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RFP Reference no: - NHB/(ND)/ HR&Admin./Tender 2017-18/01 Dated: 13.07.2017

REQUEST FOR PROPOSAL (RFP)

INSTALLATION OF TEA/COFFEE VENDING MACHINES AND SUPPLY OF CONSUMABLES

MODE OF TENDERING: TWO-BID SYSTEM

Cover-I: Containing Technical Bid & proof of Earnest Money Deposit (This

envelope should be duly superscribed as “Technical Bid”) Cover II: Containing Financial Bid (This envelope should be duly

superscribed as “Commercial Bid”) The tender has to be submitted in one sealed cover which should be duly superscribed on the top of cover “RFP No. NHB/(ND)/ HR&Admin./Tender 2017-18/01” for “INSTALLATION OF TEA/COFFEE VENDING MACHINES AND SUPPLY OF CONSUMABLES” and addressed to “The Deputy General Manager, Administration Department, National Housing Bank, Core 5A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi – 110 003”. The time schedule and other details of tendering are specified below:

S. No.

Particulars Details

1. Start date for collection of Bid Documents 15.07.2017

2. Pre-Bid Meeting 18.07.2017 at 10:30 am 3. Last date and time for

submission of Bid Documents 03.08.2017 till 05:30 pm

4. Date and Time of Technical Bid Opening 04.08.2017 at 11:30 am

5. Date and Time of Commercial Bid Opening

Will be intimated later to firms which qualify in Technical Bid round

6. Earnest Money Deposit Amount Rs. 25,000/- (Rs. Twenty Five Thousand) through ECS/NEFT

7. Place of opening of Bids National Housing Bank Administration Department Core 5-A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi – 110003.

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Table of Contents

Part Content Page No. I. Notice Inviting Tenders 3-4 II. General Instructions to Bidders 5-17

III Special Terms & Conditions 18-19

IV Annexures 20

Annexure I : Bidder Information 21-22

Annexure II: Compliance Statement Declaration 23

Annexure III: List of Deviations, if any 24

Annexure IV: The Covering Letter for Technical Bid 25

Annexure V: The Covering Letter for Commercial Bid 26

Annexure VI: Commercial Bid 27-32

Annexure VII: ECS Mandate 33

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Part I NHB/(ND)/ HR&Admin./Tender 2017-18-18/01 Dated: 13.07.2017

Notice Inviting Tender

National Housing Bank (NHB), a statutory organisation is wholly owned subsidiary of the Reserve Bank of India. NHB is an Apex Financial Institution formed under the Act of the Parliament with a mandate for Promotion, Development and Regulation of the Housing Finance Sector. Apart from regulating the housing finance companies (HFC), NHB also extends financial support by way of equity participation in HFCs and refinance facility to financial institutions such as Banks, HFCs, Co-operative Sector Institutions, Housing Agencies, etc. benefiting the masses both in urban and rural areas. Sealed tenders are invited from eligible Bidders for supply of Tea/Coffee vending machines with consumables like tea, coffee, soup, sugars, tea bags, stirrers, etc. at NHB HO, located at Core 5A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi-110003.

Minimum Eligibility Criteria

a) The firm should be Delhi based Authorized Distributor/Supplier/Franchise of Coffee Day Global Ltd. (Café Coffee Day), Coca Cola Company (Georgia) and Barista (Lavazza).

b) The Bidder should be having minimum last three years’ experience in the business of installation of tea / coffee vending machines and supply of consumables to and having its office shop / establishment in New Delhi.

c) The firm / agency must have minimum turnover of Rs. 15 lakhs in each of the last three financial years viz. 2016-17, 2015-16 & 2014-15.

d) Bidder should have valid GST Registration Certificate having valid GSTIN; FSSAI

Registration Number; Permanent Account Number (PAN) etc.

The Bidder should provide necessary documents as proof in respect of all above.

e) The vendor should have at least three technicians to attend vending machine rectification technical complaint calls and get it repaired on urgent basis within 3 hours of lodging complaint and to supply standby machine, if required.

f) The Agency should not have been blacklisted by any Govt. / Public Sector Undertakings/PSUs/Banks/Financial Institutions in India for providing such services.

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g) An EMD of Rs. 25,000/- shall be deposited through Electronic Clearance System

(ECS)/National Electronic Fund Transfer(NEFT) mode in the Bank Account of the National Housing Bank. Our Bank account details for ECS/NEFT are as under:

Bank Name State Bank of India Bank Branch Name Pragativihar, Core-6, Ground Floor,

Scope Complex, Lodhi Road, New Delhi – 110 003

Bank Account Holder Name

National Housing Bank

Bank Account Number

52142903844

IFS Code of Bank Branch

SBIN0020511

MICR No. 110004005

The proof of the payment should be enclosed and put in the envelope containing the Technical Bid; in the absence of which the Bid may not be considered for further evaluation

h) The tender should be submitted under sealed Two-Bid system. Cover-I should

contain Technical Bid & Proof of Earnest Money Deposit and Cover-II should contain Commercial Bid. Both the covers should be kept in one big sealed Cover duly superscribed as “INSTALLATION OF TEA/COFFEE VENDING MACHINES AND SUPPLY OF CONSUMABLES”. The sealed tenders shall reach to Deputy General Manager, Administration Department, National Housing Bank, Core 5A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi – 110 003 by 5:30 pm on 3rd August, 2017.

Deputy General Manager

Administration Department

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Part II

GENERAL INSTRUCTIONS TO BIDDERS

1. Duration of contract Contract shall be valid for a period of 1 year from the date of commencement of the contract and is extendable at the discretion of the Bank for a further period of two years at the same rate, terms & conditions of the original contract subject to the prevailing market price and satisfactory performance of the Vendor during the contract period. The performance review of the service provider will be made on half yearly basis.

