INDIAN MARITIME UNIVERSITY tender single tender.pdf · THE DIRECTOR, INDIAN MARITIME UNIVERSITY,...
Transcript of INDIAN MARITIME UNIVERSITY tender single tender.pdf · THE DIRECTOR, INDIAN MARITIME UNIVERSITY,...
INDIAN MARITIME UNIVERSITY (A Central University)
Ministry of Shipping, Govt. Of India EAST COAST ROAD, UTHANDI
CHENNAI CAMPUS – 600 119
TENDER FOR
“PROVIDING GARDEN MAINTENANCE CONTRACT AT IMU CHENNAI CAMPUS”
TENDER NO / IMU/ T- 03 / 2013 / EC
Cost of Tender Form : Rs.500/set
Last Date for Submission : 15.00hrs on 21.03.2013
Date & Time of Opening : 15.30hrs on 21.03.2013
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INDIAN MARITIME UNIVERSITY
(A Central University)
Ministry of Shipping, Govt. of India
EAST COAST ROAD,UTHANDI,
CHENNAI CAMPUS – 600119.
Sealed tenders are invited under Single cover system from the Contractors who satisfy
the eligibility conditions for the following works:
S.
No.
Name of work & Tender
No. EMD
Sale period and
submission
(working days)
Cost of Tender
document
1 Tender for “Providing
Garden Maintenance
contract” at IMU Chennai
campus
IMU/T-3/2013/EC
Rs.20,000 4.03.2013 to
21.03.2013
and
21.03.2013 at
15.00hrs
Rs.500/-
Individual Tender documents can be obtained from the Executive Engineer (M) on
payment by Pay Order / Demand Draft towards cost for each work drawn in favour of
“Indian Maritime University” payable at Chennai.
For further details, visit our web site www.imu.tn.nic.in DIRECTOR
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INDIAN MARITIME UNIVERSITY
(A central University) Ministry of Shipping, Govt. of India
East coast Road, Uthandi, Chennai-600119
TENDER NO.IMU/T-3 /2013/EC
TENDER FOR “GARDEN MAINTENANCES” AT IMU CHENNAI CAMPUS
INDEX
S.No.
Description
Page Nos.
1.
General Rules and Directions for the Guidance of the Tenderers
3 - 6
2.
Instructions to Tenderers 7 - 11
3 Brief Particulars of Forms (Form „A‟ to Form „F‟)
12 – 18
4
Additional Conditions I
19 – 20
5
Additional Conditions II
21 – 24
6
Price Bid 25 -27
7
Form of tender 28 -29
8 Form of Power of Attorney
30
9
Form of Performance Guarantee 31 - 33
10 Form of Agreement
34 - 35
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INDIAN MARITIME UNIVERSITY (A central University)
Ministry of Shipping, Govt. of India East coast Road, Uthandi, Chennai-600119
TENDER NO.IMU/T-3/2013/EC
TENDER FOR “GARDEN MAINTENANCES” AT IMU CHENNAI CAMPUS
General Rules and Directions for the Guidance of the Tenderers
1.1 SCOPE OF TENDER
1. Administrative Block of IMU Chennai Campus, Guest House, Hostels and
all other areas of Laboratory, Marine Workshop etc., Hostel Buildings,
Residential quarters, Directors and Deputy Directors Bungalow Gardens
should be maintaining regularly. Gardening work is for the entire campus
of IMU, Chennai Campus consisting of Lawn maintenance and Rank
vegetation cleaning work etc. Scientific application of fertilizer, manure
and pesticide shall be carried out under the direction of a horticulture
expert. Any re-arrangement IMU is inviting tenders for “Garden
Maintenance” at IMU Chennai Campus to maintain the Garden provided in
front, inside and all around the Academic Building, or new planting of re-
laying of lawn to be carried out as per-direction of IMU Administration,
cost for design charges, consultancy, additional labour cost for relaying
and cost for relaying and cost of planting materials shall be borne by IMU,
Chennai Campus. Aesthetic appeal and health of the garden is entirely the
responsibility of the contractor. New work can be carried on instruction by
IMU, Chennai Campus.
GENERAL CONDITION
(i) Adequate safety measures should be evolved and implemented
(ii) The measurements and bill should be prepared by contractor and
submitted to the department by the contractor as per the detailed
procedure given in the Tender documents.
(iii) All the materials, equipments for maintaining, etc. required for the
work have to be arranged by the contractor.
(iv) Adequate safety measures should be evolved and implemented
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(v) The measurements and bill should be prepared by contractor and
submitted to the department by the contractor as per the detailed
procedure given in the Tender documents.
(vi) All the materials, equipments for maintaining, etc. required for the
work have to be arranged by the contractor.
The tenderer should furnish the complete details called for. In-adequate and
incomplete details not as per the documents are liable to be rejected. At the
same time unwanted and unconnected details need not be furnished.
Sealed Tenders are invited in single cover Format from the authorized contractors for
the above proposal.
1.2 RANK VEGETATION WORK:
1. This work consists of Removal of unwanted bushes, small plants, green and
other unwanted Vegetation from roots. A minimum of 1/4th acre of rank
vegetation should be cleaned by a team of 3 male laborers. The contractor
shall have all the tools and tackles required to carry out the work of rank
vegetation.
