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Bid for Housekeeping and other Services at SPK, Haryana.

Bid No. SPK/HK&SER/2014/001

Swasthya Prashikshan Kendra – Haryana

Swasthya Prashikshan Kendra

Haryana

State Institute of Health & Family Welfare, Haryana

General Hospital Campus,

Sector – 6, Panchkula –Haryana

Office of Mission Director –NHM, Haryana Cum Chairman Executive Committee

(SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-

6, Panchkula.

BID DOCUMENT(2014-15)

Bid Document for Housekeeping and other Services at SPK, Haryana

SL.NO CONTENT PAGE NO.

1. Index & Basic Details 1-2

2. Notice Inviting Tender 3-6

3. General Instruction for the Company/Firm/Agency

7-8

4. Technical Requirement for the Biding Companies /Firms/Agencies

9

5 Checklist & the Sequence of arrangement of documents

10

6 Term & Conditions - General - Legal - Financial

11-16

7 Technical Bid (Annexure-I ) 17-18

8 Declaration 19

9 Financial Bid (Annexure-II) 20-21

10. List of items/Cleanliness material required for housekeeping & sanitation (Annexure-III)

22-23

11. Scope of Work/Service (Annexure-IV) -Housekeeping Services -Room Attendant Services -Security Services (24*7) -Reception Services (24*7) - Plumbing and Electrician

24-28

12. Form of Service Agreement 29-38

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BASIC DETAILS

Bid No SPK/HK&SER/2014/001

Name of Office Swasthya Prashikshan Kendra, Haryana.

Address: State Institute of Health & Family Welfare, General Hospital Campus, Sec -6 Panchkula –Haryana

Telephone No./ Fax No. 0172-2570006

Tender Brief Description For Housekeeping and other services (Room Attendant, Security Services, Receptionist, Plumbing and Electrician Services).

Cost of Bid Document Rs. 500/- (in cash or demand draft favouring “Swastya Prashikshan Kendra, Panchkula”)

Earnest Money Deposit ( EMD ) Rs. 10,000/- (DD in favour of “Swasthya Prashikshan Kendra, Panchkula”

Security Rs.50,000/- (DD in favour of “Swasthya Prashikshan Kendra, Panchkula” ( For Selected Bidder only).

Date of Issue of Notification 05.06.2014. ( Thursday )

Date of Issue of Bid Documents 05.06.2014. to 19.06.2014.

Completed Bids to be submitted on or before

20.06.2014. by 02:00 PM ( Friday )

Date and Time of Technical Bid Opening

20.06.2014. at 03:00 PM (Friday )

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STATE INSTITUTE OF HEALTH & FAMILY WELFARE HARYANA PANCHKULA

NOTICE INVITING TENDER

NIT NO. SPK/HK&SER/2014/001 Dated: 05.06.2014

Short term Sealed tenders are hereby invited on behalf of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family

Welfare, General Hospital Campus, Sector-6, Panchkula under Two bid system that is

technical bid and financial bid from the registered, reputed, experienced and financially sound Manpower Companies/Firms/Agencies for providing services of un-skilled/semi-skilled/skilled manpower in the office of “Swasthya Prashikshan Kendra, Haryana” for a period from 1st July, 2014 to 31st March, 2015 which can be extended further for next one year with the mutual consent of both the parties up to maximum period of 3 years with the approval of competent authority.

NIT No. Description of

Work

EMD Sale of Bid Last date of

submission

of bid

Cost of bid

document

NIT No. SPK/HK&SER/2014/001

Tender for Housekeeping and other services (Room Attendant, Security Services, Receptionist, Plumbing and Electrician Services).

Rs.

10,000/-

(DD in

favour of

“Swasthya

Prashiksha

n Kendra,

Panchkula”

05.06.2014

to

19.06.2014

20.06.2014.

by 02:00 PM

(

Wednesday

)

Rs.500/-

(Cash) or DD of

Rs.500/- in

favour of

“Swasthya

Prashikshan

Kendra”

Panchkula

payable at

Panchkula in

case of

downloaded

Bid Document

TERMS & CONDITIONS:

1. The cost of bid document will be of Rs.500/- to be deposited in cash in the office of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula.

2. The bid document can also be downloaded from Website www.nrhmharyana.gov.in. In case the downloaded bid document is used for submission of bid, the bidder has to submit along with bid document, a demand draft amounting to Rs.500/- (Five hundred ) in favour of “ Swasthya Prashikshan Kendra” Panchkula, payable at Panchkula towards cost of bid document. The bid document submitted without cost of bid document & prescribed EMD as mentioned in bid document will be straightway rejected.

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3. Bidders are further advised to browse web site regularly before the opening and finalization of bid for amendments/latest up-dates etc.

4. Earnest Money of Rs. 10,000/- for the above work in shape of Demand Draft in favour of “Swasthya Prashikshan Kendra” Panchkula payable at Panchkula to be deposited while applying for above bid documents.

5. Date & Time of issue of bid document: 05-06-2014 to 19-06-2014 between 10:00 a.m. to 05:00 p.m. from O/o Mission Director –NHM, Haryana Cum Chairman

Executive Committee (SPK), State Institute of Health & Family Welfare, General

Hospital Campus, Sector-6, Panchkula or may be downloaded from the official

website i.e., www.nrhmharyana.gov.in .

6. Last date & time for receipt of bid: The completed bids must be submitted on or before 20th June, 2014 by 2:00 p.m. in the tender box placed in the O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General SIHFW Campus, Sector-6, Panchkula.

7. Date & time for opening of Technical Bid: 20th June, 2014 at 03:00 p.m. in the O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State

Institute of Health & Family Welfare, General Hospital Campus, Sector-6,

Panchkula in the presence of Bidders or their authorized representatives willing to witness the whole process.

8. Date & Time for opening of Financial Bids of technically qualified bidders: To be notified later on through written as well as electronic communication or telephonically.

9. Place of opening the Bids: O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula, Haryana.

10. Validity of Bids: 180 days from the date of opening of bid.

11. Telegraphic / Conditional bid will not be accepted.

12. If it happens to be a holiday on the date of issue, receipt & opening of bids, then the bid documents will be issued received & opened on the next working day.

13. Further information regarding actual location and requirement of services can be obtained with authorized official in O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare,

General Hospital Campus, Sector-6, Panchkula office during the office hours.

14. The rates should be quoted on prescribed format mentioned as “Financial Bid”.

15. The approval of the acceptance of bid will rest with the Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula who is not bound to accept the lowest bid and reserves to reject any or all bids received without assigning of any reason.

16. The rates of the contractors shall remain open for a period of 180 days from the date of opening of the financial bid and if a contractor submits a bid limiting the period of validity to a date earlier, then he shall be liable to be blacklisted and his earnest

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money shall stand forfeited without prejudice to other rights and remedies available to the Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General SIHFW Campus, Sector-6, Panchkula.

17. If any bidder modifies or withdraws his bid after opening of the financial bids subsequently, while on one hand he is liable to be blacklisted, on the other hand his earnest money shall be forfeited without prejudice to other rights and remedies available to the Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula.

18. A conditional bid is liable to be rejected out rightly at the discretion of the accepting authority. In the alternative the accepting authority may treat the conditions as null and void and make a counter offer to the bidder to do the work at the premium or rebate quoted by him without conditions. If the bidder refuses to accept the said counter offer at the premium or rebate quoted by him without the condition within one week of the counter offer having been made by the accepting authority, his earnest money shall stand forfeited and the bidder shall have no claim to the same whatsoever.