2. Price Basis

The prices shall be inclusive of Packing, Forwarding, Freight and Delivery Charges up to NHB HO, New Delhi. All govt. taxes, duties, levies etc. shall be quoted separately. In case, this information is not indicated in the quotation, it would be presumed that the rates quoted are inclusive of all type of taxes/duties. The quoted all inclusive prices for the three years shall remain frozen for the period of contract. No price escalation on any ground whatsoever will be entertained during the tenure of the contract.

3. Place of service

The catering service shall be rendered at the 3rd, 4th & 5th floor of NHB HO, New Delhi or at any other place as approved by the Bank within Bank’s premises.

4. Tea/Coffee Timings & deployment of personnel

Officers would generally be served Tea/Coffee at their seat during the office hours or as decided by the Bank. The services are to be from 10 am up to 08 pm or as prescribed by the Bank from time to time. Agency will deploy minimum 06 service boys (Two service boy for each floor 3rd, 4th & 5th) for making and serving of tea/Coffee prepared separately on each floor of the Bank.

5. Pantry Staff

i. The qualified bidder shall deploy 06 service boys for serving food/beverages (two

service boy for each floor 3rd, 4th & 5th) to the desk of the employees. The qualified bidder also need to supply an additional labour (unskilled) to NHB at short notice as and when required in addition to the minimum requirement of 6 pantry boys. It is the responsibility of the qualified bidder to maintain a minimum strength of 6 employees on all working days to perform the assigned duties. Any reduction in the minimum strength of employees may lead to invocation of penalty of Rs. 1,000 (Rs. One thousand

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only) per day per absentee employee.

ii. The persons deployed by the contractor for the services mentioned above shall be the employees of the contractor for all intents and purposes and that the persons so deployed shall remain under the control and supervision of the contractor and in no case, shall a relationship of employer and employee between the said persons and the Bank shall accrue/arise implicitly or explicitly. It will be the responsibility of the Contractor to ensure that no liability on this count should devolve on Bank in respect of workers deployed by him.

iii. NHB will pay directly to the selected vendor monthly labour charges for 6 pantry boys

employed by him and administrative/wage processing charges applicable as per the quote/commercial bid received by the selected vendor in specified format given in Annexure VI. In case of revision in the minimum wages in respect of 6 staff deployed and the additional manpower(if any), the Bank will bear the extra burden in the following manner-

Revised amount payable = Pre-revised contracted rate for number of staff deployed+ (increase in minimum wage*Number of staff deployed).

iv. The contractor shall be liable for the payment of wages and all other dues which the labours are entitled to receive under the provisions of Minimum Wages Act and other relevant statutory enactments.

v. The contractor shall comply with or cause to be complied with the Notifications issued by the Delhi State Government from time to time with respect to payment of wages, wage period deductions from wages, recovery of wages not paid and deductions unauthorisedly made, maintenance of wages book, wage slip, publications of scale of wages and terms of employment, inspection and submission of periodical returns to the authorities concerned. The contractor should pay the minimum wages stipulated by the Delhi State Government from time to time and submit monthly compliance certificate (with details of wages paid) on payment of minimum wages for the persons deployed in our premises.

vi. The contractor shall make the payment of wages etc., through ECS/NEFT mode to the persons so deployed and shall on demand furnish copies of wage register/ muster roll etc., to the Bank for having paid all the dues to the persons deployed by him for the work under the agreement. This obligation is imposed on the Contractor to ensure that he is fulfilling his commitments towards his employees so deployed as per the provisions of Contract Labour (Regulation & Abolition) Act, 1970. The Contractor must comply with the provisions of Contract Labour (Regulation & Abolition) Act 1970 at his own cost and the rules made there under by the Govt. from time to time.

vii. The Contractor shall comply with the statutory provisions of Contract Labour

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(Regulation & Abolition) Act, 1970; Employees state Insurance Act; Workman’s Compensation Act, 1923; Payment of Wages Act, 1936; The Employees Provident Fund(and Miscellaneous Provisions) Act, 1952; Payment of Bonus Act 1965; The Minimum Wages Act, 1948; Employees Liability Act, 1938; Employment of Children Act 1938; Maternity Benefit Act and/or any other rules/regulations and/or statutes that may be applicable to them. The contractor shall be solely responsible for any violation of provision of the above mentioned legislative enactments or any other statutory provisions and shall further keep the Bank indemnified from all acts of omission, fault, breaches and / or any claim, demand, loss, injury and expense arising out from the non-compliance of the aforesaid statutory provisions. Contractor’s failure to fulfil any of the obligations hereunder and / or under the said Acts, rules/ regulations/ or any bye-laws or rules framed under or any of these, the Bank shall be entitled to recover any of such loses or expenses, which it may have to suffer or incur on account of such claims, demand, loss or injury, from the contractors monthly payment/Performance Bank Guarantee.

viii. In the event of the contractor committing a default or breach of any of the provisions of the Labour Laws including the provisions of Contract Labour (Regulation and Abolition) Act, 1970 as amended from time to time or in furnishing any information, or submitting or filing any statement under the provisions of the said regulations and rules which is materially incorrect, he shall without prejudice to any other liability, pay to the Bank, a sum as may be claimed by Bank.

ix. The contractor shall take all reasonable precautions to prevent any unlawful riot or disorderly conduct or acts of his employees so deployed and ensure preservation of peace and protection of persons and property of the Bank.

x. The contractor shall remove all workers deployed by him on termination of the contract or on expiry of the contract from the premises of the Bank and ensure that no such persons shall create any disruption /hindrance / problem of any nature in the Bank either explicitly or implicitly.

xi. The Performance Bank Guarantee (PBG) deposited by the contractor shall be liable to be forfeited or appropriated in the event of unsatisfactory performance of the Contractor and / or loss/ damage if any sustained by the Bank on account of failure or negligence of the workers deployed by him or in the event of breach of the agreement by the Contractor.

