SPA Vijayawada Tender Document for Housekeeping … Document for ... Cleaning of windowpanes and...

SPA Vijayawada Tender Document for Housekeeping Services – 2018

I accept the above Terms & Conditions

(Signature of the Tenderer) Pg. 1 of 28

SCHOOL OF PLANNING AND ARCHITECTURE VIJAYAWADA (An Institute of National Importance, Ministry of HRD, Govt. of India)

Sy.No.71/1, NH-5, Nidamanuru, Vijayawada – 521 104 Ph: 0866 2469-446,447,449, Fax: 0866 2469451

Website: www.spav.ac.in ------------------------------------------------------------------------------------------ No.F-26A/SPAV/Admn/Tenders/HK/2018 Dt: 01-03-2018

NOTICE INVITING TENDERS

FOR HOUSE KEEPING SERVICES

1. Sealed tenders are invited by the undersigned from the experienced, registered & professionally competent Contractors / Firms having a valid license under Contract Labour (Regulation and Abolition) Act, 1970 and requisite credentials for providing “House Keeping Services” on contract basis at SPA Vijayawada. The Institute presently functions from two locations viz., temporary Campus located at Nidamanuru and Permanent Campus at besides ITI College, Near Ramesh Hospital, Vijayawada. In due course of time, the activities in the temporary Campus are likely to be shifted to Permanent Campus.

2. The Tender Applications are on sale from: 01.03.2018 to 22.03.2018.

3. The last date for submission of tenders is 23.03.2018 before 2:30 P.M. and Technical bid will be opened at 3:00 P.M. on the same day.

4. The tender will be available for sale against `.1,000/- (Rupees One Thousand

Only) (Non-Refundable) by way of Demand Draft payable to School of Planning and Architecture, Vijayawada from 01.03.2018 onwards.

5. The Tender document can also be downloaded from the school’s website

https://www.spav.ac.in/tender.html and submitted along with the fee by way of Demand Draft payable at Vijayawada.

6. Visit of the Campus: Tenderers are advised to visit the SPA Vijayawada premises

and ascertain the nature and quantum of work before tendering.

7. Details of tender application fee, EMD, submission of tender, etc. are indicated elaborately in the tender document.

8. Uniform, etc.: For each year, the workers must be provided with [a] two sets of

uniform, [b] two pairs of footwear. Entire expenditure towards [a] and [b] should be borne by the contractor from his service charges.




9. Quoting unduly lower rate of Service Charge: The contractor has to quote service charge that takes care of TDS, expenditure towards items stated in Para (8), expenditure towards IDENTITY CARD, all the statutory charges relating to this contract, etc.; and reasonable margin thereafter. The Institute has responsibilities as Principal Employer and would like to ensure that unduly lower rates of service charge will not lead to complaints from workers regarding delay in payment, improper reduction in wages, seeking monetary return by the contractor from the workers, etc. thereby affecting the performance of the workers.

10. Decision on reasonability of service charge: Institute reserves right to take a

view on the reasonability of the rate of service charge. The decision of the Institute in this regard shall be final and binding. No representation will be entertained and replied to.

11. The tenders shall be valid for a period of 3 months from the date of their opening. In case the tender opening date happens to be declared as a closed holiday, the tenders will be received and opened on the next working day without any change in timings.

12. In case of same percentage of service charge is quoted by two or more tenderers,

work will be awarded to the contractor who has executed contracts of higher values of the SIMILAR WORK based on the certificate of experience submitted along with tender papers and marks obtained in the Quality Assessment Certificate.

13. Invalidation of bid: Failure to fulfill any of the conditions laid down in the Tender

document renders the tender invalid.

14. The Director, SPA Vijayawada reserves the right to: a) Reject any or all the tenders without assigning any reason whatsoever; b) Not bind herself to accept the lowest or any tender; and c) Accept the whole or any part of the tender and the tenderer shall be bound

to perform the same at the rates quoted.

