of bath fittings with R4 cleaning agent

1. All glass doors, windows of the premises would be cleaned using damp and dry method;

2. Glass table tops, doors partitions and glass accessories would be cleaned using solvent R2

3. Cleaning of photos, sculptures, panels, glass/board partitions etc.;

4. Wipe/clean/polish of all staircases/ metal railings, passages, corridors with detergents and other cleaning agents.

5. Dusting /cleaning of Venetian blinds. Monthly Cleaning:

1. To remove cobwebs from the entire Padmavihar Guest House premises wherever they exist;

2. Scrubbing of all floor areas;

3. Carpets (If existing) in Guest Rooms if any to be cleaned with shampoo by an experienced personnel;

4. All wooden/leather furniture to be dusted, polished, cleaned with solvent and maintained in

good condition;

5. Washing/dry cleaning, ironing and refitting of curtains. Quarterly Cleaning:

1. Shampooing of all sofa and chair 2. Glass pane cleaning 3. Façade cleaning

List of Cleaning Agents, Machineries and Equipment to be used: All the below listed items should be available with the housekeeping dept. of the contractor.

Sr. No. ITEMS QNTY. REMARKS Machinery 1 Single Disc Machine - Scrubbing/Shampooing/buffing 1 2 Vacuum cleaner - Guest Floor 1 3 Heavy Duty Vacuum cleaner - Public Area 1 Equipment 1 Cleaning Caddy 20 2 Housekeeping Trolley 14 3 Linen Trolley 14 4 Dustpan - Jobby with broom 20 5 Duster - Glass Surfaces - Vileda Only 100 6 Mop - Dry Frame (60 cm) - Lemello – Electrstatic 15 7 Mop - Dry Refill - Flortex Cloth – Electrostatic 50


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Sr. No. ITEMS QNTY. REMARKS 8 Mop - Dry Frame – Regular 15 9 Mop - Dry Refill – Regular 50

10 Public Area Cleaning Trolley 10 11 Polyester Pads Red 1*5 no 15 12 Polyester Pads White 1*5 no 15 13 Pad Holder for skirting scrubbing 3 14 Pads for pad holder - White, Green, Brown 50 15 Spillo 60 cm with sleeves 20 16 Caution Signage - Wet Floor & Men at work 20 17 Mop - Kentucky Frame 20 18 Mop - Kentucky Refill 35 19 Window Cleaning Kit 10

OTHER TOOLS & CLEANING SUPPLIES 1 Dasuti Material for Project Stage Cleaning - IInd Quality 100 2 Bathroom Walls Duster (Towel Material) - IInd Quality 100 3 Broom Compound 5 4 Broom Soft Coconut 5 5 Brush - Carpet Nylon 2 6 Brush – Cobweb 10 7 Brush - Feather Nylon (Telescopic) 10 8 Brush - Floor Scrubbing 18" Nylon 5 9 Brush – Upholstery 20

10 Brush - WC with stand 20 11 Bucket - 15 liters 10 12 Duster - Damp dusting Micro Fiber Yellow 20 13 Duster - Dry Dusting Micro Fiber Green 20 14 Duster - Tumblers Micro Fiber Blue 20 15 Duster - WC Micro Fiber Red 20 16 Dustpan – Plastic 25 17 Floor Dusters (Towel material) - 24" X 24" 50 18 Garbage bags - Black 30" X 40" 30 19 Garbage bags - Grey 30" X 35" 30 20 Glove - Rubber (Very Good Quality) 15 21 Mug 10 22 Scotch brite3M Scratch Proof 50 23 Scrubber – Nylon 20 24 Sponge 25 25 Spray Can Plastic - For R Series ONLY 100 26 Spray Can Stickers - R Series 200 27 W.P. basket paper liner 136 28 Water Squeezer 3


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4 GUIDELINES RELATED TO CATERING SERVICES It is prime responsibility of the Contractor to provide excellent catering services as follows:

1. Breakfast

2. Lunch

3. Evening Tea & Snacks

4. Dinner

5. Special lunch and dinner on prior order.

6. Light tea during official meetings/ events on prior orders

7. High tea during official meetings/ events on prior orders The Contractor has to provide best quality food in hygienic conditions, to the in house guests and other Institute officials, as required from time to time on chargeable basis. All crockery’s, cutleries, tableware and glassware etc. will be initially provided by the contractor on monthly rental basis for smooth operations. Sufficient quantity of the same should be maintained by the contractor at their own cost. The timing for serving food, beverages etc. will be as follows: Session Timings Breakfast 07.00-09.30 Lunch 12.30-14.30 (or as required in exceptional cases) Evening tea 17.30-18.00 (Or as required) Dinner 20.00-22.00 (or as required in exceptional cases) The Contractor shall also provide:

1. Official lunch/dinner on order of the Officer-In- Charge of Padmavihar Guest House /Designated person for whom payments will be made by concerned department/sections/schools of IITB.