xii. The qualified bidder shall provide uniform(preferably white in colour), aprons, head

wraps, hand glouse etc. to all 6 workers deployed. Contractor shall ensure that during the working hours, all 6 employees to wear these items. In case if Bank found that any of the employees not wearing uniform/aprons/head wraps/hand glouse during the preparation and serving of food/beverages, Bank may impose a penalty of Rs. 250 (Rs. Two hundred and fifty only) per day per employee. The penalty amount would be

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deducted from the monthly payable amount to the contractor.

xiii. The contractor shall keep the Bank indemnified against all claims whatsoever in respect of the employees deployed by the contractor. In case any employee of the contractor so deployed enters into dispute of any nature whatsoever, it will be the primary responsibility of the contractor to contest the same. In case Bank is made party and is supposed to contest the case, the Bank will be reimbursed for the actual expenses incurred towards Counsel Fee and other expenses, which shall be paid in advance by the contractor to the Bank on demand. Further the contractor shall ensure that no financial or any other liability comes on the Bank in this respect of any nature whatsoever and shall keep Bank indemnified in this respect.

xiv. The contractor shall ensure that the persons deployed do not allow any property of the Bank to be taken out of the premises without the knowledge or an authorisation given by the designated officer of the Bank. Any loss incurred on account of such events shall be borne by the contractor.

6. Payment Terms

The Agency/firm is required to submit its bill by 5th of every month. The monthly payment after deductions, if any, will be released by the Bank within 15 days of submission of bill. Any delay in submission of bill beyond 5th of each month may result in reduction of Rs. 250 (Rs. Two hundred and fifty only) for each delayed working day from the bill amount.

7. Performance Bank Guarantee (PBG)

The Vendor is required to deposit Performance Bank Guarantee for Rs. 1,00,000/- (Rs. One Lakh only) within 10 days from the date of commencement of the contract. The Performance Guarantee is to be submitted in the form of a Bank Guarantee issued by the Scheduled Commercial Bank having its branch in Delhi. The Guarantee shall be valid for a period of 36 months or 3 years from the date of commencement of the contract.

8. Termination of Contract for Default

Bank may, without prejudice to any other remedy for breach of contract, by written notice of default, sent to the Contractor, terminate this contract in whole or in part.

i. if the Vendor fails to deliver any or all the goods within the time period (s)

specified in the RFP/contract, or any extension thereof granted by NHB.

ii. if the Vendor fails to perform any other obligation(s) under the RFP/contract; and

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iii. if the Vendor, in either of the above circumstances, does not remedy his

failure within a period of 15 days (or such longer period as the Bank may authorize in writing) after receipt of the default notice from NHB.

iv. On a notice period of 30 days.

In the event NHB terminates the contract in whole or in part pursuant to above para Bank may procure, upon such terms and in such manner as it deems appropriate, goods similar to those undelivered and the Contractor shall be liable to NHB for any excess cost for such similar goods. However, the Vendor shall continue the performance of the contract to the extent not terminated. In case if the contractor wish to terminate this contract, then he/she may do so by giving a written notice of three months stating his/her reason(s) in specific terms to NHB .

9. Pre-Bid Meeting

For the purpose of clarification of doubts of the Bidders on issues related to this RFP, NHB intends to hold a Pre-Bid meeting on 18.07.2017 at 10:30 am. The queries of all the Bidders, in writing, should reach by e-mail or by post on or before 18.07.2017. Clarifications on queries will be given in the Pre-Bid meeting. Only the authorized representatives of the Bidders, will be allowed to attend the Pre-Bid meeting.

10. Validity Period of Bid

Prices and other terms offered by Bidders must be valid for an acceptance period of six months from the date of submission of commercial Bid. In exceptional circumstances NHB may solicit the Bidders consent to an extension of the period of validity. The request and response thereto shall be made in writing. The Bid security provided shall also be extended.

11. Submission of Bid

Sealed offer shall be submitted in two separate envelopes.

Envelope 1 superscribed as Technical Bid shall contain the following:

i. Bidder’s information in the format as prescribed in Annexure I; ii. Compliance Statement Declaration in the format as prescribed in Annexure II;

iii. List of Deviations, if any, in the format as prescribed in Annexure III; iv. The Covering Letter for Technical Bid in the format as prescribed in Annexure IV. v. ECS Mandate in the format as prescribed in Annexure VII

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Envelope 2 superscribed as Commercial Bid shall contain the following

i. The Covering Letter for Commercial Bid in the format as prescribed in Annexure V;

ii. Commercial Bid in the format in Annexure VI;

Note: Bids without EMD amount will be rejected.

12. Sealing and Marking of Bids

i. The envelop shall be addressed to NHB at the address given below: The Deputy General Manager National Housing Bank Administration Department Core 5A, 4th Floor, India Habitat Centre Lodhi Road, New Delhi – 110003.

ii. All envelopes should indicate on the cover the name and address of Bidder along with contact number.

iii. The Bidder shall seal the envelopes containing Technical and Commercial

proposals separately. iv. The envelope should be non-window and separately superscribed as “Technical

Bid “and “Commercial Bid“.

v. If the envelop is not sealed and marked, NHB will assume no responsibility for the Bid's misplacement or its premature opening.

vi. Bids not sealed properly shall not considered and will stand rejected without

recourse.

13. Deadline for submission of Bids

i. The Bids must be received by NHB at the address specified, not later than 5:30 pm on 3rd August, 2017, the last date of Bid submission as indicated above.

ii. In the event of the specified date for the submission of Bids, being declared a

holiday for NHB, the Bids will be received up to the appointed time on the next working day.