15. Canvassing in connection with tender/quotation is strictly prohibited.

Sd/- Registrar




SCHOOL OF PLANNING AND ARCHITECTURE VIJAYAWADA

(An Institute of National Importance, Ministry of HRD, Govt. of India) Sy.No.71/1, NH-5, Nidamanuru, Vijayawada – 521 104

TENDER DOCUMENT

FOR PROVIDING HOUSE KEEPING SERVICES ON CONTRACT BASISAT

SPA VIJAYAWADA

Date of Issue: ______________ Tender form issued to: __________________________________________________ To be deposited in the Administration Section, SPA VIJAYAWADA Date of issue/download of Tender Document from 01.03.2018 to 22.03.2018 up to 5:30pm. Closing Date & Time of submission of Tender Form: 23.03.2018 up to 2:30pm. Date & Time of opening of Technical Bid: 23.03.2018 at 3:00 pm. Date and time of Price Bidding: will be notified to the shortlisted bidders. Note:

1. This tender Document contains 28 pages and bidders are requested to sign on all the pages.

2. This tender document can also be downloaded from the website https://www.spav.ac.in/tender.html and https://eprocure.gov.in

3. The Technical Bid & the Financial Bid should be sealed by the bidder in separate covers duly super-scribed & both these sealed covers are to be put in a bigger cover which should also be sealed and bear the name & address of the tenderer and super-scribed with “Tender for providing HOUSEKEEPING SERVICES”.

4. The tender should be addressed to The Registrar, SPA VIJAYAWADA and dropped in the Tender Box available at Administration Section, SPA Vijayawada before 2:30 PM on 23.03.2018.

CONTENTS

No. Description

I Scope of Work and Services to be provided II General Terms and Conditions III Technical Bid IV Financial Bid




SCHOOL OF PLANNING AND ARCHITECTURE, VIJAYAWADA

SCHOOL OF PLANNING AND ARCHITECTURE is an Institute of National Importance established in the year 2008 by Ministry of HRD, Government of India. The School presently functions from two locations viz., temporary campus at Sy.No.71/1, NH-5, Nidamanuru, Vijayawada – 521 104 and Permanent Campus at besides ITI College, Near Ramesh Hospital, Vijayawada. At present approx. 650 students are studying and about 70 Officers/Faculty and employees are working in this Institute.

ANNEXURE-I

I. SCOPE OF WORK AND SERVICES TO BE PROVIDED: Rendering continuous housekeeping service for SPA, Vijayawada at premises indicated below:

1. The contractor will provide the following services to SPA VIJAYAWADA in the

premises of SPA Campus and its hostels on every day/weekly/fortnight/monthly.

i. Cleaning of windowpanes and doors/glass doors at least once in a week to keep them dust free.

ii. Washing of floors of corridors with Vim / Detergent at least once a week preferably on Saturday / Sunday.

iii. Continuous mopping to be done at reception floor, washroom areas and other floors during office hours.

iv. Spraying mosquito/insect/fly repellant in all the rooms at least once in a month and also as and when called for by concerned department.

v. All toilets shall be cleaned a minimum of 6 (six) times a day i.e. 8:30 AM, 10:00 AM, 11:30 AM, 2:00 PM, 3:00 PM, 4:30 PM and adequate number of naphthalene balls and odonil air freshener to be provided in each toilet.

vi. Separate Gents and Ladies housekeeping staff should be deployed for the cleaning of Gents and Ladies toilets.

vii. Removal of cobwebs/Honey webs from the office building and its premises. viii. Cleaning of rooms with Phenyl / Cleanzo every day positively. ix. Cleaning i.e. sweeping and scrubbing of all the rooms, stairs and corridors of

floors of the campus and hostel premises including Terrace and Roof twice before opening and closing.