2. The Contractor has to ensure that only fresh prepared food is supplied and the left over are disposed of every day. Food cooked for the day is not to be served next day. If at any stage, any complaint is received or it comes to the notice of In Charge Padmavihar Guest House or to his designated officials/persons that Contractor is not following the same, notice will be served to furnish explanation failing which the penalty will be charged and if repeated will be followed up by termination of the contract and all outstanding of the Contractor to IITB will be seized as penalty.

3. Fresh vegetables/non-veg items from near markets located only to be prepared in the Padmavihar Guest House and served to guests. Proper care should be taken for perishable items which will be procured daily on need basis.


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4. The Contractor has to ensure proper storage of dry provisions and it should be kept at least one foot above the grounds and adequate hygienic conditions are to be maintained in the store and kitchen areas.

5. The Contractor shall comply with the Food Safety regulations, bye Laws relating to preparation, preservation, and sale of food stuffs, soft drinks and fresh meals and disposal of garbage, left over’s etc. (Same can be checked by the institute authority as and when required).

6. Soup and Dishes served in lunch should not be repeated in Dinner. The items should be rotated in such a manner so that the food is palatable. Overall quantity of menu shall remain sufficient to the satisfaction of the IITB Guests. Surplus food should be disposed of and should not be used in the next meal.

7. The menu shall be displayed in the morning. In case menu cannot be followed due to any genuine reason, the contractor will have to intimate same to the Guest and prior permission shall be obtained before changing the fixed menu from Officer In-Charge or the designated officer.

8. Contractor has to provide various items as per following makes or of its equivalent quality

as specified below:-

S.N. Name of Items Brand Name or as approved by Officer-in-Charge 1 Basmati Rice Kohinoor / Charminar / Trophy / Golden Chaap /Nurjahan / Dawat 2 Kolam Rice (Premium Kolam Rice), Ellora, Surti, Diamond, HMT. 3 Wheat Flour Samrat/Ashirwad/Annapurna/Shaktibhog

4 Oil Saffola Sunflower / Gemini Sunflower / Sweekar/Sunflower/Godrej Sunflower / Sunrich Sunflower/Dhara Refined Ground Nut oil/ Sundrop Rice Bran and Sunflower Oil Combination etc.

5 Tea Tetley/Society/Tata/Hasmukhrai/Girnar/Kohinoor/Red 6 Coffee Nescafe/Bru/Sunrise/Tata Kafe 7 Salt (Iodized) Tata/Captain Cook/Annapurna 8 Maida Trishul/Kohinoor

9 Dal (Premium Quality) SahakariBhandar,Tur Dal – Titali/Double parrot,Masoor Dal – Heena/Diamond,Mung Dal – Prabhat/More/

10 Sugar Sugar–M / Sugar-S/ SahakariBhandar

11

Chilly Powder/ Haldi Powder/ DhaniyaPowder/GaramMasala/ChannaMasala/Meat Masala etc. etc

Ramdev/Everest/Badshah/MDH/Lijjat

12 Ghee Sagar/Amul/Aarey/Gowardhan/Vijaya

13 Brown Chana /Green-White Peas

Prabhat/More/ Ananya etc.


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S.N. Name of Items Brand Name or as approved by Officer-in-Charge 14 Rajma (Premium Quality) /Mehak 15 Red Chilly Super Bedgi, MDH, Everest 16 Butter Amul/Britania 17 Jam Kissan/Mapro/Sil 18 Sauce/Ketchup Heinz/Kissan/Maggi/Smith and Jones/Nestle 19 Chinese Sauces Sam/Weikfield 20 Sweet items Best Quality- Popular branded from Saroj, Sweet Bengal, Jhama etc.

21 Juice (Tetrapack) Real Active/Tropicana/Fruit

22 Milk Amul, Mother Dairy, Krishna, Warana, Mahanand

23 Oats/Cornflakes Kelloggs, Quaker, Safola

24 Bread Wibs, Britania, Modern, Kwality, Anytime 25 Wafers Standard (Lays/Garden) 26 Pickle Bedekar/Pravin/Nirlon/Mother’s 27 Biscuit Britania / Anmol / Parle 28 Water Bisleri/ Kenley/Aquafina/ Bailey 29 Any other item With approval of Officer-in-Charge

Note: The Contractor will arrange crockery /cutlery / Tableware/ Glassware /frillings and other etc. which will be paid by IITB on monthly rental basis.