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iii. NHB may, at its discretion, extend the deadline for submission of Bids by amending the Bid Documents, in which case, all rights and obligations of NHB and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

14. Late Bids

Any Bid received by NHB after the deadline for submission of Bids prescribed by NHB will be rejected and returned unopened to the Bidder.

15. Modification and/or Withdrawal of Bids:

i. The Bidder may modify or withdraw its Bid after the Bid’s submission, provided

that written notice of the modification including substitution or withdrawal of the Bids is received by NHB, prior to the deadline prescribed for submission of Bids.

ii. The Bidder modification or withdrawal notice shall be prepared, sealed, marked

and dispatched. A withdrawal notice may also be sent by email, but followed by a signed confirmation copy, postmarked no later than the deadline for submission of Bids.

iii. No Bid may be modified after the deadline for submission of Bids.

iv. No Bid may be withdrawn in the interval between the deadline for submission of

Bids and the expiration of the period of Bid validity specified by the Bidder on the Bid form. Except for the reason stated in 27(v), the withdrawal of a Bid during this interval may result in the Bidders’ forfeiture of its EMD.

v. NHB has the right to reject any or all tenders received without assigning any

reason whatsoever. NHB shall not be responsible for non-receipt / no delivery of the Bid documents due to any reason whatsoever.

16. Opening of Bids by NHB

On the scheduled date and time, Bids will be opened by NHB Committee in presence of Bidder representatives who will attend the meeting on the specified date.

17. Place of Opening of Bids:

National Housing Bank Administration Department Core 5A, 4th Floor, India Habitat Centre Lodhi Road, New Delhi – 110003.

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18. Clarification of Bids

During evaluation of Bids, NHB, at its discretion, may ask the Bidder for clarification of its Bid. The request for clarification and the response shall be in writing (e-Mail), and no change in the substance of the Bid shall be sought, offered or permitted.

19. Preliminary Examinations

i. NHB will examine the Bids to determine whether they are complete, the documents

have been properly signed; supporting papers/documents attached and the Bids are generally in order.

ii. NHB may, at its sole discretion, waive any minor infirmity, nonconformity or irregularity in a Bid which does not constitute a material deviation, provided such a waiver does not prejudice or affect the relative ranking of any Bidder.

iii. The decision of NHB is final towards evaluation of the Bid documents.

20. Proposal Ownership

The proposal and all supporting documentation submitted by the Bidder shall become the property of NHB unless NHB agrees to the Bidder’s specific request/s, in writing that the proposal and documentation be returned or destroyed.

21. Other instructions to the Bidders

i. The Bidder shall not outsource the work assigned by NHB, to any third party except

with NHB’s prior written consent and attend all complaints registered by NHB through its own service/support infrastructure only.

ii. The Bidder is expected to examine all instructions, forms, terms and specifications

mentioned in the RFP document. Failure to furnish all information required by the RFP document may result in the rejection of its Bid and will be at the Bidder's own risk

iii. All costs and expenses incurred by the Bidders in any way associated with the

development, preparation, and submission of responses, including but not limited to; the attendance at meetings, discussions, demonstrations, etc. and providing any additional information required by NHB, will be borne entirely and exclusively by the Bidder

iv. No binding legal relationship will exist between any of the Bidders and NHB until

execution of a contractual agreement.

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v. A Bidder will, by responding to NHB for RFP, be deemed to have accepted the terms

of this RFP.

vi. Bidders are required to direct all communications related to this tender, through the nominated Point of Contact persons, mentioned below: Shri. Sourav Seal Deputy General Manager National Housing Bank Core 5A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi-110003. Phone No.(D)-011-39187104

Shri. Ravi Kumar Singh Regional Manager National Housing Bank Core 5A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi-110003. Phone No.(D)- 011- 39187125

vii. NHB may, in its absolute discretion, seek additional information or material from

any Bidders after the RFP closes and all such information and material provided must be taken to form part of that Bidder’s response.

viii. Bidders should provide details of their contact person, telephone, fax, email and full

address(s) to ensure that replies to RFP could be conveyed promptly.

ix. If NHB, in its absolute discretion, deems that the originator of the question will gain an advantage by a response to a question, then NHB reserves the right to communicate such response to all Bidders.

x. Queries / Clarification if any, may be taken up with the contact persons detailed

above before the deadline for submission of Bids between 10:30 am to 05:30 pm on Monday to Friday.

xi. NHB may, in its absolute discretion, engage in discussion or negotiation with any

Bidder (or simultaneously with more than one Bidder) after the tender/RFP closes to improve or clarify any response.

xii. Bidder should not have been blacklisted/debarred from participation in the Bid

process by any of the Govt. Departments/PSUs/Banks/Financial Institutions in India.

xiii. NHB will notify all short-listed Bidders in writing or by mail or by publishing on its

website as soon as practicable about the outcome of their RFP. NHB is not obliged to provide any reasons for any such acceptance or rejection.

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22. Non-Transferability of Tender/RFP

This tender/RFP document is not transferable.

23. Erasures or Alterations

The offers containing erasures or alterations may not be considered. Any interlineations’, erasures or overwriting may be considered at the discretion of NHB only if they are initialed by the person signing the Bids. However, any interlineations’, erasures or overwriting in any form will not be accepted in the Commercial Bid. There should be no hand-written material, corrections or alterations in the offer. Filling up of the information using terms such as “OK”, “accepted”, “noted”, “as given in brochure/manual” is not acceptable. NHB may treat offers not adhering to these guidelines as unacceptable. NHB may, at its discretion, waive any minor non-conformity or any minor irregularity in the offer. This shall be binding on all Bidders and NHB reserves the right for such waivers.