19. Rates should be quoted in English or Hindi, otherwise the bid can be rejected.

20. The successful bidder shall have to sign an affidavit to the effect that he has no relation or connection with firm/contractor blacklisted by Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health &

Family Welfare, General Hospital Campus, Sector-6, Panchkula /Haryana

Govt./Govt. of India.

21. The earnest money deposited for the bid will not be returned to the contractor/firm/agency till the acceptance of bid or three months, whichever is earlier.

22. Sales / Service Tax / Income Tax & Cess Charges as applicable will be deducted from the bills of contractor as per the rules/acts/instruction of the Govt. from time to time.

23. The bidder is advised to visit the site of work, at his own cost and collect all information that the bidder considers necessary for proper assessment of the prospective assignment.

24. If any information furnished by the Contractual Agency is found incorrect at a later date, he shall be debarred from biding/taking up works in future in Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health

& Family Welfare, General Hospital Campus, Sector-6, Panchkula, Mission Director

–NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of

Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula reserves

the right to verify the particulars furnished by the Contractual Agency independently.

25. If the bidder is an individual, he shall sign the bid documents above with his full typewritten name, seal and current address.

26. If the bidder is a proprietary firm, the bid documents shall be signed by the proprietor as above with his full name / name of his firm, seal with its current address.

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27. If the bidder is a Limited Company or a Corporation, the bid documents shall be signed by a person duly authorized by the Company / Corporation. The Officer who will give the power of attorney to that person for signing the bid document shall be competent to give such power of attorney in the Memorandum of Articles of Association. The bid document must accompany the copy of the power of attorney given to that person. The Company / Corporation should also furnish a copy of the Memorandum of Articles of Association duly attested by a Public Notary.

28. The Bidder is expected to go through all instructions, forms, specifications, terms and conditions in the Bid Documents. Failure to furnish information and documents or submission of bids not substantially responsive to the Bid Documents in every respect will be at the Bidder‟s risk and shall result in rejection of the bid.

Mission Director-NHM, Cum Chairman Executive Committee (SPK),

State Institute of Health & Family Welfare, Haryana, Panchkula.

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GENERAL INSTRUCTIONS FOR COMPANY/FIRM/AGENCY

1. The Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK),

State Institute of Health & Family Welfare General Hospital Campus, Sector-6,

Panchkula requires the services of registered, reputed, well established and financially sound Companies/Firms/Agencies to provide Housekeeping & other services (Room attendant, Housekeeping, Security, Receptionist, Plumbing and Electrician) in the hostel of SIHFW, Haryana, Sec-6, Panchkula.

2. The contract is likely to commence from 1st July, 2014 and valid till 31st March, 2015. The period of contract may further be extended for next one year with the mutual consent of both the parties up to maximum period of 3 years (as per terms and condition of bid document) with the approval of competent authority based on the requirement of the office or may be Curtailed/terminated before the contract period owing to deficiency in service or sub-standard quality of man-power/ services deployed by the selected Company/Firm/Agency. This office however reserves the right to terminate the contract at any time after giving 15 days notice to the selected Company/Firm/Agency.

3. The bids have been invited under two bid system i.e. Technical Bid and Financial Bid. The interested agencies are advised to submit two separate sealed envelopes super scribing “Technical Bids for Housekeeping & Other Services” for the office of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute

of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula and

“Financial Bids for Housekeeping & Other Services” for the office of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health

& Family Welfare, General Hospital Campus, Sector-6, Panchkula. Both sealed

envelopes should be kept in a third sealed envelope super scribing “Bids for Housekeeping & Other Services” for the office of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family

Welfare, General Hospital Campus, Sector-6, Panchkula.

4. The Earnest Money Deposit (EMD) of Rs. 10,000/- (Rupees Ten Thousand Only),

refundable (without interest), should necessarily be accompanied with the Technical Bid of the agency in the form of Demand Draft of any of the scheduled bank drawn in favour of “ Swasthya Prashikshan Kendra, Panchkula” payable at Panchkula. Bids not accompanied with prescribed Earnest Money will be categorically rejected.

5. If the Company/Firm/Agency after award of contract, fails to perform the assigned work, his full security amount with the Department shall be forfeited.

6. The Security deposit of the contractor shall be refunded after successful completion of the contract period provided there are no recoveries to be made arising out of poor quality of work, incomplete work and / or violation of any terms and conditions of the contract as stipulated in the bid document. Refund of Security Deposit is subject to full and final settlement of the final payment for the work contracted /executed under the contract. No interest will be paid to the Company/Firm/Agency on the security deposit.

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7. The conditional bids shall not be considered and will be out-rightly rejected in the very first instance.

8. All entries in the bid form should be legible and filled clearly, neatly, and accurately. Any overwriting, erasures would make bid invalid. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached.

9. The contractor shall obtain license from Labour Officer / Asst Labour Commissioner concerned for the persons to be deployed in the department within 30 days under the Contract Labour (Regulation & Abolition) Act, 1970. Failure to do so may result in cancellation of the contract and forfeiture of the EMD & security deposit, if any.

10. The envelope containing Technical Bid shall be opened first on the scheduled date and time (At 03:00 p.m. on 20th June, 2014) in the office of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General SIHFW Campus, Sector-6, Panchkula in the presence of the representatives of the bidders, willing to witness of whole process. Technical Bids shall be evaluated by the designated committee. Necessary clarification required by the department shall be furnished by the bidder within the time given by the department for the same. Financial bids of only technically qualified/eligible bidders meeting all the requisite criteria only shall be opened on the date and time to be notified later through written as well as electronic communication or telephonically.

11. The Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK),

State Institute of Health & Family Welfare, General Hospital Campus, Sector-6,

Panchkula reserves the right to annul any or all bids without assigning any reason.

12. The bidder shall quote the Technical & financial bids as per the format enclosed at Annexure I, II & III.

13. Detailed scope of work for various profiles would be applicable as per the Annexure-IV.

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TECHNICAL REQUIREMENTS FOR THE BIDING COMPANIES/FIRMS/AGENCIES

The biding Company/ Firm/ Agency should fulfill the following technical qualifications:-

a) The registered office or one of the branch offices of the manpower Companies/Firms/Agencies should be located in Panchkula/Chandigarh/Mohali.

b) The Company/Firm/Agency should be registered with the appropriate registering authority.

c) The Company/Firm/Agency should have at least two years experience in providing housekeeping services to Public sector/Private sector companies/corporations, banks and Govt. Departments.

d) The Company/Firm/Agency should have his own bank account and PAN/GIR No.

e) The Company/Firm/Agency should be registered with Service Tax Department.

f) The Company/Firm/Agency should be registered with appropriate authorities under EPF and ESI acts.

g) The Company/Firm/Agency should have valid labour license as applicable in Haryana.

h) The annual turnover over of Company/Firm/Agency should be at least 50 lacs for last two financial years.

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CHECKLIST & THE SEQUENCE OF ARRANGEMENT OF DOCUMENTS

1. Application – Technical Bid (Annexure-I),Financial Bid(Annexure-II &III), EMD in shape of DD, Tender Cost in shape of DD if use downloaded bid document and declaration.

2. Copy of registration of Firm/Agency with appropriate registering authority.

3. Copy of PAN / GIR Card.

4. Copy of the latest IT return filed by firm/agency for last two financial years in support of annual turnover.

5. Copy of Service Tax registration certificate.

6. Copy of the P.F. registration letter / certificate.

7. Copy of the E.S.I. registration letter / certificate.

8. Certified copy of the statement of bank account of agency for the last three months.

9. Copy of proof of one of local office in Panchkula/Chandigarh/Mohali.

10. Copies of the terms and conditions of Bid Document with each page duly signed and sealed by the authorized signatory of the agency in token of their acceptance.