5. RECORDS AND REPORTS TO BE MAINTAINED BY THE CONTRACTOR

Log Book ( Daily / Weekly/ Monthly) Guest Register Cleaning Checklist Cleaning Material Register Guest Comment Card /Register Machine Checklist Daily Meal Record Check in and Out Reports Arrival and Departure List Occupancy List Laundry register Toiletries register Key Register Cash register Credit bill register Credit card register


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Outstanding record Attendance Register Medical Box Checklist Lost and Found Register Menu Card Booklet Grooming Register Food Bill book Staff Training File Staff personal data file Staff Orientation File Machine Maintenance service books/reports Equipment operation logbooks

6. Laundry Service for the guests:

The following laundry items (Sr. No. I to xiii) the contractor will charged following approved rates. The bills will be directly collected from the room guest as per the approved rates by IITB. The rates will be reviewed at the end of the 12 month period. These rates will not be considered for financial bid. S.No. Laundry Item Charges for washing & Ironing quantity

i Guest Shirt Rs. 35 As per order ii Guest Trouser Rs. 35 As per order

iii Pajama Rs. 35 As per order iv Gents Undergarment Rs. 25 As per order

v Saree Rs. 100 Rs. 160 (Dry cleaning)

As per order

vi Blouse Rs. 35 As per order vii Petty coat Rs. 35 As per order

viii Ladies Undergarment Rs. 25 As per order ix Blazer Rs. 165 (Dry cleaning) As per order x Jacket Rs. 165 (Dry cleaning) As per order

xi Socks Pair Rs. 25 As per order

xii Shawl Rs. 100 Rs. 160 (Dry cleaning)

As per order

xiii Sweater Rs. 120 As per order


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ANNEXURE V

Check-List (To be enclosed with the Technical Bid)

1 Part –I (A), (B), and (C) Selection Process, Technical Bid and Annexures Stamped, Signed & sealed in a separate envelope super scribed as Part -I

2 Part-II: Financial Bid

3 Earnest Money Deposit

4 Copy of Registration certificate with Labour Department

5 Copy of PAN / GIR Card

6 Copy of the IT returns filled for the last three Financial year / Proof of Financial Turn-over for previous 3 years

7 Copies of EPF and ESI certificates

8 Copy of Registration certificate of GST / Tin

9 List of clients where similar work was / is carried out and details of contact

Person (s).


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Annexure VI Brief Information about the plants & m/c for which Log books/Service Maintenance Books will be maintained and necessary coordination will be done with Estate/E.M.D of IITB and the agencies appointed by IITB for AMC to ensure smooth running of all facilities of Padmavihar Guest House

1) Elevators: Passenger lifts - 1 no13persons capacity & 1 no 20 persons capacity, Service lift – 1 No & Dumbwaiter 1 No in kitchen area.

2) Air Conditioning & Ventilation System: Central air-conditioning system covering Dining, Admin office, Guest Rooms, lobby area by a central variable flow chilled water recirculation system.. The central air conditioning system shall consist of water chilling units, multiple primary chilled water pumps with variable frequency inverters, condensing water pumps, FRP induced draft cooling towers, air handling units, heat recovery units treated fresh air units and fan coil units, chilled and condensing water piping, air distribution system, insulation, electrical panels, wiring, control wiring and earthing. Equipment consisting of the followings; 4x 60 TR Scroll Water Chillers (3 W + 1 S) and 2 x 7.5 TR Heat pump (1W + 1S). HVAC system is controlled and monitored using BMS. 270 USGPM Cooling Tower 3 No (2W + 1S), Primary Chilled water Pumps with variable frequency inverters -120 Usgpm 4 Nos (3W + 1 S), AHUs with variable speed drive. Each Guest room has been provided with an independent fan coil unit located above suspended ceiling space in the vestibule. For all Public Area a constant volume, double skin air handling unit, consisting of centrifugal fan, cooling coil and filter section has been provided. Kitchens area is provided with Treated Fresh Air (TFA) distribution system and grilles and Hot air exhaust system.

3) Solar Water heating system: Forced circulation Differential type system with capacity of 5000 Liters per Day. Hot water requirement are catered using a combination of Heat pump and Solar water heater panels.

4) Grey water recycling plant: Grey Water Treatment Plant (GWTP) is provided for flushing water treatment and recycled water caters to the requirement of Soft water/ landscape irrigation/ etc.

5) Low Voltage System: An addressable fire alarm detection system,CAT–6, Fiber optic cable & 4pair flex. Telephone cabling is provided for data & voice transmission. Entire Guest house building is covered up with a combination of WiFi networking and Hard wired networking system. Cable TV system has been provided.

6) Fire Fighting & Fire Protection System: The complex comes under the ordinary hazard category of Fire zoning as per NBC of India, accordingly the project has been provided with 50KL x 2 Nos of Fire Tank, Sprinkler system, Hydrant System, CO2 extinguishing system, hand held extinguishers, clean agent fire protection system, Internal/external fire hydrants, Sprinkler system, Kitchen hood fire suppression system, hand held fire extinguishers.

7) Fire Detection and Alarm System: Fire detection system with distributed voice evacuation system, with emergency telephone & voice evacuation system.

