ror.r - Central Board of Direct Taxes, Government of...

rit'fff: 0175- 2219416 ror.r : 2214424

"fmf m"'N/Govt. of India 31'>1"', f<i>wr / Income Tax Department

flEW( 01'>1"', ~iffT "">I{">I./ % Pro Commissioner of Income Tax, 31'>1"', '1<R. qR>I'H' - 147001 / Aayakar Bhawan, Patiala

F.No.Pr. CIT/PTA/EB/contract/IX·37/201S-16 Dated: 27.08.2015

Sub: Outsourcing the work- required DEO-cum-typist and MTS/unskilled workers-reg.

Tender Notice I

1. The Pro Commissioner of Income Tax, Patiala intends to invite sealed offers from reputed parties engaged in the business of providing manpower service, for outsourcing the service of OED cum Typist (Category-I) and Multi-tasking staff /unskilled (CategoryII) on daily rate basis in various offices under the Pro Commissioner of Income Tax, Patiala and Income Tax Department, Patiala. The present requirement is approximately for 15 persons in each category I & II which may increase or decrease subsequently on need basis.

2. Contract shall initially be for a period of one years (12 Months) commencing from 01.10.2015 and would be extendable for a further period not exceeding one year, subject to satisfactory service rendered by the concerned vendor.

3 Bidders are advised to study the Bid Document carefully. Submission of the Bid shall be deemed to have done after carefully study and examination of all instructions, eligibility terms & conditions with full understanding of its implications. Bids not complying with all the given clauses in this tender document are liable to be rejected. Failure to furnish all information required in the tender document or submission of a bid not substantially. The bid should be valid till finalization of contract.

4. Tender Process:- Tender is invited in two parts i.e. (1) Qualifying Bid and (2) Financial Bid. The tender form for qualifying bid is as prescribed in Annexure-I and the tender form for the financial bid is as prescribed in Annexure-II-A and II-B. The bids complete in all respects shall be submitted in two separate sealed covers, which will be placed in a single envelope addressed to the Income Tax Officer(Hq.), Patiala, 0/0 Commissioner of Income Tax, Aayakar Bhawan, Leela Bhawan, Patiala by 3.00 PM on 16-09-2015. Late submission of bid shall not be accepted. The sealed covers should be superscribed with "Qualifying Bid- Contract for providing Outsource manpower" and Financial Bid - Contract for providing outsource manpower" respectively. The outer main cover containing the bids should be superscribed with the words "Open Tender for providing outsourced manpower". The Qualifying bid

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will be opened on 16.09.2015 at 3.30PM in the presence of bidders or their representative if available in the Conference Room, Aayakar Bhawan, Patiala. If the

r date of opening of bid is declared a holiday, the quotations will be opened on next working day. The valid qualifying bids shall be scrutinized by the Purchase Committee to short list the eligible bidders. The financial bids of the short listed bidders will be opened at 3.30 PM on the next working day. In case it is not possible to open on stipulated date due to unavoidable Circumstances, the next date of opening will be duly informed. The bidder, who quotes lowest rate is each of the categories I & II (but not lower than the rate prescribed as per Minimum Wages Act) will be declared successful. In case two bidders quote the same lowest rate, the bidder having more experience shall be given preference.

5. The offer submitted by telex/telegram/Fax/Emaii or any other manner other that specified above shall not be considered. No correspondence will be entertained on this matter.

6. If the tender are sent by post Icourier, it should be ensured that the cover is intact without any damage or loss at the time of reaching the destination. Department is not liable for the delay on account of Postall Courier Services.

7. The Pro Commissioner of Income Tax, Patiala reserves the right to reject any application(s)/quotation without assigning any reason whatsoever.

8. Submissions of Qualifying Bid:

i. Envelope shall contain the following basic documents, in the absence of which Tender Bid will be rejected .

a. PAN allotted by the Income Tax Department and copy of acknowledgement of latest return of income filed .

b. Attested copies of Articles of Association (In case of company), Bye Laws & Certificates of registration (in case of registered Co-operative Societies) and partnership deed (In case of partnership Firm) is also to be provided.

c. Details and Certificate I Testimonials in support of similar services given in the past 3 years.

d. The agency should give undertaking to the effect that it is following the provision contained in the Minimum Wages Act and will follow the Government laws, rules

and instructions as applicable for its employees, from time to time.

e. The Agency should be registered with the Service Tax Department, and evidence in this regard is submitted.

f. Copy of Registration certificate with labour Department.