2. The removal/cut bushes rank vegetation etc. should be transported and
dumped outside IMU, Chennai Campus. If the contractor fails to remove
the above, IMU Chennai Campus reserves the right to impose fine/deduct
suitable amount from his running bills.
3. Any shortage on engagement of labourer less than the daily labour
schedule indicated in the Part II – 4 will attract penalty at the rate of
Rs.250/- per person per day.
4. Electrically operated Lawn mover of sufficient capacity should be engaged
for maintaining the lawn as and when required. If not IMU on own will hire
the equipment and charges there on will be recovered with penalty of 25%
on actual hire charges and corresponding expenditure hire operator, helper
charges etc.
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1.5 EARNEST MONEY DEPOSIT
The bidder shall have to pay the Earnest Money Deposit of Rs 20,000/- .in the
form of Demand Draft drawn in favour of Indian Maritime University, Chennai
600119 on any Indian Nationalized Bank enforceable and encashable at Chennai
and enclose the same along with the tender documents. Tenders not accompanied
by EMD will be rejected.
a. The EMD will be refunded to all tenderers other than the three lowest
technically suitable tenderers within one month from the date of opening
of bid . The EMD of the two tenderers other than the tenderer whose
offer is accepted will be refunded within a period of one month after finalization
of the award of contract.
b. The EMD of the successful tenderer will be refunded only after the remittance
of security deposit in any manner as aforesaid.
c. The EMD will be forfeited in the following cases:
a). If the tenderer withdraws the tender after opening; and
b). If the successful tenderer fails to submit the Security cum Performance
Guarantee within 15 days from the date of issue of Work order.
1.6 SECURITY DEPOSIT
The successful bidder should pay 5% of the contract value as initial Security
Deposit, balance 5% of Security Deposit will be recovered in the running bills at the
rate of 5% of each bill value.
The Security Deposit amount of 10% of the contract value so deducted will be
refunded after the expiry of the contract along with the final bill.
IMU reserves the right to deduct any amount due for recovery from the contractor
from the Security Deposit amount.
EMD Paid will be adjusted against 2% of initial deposit of the contract value in
which case the contractor has to pay the balance.
1.7 VALIDITY
The tender shall be valid for a period of 30 Days from the last date for submission
of the tender
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1.8 SALE OF DOCUMENT
The Tender Document can be purchased on payment of Rs.500/- (Non refundable)
by DD drawn in favour of Indian Maritime University on any Nationalized Bank
encashable at Chennai, on all working days between 10:00 hrs and 16:00 hrs,
from 4.03.2013 to 21.03.2013 at the IMU Chennai Campus Office East Coast
Road, Uthandi, Chennai 600119. The tender documents are not transferable. The
Tender document can also be downloaded from the IMU website www.imu.tn.nic.in
and to be submitted along with the document fee of Rs.500/- (Non refundable)
through D.D. drawn in favour of Indian Maritime University, Chennai 600119 on
any Indian Nationalized Bank enforceable and encashable at Chennai.
1.9 SUBMISSION
The Tender shall be submitted in price bid format with tender documents, as the
tender box will be placed in Engineering Cell office , so as to reach the Office of
THE DIRECTOR, INDIAN MARITIME UNIVERSITY, EAST COAST ROAD,
UTHANDI, and CHENNAI-600119 up to 1500 hrs on or before 21.03.2013
1.10 OPENING DATE
The Price bid will be opened in the presence of authorized representatives of the
bidding firms at 15:30 hrs on 21.03.2013 in the IMU Chennai Campus Office East
Coast Road, Uthandi, and Chennai 600119.
1.11 CHANGES / UPDATION
Any changes and updating in the tender document will be displayed in the website
as well as notified to those have purchased the document.
1.12. CLARIFICATION / INFORMATION
Any clarification / Information can be obtained from the Executive Engineer (M) at
the IMU Chennai Campus.
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2. INSTRUCTIONS TO TENDERERS
2.1 Sealed tenders are invited by IMU Chennai Campus in Single Cover format
from the Firms
2.2 The tenderer shall quote his rate for each item of work in the Schedule of
Quantities (Part II of Item 4 Price Bid) both in figures and in words and also
fill up the amount column without any omission. The quoted price inclusive
of all taxes and duties. No escalation what so ever is not allowed.
2.3 The Tenderer shall give an undertaking that he will comply with all
conditions in the tender document and sign each page of the price schedule.
2.4 The completed tenders shall be submitted in single sealed envelope
Superscripted “Tender for “Garden Maintenance contract” at IMU Chennai
Campus”
2.8 The sealed outer envelope of Tender-bids shall be addressed to:
THE DIRECTOR,
INDIAN MARITIME UNIVERSITY,
EAST COAST ROAD, UTHANDI,
CHENNAI – 600 119.
2.9 All communications with regard to this tender to be addressed to the above
address only.
2.10 The completed tenders should be submitted before 15.00 hrs on
21.03.2013 at the above address
2.11 The IMU, in exceptional circumstances, and its sole discretion, may
extend the tender due date by issuing a corrigendum.