11. Affidavit as per clause 28 of term & conditions( Page-14).

12. Copy of valid labour license issued from appropriate authority of Haryana.

13. Copy of experience certificates of similar work during last 2 years.

14. Copy of last 3 months EPF & ESI challans submitted.

NB:- All copies must be self attested.

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TERMS AND CONDITIONS

General

1. The Contracting Firm/ Agency/ Company should be registered with appropriate authorities.

2. The contract shall commence from 1st July, 2014 and shall continue up to 31st March, 2015 unless it is curtailed or terminated by this office owing to deficiency of service, sub-standard quality of material/attendants deployed, breach of contract, reduction or cessation of the requirements of work.

3. The contract shall automatically expire after 31st March, 2015 and may be extended further for next one year with the mutual consent of both the parties up to maximum period of 3 years (as per terms and condition of bid document) with the approval of competent authority.

4. The Company/Firm/Agency shall not be allowed to transfer, assign, pledge or sub-contract its rights and liabilities under this contract to any other agency.

5. The Company/Firm/Agency will be required to pay minimum wages to the person deployed by him to this office as prescribed by the state government /authority from time to time under the Minimum Wages Act 1948. The Contractor will maintain proper records and comply with all statutory laws/ requirements as required under prevailing various applicable Law/Acts.

6. The requirement of this office may further increase or decrease during the period of contract and the bidder would have to provide additional services, if required, on the same terms and conditions however O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare,

General Hospital Campus, Sector-6, Panchkula will pay for the extra services

rendered by the contractor.

7. The bidder will be bound by the details furnished by him/her to this office, while submitting the bid or at subsequent stage. In case, any of such documents furnished by him/her is found to be false at any stage, it would be deemed to be a breach of terms of contract making him/her liable for legal action besides termination of contract.

8. EMD of parties resiling before validity period shall be forfeited and in case parties not submitting documents for verifications, the EMD shall be forfeited besides blacklisting.

9. Financial bids of only those bidders who are technically qualified shall be evaluated. This office reserves right to terminate the contract during initial period also after giving a week‟s notice to the Company/Firm/Agency.

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10. In case the date fixed for opening of bids is subsequently declared as holiday by the Government, the bids will be opened on next working day, time and venue remaining unaltered.

11. In case, the person employed by the successful Company / Firm / Agency

commits any act of omission that amounts to misconduct/indiscipline/incompetence and security risks, the successful Company/Firm/Agency will be liable to take appropriate disciplinary action against such persons, including their removal from site of work, if required by this office within 2 days of being brought to their notice and Company/Firm/Agency will be responsible for any loss or losses caused by such employees.

12. The Company/Firm/Agency shall provide identity cards to the personnel deployed in this office carrying the photograph of the personnel and personal details etc at its own cost.

13. All the workers of the Company/Firm/Agency shall be free from infectious disease and shall wear uniform as prescribed. The uniform of receptionist must includes neck tie. No employee should be without I Card and uniform while on duty otherwise it will be counted as absent on duty.

14. The service provider shall ensure proper conduct of his personnel in the office premises, and enforce prohibition of consumption of alcoholic drinks, pan, smoking, loitering without work.

15. The Company/Firm/Agency shall be responsible for any theft of the items from the rooms or any other area of the office. The details of the stolen materials will be given to the Company/Firm/Agency in writing by the designated authority and the full cost of the material reported stolen will be recovered from the Company/Firm/Agency from his next due bills or security. The decision of the department authorities on this account will be final and binding on the Contractor.

16. The person deployed shall be required to report for work at their respective shifts & timings decided by the O/o Mission Director-NHM, Cum Chairman Executive committee (SPK), SIHFW, Panchkula. In case, person deployed is absent on a particular day, his full day salary shall be deducted or comes late/leaves early, half day wage shall be deducted for the same.

17. The manpower deployed by the contractor shall be required to work in rotational

shifts, may be round the clock, as per requirement. So any kind of resistance in this regard shall not be accepted and will be treated as absent if someone fails to report on his/her duty timings as decided by the O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare,

General Hospital Campus, Sector-6, Panchkula.

18. The contractor/firm/agency shall depute a coordinator/Supervisor on daily basis out

of the deployed personnel, who would be responsible for immediate interaction with this office, so that optimal services of the persons deployed by the agency could be

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availed without any disruption. No extra supervision cost will be given to the contractor/firm/agency.

19. The selected agency shall immediately provide a substitute in the event of any person leaving the job. The delay by the Agency in providing a substitute beyond three working days shall attract penalty @ Rs.200 per day (per person) on the service providing agency, besides deduction in payment on pro-rata basis due to loss of work/man days.

20. Penalty @ Rs.250/- per day shall also be imposed if deficiency found ( work related) on any day, in any of provided services i.e. Reception, room attendant, housekeeping and security.

21. It will be the responsibility of the service providing agency to meet transportation, food, medical and any other requirements in respect of the persons deployed by it (Agency) in this office and this office will have no liabilities in this regard at any stage.

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

23. The persons deployed by the service providing agency shall not claim nor shall be entitled to pay, perks and other facilities admissible to ad hoc/Contractual/ regular employees of this office.

24. In case of termination of this contract on its expiry or otherwise, the persons deployed by the service providing agency shall not be entitled to and will have no claim for any absorption nor for any relaxation for absorption on regular/otherwise capacity in this office.

25. The agency will ensure that statutory license\permission from the concerned authority, whenever applicable, are obtained properly.

26. The agency shall maintain sufficient stocks of various items of material as mentioned in Annexure-III and deliver the same on 1st day of every month. The delay in supply of material shall lead to damages of Rs.150/- per day.

27. The cleaning of hostel area and office area required to be cleaned with proper method of cleaning and cleaning to be done with cleaning machine after an interval of 15 days of every month.

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LEGAL

28. The Company/Firm/Agency will be responsible for compliance of all statutory provisions relating to Minimum Wages, Provident Funds and Employees State Insurance etc in respect of the persons deployed by it in the office. The attested copies of challans submitted to the department of the service tax, EPF, ESI etc of previous month must be submitted along with the current month bill. A declaration duly attested, having details like name of the associate with their PF & ESI numbers and monthly contributions of both the associate and the contractor should also accompany the bill.

29. Apart from the attested copies of above said challans of statutory compliance, the biding Company/Firm/Agency is required to submit an affidavit in advance along with technical bid mentioning that the Company /Firm/Agency is complying with all statutory requirements as prescribed by the concerned government.

30. The biding agency shall also be liable for depositing all taxes, levies, cess etc on

account of service rendered by it to the O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare,

General Hospital Campus, Sector-6, Panchkula to concerned tax collection

authorities from time to time as per prevailing rules regulations on the matter and must present the evidence for the same on demand by the representative/s of SIHFW.

31. The Company/Firm/Agency shall maintain all statutory registers under the various labour laws e.g. MWA,PWA,ESIC Act, EPF & MP Act, S&E Act etc and shall produce the same, on demand, to the concerned authority of this office or any other authority under Law.

32. The Tax Deduction at Source (T.D.S) shall be deducted as per rule and regulation application and a certificate to this effect shall be provided to the agency by this office.