S.No. Premises

1 Academic Campus at Sy.No. 71/1, NH-5, Nidamanuru, Vijayawada – 521104.

2 Hostels and Academic Campus at besides ITI, Near Ramesh Hospital, Vijayawada.

3 Open Areas of both campuses




x. Cleaning of any choking in the drainages, manholes etc., xi. Cleaning and scrubbing of mess premises inside at least three times a day i.e.

at 9:00 AM, 12:30 PM and 4:30 PM xii. Removal of garbage from outside the premises of Mess, Rain water outlets in

Terraces, cleaning Sewer lines, Storm water lines etc. xiii. Cleaning of compound including front and backside of the campus premises

weekly. xiv. Cleaning of toilets of all floors, blocks including WCs and wash basins, Urinals

etc., with Vim at least twice daily and with acid every Friday, providing Phenyl / cleanzo pocha in the toilets, water cooler areas and wherever / whenever necessary.

xv. Collection of waste paper from rooms, waste paper, baskets, lobbies and putting in bags at the specified location.

xvi. Cleaning of chokage in sewer and pumping lines within premises as and when required.

xvii. Cleaning gulley trap and manholes within whole SPA VIJAYAWADA Campus Premises as and when required.

xviii. Rat menace – effective control. xix. Cleaning and dusting of entire furniture, partitions, wooden cabin walls,

railings, doors, windows Venetian blinds, racks, sofas, computers, telephones, curtains wall mounted fans and etc., with dry/wet cloth, feather brush and duster.

xx. Lifting, carrying and disposing the dead birds animals, rats, insects etc., if found in and around the office building.

xxi. The contractor shall also be responsible for pest control in the office and shall carry out sprays etc., minimum once in month. The insecticides and pesticides should be sufficient enough to take care of Mosquitoes, Cockroach, Silver fish, crawling insects at library and carpeted rooms, rats etc. The insecticide and pesticide sprayed should be of ISI mark and in case the pest control is ineffective the firm shall have to carry out operation more than once in a month.

xxii. Removal of Dogs/Cats/Rats from the office Building and its premises. 2. The contractor will liaise with the designated officer of SPA, Vijayawada and

report every month to the designated officers, who are authorized to make check on day to day activities of the contractor. The contractor shall extend full cooperation and provide necessary information on housekeeping problems to the designated officers from time to time.

3. The contractor shall be responsible for all the fixture and fitting provided by

SPA, Vijayawada. In case of any damage to any fixtures, fittings, equipment etc., the contractor shall be responsible to carry out the repairs without any delay and avoid any interruption in service. Cost of repairs etc. shall be borne by the contractor himself. In case of any loss, theft or damage, contractor shall replace




lost, broken or damaged items, of the same quality at his own cost and expense failing which cost & expense involved will be adjusted against the amount due to contractor otherwise. The decision of SPA, Vijayawada about the extent of loss, theft, damage in this context shall be final and binding on the contractor.

4. The contractor shall be responsible for engaging adequate manpower required

for providing good cleaning service in SPA, Vijayawada. 5. The contractor will, prior to the commencement of the operation of contract,

make available to SPA VIJAYAWADA the particulars of all the employees who will be employed, such particulars inter-alia should include age, date of birth and permanent address of the employees.

6. The employees of the contractor should possess sound health and be free from

any diseases, especially contagious and frequently recurring diseases and they should be in uniform and ID Cards while on duty.

7. The work shall be undertaken in close co-operation and co-ordination with the

other agencies working at site. 8. The contractor shall not tap any fire hydrant / water point for obtaining water

for his work without obtaining prior approval of the officer concerned. 9. All work shall be carried out with due regard to the convenience of the

SPAVIJAYAWADA. The order of the concerned authority shall be strictly observed. No extra cost shall be paid on this account.

10. The contractor has to deploy manpower for housekeeping work on late hours as

well according to the requirements of SPA VIJAYAWADA for which no extra cost will be paid.

11. Contractor shall verify character, antecedents of cleaning personnel employed

before deployment in SPA VIJAYAWADA campus and furnish names of the personnel deployed with photographs local address and permanent address for record by SPA VIJAYAWADA and shall notify any change in address.