2.12 The tenders will be opened in the presence of the representatives of the
tenderers who choose to attend the tender opening at 15.30 hrs on
21.03.2013 at the INDIAN MARITIME UNIVERSITY, EAST COAST ROAD,
UTHANDI, CHENNAI-600 119
2.13 The offer will remain valid for a period of 30 days from the date of opening of
tender. If required, the validity shall be extended for further period by
mutual consent.
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2.14 IMU reserves the right to cancel or withdraw the tender any time. IMU also
reserves the right to reject any or all tenders without assigning any reasons.
2.15 IMU will accept the lowest eligible tender.
2.16 IMU will inform the unsuccessful tenderers for refund of EMD.
2.17 Within 15 days from the date of issue of work order, the successful tenderer
shall furnish a Security deposit cum Performance Guarantee in the form of
Bank Guarantee prescribed, for a value of 5 % of the contract price.
2.3 All information called for in the enclosed forms should be furnished against
the respective columns in the forms. If information is furnished in separate
documents, reference to the same should be given against respective
columns. Such separate documents shall be chronologically placed at the
end of the prescribed application. If information is „nil‟ it should also be
mentioned as „nil‟ or „no such case‟. If any particulars / query are not
applicable in case of the applicant, it should be stated as „not applicable‟.
However, the applicants are cautioned that not giving complete information
called for in the application forms required, not giving it in clear terms or
making change in the prescribed forms or deliberately suppressing the
information may result in the applicant being summarily disqualified.
Applications made by Fax and those received late after the prescribed date
and time will not entertain.
2.4 The application should be typewritten / computerized. The applicant
should sign in each page of the application.
2.5 Overwriting should be avoided. Correction, if any, shall be made by neatly
crossing out, initialing, dating and rewriting.
2.6 References, information and certificates from the respective clients certifying
suitability, technical knowhow or capacity of the applicant should be signed
by an officer not below the rank of Executive Engineer/Project Manager or
equivalent.
2.7 The applicant may furnish any additional information which he thinks is
necessary to establish his capabilities to successfully complete the envisaged
work. However the applicants are also advised not to attach
superfluous/additional information beyond the requirements of the Bid. No
information will be entertained after technical bid is submitted, unless it is
called for by the IMU.
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2.8 Documents submitted in connection with the tender will be treated as
confidential and will not be returned.
3.0 DEFINITIONS
3.1 In these documents the following words and expressions have their meaning
hereby assigned to them.
3.2 EMPLOYER means Director, Indian Maritime University, Chennai Campus,
Executive Engineer (M), and Estate Department.
3.3 APPLICANT means individuals, proprietary firms, and firm in partnership,
limited company – private and public, corporation.
4.0 METHOD OF APPLICATION
4.1 If an individual makes the application, it shall be signed by him above his
full type written name and current address.
4.2 If a proprietary firm makes the application, it shall be signed by the
proprietor (with seal) above his full typewritten name and the full name of
his firm with its current address.
4.3 If the application is made by a firm in partnership, it shall be signed (with
seal) by all the partners of the firm above their full typewritten names and
current addresses or alternatively by a partner
4.4 If a limited company or a corporation makes the application, it shall be
signed by a duly authorized person holding power of attorney for signing the
application, in which case a certified copy of the power of attorney shall
accompany the application. Such limited company or corporation may be
required to furnish satisfactory evidence of its existence. The applicant
shall also furnish a copy of the Memorandum of Articles of Association duly
attested by a Public rotary.
5.0 FINAL DECISION MAKING AUTHORITY
The employer reserves the right to accept or reject any application and to
annul the qualification process / tender process and reject all applications
at any time without assigning any reason or incurring any liability to the
applicants.
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6.0 PARTICULARS PROVISIONAL
The particulars of work given are provisional. They are liable to change
and must be considered as advance information only to assist the applicant.
7.0 SITE VISIT
7.1 The applicant is advised to visit the various buildings where the work is
to be carried at his own cost and examine it and its surroundings and
collect all information that he considers necessary for proper assessment
of prospective assignment.
7.1.1 „Similar works‟ under this clause means housing keeping work to
educational buildings, institutional buildings, public buildings, hotels and
factories. In case of works carried out for private bodies in addition to work
orders the TDS certificate issued should be enclosed. In case works carried
out for Government departments and organizations necessary completion
certificate signed by an officer not below the rank of Executive Engineer or
equivalent should be enclosed.
7.2.1.1„Cost of work‟ for this clause shall mean final cost as mentioned in the final
bill carried out under single contract including cost of materials, if any,
supplied by clients. However, the cost of materials issued free of cost shall
not be considered for calculating the cost of work.
7.2.1.2 In respect of works carried out for private persons, firms etc. in addition to
completion certificates the TDS Certificates issued for those works should be
submitted. For deciding the cost of work only the TDS certificates shall be
taken into account. The date of completion of the work should be indicated
in the completion certificate.
7.2.1.3The applicant should have sufficient number of employees for the proper
execution of the contract. The applicant should submit a list of these
employees stating clearly how they would be involved in this work.
7.2.1.4The applicant‟s performance in respect of completed works and ongoing
works should be certified by an officer not below the rank of Executive
Engineer or equivalent and should be obtained and delivered in sealed
covers.