33. All the safety measures and proper handling of items/gadgets must be taken care

while performing the duty, in order to avoid any damages, losses, accident, fire and other safety hazards. Any type of loss of assets and property of institute due to any mishandling by the deputed manpower is the sole responsibility of the appointed Company/Firm/Agency. The Swasthya Prashikshan Kendra Haryana is no way liable for any such incident. The losses incurred due to mishandling by the deputed manpower shall be recovered from the bill/security of contractor/firm/agency.

34. In case, the Company/Firm/Agency fails to comply with any statutory/taxation

liability under appropriate law, and as a result thereof this office is put to any loss/obligation, monetary or otherwise, this office will be entitled to get itself reimbursed out of the outstanding bills and the Security Deposit of the Company/Firm/Agency, to the extent of the loss or obligation in monetary terms. If

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any amount still required to be recovered, the same will be recovered through process of Law.

FINANCIAL

35. The Technical Bid must be accompanied with an Earnest Money Deposit (EMD). Refundable, of Rs. 10,000/-(Rupees Ten Thousand only) in the form of Demand Draft drawn in favour of “Swasthya Prashikshan Kendra, Panchkula” payable at Panchkula failing which the bid shall be rejected out rightly.

36. The EMD of the Company/Firm/Agency which does not qualify the Technical Bid (First stage), Financial Bid (second competitive stage) shall be returned to them without any interest. However, the E.M.D in respect of the successful bidder shall be adjusted towards the Security Deposit. Further, if the Company/Firm/Agency fails to provide services against the initial requirement within 15 days from date of placing the order, the EMD shall stand forfeited without giving any further notice.

37. The successful bidder will have to deposit an amount of Rs. 50,000 (Rs. Fifty Thousand only) as Security Deposit in favour of “Swasthya Prashikshan Kendra, Panchkula” within 15 days from the issue of the formal acceptance order. E.M.D in respect of the successful bidder shall be adjusted towards the Security Deposit. The security deposit will be furnished in the form of Demand Draft drawn in favour of “, Haryana” payable at Panchkula from a scheduled bank. The security deposit will not bear any interest.

38. The successful bidder will have to execute an agreement in a stamp paper worth Rs. 50/- (Rupees fifty only) at his own expense. After executing the agreement, the approved rate and contract shall be valid up to 31/03/2015.

39. There shall be no revision in the rates during the contract period, only proportionate revision in rates shall be admissible in case of revision in minimum wages rates revised by state government as and when applicable.

40. In case of breach of any terms and conditions attached to this contract, the

Security Deposit of the agency will be liable to be forfeited.

41. After award of contract, If the Company/Firm/Agency/Contractor fails to perform the assigned work as per bid document, SIHFW has right to forfeit the full security amount with the Institute without assigning any reason thereto, and the same work may be awarded to the firm who has quoted second lowest rates on same terms and condition of bid document subject to prior approval from competent authority i.e., Mission Director-NHM, Cum Chairman Executive committee (SPK), SIHFW, Panchkula.

42. The agency shall raise the bill, in triplicate, along with attendance sheet and wages

sheet of previous month and copy of ESI & EPF deposited challans (duly attested) or supporting documents duly verified in respect of the persons deployed to the O/o

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Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State

Institute of Health & Family Welfare, General Hospital Campus, Sector-6,

Panchkula in the first week of the succeeding month.

43. The claims in bills regarding Employees State Insurance, Provident Fund and Service Tax etc. should be necessarily accompanied with documentary proof pertaining to the concerned month‟s bill. A requisite portion of the bill/whole of the bill amount shall be held up till such proof is furnished, at the discretion of this office.

44. The District Court at Panchkula will have jurisdiction over all legal disputes under the agreement.

45. The Mission Director –NHM, Haryana Cum Chairman Executive Committee

(SPK), State Institute of Health & Family Welfare, General Hospital Campus,

Sector-6, Panchkula reserves the right to withdraw/relax any of the terms and conditions mentioned above so as to overcome the problem encountered by the contracting parties.

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Annexure -I

TECHNICAL BID

(To be enclosed in a separate sealed envelope)

For Housekeeping & Other Services to the O/o Mission Director –NHM, Haryana Cum

Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General

Hospital Campus, Sector-6, Panchkula.

Name of Biding Company/Firm/Agency:

M/s…………………………………………………………………………………..

1. Name of proprietor/Director/Directors of Company/Firm/agency :

______________________________________________________________

______________________________________________________________

2. Full Address of Reg.Office______________________________________________________

______________________________________________________________

Telephone No: ______________________ Mobile:-______________________

Fax__________________________________

E-Mail Address:__________________________________________________

3. Full address of Operating Local Branch Office:_____________________________

________________________________________________________________________

________________________________________________________________________

Telephone No: __________________ Mobile: ________________________

Fax No.:_______________________________

E-Mail:________________________________________________

4. Details of Earnest Money Deposit: Rs._______________ D.D. No. ___________ Date:____________________

18

Drawn on ____________________________________________ Branch_______________________

5. Banker of Company/Firm/Agency with full address of the Branch __________

_____________________________________________________________

____________________________________________________________

(Attach certified copy of statement of A/c for the last three months)

Telephone Number of Banker:_______________________________________

6. PAN/GIR No.: ______________________________( Attach Self attested copy)

7. Service Tax Registration No.: __________________(Attach Self attested copy)

8. E.P.F Registration No.:_______________________ (Attach Self attested copy)

9. E.S.I Registration No.:________________________(Attach Self attested copy)

10. Financial turnover of the biding Company/Firm/Agency for the last Two Financial Years: (Attach separate sheet if space provided is insufficient)

Financial Year Amount (Rs. Lacs)

2011-12 _______________

2012-13 _______________

Remarks, if any _________________________________________________________

11. Give details of the major similar Companies/Firms/Agencies handled by the biding Company/Firm/Agency of PSUs/Private and Government Departments during the last two years in the following format. Self attested copies of work orders may also be attached.

12. Additional information, if any

(Attach separate sheet, if required)

Signature of authorized person

Full Name:

Seal:

Date: Place:

19

DECLARATION

1. I, ______________________________Son/Daughter/Wife of Shri _______-___________ Proprietor/ Director/ authorized signatory of the Company /Firm/ Agency, mentioned above, is competent to sign this declaration and execute this bid document;

2. I have carefully read and understood all the terms and conditions of the bid and undertake to abide by them;

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

4. It shall be the service provider‟s responsibility to ensure compliance of all the statutory laws, rules and regulations of Central and State Government Rules in respect to services provided

Date: Signature of authorized person

Place: Full Name:

Seal:

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Annexure-II

FINANCIAL BID

(To be enclosed in a separate sealed envelope)

For Housekeeping & Other Services in O/o Mission Director –NHM, Haryana Cum

Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General

SIHFW Campus, Sector-6, Panchkula

1. Name & address of biding

Company/Firm/Agency:______________________________________________________

_________________________________________________________________________

_______________________________________________________

2. Rates are to be quoted considering the Minimum Wages, ESI & EPF as applicable in the Panchkula area on __________ for Unskilled/Semi-Skilled/ Skilled/ (Graduate with computer knowledge) workers on per month basis and other by laws applicable (inclusive of all statutory liabilities, taxes, levies, cess etc, if any).___________________________

Give consolidated rate per month for the work inclusive of all kinds of profit margin and all other costs and taxes (including service tax if payable), duties, levies, cess etc. in Rs. In the given format:

The services are as under:

1. Reception Services ___________________________________

2. House Keeping Services ________________________________

3. Room Attendant Services ________________________________

4. Security Services ________________________________________

5. Electrician Services_______________________________________

6. Plumbing Services ______________________________________

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7. The material to be provided by the contractor/agency/firm & respective rates to be charged per month along with the list of material & quantity should also be indicated. (See Annexure-III for reference).