24. Amendment to the RFP document

i. At any time prior to the deadline for submission of Bids, NHB, for any reason, may

modify the RFP Document, by amendment. ii. The amendment will be posted on NHB’s website www.nhb.org.in

iii. All Bidders must ensure that all amendments/enhancements (if any) in the RFP have been considered by them before submitting the Bid. NHB will not have any responsibility in case some omission is done by any Bidder.

iv. NHB at its discretion may extend the deadline for the submission of Bids. v. NHB shall not be liable for any communication gap. Further NHB reserve the right

to scrap the tender or drop the tendering process at any stage without assigning any reason.

25. Language of Bid

The Bid prepared by the Bidders, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and NHB and supporting documents and printed literature shall be written in English.

26. Bid Currency

Bids to be quoted in Indian Rupee only.

27. Earnest Money Deposit (EMD)

i. All the responses must be accompanied by a refundable interest free security

deposit of Rs. 25,000/- (Rs. Twenty Five Thousand only), by way of an e-

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payment in favour of National Housing Bank (Account details are given in the page of Notice Inviting Tender).

ii. The proof of the payment should be enclosed and put in the envelope containing

the Technical Bid; in the absence of which the Bid may not be considered for further evaluation. The Bidders are also required to submit ECS Mandate Form as enclosed in Annexure-VII.

iii. Any Bid received without EMD in proper form and manner shall be considered

unresponsive and rejected. iv. Request for exemption from EMD will not be entertained.

v. Save as otherwise provided herein or in the definitive agreement, the EMD

amount of all unsuccessful Bidders would be refunded on completion of the tendering process on or before 30 days post award of work/contract.

vi. Save as otherwise provided herein or in the definitive agreement, the successful Bidder will be refunded the EMD amount after execution of Service Level Agreement (SLA) and submission of PBG for Rs. 1,00,000/- (Rs. One Lakh only) as per terms of the RFP.

28. The EMD security may be forfeited:

i. If a Bidder withdraws its Bids during the period of Bid validity;

ii. If a Bidder makes any statement or encloses any form which turns out to be false/incorrect at any time prior to signing of the contract; and

iii. In case of successful Bidder, if the Bidder fails to Sign the contract.

29. Modification and Withdrawal

Bids once submitted will be treated, as final and no further correspondence will be entertained on this. No Bid will be modified after the deadline for submission of Bids. No Bidder shall be allowed to withdraw the Bid, if Bidder happens to be successful Bidder.

30. Revelation of Prices

The prices in any form or by any reasons should not be disclosed in the Technical or other parts of the Bid except in the Commercial Bid. Failure to do so will make the Bid liable to be rejected.

31. Terms and Conditions of the Bidding firms

The Bidding firms are not required to impose their own terms and conditions to the Bid and

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if submitted will not be considered as forming part of their Bids. The Bidders are advised to clearly specify the deviations as per section Annexure-III, in case terms and conditions of the contract applicable to this invitation of tender are not acceptable to them. The Bidders should also describe clearly in what respect and up to what extent the equipment and services being offered differ/ deviate from the specifications laid down in the specifications and requirements.

32. Local conditions

The Bidder must acquaint himself with the local conditions and factors, which may have any effect on the performance of the contract and / or the cost.

33. Contacting NHB or putting outside influence

Bidders are forbidden to contact NHB employees (other than Point of Contact persons) on any matter relating to this Bid from the time of submission of commercial Bid to the time the contract is awarded. Any effort on the part of the Bidder to influence Bid evaluation process, or contract award decision may result in the rejection of the Bid.

34. Proposal Content

The Bidders’ proposals are central to the evaluation and selection process. Therefore, it is important that the Bidders carefully prepare the proposal. The quality of the Bidder’s proposal will be viewed as an indicator of the Bidder’s capability to provide the service and Bidder’s interest in the contract.

35. Banned or Delisted Bidder

The Bidder has to give a declaration that they have not been banned or delisted by any Government, Quasi Government agencies, PSUs or PSBs and its subsidiaries. If a Bidder has been banned by any Government, Quasi Government agencies, PSUs or PSBs and its subsidiaries, Banks, Financial Institutions this fact must be clearly stated. If this declaration is not given, the Bid will be rejected as non-responsive. This declaration will be submitted along with the Technical Bid.

36. Governing Law & Jurisdiction: This contract shall be governed by and construed and interpreted under the laws of India and the courts at Delhi will have the exclusive jurisdiction to adjudicate the dispute between the parties.

37. Settlement of Disputes

All disputes and/or differences, which may arise out of, in relation to, or in connection

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with this contract, or the breach thereof, shall be settled amicably. If, however, the parties are not able to solve them amicably without undue delay, the same shall be settled by arbitration in accordance with the rules & procedures under the Indian Arbitration & Conciliation Act, 1996 (as amended from time to time). The place of the arbitration shall be at New Delhi. The arbitration tribunal shall consist of sole i.e. 1(one) arbitrator appointed by the Executive Director (in charge of the Administration Department of NHB). The arbitrator shall be appointed within fifteen (15) days from the date of first recommendation for an arbitrator in written form for a Party to the other. The award of arbitrator made in pursuance thereof shall be final and binding on the parties. All costs of the arbitration shall be borne equally by the Parties. Notwithstanding, it is agreed that the Contractor shall continue work for the assignment under this contract during the arbitration proceedings unless otherwise directed in writing by NHB or unless the matter is such that the work cannot possibly be continued until the decision of the arbitrator, as the case may be, is obtained.

38. Interpretation of Terms

i. In this RFP, the term ‘the vendor’/’contractor’/’successful bidder’/’qualified bidder’

will have the same meaning for all purpose and effect. ii. The term ‘The Bank’ and ’NHB’ have the same meaning and ‘the Bank’/’NHB’ has

been used in this document interchangeably.

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PART III

SPECIAL TERMS & CONDITIONS 1. Three new Tea/Coffee vending machines (only fresh milk based) shall be installed on

three floors of the Bank premises.