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7.2.1.5IMU reserves the right to restrict the list of pre qualified contractors to any
number deemed to suitable by it.
8.0 FINANCIAL INFORMATION
The applicant should furnish the Annual financial statement for the last 5 years in
Form A.
9.0 EXPERIENCE IN SIMILAR WORKS
9.1 The applicant should furnish the following
(a) List of all works of similar works successfully completed during last 5 years
in Form B.
(b) List of projects under execution or awarded in Form C.
9.2 Particulars of completed works and performance of applicant duly
authenticated / certified by an officer not below the rank of Executive
Engineer or equivalent should be furnished separately for each work
completed or in progress in Form D.
10.0 ORGANISATIONAL INFORMATION
Applicant is required to submit the following information in respect of his
organization in Form E
(a) Name and postal address including telephone and fax nos. etc.
(b) Copies of original documents defining the legal status, place of
registration and principal places of business
(c) Names and titles of Directors and Officers to be concerned with the work,
with designation of individuals authorized to act for the organization.
(d) Information on any litigation / arbitration in which the applicant was
involved during the last five years including any current litigation /
arbitration in process.
(e) Authorization for employer to seek detailed references from clients to
whom works were carried out.
11.0 LETTER OF TRANSMITTAL
The applicant should submit the letter of transmittal attached with the
documents.
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3 - FORMATS
QUALIFICATION INFORMATION
LETTER OF TRANSMITTAL
To
The Executive Engineer(M)
IMU, Chennai Campus
Uthandi
Chennai 600 119.
Sub: Garden Maintenance Contract at IMU – Chennai Campus for the year
2012-2013 at IMU, Chennai Campus
*****
Sir,
Having examined the details given in notice inviting qualification application and
tender and the qualification documents for the above work, I / We here by submit
the qualification application documents for the work duly filled.
1. I / We here by certify that all the statements made and information
supplied in the enclosed forms and accompanying statements are true
and correct.
2. I / We have furnished all information and details necessary for
deciding our eligibility for taking part in the tendering process for the
work. We have no further information to supply.
3. I / We submit the requisite solvency certificate and authorize the
Executive Engineer (M), IMU, Chennai Campus, Chennai 600 119 to
approach the bank concerned to confirm the correctness of the
certificate. I / We also authorize The Executive Engineer (M) to
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approach individuals, firms and corporations to verify our competence
and general reputation.
4. I / We submit the following certificates in support of our suitability,
technical knowhow and capability for having success fully completed
the following works.
S.No.
Name of work Certificate from whom
I am / we are aware that the tender documents will not be opened if I am /
We are not qualified to take part in the tendering process.
Signature(s) & Seal of the Applicant
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FORM „A‟
FINANCIAL INFORMATION
I. Financial Analysis
Details to be furnished duly supported by figures in Balance Sheet/Profit
and Loss Account for the last Five years duly certified by the Chartered
Accountant, as submitted by the applicant to the Income Tax Department
(Copies to be attached).
S.
No.
Details Year ending 31st March
2008 2009 2010 2011 2012
1. Gross annual
turnover in the
similar works
2. Profit (+) / Loss
(-)
II. Financial arrangement for carrying out the proposed work. III. Solvency certificate from Bankers of Applicant IV. Income Tax Returns certified by the Auditors V. Audited Account of the Company from the year ending 31st March of 2007
to 2011. VI. Income Tax PAN Details VII. TNGST No.
Signature of Chartered Accountant with seal
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FORM B
DETAILS OF ALL WORKS OF SIMILAR NATURE COMPLETED DURING THE
LAST FIVE YEARS ENDING BY 31ST MARCH 2011
Sl.
No
.
Name of Work/
Project &
Location
Cost of
works
in lakhs
Date of
Com-
mence-
ment as
per
contract
Actual
date
of
Compl
etion
Name and
Address/
Tel.No. of
Officer to
whom
reference may
be made
Remarks
1 2 4 5 6 7 8
Signature of Applicant(s) with seal
In case of works carried out for private persons/organizations copies TDS
Certificate along with copy of work order / Agreement should be enclosed. Private
works without TDS certificate shall not be considered for valuation.
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FORM C
ADDITIONAL INFORMATION FOR COMPLETED WORKS
1. Name of Work
2. Contract value
3. Location
4. Client‟s name and address
5. Scope of work
6. Details of equipment deployed
7. Details of personal deployed on the work
Signature of Applicant(s) with seal
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FORM D
Performance Report for Works referred to in Form B & C
Name of the Work/Project & Location :
1. Scope of work
2. Agreement No.
3. Estimated cost
4. Tendered cost
5. Value of work done
6. Date of start
7. Date of completion
a. Stipulated date of completion
b. Actual date of completion
8. Amount of compensation levied for delayed completion if any
9. Performance report based on Quality of work, - Very Good / Good / Fair Time Management and Resourcefulness
DATE: Executive Engineer/ Project Manager
Equivalent
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FORM E
STRUCTURE AND ORGANISATION
1. Name and address of the applicant
2. Telephone No./Fax No./E-Mail address
3. Legal Status (attach copies of original
Document defining the legal status)
(a) An Individual
(b) A proprietary firm
(c) A firm in partnership
(d) A Limited Company or Corporation
4. Particulars of registration with various
Government bodies (Attach attested photo-copy)
(a) Registration Number
(b) Organization / Place of registration
5. Names and Titles of Directors and officers with designation
To be concerned with this work with Designation of
Individuals authorized to act for the organization.