Note: The rates quoted are inclusive of all statutory/taxation liabilities in force at the time of submission of bid.

Date……………….. Signature & Seal of the Bidder

Place………………. Name…………………………

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Annexure-III

LIST OF ITEMS/CLEANINESS MATERIAL REQUIRED FOR HOUSEKEEPING &

SANITATION ETC.

S.

No. Item Description

Rates

per Unit

Quantity

Required

per

month

Total Amount

(In Rs)

1. 2. 25 Ltr

3. Odonil 25

4. Liquid Hand Wash (Ayur/Fem/Dettol) 5

5. Nirma Powder 10

6. Toilet Cleaner (Harpic/Sani fresh) 10 Ltr

7. Duster white 12

8. Floor duster mops 12

9. Air freshener (Air wick) 2

10. Naphthalene balls 500 grm

11. Mosquito/Insect repellent (Baygon/Hit) 1

12. Phool Broom 6

13. Stick Broom 6

14. Arrangement for disposal of garbage

As per standard rule/nor

ms

15. Hand wash soap medium size 60

16. Cob web‟s remover 2

17. Sling brush 6

18. Hand towel duster 15

19. Toilet Cleaning Brush 8

20. Colin glass cleaner 8

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21. Floor Wiper Big/Medium 2

Grand Total

Any other items required for cleanliness as required from time to time.

Date……………………….. Signature & Seal of the Bidder

Place……………………… Name……………………………

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Annexure IV

SCOPE OF WORK/SERVICE

1. Housekeeping Services ( 5 Nos )

I) The nature of services will require the services 24*7 including Sundays and holidays.

II) The housekeeping staff must be in uniform along with ID Card.

III) The hostel of SIHFW has two floors i.e. ground floor and first floor having 32 rooms with attached toilets and capacity to hold 80 beds. The total covered floor area is approximate 25,000 sq ft and area of each floor includes rooms, washrooms, corridors, lobbies, stairs cases etc. The area stated is only approximate and the parties are advised to familiarize with the location.

IV) Cleaning of entire covered common floor area including corridors, stairs, reception etc (excluding rooms) with broom followed by wet floor dusters using suitable detergent/cleaning agents/disinfectants etc once in the morning (7:00 am to 9:00 am) and in the evening (4:00 pm to 6:00 pm).

V) Cleaning of canteen area at ground floor as well as first floor and toilets etc 2-3 times a day.

VI) Cleaning of gymnasium and dusting of equipments and lobby on daily basis 2-3 times a day.

VII) Cleaning of room area with broom followed by wet floor dusters using suitable detergent/cleaning agents/disinfectants etc and washing of washrooms including floor, sanitary wares etc using suitable deodorants, detergent and disinfectants without damaging their shine, once in the morning (9:00 am to 11:00 am) and again in the evening (6:00 pm to 8:00 pm).

VIII) Dusting/cleaning of hostel furniture/tables, chairs, Mats and equipment like telephones, computers, printers, doors, windows and TVs including removal of cobwebs every day in the morning (9:00am to 11:00 am).

IX) Sweeping of open area in front of hostel & office like passage, parking etc excluding garden area by broom once in the morning (7:00 am to 9:00 am) to ensure a neat look of the campus.

X) Collection of all waste material and disposal of the same as per instructions of the competent authority or an officer nominated for the purpose.

XI) Washing and scrubbing of floor area with suitable detergent and dirt removing agent, to remove stains etc, once in a week on Sunday (7:00 am to 9:00 am) without leaving any undesirable cleaning marks and damaging floor/walls etc.

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XII) Dusting and cleaning of fans, ACs and electrical fittings, window panes etc with glass cleaning chemicals/agents and cleaning of partition, paneling etc once in a week on Sunday (9:00 am to 11:00 am).

XIII) Spray of repellents etc in the rooms for keeping the rooms free from rats, mosquitoes, flies, lizards etc whenever required.

XIV) Supply of soap and liquid soap in the toilets and placing sufficient quantity of naphthalene balls/cakes and odonil in the toilets. The Company/Firm/Agency will ensure that the toiletries mentioned above are always available near each washbasin in the building.

XV) Cleaning of all C.I. lines as and when required on urgent basis.

XVI) In case of any short supply of requisite articles/man power same will be arranged by the O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula from the market and expenditure so incurred shall be borne by the party and deducted from their bill. Decision of Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), SIHFW, Sector-6,Panchkula in this regard will be final and binding.

XVII) List of items of cleaning material required is attached herewith as Annexure-III which is to be arranged by the Company/Firm/Agency at his own cost on 1st day of every month otherwise penalty shall be imposed as mentioned in bid document.

XVIII) Cleaning of terrace once in a week.

2. Room Attendant Services: ( 2 Nos )

I) The qualification of room attendant should not be below 10+2.

II) The room attendant must be in uniform, ID Card and along with neck tie.

III) Daily service from 7:00 am to 12:00 midnight on all days including Sundays and Holidays.

IV) Get the required material like linen, blanket, bed sheet etc issued from store at the time of arrival of participants and place them at appropriate place inside the room.

V) Bed making at the time of arrival of participants and everyday once in the morning.

VI) To ensure that the furniture, jug, kettle, glasses and other utensils etc and other materials issued to participants is in good condition and ready to use.

VII) Serve drinking water to participants at reception and fill up the water jug inside the room at the time of checking in of the participants & twice daily in morning and in the evening throughout the stay of the participants.

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VIII) Cleaning of all the water jugs, glasses, kettles etc twice daily in morning and in the evening.

IX) Get the handover of the rooms at the time of checkout of the participants and ensure that all the fixed and movable assets/ items/equipments etc are in same condition as they were at the time of checking in of the participants. Report the status to receptionist/booking clerk and get the clearance accordingly.

X) Deposit all the movable assets in the store after check out of the participants and clearance.

XI) Provide complete room service (7:00 am to 12:00 midnight) as regards tea/snacks/lunch/dinner etc for occasional VIP guests and ensure best of the services.

XII) Supervise/monitor the housekeeping staff while cleaning the rooms/washrooms etc.

3. Security Services: ( 3 Nos )

I) Round the clock security to be provided the institute including Sundays & holidays.

II) The qualification of security guard should not be below Matriculation.

III) The security guard must be in uniform, ID Card and along with neck tie.

IV) The security guard must be equipped with heavy duty torch, whistle and security sticks etc. The cost of torch battery etc shall be born by the contractor at his own cost.

V) To maintain a visitor register and make necessary entries (in & out both) of all the persons, vehicle as well as material entering into the premises of the SIHFW.

VI) To maintain stock (in & out) register and ensure that every single asset of the office moves in/out with proper gate pass signed by appropriate authority.

VII) To keep the assets of the SIHFW and that of the hostel intact and safe from burglary etc.

VIII) To make visits inside the campus during the night.

IX) To ensure the vehicles of the visitors are parked in the parking area only in an organized manner.

X) To inform and take control in case of any unforeseen events like fire etc and use safety devices to control the damage.

XI) To inform the authority immediately in case of any abnormalities occurred in the campus.

XII) To restrict unauthorized entries men as well as vehicle in the campus.

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4. Receptionist Services: ( 3 Nos )

I) The qualification of the receptionist should be at least graduate having basic computer knowledge.