8) Lightening Protection system: Early Streamer Lightning Protection System has been provided to protect the building. Early Streamer Lightning arrestor has been provided on the terrace, which is connected to the earthling pits through GI down conductors.


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9) Building Management Systems: The BMS system has been provided to monitor and control of parameters of HVAC & Fire Protection (ie FAS) systems and utilities.

10) Cold room of the Kitchen 11) Ventilation system of the kitchen


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Annexure VII FORM OF AGREEMENT

AGREEMENT made this day of Two Thousand Eighteen between the Indian Institute of Technology, Bombay incorporated as a body corporate under the Institute of Technology Act 1961 (No. 59 of 1961) through its Director, IIT Bombay / (hereinafter referred to as ‘The Institute’ and M/s. _____________________________________________________, (herein after referred to as ‘The Contractor’) which expression shall include his/their respective heirs, executors, administrators and assigns of the other part. WHEREAS the Institute is desirous of appointing contractor for providing housekeeping and catering services for Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Center) as per scope of services attached with this contract. WHEREAS the Contractor having represented to the institute that they have the required Professional skills, Personnel and financial resources, have agreed to provide the services as aforesaid on the terms & conditions set forth herein. The services shown upon described in the annexure IV & V and the said priced schedule annexure III A to E of quantities at the respective rates mention in the price schedule of quantities. AND WHEREAS the contractor has deposited by FDR a sum of Rs.___________/- (Rupees: _____________________ only) with the Institute for the due performance of this agreement. NOW IT IS HEREBY AGREED AS FOLLOWS

1. In consideration of the payments to be made to the contractor as hereinafter provided the Contract shall upon and subject to the said conditions to provide housekeeping and catering services shown upon the said contract and such further detailed services as may be furnished to him by the said Institute and described in the said conditions, and the said priced schedule of quantities.

2. The Institute shall pay the Contractor such sums as shall become payable hereunder at the time and in

the manner specified in the said conditions.

3. Prestige standard of housekeeping and catering services is the essence of the contract. In the event of

the contractor failing to comply with the conditions he shall be liable to pay compensation / penalty in the manner specified in the said condition.

4. The conditions, and priced schedule of quantities above mentioned shall form the basis of this contract and the decision of the Director or Arbitrator or Umpire as mentioned in the conditions of Contract in reference to all matters of dispute as to material, workmanship or account and as to the intended interpretation of the clause of this agreement or any other document attached here to shall be final and binding on both parties and may be made a rule of court.

5. The said contract comprises the services above mentioned and all the subsidiary services connected therewith within the same premises all may be ordered to be done from time to time by the said institute even though such services may not be shown or described in the said conditions or in the priced schedule of quantities.


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6. The Institute reserves the right of altering the nature of the services and of adding to or emitting any items of services or of having portions of the same carried out departmentally or otherwise and such alterations or variations shall not vitiate this contract.

7. The said conditions and appendix there to shall be read and construed as forming part of this agreement and the parties here to will respectively abide by and submit themselves to the conditions and stipulations and perform the agreement on their parts respectively in such conditions contained.

8. All disputes arising out of or in any way connected with this agreement shall be deemed to have arisen in Mumbai and only courts in Mumbai shall have jurisdiction to determine the same.

9. The several parts of this contract have been read to us and fully understood by us. IN WITNESS WHEREOF the parties hereto have set their respective hands the day and the year hereinabove written.

in the presence of

1. REGISTRAR ON BEHALF OF DIRECTOR, IIT BOMBAY WITNESS: 1. 2 2. CONTRACTOR WITNESS: 1. 2


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PART-II: FINANCIAL BID

NAME OF THE WORK Providing Guest House management services such as Front Office, House Keeping, Kitchen, Food & Beverage (Non Alcoholic) services in dining and Maintenance for Padmavihar Guest House of IIT Bombay, Powai, Mumbai 400076.

Tender Notice Ref No: IITB/DEAN.IPS/GH3/GHMS/MAY/2018

Dated: 18.07.2018


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63

Preamble to Financial Bid:

1. The Financial Bids are in 8 parts namely Part-A to Part- H. Total amount

quoted in each part is to be posted in the Summary Sheet - ‘Abstract of Financial Bid’ given at the end of this section

2. Each part of the financial bid be submitted in the format, as per illustration given for each part in the tables given. A separate sheet of paper may be attached, if required. Each sheet should be duly stamped and signed by the authorized representative of the agency.

3. Quoted price should be exclusive of GST. GST as applicable shall be paid extra to the appointed contractor.

4. 5% yearly increment will be given over the rates quoted after successfully completion of one year tenure from the start of the contract.

5. All price bids are to be submitted in a single separate sealed envelope marked as “Financial Bid”

Signature of the Authorized Person/Full Name/Company Seal

Date:………………………………../ Place:………….