6. Any other information considered necessary but not included above
Signature of the applicant(s) with seal
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4 ADDITIONAL CONDITIONS I
1. Every tenderer is expected, before quoting his rates to inspect the site of
the IMU Chennai Campus for which the service is to be rendered. The
requirement of labour and material should be assessed and no claim for
extra payment at a later date on any account shall be entertained.
2. No part of the contract shall be sublet without written permission of the
Executive Engineer (M) nor shall transfer be made to power of attorney
authorizing others to receive the payment on contractors behalf.
3. It further information is required, the Executive Engineer (M) will furnish
such information but it must be clearly understood that tenders must be
received in order, and according to instructions.
4. The Director or the sanctioning authority reserves the right to reject any
tender or all the tenders without assigning reason therefore.
5. The contractor should employ supervisors who have experience in this type
of work.
6. The Contractor shall comply with the provisions of all acts, statutes, rules,
regulations etc. of the Central and State Governments as the case may be
and if necessary get himself duly registered as required by the said acts,
statutes, rules, regulations etc. He shall make necessary payment of wages
as per acts applicable for the work and keep necessary records for
verification by the enforcing agencies and the Engineer in charge.
7. Child Labour is strictly prohibited and if there is any violation, then the
contract will be terminated.
8. All materials required for the work shall be arranged by the contractor.
9. Necessary monthly bills shall be submitted by the contractor after obtaining
for the approval for measurement which shall be recorded by the contractor
in a computerized format.
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10. The Contractor for the work shall be liable to pay applicable tax (including
Taxes works contract to state Govt.) if any that may be levied by the State or
Union Govt. Any request contrary to this will not be accepted.
11. The Executive Engineer (M) may nominate a representative of the user
department for inspection and to ensure that this work is carried out
satisfactory.
Minimum wages Act:
The contractor shall be responsible for payment of minimum wages, EPF, ESI,
Bonus, workman compensation etc. as per relevant acts and rules (Refer Additional
Conditions – II S.No.2). Necessary records shall be kept in compliance of the same.
Contract Labour Act:
The Contractor shall comply with all the applicable provision of the act.
SIGNATURE OF THE TENDERER WITH SEAL
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5. ADDITIONAL CONDITIONS – II
1. The contractor should employ minimum 15 labours and 1 supervisors for
IMU Chennai Campus per day. In which 7 of the labours should be male
members and 8 labours shall be female members.
2. The contractor should pay the daily minimum wage as per the minimum
wage act per day per person in which 12% should be contributed to EPF and
1.25% shall be contributed to the ESI as employee‟s share. In addition to
the above the contractor shall pay his share 13.75% towards EPF and 4.75%
towards ESI. The contractor shall submit necessary documents as and
when requested by the Executive Engineer (M) as proof of evidence for
providing contribution to EPF and ESI. The rate quoted by the contractor in
the tender schedule shall be inclusive of all EPF, ESI and other taxes and
levies etc.
3. Each labour should have original photo ID card duly signed by the Executive
Engineer (M) of the IMU Chennai Campus. In that ID card EPF and ESI card
numbers should be mentioned.
4. In case of absentees, a sum of Rs.250/- per day per person as compensation
will be levied on contractor and the same will be recovered from each
running account bill of the contractor.
5. The contractor should maintain an attendance register in each location and
the same should be certified by the Executive Engineer (M) staff and
handover a copy of the Executive Engineer (M)/Estate Staff on next working
day and throughout the contract period.
8. The Contractor shall make necessary arrangement to disburse the labour
wages in the presence of any of the two officers named below; Executive
Engineer (M) / Estate Assistant. The contractor should pay the labour
wages in the first week of successive month.
9. The contractor shall obtain a feedback certificate on performance of work
and equipment usage certificate from each department while submitting
his/her running account bill along with the attendance register and
statement showing material consumed.
10. The contactor shall submit a copy of the EPF/ESI/Bonus/Insurance
documents along with each running bill.
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11. The contractor must ensure that no labour shall work without uniforms and
other safety accessories like mask, shoes and gloves etc.
12. The contractor shall provide a cell phone to each supervisor and the list of
phone numbers shall be submitted before start of work.
13. Rate shall be inclusive of all the above special conditions and other
conditions mentioned in the tender documents, labour charge, material cost,
hire charge for equipments, ESI, EPF and other taxes and levies etc.
14. For calculating the daily wage, the monthly wage shall be divided by 26.
15. For calculating the monthly wage, the daily wage shall be multiplied by 30
vide para 6 of G.O.(2D) No.19, labour and employment (J1) dated
20.05.2004, Notification No.11(2) I.E/842/2004 published in Tamil Nadu
Government Gazette, Part II, Section 2 dated 28.09.2004 at pages 467 – 468.
Accordingly, the labour wage should be calculated for 30 days not 26 days.