II) The receptionist must be in uniform, ID Card and along with neck tie. III) Round the clock reception services in the hostel preferably through male

receptionist. IV) To promptly, accurately, and courteously receive, direct and relay

telephone/fax messages and arrange conference calls if required. V) To greet the participants and get the hostel accommodation form duly filled,

collect room charges/security and allot rooms to the participants VI) To maintain accurate computerized information and accounts of the

participants staying in the hostel. VII) To maintain the general filing system and deal all official correspondence. VIII) To perform clerical duties in order to maintain hostel administration. IX) To answer all incoming calls and handle caller‟s inquiries. X) To re-direct calls as appropriate and take messages & forward it to concerned

person when required. XI) To greet & assist the visitors and respond to general queries. XII) To notify warden, within 30 minutes of daily start time, regarding staff

absences/delays; update and inform other receptionist(s) of same and other related information.

XIII) To maintain hostel complaint register and forward the complaint to concerned dept/person in order to rectify them.

XIV) Exhibits genuine concern for participants and always conducts oneself appropriately and professionally.

XV) To receive and sort mails and deliveries. XVI) To maintain an appointment diary and schedule appointments. XVII) To maintain clean & tidy reception area. XVIII) Entries in software applicable in hostel. XIX) To verify the assets handed over to the occupant at the time of Check In and

Check Out from the room..

5. Plumbing Services: (One No)

I) Daily checking of all plumbing items in the hostel room, canteen and office

building and repair the same on daily basis.

II) Daily checking of complaint register with Warden in morning and evening and

close the complaint same day in the hostel.

III) To maintain the sufficient quantity of stock so as to meet with emergencies. IV) Extensive cleaning of water tanks of hostel on falling First Saturday of every

month. V) Extensive cleaning of water tanks of canteen on falling Second Saturday of

every month.

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VI) Extensive cleaning of water tanks of admin block on falling Third Saturday of every month.

VII) Extensive cleaning of all drinking water coolers in hostel and office building on falling Fourth Saturday of every month.

VIII)

6. Electrician Services (One No)

I) The qualification of the electrician should be at least ITI and experience of panel and

3 phase working.

II) Daily checking of all Electric and electronic items and repair on daily basis in the

hostel.

III) Daily checking of complaint register with Warden in morning and evening and close

the complaints on the same day in the hostel.

IV) To maintain the record of electric and electronic items in a stock register.

V) To inform the reporting officer i.e., Warden in emergency.

VI) To be available in the office/hostel on phone call (24*7) after the closing duty hours

in case of emergency.

VII) To maintain the head quarter and take the prior permission before leaving the

station.

VIII) To maintain sufficient stock of required items to meet with emergencies. IX) Extensive cleaning of Fans, Exhaust fan, ACs, Tube lights, Switches, TVs etc at

Ground floor of hostel on First Saturday of every month.

X) Extensive cleaning of Fans, Exhaust fan, ACs, Tube lights, Switches, TVs etc of the

half portion of First floor of hostel on Second Saturday of every month.

XI) Extensive cleaning of Fans, Exhaust fan, ACs, Tube lights, Switches, TVs etc of the

remaining half portion of the First floor of hostel on Third Saturday of every month.

XII) Extensive cleaning of equipment in gym and canteen on Fourth Saturday of every month.

Please note:

The services provided by the Company/Firm/Agency can be utilized for any other miscellaneous type of work assigned by the Member Secretary cum Principal O/o Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula.

29

STATE INSTITUTE OF HEALTH & FAMILY WELFARE

SECTOR-6- PANCHKULA

(Refer Clauses 10.3 OF THE NIT) (To Be Stamped In Accordance With Stamps Act of India)

FORM OF SERVICE AGREEMENT

THIS AGREEMENT is made on this………………….day of……………………………2014, between the Mission Director –NHM, Haryana Cum Chairman Executive Committee (SPK), State

Institute of Health & Family Welfare, General Hospital Campus, Sector-6, Panchkula (here in after referred to as the “SIHFW”, which expression shall, unless excluded by or repugnant to the context, be deemed to include its successors in office and assignees) of the first part and M/s,……………………………………………………………………………….. a company registered under the Companies Act, 1956/a partnership firm

Constituted between having its place of business or registered office at acting through its

Managing Director/Partner ( Hereinafter referred to as “Services Provider” which expression shall, unless repugnant to the context or meaning thereof, be deemed to mean and include its/his/her/their respective heirs, executors, administrators and successors/ the partner (s) for the time being of the said firm the survivor(s) of them and the executors, administrators and successors of the surviving partners, as the case may be) of the second party.

WHEREAS the Service Provider is engaged in the business of providing

“Housekeeping and Other Services; AND WHEREAS the Service Provider has

expressed his keen desire to provide the said services to the Department under

this agreement‟

AND WHEREAS on the aforesaid representation made by the Service Provider to the

„SIHFW‟, the parties hereby enter into this agreement on the terms and conditions

appearing hereinafter. NOW, THEREFORE, THIS AGREEMENT WITNESSTH AND IT IS AGREED BY AND

BETWEEN THE PARTIES AS UNDER:

The period of contract agreement shall be in force from 01.07.2014 to 31.03.2015.

1. SERVICE PROVIDER’S REPRESENTATIONS AND WARRANTIES The Service Provider hereby represents warrants and confirms that the Service Provider:-

1.1 has full capacity, power and authority to enter into this agreement and

during the continuance of this agreement, shall continue to have full

capacity, power and authority to carry out and perform all its duties and

30

obligations as contemplated further actions (including but without

limiting to the obtaining of necessary approval/consents in all applicable

jurisdictions) to authorize the execution, delivery and performance of this

agreement;

1.2 has the necessary skills, knowledge, expertise, adequate capital and

competent personnel, system and procedures, infrastructure and capability

to perform its obligations in accordance with the terms of the agreement

and to the satisfaction of the „SIHFW‟;

1.3 shall, on the execution of this agreement and providing services to the

„SIHFW‟, not violate, breach and contravene any conditions of any

agreement entered in the any third party/ies;

1.4 has compiled with and obtained necessary

permissions/licenses/authorizations under the Central, State and local

authorities and obtained all required permissions/licenses for carrying

out its obligations under this agreement.

2. OBLIGATIONS OF THE SERVICE PROVIDER

a. The Service Provider shall operate and provide services to the SIHFW, at its

various sites on seven days a week round the clock as per scope of work/

contractor‟s responsibilities for Housekeeping and other services provided in

Annexure-IV.

b. The regularity of the performance of the service will be the essence of this

agreement and shall form a central factor of this agreement. The Service Provider

shall take all possible steps to maintain its performance as determined by the „SIHFW‟

from time to time.

c. The assessment made by the Service Provider in the tender including number of

personnel of various descriptions as required to provide/give the required quality of

services shall be final and acceptable by and binding upon the Service Provider. d. If the „SIHFW‟, notices that the personnel of the Service Provider

has/have been negligent, careless in rendering the said services, the same

shall be communicated immediately to the Service Provider who will take

corrective steps immediately to avoid recurrence of such incidents and reports to

the „SIHFW‟ otherwise penalty/damages shall be imposed as per terms and

conditions in bid document.

e. If any of the personnel of the Service Provider indulges in theft, negligence

or any illegal/irregular activity, misconduct, the Service Provider shall take

appropriate action against its erring personnel and intimate accordingly to the

„SIHFW‟ or itself can take action in accordance with law.

f. The Service Provider shall furnish a personal guarantee of its Managing

Director/Partner, guaranteeing the due performances by the Service Provider of its

obligations under this agreement.