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Financial Bid: Part-A

Financial Bid For providing equivalent to Three Star Hotel Services (Front office, Housekeeping, F & B, Maintenance) For Padmavihar Guest House

Format to be filled up by the Contractor tendering for Manpower requirement and administrative charges.

1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Providing average manpower for one month (30 Calendar Days):

Sr. No.

Department/ Designation

No of Employee

s (M)

Gross Salary

(A)

Other Allowances (B)

ESIC (4.75%)o

n applicable

wages (C)

PF (13.36%)

on applicable wages

(D)

Rate per Person

E= (A+B+C+D

)

Total Amount for each Category Z=(M X E)

1.00 ADMIN & GENERAL

1.01 OPERATIONS MANAGER

1

2.00 FRONT OFFICE

2.01 FRONT OFFICE EXECUTIVE

1

2.02 FRONT OFFICE ASSOCIATE

6

2.03 BELL BOY 3

3.00 FOOD & BEVERAGE

3.01 F&B EXECUTIVE 2

3.02 CAPTAIN 4

3.03 STEWARD 13

3.04 TRAINEE STEWARD 3

4.00 PRODUCTION / KITCHEN

4.01 SOUS CHEF 1

4.02

SOUTH INDIAN/ INDIAN/CHINESE/ CONTI/ TANDOOR COMMIS I

5

4.03

SOUTH INDIAN/ INDIAN/CHINESE/ CONTI/ TANDOOR COMMIS II

9

4.04

SOUTH INDIAN/ INDIAN/CHINESE/ CONTI / TANDOOR COMMIS III

4


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65

Sr. No.

Department/ Designation

No of Employee

s (M)

Gross Salary

(A)

Other Allowances (B)

ESIC (4.75%)o

n applicable

wages (C)

PF (13.36%)

on applicable wages

(D)

Rate per Person

E= (A+B+C+D

)

Total Amount for each Category Z=(M X E)

4.05 PANTRY MAN 2

4.06 KITCHEN SUPERVISOR

1

4.07 UTILITY WORKER 7

5.00 HOUSE KEEPING

5.01 HOUSE KEEPER 1

5.02 HK SUPERVISOR 6

5.03 ROOM BOY 19

5.04 HK ATTENDENT 6

6.00 ENGG. / MAINTENANCE

6.01 MAINTENANCE ENGINEER

1

6.02 SUPERVISOR 1

7.00 SECURITY

7.01 SECURITY 4

8.00 INFORMATION TECHNOLOGY

8.01 IT INCHARGE 1

9.00 HUMAN RESOURCE

9.01 HR HEAD 1

10.00 ACCOUNTS

10.01 JUNIOR ACCOUNTANT

1

11.00 PURCHASE & STORE

11.01 STORE KEEPER 1

11.02 HELPER 1

Add Administrative Charges

Total including administrative charges

*A Man-Day is for 8 hours a day (Normal Working Hours)


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Note: 1. It is mandatory to have manpower mentioned above. 2. In case additional manpower is required, the agency will seek prior approval of IIT Bombay. 3. It is most essential to follow Central minimum wages act and all relevant labour laws.


Date:………………………………../ Place:………….


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Financial Bid: Part-B Financial Bid for Catering

Format to be filled up by the Contractor


2. Address :_____________________________________________________________________


Sl. Description Unit Rate Minimum Total Amount No.

1 Breakfast buffet in dining Rs. Min. of 1500 nos.per month@

2 Breakfast MDH Rs. Min. of 10 nos. per month@

3 Lunch in dining Rs. Min. of 1250 per month@

4 Dinner in dining Rs. Min. of 500 per month@

5 Lunch/Dinner in MDH Rs. Min. of 25 nos. per month@

6 Tea / Coffee & Assorted Biscuits Rs.

Min. of 25 nos. per month@

7 High tea (Assorted sandwich/ Fried snacks, sweets, Tea/Coffee& Biscuits Rs.

Min. of 25 nos. per month@

Total

Note: 1. The items in the menu are given in the Annexure - IV 2. Monthly billing will be as per actual consumption or minimum guaranteed whichever is higher. The

meals will be served to room guests and official departmental visitors only. Signature of the Authorized Person/Full Name/Company Seal

Date:………………………………../ Place:………….