1. NATURE / SCOPE OF WORK / FREQUENCY OF OPERATION.
II. WORKING
(a) The „Garden Maintenance Contract‟ is required to be carried out on all the
days of a month except Sundays.
(b) Sufficient man power is required to be provided to all lawns for the work
(c) Strict Discipline must be observed by workers
(d) The staff put on work must be provided with proper uniform to distinguish
them from others staff
(e) The staff must be provided with identify cards with University‟s approval
(f) The Supervisor under whom the staff will work, will report daily to the
Executive Engineer (M)/Estate Assistant/nominated person from IMU and
take instruction.
(g) No payment will be made for non-working days, proportionate deduction will
be made if any item of work is not carried out or work is not carried out on
any day due to any reason.
(h) The rates quoted shall be inclusive of service tax at present and also to take
care of the increase or decrease for the whole year.
(i) The working hours will be follows :
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Morning Session : 8.00 a.m. to 12.00 a.m.
Lunch break : 12.00 a.m. to 01.00 p.m.
Afternoon Session : 01.00 p.m. to 5.00 p.m.
III. STATUTORY REQUIREMENT
(a) The Contractor is responsible for all statutory requirements as per
State/Central Government rules such as to implement the Minimum Wages
Act, Workman Compensation Act, EPF, ESI, Bonus Act etc. and No
additional payment shall be made by the University on any account.
(b) The contractor should get labour license for the work from licensing
authority of Government if needed by paying necessary fees.
(c) The display board stating all details of the labours, working time, and name
of the Labour Officer etc. at the site office of the work as per the labour Act.
V. UNIFORM AND NAME BADGE
(a) The workers should always wear the uniforms and name badges
VI. GENERAL
(a) Work man should be vigilant while on work
(b) Smoking in the Campus area strictly prohibited
(c) Workers should be free from influence of alcohol
(d) Workers must be physically and mentally fit for work
(e) Workers should avoid causing damage to the University property
(f) The University will not accept any responsibility if workmen are injured.
(g) The movement of workers should be restricted to their area of work and
should not wander in to other areas
VII. SPECIAL CONDITIONS
(a) The contractor should execute an agreement in the non-judicial stamp paper
incorporating
(b) The lawns should be kept in spick and span conditions.
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(c) Contractor has to make his own arrangement for all required materials used
for Garden Maintenance.
(d) If the contractor performance is not satisfactory, the contract shall be
terminated by giving one month‟s notice.
(e) The contractor shall recoup to the employer the cost of damages incurred by
the contractor on account of any breach of the terms and condition of the
Agreement.
(f) Attendance register and salary register for the labours engaged and the
number of labour engaged per building and other registers required as per
acts and rules and the same may be verified by Director/EE(M) / Estate
Staff or other enforcing agencies during their inspection.
(g) Payment to the labour must be made before 10th of every month in the
presence of EE(M) / Estate Staff / nominated person from IMU and the bill
should be submitted along with the EPF, ESI receipt and payroll of the
labourer.
(h) A certificate must be obtained from the Department (As per format enclosed)
and produced along with the bills, Required cleaning materials for
succeeding month must be procured on the last week of proceeding month
and deposited with the Executive Engineer (M).
(i) Garbage collected at the campus should be transported out of the Campus
once in a week and dumped at the place identified by local authorities.
(j) The contractor should employ minimum of 15 labours and 1 supervisor for
the IMU Chennai Campus Garden Maintenance work per day.
(k) The supervisor must be provided with mobile phone and the Mobile numbers
must be given to the EE (M)/Estate Staff.
SIGNATURE OF THE TENDERER
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TENDER FOR GARDEN MAINTENANCE IN THE IMU
CHENNAI CAMPUS FOR THE YEAR 2013-14
TENDER NO.IMU/T-3/2013/EC
6. PRICE BID Instruction to the tenderers
Sl.No. Description of Work Unit Rate Amount
01. Maintaining the lawns including watering, uproots the weeds unwanted shrubs, trims gross and maintain the levelling of lawns, including
all labours, tools equipments, etc. complete
Per Month
Lump Sum
02. Rank Vegetation charges Per Month
Lump Sum
03. Transport of cut down trees branches/bushes/shrubs etc. complete
Per Month
Lump Sum
Total
The rate includes EPF, ESI, Bonus, cost of material, all taxes like income tax, service tax, VAT, water charges, GWF, etc. complete
Total amount in words ______________
TDS will be deducted as applicable
Bill for a particular month shall be submitted along with documentary
evidence for remitting PF, ESI dues of the previous month. In the absence
of the above, payment shall not be released.
The rate should be inclusive of all taxes, duties, levies, etc.
No rate revision is applicable in later stage during the contract period and
what so ever manner The contractor should have experience in similar
gardening work contracts with Government / Semi-Government / Public
Sector / Reputed Private Sector organizations for a period not less than
three years.
The contract should have a valid IT Registration number / PAN number and
other statutory requirements as per rules in force.
All the staff employed by the contractor should be covered by Group
Insurance / ESI and other statutory obligations
SIGNATURE OF THE TENDERER WITH SEAL
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ACCEPTANCE OF TENDER TERMS AND CONDITIONS
All the terms and conditions mentioned in the Tender documents are agreeable to us.
Our offer is valid for 60 days from the date of opening.