2. The agency shall ensure proper cleaning and maintenance of the machines for its smooth operation without any interruption. The vendor should have at least three technicians to attend vending machine repairs. In case of technical fault or malfunctioning or break-down of the vending machine, the agency is required to arrange for a standby machine within three hours. Failure to supply stand by machine within the stipulated time will attract penalty of Rs. 3,000/- per day.

3. The firm / agency shall maintain sufficient stock of various items such as tea, coffee

beans, tea bags, fresh milk, sugar, stirrer etc. so as to meet NHB’s requirement. The Agency shall not be permitted to stop supplying any item for any reason.

4. The Agency should ensure the delivery of material / consumables as & when required / ordered by the authorized representative of NHB, non-compliance will attract a penalty of 10% of the order value and payment would not be made.

5. All product to be supplied should be of good quality & as per the approval of Food Safety

and Standard Authority of India (FSSAI) or any other similar agencies and strictly within hygiene form.

6. If any of the consumables / material supplied is not found in good condition /

unhygienic or expiry date or short supply, the same is liable to be rejected and returned. No payment shall be made on the account, so rejected.

7. NHB shall provide a space for installation of vending machines and storage of material

etc. to the Agency at free of cost during the period of contract. NHB shall provide water, electricity, fridge and operational space to the selected vendor for the sole purpose of operating vending machine.

8. Agency on its own cost shall arrange to provide cups, plates, saucers etc. needed for serving/preparing food/beverages at NHB premises.

9. The Agency shall maintain the proper record for supply of material / consumables in

duplicate for every trip / requisition separately. The record slip should be got signed by the authorized officer of NHB with time and date. In no case, duty slip without signature

Page - 19 - of 33

will be accepted in support of the bill for payment unless specifically intimated in advance by NHB.

10. NHB reserves the right to get the meter calibrated or checked at any time at its sole

discretion and in the event of any error / fault in the meter being noticed, the bill would be adjusted, besides any other penal action as decided by NHB, which may even lead to termination of Contract and forfeiture of PBG.

11. No advance payment shall be made under any circumstances.

12. The payment shall be made based upon rates approved by NHB.

13. The Agency/firm is required to submit its bill by 5th of every month. The monthly

payment after deductions, if any, will be released by the Bank within 15 days of submission of bill. Any delay in submission of bill beyond 5th of each month may result in reduction of Rs. 250 (Rs. Two hundred and fifty only) for each delayed working day from the bill amount. Further, the frequency of the bills of the contractor will be once in a month.

14. Officers would generally be served Tea/Coffee at their desk during the office hours or as decided by the Bank. Tea/coffee shall be served twice a day. In the morning, tea/coffee shall be served between 10:00 am and 11:30 am and in the afternoon, the same would be served between 03:00 pm and 04:00 pm. Any complaints received regarding delay in serving of tea/coffee may attract penalty of Rs. 250 (Rs. Two hundred and fifty only) per each such complaint.

15. NHB shall pay the agreed amount to the agency on monthly basis after completion of the month and submission of a labour laws compliance certificate and the performance certificate by the authorized official. In case the work is found unsatisfactory deduction shall be made from the monthly bill & warning shall be issued in writing. In case no further improvement is noticed the work shall terminated and the Agency shall be debarred for undertaking such works in future at NHB.

We agree to all the GENERAL INSTRUCTIONS TO BIDDERS and SPECIAL TERMS & CONDITIONS of this tender document.

Authorized Signatory

(Name & Designation, seal of the company)

Date:

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PART IV

Annexures

Page - 21 - of 33

Annexure - I

Bidder Information Please provide following information about the Firm/Agency (Attach separate sheet if required): -

S. No. Information Particulars / Response 1. Firm/Agency Name 2. Date of Incorporation 3. Type of Company

[Govt./Quasi-government/PSU/Pub. Ltd. / Pvt. Ltd./MSME/partnership/proprietary]

4. Registration No. and date of registration. Registration Certificate to be enclosed

5. Address of Registered Office with contact numbers [phone/fax/email]

6. GSTIN (Documentary proof to be enclosed) 7. PAN No. (Documentary proof to be

enclosed)

8. FSSAI Reg. No. (Documentary proof to be enclosed)

9. Contact Details of Bidder authorized to make commitments to NHB i. Name ii. Designation iii. Phone, Mobile and Fax No. iv. Email ID 10. Authorized Distributor/supplier/franchise

of (specified brand) (Certificate to be enclosed)

11. Bank Account details of the Agency Please fill up the ECS Mandate Form provided at Annexure VII ‘’ and attach cancelled cheque of the Agency.

12. Details of Earnest Money Deposit(EMD) Date Bank Name Amount(Rs.) UTR No.

13. Number of years in Business

Page - 22 - of 33

14. Details of contract executed/presently in hand during last 3 years (Please submit copy of completion certificate from the client) Name of the Client

Description of work executed/in progress

Approx. value of the Contract (in Rs.)

Period Enclose Documentary evidence From To

Yes/No Yes/No Yes/No Yes/No Yes/No

15. Whether your agency /firm has been blacklisted by any Govt./Quasi-government/PSUs/Banks/Financial Institutions during last three years.

Yes/No/Comments (if option is ‘Yes’)

16. Any pending or past litigation (within three years)? If yes please give details Also mention the details of claims and complaints received in the last three years (About the Company / Services provided by the company).

Yes/No/Comments (if option is ‘Yes’) (If option is ‘Yes’ Bidder may Not be considered)

17. Please mention turnover and Net Profit/Loss for last three years and include the copies of Balance Sheet in support of it. (Audited/CA certificate of Balance Sheet and Profit & Loss accounts for last 3 years to be submitted).