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Financial Bid: Part-C

Financial Bid for Toiletries and Other Room Items Format to be filled up by the Contractor:


2. Address :_____________________________________________________________________


Sl. Description Unit Rate Minimum Total Amount No. 1 Bottled water (500 ml) Rs. Min. for 1500 per month@ 2 Bottled water (1 Ltr) Rs. As per order 3 Coffee/Tea sachet Rs. Min. for 2000 per month@

(Should contain 2 sachets each of

coffee, tea, sugar, Sugar free and milk powder)

4 Juice (200 ml) Rs. Min. for 25 per month@

5 Soft Drinks (200 – 300 ml ) can/tetra pack Rs.

Min. for 25 per month@

6 Glycerin Soap (15gm) Rs. Min. for 500 per month@ 7 Shampoo Rs. Min. for 500 per month@ 8 Premium Body/Hand wash Rs. Min. for 500 per month@ 9 Comb Rs. Min. for 25 per month@ 10 Shoe Shiner Rs. Min. for 25 per month@ 11 Toilet Roll Rs. Min. for 500 per month@ 12 Dental Kit Rs. Min. for 25 per month@ 13 Shaving Kit Rs. Min. for 25 per month@ 14 Oil Sachet Rs. Min. for 25 per month@ 15 Scribbling Pad Rs. Min. for 500 per month@ 16 Pen Rs. Min. for 500 per month@

17 Multifold soft hand tissue paper (Pkt)

Rs. Min. for 1000 (pkt) per month@

18 Mosquito repellant complete Unit (‘All-out’ or equivalent) (with refill)

Rs. Min. for 10 per month@

19 Mosquito repellant (All-out or equivalent) only refill

Rs. Min. for 300 per month @

20 Toilet freshner Odonil / air Pocket Rs. Min. for 200 per month @ 21 Battery Cells (for AC/TV/DTH remote) Rs. Min. for 10 per month@ 22 News paper (Times Of India) Rs. Min. 500 per month @ 23 Disposable slippers Rs. Min. for 5 per month@ 24 Disposable Coaster Rs. Min. for 500 per month@

Total Note: Monthly billing will be as per actual consumption or minimum guaranteed whichever is higher.


Date:………………………………../ Place:………….


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Financial Bid: Part-D Financial Bid for Laundry



2. Address :_____________________________________________________________________


Please specify the laundry charges for each item below

Sl. Description Unit Rate Minimum Total Amount No.

1 Double Bed Sheet Rs. Min. for 1500 per month@

2 Single Bed Sheet


3 Pillow Cover


4 Double Duvet Cover


5 Single Duvet Cover


6 Bath Towel


7 Hand Towel


8 Bath mat


10 Mattress protector


13 Staff Shirt


14 Staff Trouser


15 Chef Coat


16 Chef Apron


17 Duvet


TOTAL

Monthly billing will be as per actual consumption or minimum guaranteed whichever is higher. Signature of the Authorized Person/Full Name/Company Seal

Date:………………………………../ Place:………….


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Financial Bid: Part-E

Financial Bid for Uniform Charges



2. Address :_____________________________________________________________________


Please specify the uniform charges per person /two set/ year for each category of contract labourer.

Sl. Category No. of Persons (2

sets per year) Unit Rate (per set) Total

No. in Padmavihar Guest House Amount

1 Operation Manager Rs.

2 Housekeeper Rs.

3 HK Supervisor Rs.

4 Room Attendant Rs.

5 HK Attendant Rs.

6 Front Office Executive Rs.

7 Front Office Assistant Rs.

8 Bell Boy Rs.

9 Security Guard

Rs.

10 Maintenance Engineer

Rs.

11 Maintenance Supervisor

Rs.

12 Human Resource Head

Rs.

13 Accountant cum Assistant

Rs.

14 Sous Chef

Rs.

15 Commis I, II, III

Rs.

16 Pantry man

Rs.

17 Utility Worker

Rs.

18 Kitchen Supervisor

Rs.

19 F&B Executive

Rs.

20 Captain

Rs.

21 Steward Rs.


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71

Sl. Category No. of Persons (2

sets per year) Unit Rate (per set) Total

No. in Padmavihar Guest House Amount

22 Assistant Steward

Rs.

23 Information Technology Personnel

Rs.

24 Store Keeper

Rs.

25 Store Helper

Rs.

Total

The number of persons deployed in each category include persons deployed for all shifts.

Signature of the Authorized Person

Date:……………………………… Place………………………………. Full Name………………………..

Company Seal……………………


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72

Financial Bid: Part-F

Financial Bid for CCGT & Buffet ware Charges

Format to be filled up by the Contractor:


2. Address: _____________________________________________________________________


SR.NO. ITEM/ PRODUCT/DESCRIPTION QTY. (Nos)