SIGNATURE OF THE TENDERER WITH SEAL Name of the Firm : Address : Telephone No. : Fax No.
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PART II
DAILY LABOURS SCHEDULE Area to be maintained Lawn : 60,000 Sq.ft. approximately (New proposal to be created) Shrubs : 6000 Nos. Trees : 1000 Nos.
One person can maintain lawn area of 5000 sq.ft. for 8 hours.
Sl.No. Nature of work Supervisor No. of Labours
Male Female
01. Lawn Maintenance 1 2 3
02. Shrubs & trees maintenance
2 2
03. Rank Vegetation 3 3
Total 1 7 8
The allocation of works may be changed by the Executive Engineer (M) of IMU, Chennai Campus, through the supervisor. SIGNATURE OF THE TENDERER WITH SEAL
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7. FORM OF TENDER
To
INDIAN MARITIME UNIVERSITY,
EAST COAST ROAD,
UTHANDI,
CHENNAI 600 119
Sir,
1. Having perused the Scope of tender for Providing Garden Maintenance
contract at IMU Chennai campus and we, the undersigned submit our offer to IMU
and hereby specifically undertake to do the following should our tender-bid be
accepted.
2. We hereby undertake to furnish an unconditional and irrevocable Bank
Guarantee towards Performance Security, encashable at Chennai, in the manner
set-forth in the “Instruction to Tenderers” and to commence the work at site within
7 days from the date of issue of the work order.
3. We undertake to enter into and execute an agreement with IMU in the
prescribed format in accordance with the conditions of Contract within 30 days
from the date of issue of the work order.
4. Unless and until a formal agreement is prepared and executed, our tender-
bid together with IMU‟s written acceptance thereof, shall constitute a binding
Contract between us.
5. We shall and hereby undertake to abide by the terms of this tender for a
period of 60 days from the day of opening of the Tender-Bids. We shall if so
required, extend the validity of the offer for such period as may be mutually agreed
upon.
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6. We further agree that in the event of our withdrawing our tender-bid prior to
the receipt of the final decision from IMU or in the event of our failing to
furnish the Performance Security, in such form as prescribed in this Tender
or in the event of our tender-bid being accepted and we fail to execute an
agreement in the prescribed format within 15 days from the date of issue of
work order to commence work, then the EMD submitted along with our
tender-bid shall stand forfeited without requiring the performance of any
further act whatsoever by IMU.
7. We are aware and acknowledge that IMU is not bound to accept the lowest
or any tender that IMU may have received.
8. Should our tender-bid be accepted, we find ourselves to be wholly and solely
responsible for the due performance of the Contract.
9. Should our tender-bid be accepted, we undertake to perform the work of
tender for the Providing Garden Maintenance contract at IMU Campus at the
price quoted in the Tender-bid during the stipulated Contractual period of
one year from the date of the execution of the Contract and strictly abide by
the conditions of the Tender.
Dated at Chennai this ………………………day of 2013.
Signature in the capacity of duly
authorized to sign the tender-bid for and on behalf of …………………………….
(IN BLOCK CAPITALS)
1)WITNESS(1) (2) Address
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8 FORM OF POWER OF ATTORNEY
Dated: ……………….
POWER OF ATTORNEY
To whom so ever it may concern
Mr…………………………………………….. (Name of the person along with
father/husband‟s name, residing
at.…………………………………………………………………………….. (address), acting as
………………………….. (Designation and name of the Firm/Company), and whose
specimen signature is attested below, is hereby authorized on behalf of.
……………………………………………………………………………… (Name of the
Firm/Company) to provide information and respond to enquiries, etc, for Providing
Garden Maintenance at IMU Chennai campus HQ. The said
Mr/Ms……………………………………is hereby further authorized to sign and submit
relevant documents on behalf of the Firm/Company in respect of the above.
(Attested signature of Mr.………………………………………………)
For………………………………………………….(Name of the Firm/Company)
Attested by Notary Public
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9. FORM OF PERFORMANCE GUARANTEE
(Issued by a Nationalized/Scheduled Bank in India)
This Deed of Guarantee executed at ………………… by ………………….. (Name
of the Bank) having its Head/Registered Office at ……………… (hereinafter referred
to as “the Guarantor” which expression shall, unless it be repugnant to the subject
or context thereof, include its executors, administrators, successors-in-interest and
assigns);
In favour of M/s. IMU having its office at ………………………………. (hereinafter
referred to as „IMU‟ which expression shall, unless it be repugnant to the subject or
context thereof, include its executors, administrators, successors-in-interest and
assigns;
Whereas
A. M/s. …………………… having its registered office at ………… (hereinafter
called “the Successful Tenderer” which expression shall, unless it be
repugnant to the subject or context of thereof, include its executors,
administrators, successors-in-interest and assigns) has successfully bid
and has been selected as the prospective Contractor inter alia, for the
work of tender for the Providing of Garden Maintenance contract at IMU
Chennai campus (hereinafter referred to as “Said Work”) and IMU has
issued a Letter of Acceptance dated ______ for award of the Contract to
the Successful Tenderer.