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3. TERMS OF PAYMENT

a. Fees and charges for the services to be rendered are in ‘the letter of offer’ clearly

define the basis of the payment (as per the Minimum Wages Act 1948, fixed by

the labour department of government time to time ) to service provider, as agreed

to between the parties.

b) All payment made by the „SIHFW‟ shall be after deduction of tax at source

wherever applicable as per the provisions of the Income Tax Act,1961.

c) The Service Provider, being the employer in relation to persons engaged/

employed by it to provide the services under this agreement shall alone be

responsible and liable to pay wages/salaries to such persons which is as per

the minimum wages fixed or prescribed under the Minimum Wages Act,1948 (Act

XI of 1948) for the category of workers employed by it from time to time or by the

State Government and or any authority constituted by or under law. He will

observe compliance of all the relevant labour laws.

d) The Service Provider will have to produce the register of wages or the register of

waves-cum-muster roll of the preceding month along with the bill of reimbursement to

be submitted by the 10th day of every calendar month for verification to the nominated

official of SIHFW. The Service Provider shall ensure that payment to his employees is

made in the presence of an authorized representative of the SIHFW. 4. SUBMISSION AND VERIFICATION OF BILLS

The services provider shall submit on a monthly basis the bills for the services

rendered to enable the department to verify and process the same for reimbursement. 5. DISCIPLINE

a) The Service Provider shall issue uniform, identity cards and material, on its

own name and trading style, to its personnel deputed for rendering the said

services, which at department‟s option, would be subject to verification at any time.

The „SIHFW‟ may refuse the entry into its premises to any personnel of the

service provider not bearing such identify card or not being perfectly dressed.

b) The department shall always have the right and liberty to do surprise inspection at

its sites.

c) The services rendered by the service provider under the agreement will the

under close supervision, co-ordination and guidance of the department. The

services provider shall frame appropriate procedure for taking immediate

action as may be advised by the “SIHFW‟ from time to time.

d) It is understood between the parties hereto that the service provider alone shall

have the right to take disciplinary action against any person (s) to raise any

dispute and/or claim whatsoever the „SIHFW‟ .The „SIHFW‟ shall under no

circumstances be deemed or treated as the employer in respect of any

persons engaged/deployed by the Service Provider for any purpose,

whatsoever nor would „SIHFW‟ be liable for any claim (s) whatsoever, or any

such person (s)

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6. NATURE OF AGREEMENT

The parties here to have considered and agreed to have a clear

understanding on the following aspects:- a)

This agreement is for providing the aforementioned services and is not an agreement

for supply of contract labour. It is clearly understood by the service provider that the

persons employed by the service provider for providing services as mentioned herein,

shall be the employees of the service provider only and not of the „SIHFW‟. The

service provider shall be liable to make payment to its said employees towards their

monthly wages/salaries and other statutory dues like employees, Provident Fund,

Employees State Insurance, minimum wages, bonus, gratuity etc. „SIHFW‟ shall not

be liable for any obligations/responsibilities, contractual, legal or otherwise,

towards the service provider‟s employees/agents directly and/or indirectly, in any

manner whatsoever. 7.

STATUTORY COMPLIANCES.

a) b)

c)

Service Provider shall obtain all registration (s) permission (s)/license (s) etc. which

are/may be required under any labor or other legislation (s) for providing the services

under this agreement.

It shall be the service provider‟s responsibility to ensure compliance of all the Central

and State Government Rules and Regulations with regard to the provisions of the

services under this agreement. The Service Provider indemnifies and shall always

keep „SIHFW‟ indemnified against all losses, damages, claims action taken against

„SIHFW‟ by any authority/office in this regard.

The Service Provider undertakes to comply with the applicable provisions of all

welfare legislations and more particularly with the contract Labour (regulation and

abolition) Act,1970, if applicable, for carrying out the purpose of this agreement. The

service provider shall further observe and comply with all government laws concerning

employment of staff employed by the service provider and shall duly pay all sums of

money to such staff as may be required to be paid under such laws. It is expressly

understood that the service provider is fully responsible to ascertain and understand

the applicability of various Acts, and take necessary action to comply with the

requirements of law.

d) The service provider shall give an undertaking along with monthly bill of each month in favour of the „SIHFW‟ that he has complied with all his statutory obligations.

8.

ACCOUNT AND RECORDS

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a) b)

The Service provider shall maintain accurate accounts and records, statements of all

its operations and expenses in connection with its functions under this agreement in

the manner specified by the „SIHFW‟.

The service provider shall forthwith upon being required by the „SIHFW‟, allow

„SIHFW‟ of any of its authorized representatives to inspect, audit or take copies of

any records maintained by the service provider. The service provider shall also

cooperate in good faith with the „SIHFW‟ to correct any practices which are found to be

deficient as a result of any such audit within a reasonable time after receipt of the

report from the „SIHFW‟. However, upon discovery of any discrepancies or under

payment the service provider shall immediately reimburse the „SIHFW‟ for such

discrepancies or overcharge. 9.

INDEMNIFICATION

a) b)

c)

d)

The service provider shall at its own expenses make good any loss or damage

suffered by the „SIHFW‟s a result of the acts of commission or omission, negligently or

otherwise of its personnel while providing the said services at any time of the premises

of the „SIHFW‟ or otherwise.

The service provider shall at all times indemnify and keep indemnified that

„SIHFW‟ against any claim on account of disability/death of any of its personnel

caused while providing the services within/outside the site or other

premises of the “SIHFW‟ which may be made under the workmen‟s Compensation

Act, 1923 or any other Acts or any other Statutory modifications thereof or otherwise

for or in respect of any claim for damage or the worker or the personnel of the

Service provider or in respect of any claim, damage or compensation under labour

laws or other laws or rules made there under by any person whether in the

employment or the Service Provider or not, who provided or provides the service at

the site or any other premises of the „SIHFW‟ shall be as provided hereinbefore.

The Service provider shall at all times indemnify and keep indemnified the

„SIHFW‟ against any claim by any third party for any injury, damage to the properly or

person of the third party or for any other claims whatsoever for any acts of

commission or omission of its employees or personnel during the hours of providing

the services at the SIHFW‟s premises before and after that.

That, if any time, during the operation of this agreement or thereafter the „SIHFW‟ is made liable in any manner whatsoever by any order, direction or otherwise of any

court authority or tribunal, to pay any amounts whatsoever in respect of or to any or

present or ex-personnel of the Service Provider or to any third party in any event not

restricted but including as mentioned in Sub-clauses No (a), (b) and (c) hereinabove,

the Service Provider shall immediately pay to the „SIHFW‟ all such amounts and

costs also and in all such cases/events the decision of the „SIHFW‟ shall be entitled

to deduct any such amounts as aforesaid, from the security deposit and/or from any

pending bills of the Service Provider.

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10. LIABILITIES AND REMEDIES

In the event of failure of the Service Provider to provide the Service or part

thereof as mentioned in this agreement for any reason whatsoever , the „SIHFW‟

shall be entitled to procure services from other sources and the Service Provider shall be

liable to pay forthwith to the „SIHFW‟ the difference of payments made to such other

sources, besides damages at double the rate of payment.