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g. The Agency should have a minimum financial turnover of Rs. 25 Lac per annum during the last two financial years.

h. Any other documents which may be relevant to the tender may also be submitted.

If the tender is not accompanied by all document"mentioned a. to g. above, the bid may not be considered and the Financial Bid will not be opened for bidder who is not fulfilling these terms.

9. Submission of Financial Bid:

a. Rate should be including all charges leviable on the services being offered. All rates, taxes etc. must be clearly shown in figures and words.

b. The financial Bid will be given in the same format as per the copy enclosed, in Indian Rupees only.

10. Earnest Money Deposit (EMD):- Earnest money deposit of Rs. 50,000/- (Rupees Fifty Thousand only) per application in the form of Demand Draft in favour of the Account Officer, CBDT, Patiala shall accompany the qualifying bid. Qualifying bid without earnest money will be rejected. EMD will be returned to all the unsuccessful bidders at the end of the selection process. However, the EMD shall be forfeited in case of successful bidder withdraws subsequently or the details furnished in Annexure -I and II-A and II-B are found to be incorrect or false during the tender finalization process. No interest shall be paid on the Earnest Money Deposit (EMD) of the successful bidder and same will be returned on furnishing a performance guarantee.

11. Performance Guarantee: The successful bidder has to submit Rs. 1.00 Lac (Rupees One Lac only) as performance guarantee deposit in the form of Demand Draft in favour of the Zonal Accounts Officer, CBDT, Patiala after receipt of the offer letter and before signing the contract. The performance Guarantee shall be refunded to the selected bidder on successful completion of contract period. No interest shall be paid on the performance security placed with the Department by the successful bidder. The performance Guarantee will be forfeited in the event of withdrawal of contract by the contractor before the expiry of the contract period or in the event of termination of the contract attributable to the unsatisfactory performance of the contract or for violation of any of the terms and conditions of the contract.

12. The tenderer shall sign and stamp each page of this tender document and all other enclosure appended to it as a token of having read and understood the terms and conditions contained herein and submit the same alongwith the qualifying bid. The tenderer would full up the information in the annexure I and

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II enclosed at the end of this document in clear and legible terms. Wherever required the price quoted shall be written in figures and words as well. Annexure

r shall also have to signed and stamped by the bidder or its authorize signatory.

13. Arbitration: The department shall make every effort to resolve amicably by negotiation any disagreement or dispute arising between them under or in connection with the work order. If any dispute shall arise between the parties on aspect not covered by this agreement, or operation thereof, or the rights, duties or liabilities under these except as to any matters the decision of which is specially provided for by the general or the special conditions, such dispute shall be referred to arbitration under the provisions of the Indian Arbitration Act, 1940 or later and the rules there under any statutory modification or enactment, thereof The unresolved dispute or difference shall be resolved by the Pr.Commissioner of Income Tax whose decision shall be binding the parties. The arbitration proceedings shall be held in Patiala (Punjab).

14. Required qualification for outsourcing manpower.

A. Data Entry Operator cum Typist:

i. The person should have passed minimum 12th from a recognized Board with English as one subject and command over the language. Graduates will be preferred.

ii. The personnel should have a minimum speed of typing @ 40 WPM.

iii. The personnel should possess knowledge of software such as Microsoft Word, Excel and PowerPoint etc. and be able to use them profiCiently.

iv. The personnel should able to type directly on computer during dictation

B. Unskilled manpower / Multi- Tasking staff: The unskilled man force deployed should be able to speak, read and write Hindi and also be able to read address and names in English. He must have passed lOth class from a recognized Board.

The person to be engaged in each category should be between 18-40 years in age.

15. Job Specification:

A. Data Entry Operator: The duties of the Data entry operator would broadly include typing from the written drafts/ documents, taking direct dictation on the computer (in Hindi/English), cleaning and maintenance of computer, printing of

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documents and any other work assigned by the superior authority such as data feeding and processing of returns, organizing files and papers, receipt and

r dispatch of documents, etc.