Year Turnover Net Profit/Loss(-)

2014-15

2015-16 2016-17

Authorized Signatory

(Name & Designation, seal of the company) Date:

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Annexure – II

COMPLIANCE STATEMENT DECLARATION We hereby undertake and agree to abide by all the terms and conditions stipulated by NHB in this RFP including all addendum, corrigendum etc. (Any deviation may result in disqualification of Bids). Authorized Signatory

(Name & Designation, seal of the company) Date:

Page - 24 - of 33

Annexure - III

LIST OF DEVIATIONS We certify that the services offered by us for tender confirms to the requirement stipulated as per this RFP with the following deviations Bidders are requested to provide details of all deviations, comments and observations or suggestions in the following format with seal and signature. You are also requested to provide a reference of the page number, state the clarification point and the comment/ suggestion/ deviation that you propose as shown below. NHB may at its sole discretion accept or reject all or any of the deviations, however it may be noted that the acceptance or rejection of any deviation by NHB will not entitle the Bidder to submit a revised Bid. List of deviations 1) ___________________________________________________________ 2) ___________________________________________________________ 3) ___________________________________________________________ (If left blank it will be construed that there is no deviation from the specifications given above) (The decision of NHB is final towards evaluation of the Bid documents) Authorized Signatory

(Name & Designation, seal of the company) Date:

Page - 25 - of 33

Annexure – IV

Technical Bid Covering Letter Date: The Deputy General Manager National Housing Bank, Administration Department Core 5-A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi – 110003. Dear Sir, Technical Bid – for Installation of Tea/Coffee Vending Machines and Supply of Consumables We, the undersigned, offer to provide services for the above-mentioned Tender, in accordance with your RFP document “NHB/(ND)/ HR&Admin./Tender 2017-18/01” dated 13.07.2017. We are hereby submitting our Proposal, which includes Bidder Information, Compliance Statement Declaration, List of Deviations, ECS Mandate and proof of EMD deposit. The Bidder Information, Compliance Statement Declaration, List of Deviations, ECS Mandate and proof of EMD deposit are put in one envelope and the Commercial Bid in separate envelope. We understand you are not bound to accept any proposal you receive. Dated at ______ / ______ day of _______ 2017. Yours faithfully, For Signature Name: Address: (Authorised Signatory)

Page - 26 - of 33

Annexure –V

Commercial Bid Covering Letter The Deputy General Manager National Housing Bank, Administration Department Core 5-A, 4th Floor, India Habitat Centre, Lodhi Road, New Delhi – 110003. Dear Sir, Commercial Bid for Installation of Tea/Coffee Vending Machines and Supply of Consumables We, the undersigned, offer to provide services for the above-mentioned contract, in accordance with your Request for Proposal “NHB/(ND)/ HR&Admin./Tender 2017-18/01”dated 13.07.2017 and our Proposal (Technical and Commercial Bids). Our commercial proposal shall be binding upon us, subject to the modifications resulting from contract discussions, up to expiration of the validity period of the Proposal i.e. up to six months from the date of submission of commercial Bid. Yours faithfully, For ………… Signature Name Address (Authorised Signatory) Date:

Page - 27 - of 33

Annexure –VI

Commercial Bid Format

The structure of the Bidder’s commercial response to this RFP must be as per following order. The Commercial Bid Response must be submitted with Commercial Bid covering letter, format of which is given at the Annexure V. Bidders are requested to note the following:

• All the details must be provided as per format. Incomplete formats will result in rejection of the proposal.

• All the pages of commercial Bids must be sealed and signed by authorized signatory. • All the rates must be quoted in INR. • The prices in any form or by any reasons should not be disclosed in the Technical or other

parts of the Bid except in the Commercial Bid. Failure to do so will make the Bid liable to be rejected.

• The commercials quoted in the Commercial Bid are valid for six months from the date of opening of commercial Bids.

Section I

Rate quote for Employee (unskilled) Wage per Month

Monthly Minimum Wage prescribed by the Delhi State Govt. (in Rs.) (in words)

Wage processing fee /Administrative charges etc. (% of rate mentioned in Column (1)). Also convert % into Rs. and write the same in words.

Taxes, if any (in Rs.) (in words)

Total (in Rs.) (in words)

1 2 3 4 In

(%)

In (Rs.) (Rs. in words)

Authorized Signatory

(Name & Designation, seal of the company) Date:

Page - 28 - of 33

Section II Rates for Installation of Tea/Coffee Vending Machines and Supply of consumables – 1st Year

– Weightage (40%)

^Bidder shall certify that the paper cups does not contain wax/any chemical coating and it is safe for consuming hot beverages. A certificate in this regard issued by the FDA, FSSAI etc. shall be produced.

S. No.

Details of products Pack Size / Quantity

Brand Rates for quantity as mentioned in

Column (iii) For 1st Year

(Rupees in Figures & Words)

Taxes, if any

Total

(Rupees in Figures & Words)

(i) (ii) (iii) (iv) (v) (vi) (vii) 1. Coffee Bean 1 Kg

2. Assam Tea / Plain Tea Bags

One Pack of 100 dips

3. Flavored Tea Bags (Cardamom / Ginger)

One Pack of 100 dips

4. Lemon Tea One Pack of 25 dips

5. Green Tea One Pack of 25 dips

6. Stirrers One Pack of 1000

7. Fresh Milk (Mother Diary / Amul etc. or Tetra Pak)

1 Kg

8. Sugar Sachets 1 Kg

9. Paper cups^(150 ml) One Pack of 5000 cups

10. Maintenance charges, if any (per machine) per month)

11. Discount on total billing (in %), if any

Total Value of all consumables for 1st year of the Contract

Page - 29 - of 33

Section II

Rates for Installation of Tea/Coffee Vending Machines and Supply of consumables – 2nd

Year – Weightage (30%)

S. No.

Details of products

Pack Size / Quantity

Brand Rates for quantity as mentioned in

Column (iii) For 2nd Year (Rupees in

Figures & Words)