11. LOSSES SUFFERED BY SERVICE PROVIDER

The Service Provider shall not claim any damages, costs, charges, expenses,

liabilities arising out of performance/non performance of services, which it may suffer or

otherwise incur by reason of any act of omission, negligence, default or error in judgment

on part of itself and/or its personnel in rendering or non-rendering the services under this

agreement. 12. TERMS

a) In this agreement work and expression shall have the same meanings as are

respectively assigned to then in the Terms and Conditions of contract.

b) The following documents shall be deemed to form and be read and constructed as

part of this Agreement, viz.:

i. Letter of acceptance or award of contract;

ii. Terms and Conditions;

iii. Notice inviting Tender;

iv. Price bid/Schedule of quantity;

v. Scope of work;

vi. Addendums, if any;

vii. Any other documents forming part of the contract to Annexure-I to IV.

c) In consideration of the payments to be made by the „SIHFW‟ to the

Contractor as hereinafter mentioned, the Contractor hereby covenants with the

employer to execute an the Housekeeping & other services w.e.f. as per

the provisions of this Agreement and the bid documents.

d) The „SIHFW‟ hereby covenants to pay the contractor in consideration of the execution and completion of the works/services as per the provisions of this agreement and

bid documents, the contract total price of Rs. (

Rupees in words).

_)

35

f) Being the sum stated in the letter of acceptance subject to such additions

thereto or a deduction there from as may be made under the provisions of the

contract at the times in manner prescribed by the contract. 13. TERMINATION

a) Either party can terminate this agreement by giving three month‟s written notice

to the other without assigning any reasons and without payment of any

compensation thereof. However, the „SIHFW‟ shall give only a 24 hours notice of

termination of this agreement to the Service Provider when there is a major

default in compliance of the terms and conditions of this agreement or the

Service Provider has failed to comply with the statutory obligations.

b) If Service provider commits breach of any covenant or any clause of this

agreement „SIHFW‟ may send a written notice to Service Provider to rectify such

breach within the time limit specified in such notice. In the event Service Provider fails

to rectify such breach within the stipulated time, the agreement shall forthwith stand

terminated and Service Provider shall be liable to „SIHFW‟ for losses or damages on

account of such breach.

c) The „SIHFW‟ shall have the right to immediately terminate this agreement if the

Service Provider becomes insolvent, ceases its operations, dissolves, files for

bankruptcy or bankruptcy protection appoints receivers, or enters into an arrangement

for the benefit of creditors. 14. ASSIGNMENT OF AGREEMENT

This Agreement is executed on the basis of the current management structure

of the Service Provider. Henceforth, any assignment of this agreement in part or whole, to

any third party without the prior written consent of the „SIHFW‟ shall be a ground for

termination or this agreement forthwith. 15. COMPOSITION AND ADDRESS OF SERVICE PROVIDER

a) The service Provider shall furnish to the „SIHFW‟ all the relevant papers

regarding its constitution, names and addresses of the management and other

key personnel of the Service Provider and proof of its registration with the

concerned Government Authorities required for running such a business of Service

Provider.

b) The Service Provider shall always inform the „SIHFW‟ in writing about any

change in its address or the names and addresses of its key personnel. Further,

the Service Provider shall not change its ownership without prior approval of the

„SIHFW‟. 16. SERVICE NOTICES

Any notice or other communication required or permitted to be given between the

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parties under this agreement shall be given in writing at the following address of such

other addresses as may be intimated from time to time in writing. CONFIDENTIALITY

It is understood between the parties hereto that during the course of business

relationship, the Service Provider may have access to confidential information of SIHFW

and it undertakes that it will not, without SIHFW‟s prior written consent, disclose,

provide or make available any confidential information in any form to any person or entity

or make use of such information. This clause shall survive for a period of 05 years from

the date of expiry of this agreement or earlier termination thereof. 18. ENTIRE AGREEMENT

This agreement represents the entire agreement, the parties and supersedes all

previous or other writings and understandings, oral or written, and further any

modifications to this agreement, if required shall only made in writing. 19. AMENDMENT/MODIFICATION

The parties can amend this agreement at any time. However, such amendment

shall be effective only when it is reduced in writing and signed by the authorized

representatives of both parties hereto. 20. SEVERABILITY

If, for any reason, a court of competent jurisdiction finds any provision of this

agreement, or portion thereof, to be unenforceable, that provision of the agreement will

be enforced to the maximum extent permissible so as to effect the intent of the parties,

and the remainder of this agreement shall continue in full force and effect.

21. CAPTIONS

The various captions used in this agreement are for the organizational purpose only and may not be used to interpret the provisions hereof. In case of any conflicts between the captions and the text, the text shall prevail. 22. WAIVER

At any time any indulgence or concession granted by the „SIHFW‟ shall not

alter or invalidate this agreement nor constitute the waiver of any of the provision hereof

after such time, indulgence or concession shall have been granted. Further, the failure of

the „SIHFW‟ to enforce at any time, any of the provisions of this agreement or to

exercise any option which is herein provide for requiring at any time the performance by

the Service Provider of any of the provisions hereof, shall in no way be constructed to be

a waiver of such provisions of this agreement nor in any way affect the validity of this

agreement or nay pert thereof or the right of the „SIHFW‟ to enforce the same in part or

in the entirety of it. Waiver, if any, has to be in writing. 23. FORCE MAJEURE

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Neither party shall be in default if a failure to perform any obligation hereunder

it is caused solely by supervening conditions beyond that party‟s reasonable control,

including acts of God, civil commotion, strikes, acts of terrorism, labour disputes

and government or public authority‟s demands or requirements. 24. DISPUTE RESOLUTION

This agreement shall be deemed to have been mode/executed at district_ for all

purposes. In the event of any dispute related to the interpretation or rights or liabilities

arising out of this agreement, the same shall, at first instance, be amicable settled

between the parties. If any dispute is not settled amicable, the same shall be referred to

the sole arbitrator which would be either Deputy Commissioner/Additional Deputy

Commissioner of the concerned district. Theaward given by the arbitrator shall be final

and binding or the parties. The venue of arbitrator shall be district.

25. GOVERNING LAW/JURISDICTION

The applicable law governing this agreement shall be the laws of India and the

courts of the concerned district shall have the exclusive jurisdiction to try any dispute

with respect to this agreement. 26. TWO COUNTERPARTS

The agreement is made in duplicate. The Service Providers shall return a copy of

this agreement duly signed and stamped as a taken of acceptance of all terms and

conditions mentioned above. In the event of commencement of order acceptance, it will

be taken that all terms are acceptable.

All other terms and conditions of bid document shall be the same as mentioned in bid document.

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IN WITNESS WHEREOF THE SIHFW AND THE SERVICE PROVIDER

ABOVE SAID HAVE HEREONTO SUBSCRIBER THEIR HANDS ON THE DAY

MONTH AND YEAR FIRST MENTIONED ABOVE IN THE PRESENT OF THE

FOLLOWING WITNESS. SIGNED, SEALED AND DELIVERED

WITNESS

1. SIGNATURE: SIGNATURE:

NAME: DATE: NAME: DATE:

DESIGNATION: DESIGNATION:

TELEPHONE NO.: TELEPHONE NO.:

2. SIGNATURE

NAME: DATE:

DESIGNATION: For and on behalf of the Civil Surgeon, .

SIGNED, SEALED AND DELIVERED

WITNESS

1. SIGNATURE: SIGNATURE:

NAME: DATE: NAME: DATE:

DESIGNATION: DESIGNATION:

TELEPHONE NO.: TELEPHONE NO.:

2. SIGNATURE

NAME: DATE:

DESIGNATION:

For and on behalf of the Service

Provider