B. Unskilled Manpower/ Multi-Tasking Staff :- Regular cleaning, sweeping and mopping of the office building/ compound. Dusting of furniture etc. so as to maintain general cleanliness and hygiene in office; and making arrangements for tea, coffee, water etc. during the meetings and other official visitors/ representatives; carrying and fetching records and keeping them in assigned places; and any other miscellaneous type work assigned by the officer-in-charge.

16. General Terms and condition:

i. The contractor shall deploy only personnel with good conduct and character. In order to ensure the same, police verification Certificate in respect of the personnel deployed shall be submitted to the % Pr.CIT, Patiala, at the time of deploying each personnel.

ii. The personnel deployed shall work on all working day and as and when required.

iii. Normally the working hours of persons deployed by the contractor shall be between 09.00 AM to 06.00 PM. The person deployed should invariably reach office before 09.00 AM, every day and perform duty.

iv. The contractor shall ensure that its personnel shall have identity Cards, provided by the contractor which shall be worn in such a way that it is prominently displayed and visible so that any person representing the contractor can easily be identified.

v. The personnel shall attend to work punctually at the prefixed/determined timing and shall be well-behaved and well-mannered.

vi. The personnel shall perform all the duties assigned by the respective Officer to whom they are attached from time to time.

vi i. The contractor is responsible for payment of salary to the personnel deployed, as also to the P.F. and other departments, as applicable.

viii. The contractor shall ensure that the work undertaken by its personnel is carried out efficiently and to the satisfaction of Officers to whom they are attached.

ix. The contractor and the personnel engaged by the contractor shall be subject to the entry and exit procedures of the Department as may be determined by the Department from time to time.

x. If in the opinion of this office, the contractor engages inadequate number of personnel or does not execute the work in a satisfactory manner or in

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r

Xi.

accordance with the terms and conditions of the contract % Pr.CIT, Patiala may get the work done through a third party contractor, without any written notice to the contractor, the cost of which shall be recovered from the contractor from the monthly payment.

In the event % Pr.CIT, Patiala deciding to renew this contract on the same terms as embodied or such other modified terms as it may think fit and proper, it shall communicate the decision to the contractor prior to the expiry of this agreement, in which event the parties to this agreement shall be governed by such documents for future or further transaction.

xii. Close liaison shall be maintained with the officer-in-charge for smooth and efficient performance of duties of the personnel.

xiii. The contractor shall indemnify and shall keep the % Pr.CIT, Patiala indemnified against acts or omission or negligence, dishonesty or misconduct of the men engaged for the work and % Pr.CIT, Patiala shall not be liable to pay any damages or compensation to such person or to third party.

xiv. The contractor shall arrange for the maintenance of all such registers and forms as are statutorily required and / or considered necessary for the efficient performance of this contract.

xv. That it is clearly agreed and understood that all the personnel provided/ engaged by the contractor shall be the employees of the contractor and all disputes between the contractor and its personnel shall have no bearing on % Pr.CIT, Patiala shall not be responsible for any claims made by such persons and shall not be liable to pay any amount to any employees / Ex-employee of the contractor. The contractor is fully responsible for disciplined behaviors of its workmen.

xvi. All damages caused by the contractor or contractor's personnel or any other personnel arising out of contractor's employees' instructions shall be charged to the contractor and recovered from its dues/ bills.

xvii. Failure by the contractor to comply with any statutory requirement and / or the terms of the agreement during the period of contract shall result in termination of the contract and subsequent disqualification from participation in any further tender of the department.

xviii. In case the contractor withdraws or % Pr.CIT, Patiala terminates the contract for violation of terms and conditions and lor deficiency in service during the period of contract, the additional expenses in hiring a new contract or temporary arrangement till the time of appointing a regular contractor through a similar tender process, shall be adjusted against payment to be made.

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xix. The service charge quoted shall be inclusive of issue of Identity Cards, other expenses relating to maintenance of register, supervisory charge and other charges to be incurred by the contractor to satisfy the terms and conditions of tender.

xx. In case, the person deployed by the contractor is absent/leave, suitable replacement should be given immediately with information to the % Pr.CIT, Patiala.

xxi. In case, complaints are received against the personnel deployed by the contractor and if the complaints are found to be true, the personnel should be replaced immediately.

xxii. The contractor shall not be allowed to transfer, assign, pledge or sub-contract its rights and liabilities under this contract to any other agency without the prior written consent of this office.