Taxes, if any

Total

(Rupees in Figures & Words)

(i) (ii) (iii) (iv) (v) (vi) (vii) 1. Coffee Bean 1 Kg

2. Assam Tea / Plain Tea Bags

One Pack of 100 dips

3. Flavored Tea Bags (Cardamom / Ginger)

One Pack of 100 dips

4. Lemon Tea One Pack of 25 dips

5. Green Tea One Pack of 25 dips

6. Stirrers One Pack of 1000

7. Fresh Milk (Mother Diary / Amul etc. or Tetra Pak)

1 Kg

8. Sugar Sachets 1 Kg

9. Paper cups^(150 ml)

One Pack of 5000 cups

10. Maintenance charges, if any (per machine) per month)

11. Discount on total billing (in %), if any

Total Value of all consumables for 2nd year of the Contract

^Bidder shall certify that the paper cups does not contain wax/any chemical coating and it is safe for consuming hot beverages. A certificate in this regard issued by the FDA, FSSAI etc. shall be produced.

Page - 30 - of 33

Section II

Rates for Installation of Tea/Coffee Vending Machines and Supply of consumables – 3rd Year – Weightage (30%)

^Bidder shall certify that the paper cups does not contain wax/any chemical coating and it is safe for consuming hot beverages. A certificate in this regard issued by the FDA, FSSAI etc. shall be produced.

S. No.

Details of products

Pack Size / Quantity

Brand Rates for quantity as mentioned in

Column (iii) For 3rd Year (Rupees in

Figures & Words)

Taxes, if any

Total

(Rupees in Figures & Words)

(i) (ii) (iii) (iv) (v) (vi) (vii) 1. Coffee Bean 1 Kg

2. Assam Tea / Plain Tea Bags

One Pack of 100 dips

3. Flavored Tea Bags (Cardamom / Ginger)

One Pack of 100 dips

4. Lemon Tea One Pack of 25 dips

5. Green Tea One Pack of 25 dips

6. Stirrers One Pack of 1000

7. Fresh Milk (Mother Diary / Amul etc. or Tetra Pak)

1 Kg

8. Sugar Sachets 1 Kg

9. Paper cups^(150 ml)

One Pack of 5000 cups

10. Maintenance charges, if any (per machine) per month)

11. Discount on total billing (in %), if any

Total Value of all consumables for 3rd year of the Contract

Page - 31 - of 33

Commercial Evaluation Procedure L1 Value will be arrived on the basis of = (Total Value of all consumables for 1st year of the Contract * 0.4) + (Total Value of all consumables for 2nd year of the Contract * 0.3) + (Total Value of all consumables for 3rd year of the Contract * 0.3) The Lowest L1 Value quoted among all the Bids received will be declared as selected for the proposed contract. Authorized Signatory

(Name & Designation, seal of the company) Date:

Page - 32 - of 33

Section III

For supply of Packaged Drinking Water and Ready-to-eat items

S. No.

Details of products Pack Size / Quantity

Brand

1 Packaged Drinking Water

250 ml or 500 ml Bisleri etc.

2 Biscuits 100 grams Parle / Sunfeast / Britannia Good Day etc.

3 Cookies 100 grams Fresh bakery product of good quality 4 Canned Juices 200 ml Tropicana/Real etc. 5 Navratan 150 grams Haldiram/Bikaneri etc. 6 Moongdal 150 grams Haldiram/Bikaneri etc. 7 Peanuts 150 grams Haldiram/Bikaneri etc. 8 Dry fruits (cashew

nut/almond) 150 grams Coco

9 Buttermilk 200 ml Amul/Mother Diary 10 Chips 150 grams Lays

We agreed to supply all the above listed items or any other items as demanded from time to time by the Bank at Maximum Retail Price (MRP) of these products. Authorized Signatory

(Name & Designation, seal of the company) Date:

Page - 33 - of 33

Annexure – VII

[To be submitted along with Technical Bid]

ECS MANDATE FORM FOR PROVIDING DETAILS OF BANK ACCOUNT FOR CREDIT OF PAYMENT FROM NATIONAL HOUSING BANK (Please fill in the information in CAPITAL LETTERS) 1. Name of the Bidder _________________________________________________ 2. Address of the Bidder _________________________________________________ City: ____________________ Pin Code: ______________ E-mail id: _________________________________________________ Phone /Mobile No. _________________________________________________ Permanent Account Number (PAN) ___________________________________________ Service Tax Registration No. _______________________________________________ TIN No. _________________________________________________

3. Particulars of Bank Account A. Name of Account same as in the Bank: ___________________________________________ B. Name of the Bank: ___________________________________________ C. Name of the Branch: _______________________________________________ D. Address of the Branch with Tel No. ______________________________________ _________________________________________________ E. Account No. (appearing in Cheque book): _________________________________________ F. Account Type (SB, Current, etc.): _________________________________________________ G. MICR No. _________________________________________________ H. IFSC Code of the bank branch: ________________ I/We hereby authorize National Housing Bank to credit payment(s) to my/our above bank account by ECS. # (#ECS will accepted on centers where the facility is available). I/We hereby declare that the particular given above are correct and complete. If the transaction is delayed or not effected at all by ECS for reasons of incomplete or incorrect information, I/we would not hold National Housing Bank responsible. I also undertake to advise any change in the particulars of my account to facilitate updation of records for purpose of credit of amount through RTGS/NEFT. I also agree that without prejudice to the generality of the foregoing, in the event National Housing Bank is not able to carry out the ECS instructions given by me, National Housing Bank may make such arrangements for payment as deemed appropriate by it, for effecting the transaction. Place: Date: Authorized Signatory/ies Certified that the particulars furnished above are correct as per our records. Bank’s Stamp:

Date: Signature of the Authorized Official of the Bank