Rental amount per month per

number TOTAL

I. Cutlery FNS / Solo

1 A P Spoon 350

2 A P Fork 350

3 A P Knife 200

4 Soup Spoon 150

5 Service Spoon 100

6 Service Fork 100

7 Tea Spoon 400

8 Condiment Spoon 120

9 Butter Knife 75

10 Fish Fork 100

11 Parfait Spoon 36

II. Glassware Arcoroc

1 Water Tumbler Glass 400

2 Hi- Ball Glass 300

3 Tom Collins (12oz) 120

4 Juice Glass (5 Oz) pony tumbler 300

5 Glass Platter ( Buffet) 24

6 Milk Jug 1ltr 12

7 Buffet Mirrors-12*12*12 6

III. Crockery Ariane

1 Dinner / Full Plate 400

2 Quarter Plate 500

3 Soup Bowl / Cereal Bowl 300

4 Under Liner 250

5 Tea Cup 300

6 Saucer 300

7 Coffee Mug 120

8 Demitasse Cup 100


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73



number TOTAL

9 Demitasse Saucer 100

10 Lentil / Dal Bowl 500

11 Snacks Bowl 100

12 Snacks Platter (1 Por) 60



15 Rice Bowl ( 1 Por) 100

16 Rice Bowl ( 2 Por) 100

17 Gravy Dishes (1 Por) 100

18 Gravy Dishes (2 Por) 100

19 Fancy Dishes 100

20 Cruet Set 70

21 Bud Vase 70

22 Fancy Buffet Platter 24

23 Indian Condiment Set 12

24 Chinese Condiment Set 12

25 Tea - Pot (s) 1Por 12

26 Coffee - Pot (s) 1Por 12

27 Tea - Pot (l) 2Por 6

28 Coffee - Pot (l) 2Por 6

29 Creamer (l) 6

30 Creamer (s) 12

31 Sugar Sachet Holder / Basin 100

32 Egg Cups 12

33 Pasta Bowl 60

IV. Holloware / Tableware / Buffetware Stainless Steel

1 Bread Basket (m) /Roti Basket 24

2 Bread Basket (l) / Roti Basket 24

3 Finger Bowl with underliner 100

4 Amenities Cane Basket 20

5 Cake Stand 6

6 After Mint Tray 10

7 Water Jugs 24

8 Buffet Ladle 50

9 Soup Ladle 6

10 Buffet / Roti Tongs 12

11 Scissor Tong 12


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74



number TOTAL

12 Cake Slicer 6

13 Ice Tongs 24

14 Pastry Knife 12

15 Steak Knife 12

16 Chaffing Dishes Rectangular12 ltr (Roll Top)

12

17 Chaffing Dishes Round 9Ltr (Roll Top) 8

18 Chaffing Dishes Round 5ltr (Roll Top) 6

19 Electric Soup Turin 10Ltr 2

20 Electric Soup Turin 8Ltr 2

21 Half Food Pan Rectangular for 12ltr 24

22 Quarter Food Pan Rectangular 12Ltr 24

23 Half Food Pan Round for 9ltr 24

24 Half Food Pan Round for 5ltr 24

25 Food Refiller Round 15

26 Tea / Coffee Flasks (1 por) Tiger /Milton

50

27 Tea / Coffee Flasks (2 por)Tiger/Milton 50

28 Continental Tray Cambrio 30

29 American Tray Cambrio 12

30 Salver- 16'' Dia 36

31 Jack Stand with Cambrio Oval Tray 10

32 Tea Strainer 6

33 Napkin Rings / Bangle 200

34 Ice- Cube Bucket ( m) 24

35 Punch Bowl Stainless Steel 6

36 Tea / Coffee Caraffe 12

37 Butter Dish 36

38 Toothpick holder 24

39 Tissue Napkin Holder 36

40 Straw Holder 24

41 Reserve Tag 12

42 Electric Kettle 1ltr 12

43 Tea Urn (5Ltr) 1

44 Coffee Urn 5Ltr 1

45 Carafe Pot Heating plate 2

46 Pepper Mill big 6

47 Two Stand Q Manager 6

48 BTR Board 1


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75



number TOTAL

49 Punch Bowl Fiber 3

50 Lemon Squeezer 6

51 Blue Crate 20Ltr 6

52 Airport Flask 4.5Ltr 1

53 Ice Cream Container with Lid 6

54 Ice Cream Scooper 3

55 Chili Flakes/ Origano Poarer 24

56 Entre Dish with Lid 1 por 24

57 Entre Dish with Lid 2 por 24

58 Glass Rack 24 Pockets 8



61 Bill Folder 12

62 Juice Dispenser (Dual) 2

63 Milk Dispenser 2

64 Salad Breaks Metal (stepriser sets of 3) 3

65 Cereal Dispenser Triple 2

66 Fruit Display stand 2

67 Pastry Stand / Display 2

68 Buffet Name Tags Holder / Bullets 60

69 Display Steps 2

70 Toaster with Roller 1

71 Plate Warmer 1

72 Wooden Cutlery Bin / Boxes 24

73 Icy Counter 1

74 Buffet display stand with platter 2

Total


Date:……………………………….. Place……………………………….

Full Name……………………….. Company Seal……………………

.


Page

76

Financial Bid: Part-G

Financial Bid for Cleaning Equipment

Format to be filled up by the Contractor:


2. Address: _____________________________________________________________________

3. Phone/Fax/Mobile/Email:________________________________________________________


RENT PER MONTH

PER UNIT (Rs.)