B. IMU has sought for an unconditional and irrevocable Bank Guarantee
for the sum of Rs………….(Rupees…………only) by way of Security for the
due execution and performance of the Work and obligations set out in
the Contract within a period of ………days from the date of issue of the
Letter of
C Acceptance for award of the Contract and for guaranteeing the due
performance of the Work inter alia relating to tender for the Providing
Garden Maintenance contract at IMU Chennai campus and the
Guarantor has agreed to provide a Guarantee being these presents.
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NOW THIS DEED OF GUARANTEE witnesseth that in
consideration of the aforesaid premises, we, ………..……… Bank,
the Guarantor herein, hereby irrevocably and unconditionally
guarantee as follows:
I. The Successful Tenderer shall execute the Contract before…(date)…. and
shall Providing Garden Maintenance contract at IMU Chennai campus
strictly in accordance with and in compliance of all the Terms and
conditions as contained in the tender-bid submitted by the Successful
Tenderer.
II. We, the Guarantor, shall without any demur or protest, pay to IMU an
amount not exceeding Rs. ………………. (Rupees … only) within five (5) days
from the date of receipt of a mere written demand thereof from IMU stating
that the Successful Tenderer has failed to meet its performance obligations
as stated in Clause (i) above without having to furnish any proof,
documentary or otherwise , of the Successful Tenderer having committed
such breach.
III. The above payment shall be made by us, as the Guarantor, without any
reference to the Successful Tenderer or any other person and irrespective of
whether IMU‟s claim is disputed by the Successful Tenderer or not.
IV. This Guarantee shall be valid and shall remain in force for a period of 15
months from …….. i.e., up to and inclusive of …….. (date) including a 3
months claim-period.
V. In order to give effect to this Guarantee, IMU shall be entitled to treat the
Guarantor as the principal debtor. The obligations of the Guarantor shall not
be affected by any subsequent variations in the terms and conditions of the
Contract or other documents by IMU or due to any extension of time of
performance granted to the Successful Tenderer or any enlargement of time
of the power exercisable by IMU against the Successful Tenderer or
forbearance or non-enforcement of any of the terms and conditions of the
Contract and we shall not be relieved from our obligations under this
Guarantee on account of any such variation, extension, forbearance or
omission on IMU‟s part or any indulgence shown by IMU to the Successful
Tenderer to give such matter or thing whatsoever which under the Law
relating to Sureties would, but for this provision, have the effect of so
relieving us.
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VI. This Guarantee shall be unconditional and irrevocable and shall remain in
full force and effect until all our obligations under this Guarantee are fully
discharged.
VII. This Guarantee is enforceable and encashable at Chennai.
In witness whereof the Guarantor has set its hands hereunto on the day,
month and year first hereinabove written.
Signed and Delivered by ………………………………………………. Bank By the hand of
Shri ………………………………………………………….
Its….. …………………..…………………………… and authorized official.
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10. FORM OF AGREEMENT
AGREEMENT NO………….OF 2013.
THIS AGREEMENT executed in Chennai this..…………day of ………….. TWO
THOUSAND AND ELEVEN
Between
Indian Maritime university and represented by its Director (hereinafter referred to
as “IMU” which expression shall, unless excluded by or repugnant to the context,
deemed to mean and include its executors, administrators, successors-in-interest
and assigns) of the ONE PART
AND……………………………..(hereinafter referred to as “the Contractor” which
expression shall, unless excluded by or repugnant to the context, deemed to mean
and include its executors, administrators, representatives ,successors-in-interest
and assigns) of the OTHER PART.
WHEREAS
A. IMU is desirous of engaging a Contractor to perform the work inter alia of
Providing House Keeping services at IMU Chennai campus for a period of six
month (hereinafter referred to as the „Said Work‟)
B. The Contractor has offered to the Said Work for the period Six months and
whereas IMU has accepted the tender-bid of the Contractor vide LOA dated
_______ ; and
C. The Contractor has furnished a sum of Rs. …………………………. (Rupees
…………………………..) as Performance Security in the form of a Bank 10
Guarantee dated _______ guaranteed by _________ Bank ________ Branch for
the due performance of all the conditions of the Contract.
STAMP PAPER
(VALUE Rs.100)
35
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement, the words and expressions shall have the same meaning
as are respectively assigned to them in the conditions of Contract hereinafter
referred to.
2. The following documents for the work, inter alia, Providing Garden
Maintenance contract at IMU Chennai Campus shall deemed to form and be read
and construed as part of this Agreement, viz.,
IMU TENDER DOCUMENTS
1. Tender Notice
2. General rules and directions for the of the Tenderers
3. Formats
4. Brief Particulars of Forms (Form‟A‟ to Form „F‟)
5. Additional conditions I & II
6. .Price Bid
7. Form of Tender
8. Form of Power of Attorney
9. Form of Performance Guarantee
10. Form of Agreement
4. The Contractor hereby covenants with IMU to execute and complete the Said
Work in strict conformity in all respects with the provisions of the Agreement.
5. IMU hereby covenants to pay the Contract Price to the Contractor at the time
and in the manner prescribed in the Tender as consideration for such completion of
the Said Works.
IN WITNESS whereof the Parties hereunto have set their hands and seals on the
day and year first written.
(Authorized Signatory)
Contractor (DIRECTOR)