xxiii. The contractor will be required to pay at least the minimum wages as prescribed under the Minimum Wages Act. The contractor will maintain proper record as required under the LAw/ Acts. The contract will remain valid for one year or the period specified in the letter communicating the acceptance, whichever is earlier, unless terminated earlier by the % Pr.CIT, Patiala.

xxiv. The requirement of this office may further increase or decrease during the period of contract and the contractor would have to provide additional manpower, if required on the same terms and conditions.

xxv. The contractor shall furnish the following documents in respect of the individual manpower who will be deployed by it in this department before the commencement of work:

a. list of Persons shortlisted by the Agency for deployment at the % Pr.CIT, Patiala containing full details i.e. date of birth, marital status, complete address etc.

b. Bio-data of the person

c. Character Certificate from a Gazetted Officer of the Central/State Government.

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

xxvi. The service provider shall ensure that any details of office, operational process, technical know-how, security arrangements and administrative/ organizational matter are not divulged or disclosed to any person by its personnel deployed in this office. .

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xxvii. The service provided shall ensure proper conduct of his personnel in office premises and enforce prohibition of consumption of alcoholic drinks, paan, and smooking lOitering without work.

xxviii. Contractor having prior experiences (More experience) of Service providing with other Government Departments / PSUs/ bank, will be preferred if all other conditions are same.

17. Rate and price: The bidder shall quote their rates per personnel deployed as "Rate per day per personnel" (both in words and figures) which shall not be less than the minimum wages stipulated by the Central Government. The payment of wages during contract period shall not be less than the minimum wages fixed by the State Govt. for the locality from time to time.

18. Final Payment : The contractor shall submit the bill for every month by the 3"' day of next month alongwith the statement showing number of persons deployed for number of days certified by the respective DDO. No interim bills will be entertained. Payment will be made through Cheque / ECS within a month from the date of submission of bill provided there is no dispute in respect of rates, quantity and quality of work and on the basis of endorsement made by the respective DDO. The payment is subject to TDS applicable under the income Tax Act, 1961.

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L~~V<).:7,;\~ \ <A ')4 -;-

(Arun Kumar) Income Tax Officer Hq.(Tech.)

Patiala

Annexure-I

Qualifying Bid Document

S.No. Description

1. Name and Address of the party

2. Contact person with M. No. & E-mail

3. Central Service Tax No.

4. Local Service Tax No.

5. PAN

6. ESI Registration No.

7. EPF Registration No.

8. The evidence for filing of IT returns

along with income and expenditure account and balance sheet for last three Asst. years to be enclosed.

9. list of client alongwith evidence for gross contractual receipt of Rs. 10 Lac and above in the F.Y, 2014-15

10 Details of EMD

Amount / DD No. Bank name/ ranch name

I hereby certify that the information furnished above is true and correct to the best of my / our knowledge. I understand that in case any deviation is found in the above statement at any stage. I/we will be blacklisted and will not have any dealing with the Department in future.

(Signature of Authorized Signatory with Date)

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Annexure -IJ-A

Financial Bid for DEO-cum-Typist

(Category-J)

S.No. Description





5. PAN



8. Rate per person per day (both in words and figures)

a. Basic / OAf / Other charges

B EPF

C ESIC

0 Bonus

E Total (A to D)

F. Contractor Service Charge Rs.

G. Total (E+F)

h. Service Tax _ _ %onG

i. Total Cost per labour per day (G+H)

I hereby certify that the Information furnished above IS true and correct to the best of my / our knowledge. J understand that in case any deviation is found

in the above statement at any stage. I/we will be blacklisted and will not have

any dealing with the Department in future.

(Signature of Authroised Signatory with Date)

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- ,-

Annexure -Il-B

Financial Bid for Un-Skilled/ Multi-Tasking Staff

(Category-II)

S.No. Description





5. PAN



B. Rate per person per day (both in words and figures)

a. Basic / DA/ / Other charges

B EPF

C ESIC

D Bonus

E Total (A to D)

F. Contractor Service Charge Rs. _

G. Total (E+F)

h. Service Tax _ _ %onG

i. Total Cost per labour per day (G+H)

I hereby certify that the Information furnished above IS true and correct to the best of my / our knowledge. I understand that in case any deviation is found in

the above statement at any stage. I/we will be blacklisted and will not have any dealing with the Department in future.

(Signature of Authroised Signatory with Date)

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