TOTAL

CLEANING EQUIPMENT (A) 1 Single Disc Machine -

Scrubbing/Shampooing/buffing 1

2 Foam generator - For Carpet & Upholstry Shampoo

1

3 Burnishing Machine - For Floor Buffing 1 4 Manual Sweeper - For Outer Periphery 1 5 Vacuum cleaner – Wet & Dry 1 6 High pressure cleaner – Kitchen 1 7 Low pressure cleaner - AHU Cleaning 1 8 Vacuum cleaner - Guest Floor 3 9 Heavy Duty Vacuum cleaner - Public Area 1

10 Auto scrubber & sweeper - Daily Night Cleaning in PA

1

11 House Keeping Trolley 14 12 Linen Trolley 14 13 Cleaning Caddy 20 14 Dustpan - Jobby with broom 20 15 Duster - Glass Surfaces 100 16 Mop - Dry Frame (60 cm) - 15 17 Mop - Dry Refill - Flortex Cloth - 50 18 Mop - Dry Frame – Regular 10 19 Mop - Dry Refill – Regular 20 20 Public Area Cleaning Wringer Trolley 10 21 Polyester Pads Red 1*5 no 15 22 Polyester Pads White 1*5 no 15 23 Pad Holder for skirting scrubbing 3 24 Pads for pad holder - White, Green, Brown 50 25 Spillo 60 cm with sleeves 20 26 Caution Signage - Wet Floor & Men at work 20 27 Mop - Kentucky Frame 20 28 Mop - Kentucky Refill 35 29 Window Cleaning Kit 2 30 Dasuti Material for Project Stage Cleaning -

IInd Quality 100

31 Bathroom Walls Duster (Towel Material) - 100


Page

77


RENT PER MONTH

PER UNIT (Rs.)

TOTAL

IInd Quality 32 Broom Compound 5 33 Broom Soft Coconut 5 34 Brush Carpet Nylon 2 35 Brush – Cobweb 10 36 Brush - Feather Nylon (Telescopic) 10 37 Brush - Floor Scrubbing 18" Nylon 5 38 Brush – Upholstery 20 39 Brush - WC with stand 20 40 Bucket - 15 liters 10 41 Duster - Damp dusting Micro Fiber Yellow 20 42 Duster - Dry Dusting Micro Fiber Green 20 43 Duster - Tumblers Micro Fiber Blue 20 44 Duster - WC Micro Fiber Red 20 45 Dustpan – Plastic 25 46 Floor Dusters (Towel material) - 24" X 24" 50 47 Garbage bags - Black 30" X 40" 30 48 Garbage bags - Grey 30" X 35" 30 49 Glove - Rubber (Very Good Quality) 15 50 Mug 10 51 Scotch brite 3M Scratch Proof 50 52 Scrubber – Nylon 20 53 Sponge 25 54 Spray Can Plastic - For R Series ONLY 100 55 Spray Can Stickers - R Series 200 56 W.P. basket paper liner 136 57 Water Squeezer 3

TOTAL

1. .

Signature of the Authorized Person Date……………………………… Full Name………………………..

Place……………………………… Company Seal……………………


Page

78

Financial Bid: Part-H Financial Bid for Cleaning Material Charges

SR.NO. ITEM/ PRODUCT/DESCRIPTION UNIT

CHARGES Rs.

MINIMUM CONSUMPTION

(Per Month) TOTAL

CLEANING MATERIALS / AGENT (B) 1 Toilet floor cleaner 2 All purpose cleaner liquid 3 Glass cleaner 4 Aqua based Room Freshner 5 WC cleaner 6 Hard floor cleaner 7 Steel polish 8 Wood polish 9 Dish washing liquid

Total

Note: Monthly billing will be as per actual consumption or minimum guaranteed whichever is higher.

Signature of the Authorized Person Date……………………………… Full Name………………………..

Place……………………………… Company Seal……………………


Page

79

Abstract of Financial Bid (Summary Sheet)

Sl. Description Total No.

1. Financial Bid for Manpower, House-keeping etc. (Part - A)

2. Financial Bid for Catering (Part -B)

3. Financial Bid for toiletries and Other room items (Part - C)

4. Financial Bid for Laundry (Part-D)

5. Financial Bid for Uniform Charges (Part-E)

6. Financial Bid for CCGT & Buffet ware hiring charges (Part-F)

7. Financial Bid for Cleaning Equipment charges (Part-G)

8. Financial Bid for Cleaning material charges (Part-H)

. Overall Total

Note: Quoted price are exclusive of GST. GST as applicable shall be paid extra.


Date:……………………………….. Place……………………………….

Full Name……………………….. Company Seal……………………

INDIAN INSTITUE OF TECHNOLOGY BOMBAY

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