12. Cleaners/Sweepers will not be changed by contractor frequently until and unless

so warranted. 13. Sub-contracting of the contract shall not be permitted. 14. Disputes if any, arising out of the cleaning services contract shall be settled by

mutual discussion or through the channel of arbitration, with jurisdiction at Vijayawada only.




15. The contractor will not charge the additional payment to provide the cleaning services on Holiday, Sunday and Odd hours during SPA VIJAYAWADA functions.

16. The contractor may be required to coordinate and liaise with local authorities

such as Municipal Corporation of Vijayawada etc., in connection with cleaning services as per requirements of prevailing legislation on such matters, as called for.

17. The cleaning operations will be monitored by the committee appointed by SPA

Vijayawada. 18. The contractor will liaise with the designated officer of SPA VIJAYAWADA and

report to him every month to make checks on day to day activities of the Housekeeping service. The contractor shall extend full cooperation to the designated officer from time to time. SPAVIJAYAWADA shall be at full liberty to call for fresh tender at the expiry of the present agreement.

19. The agency shall ensure that it obtains an appropriate license from the State

Assistant Labour Commissioner under the Contract Labour (Regulation & Abolition) Act,1970. In the event that the agency does not obtain a license or does not renew the license on its expiry then, the agreement shall automatically stand terminated. In the event of such a termination, the Institution shall not be liable to pay any compensation whatsoever, to the agency.

20. The contractor should possess and have experience in usage of modern

housekeeping cleaning machinery and should be put to use as and when required by SPAV.

21. The approximate total built-up area of the Academic Building, Hostels, Dining

Hall and Guest House (Visiting Faculty Block) is 53,580.19 Sq.mts and open areas. The above total built-up area is only for information. The price bid should not be quoted based on the built-up area, but should be for rate per person as per the Central Minimum Wages Act.

MATERIAL LIST: The following list of material (monthly) of reputed brands is to be supplied by SPA VIJAYAWADA:

1 HARPICK 20 MOP REFILLES

2 URINAL CUBES 21 STEEL WOOL

3 ODONIL 22 PAPER NAPKINS




4 DETTOL BIG 23 CARPET BRUSH

5 SMELL OUT 24 NAPHTHELENE BALLS

6 SPRAY GUNS 25 LAPPAM PATTI

7 SOFT BROOMS 26 TISSUE ROLLS

8 HARD BROOMS 27 HIT BLACK

9 HARD BRUSH 28 CARRY BAGS

10 LONG BRUSH 29 HAND WASH

11 BIF SQUEEZER 30 RIN /Surf Excel SOAPS

12 SMALL SQUEEZER 31 GLASS CLEANER

13 PLUMBING PUM 32 CARRY BAGS

14 DUSTERS – WHITE 33 COLLIN

15 YELLOW CLOTH 34 JET COILS

16 ROOM SPRAY 35 PHYNYLE

17 MOPS – MEDIUM 36 SOAP WATER

18 BRASSO CLEANER 37 RAT BONES

19 SCRUBPADS 38 ACID

MINIMUM LABOUR TO BE PROVIDED:

1. Unskilled workers : 32 (Thirty Two) (31 HK persons + 1 Supervisor) Out of 31 at least 2 should be exclusively deployed for

clearing of choking’s. The housekeeping personnel may be increased or decreased during the tenure of the contract as per the requirement of the institute.




II. GENERAL TERMS AND CONDITIONS

(Failure to comply with any of the instructions laid down herein renders the tender invalid. All the enclosures/documents as sought will have to be submitted along with Technical Bid or Price Bid of the tender. Enclosure/document not submitted along with Technical Bid or Price Bid of the tender will not be accepted later.) GENERAL INSTRUCTIONS: 1. Description of Work: To ensure and be responsible for neatness & immaculate

Cleanliness of premises of the School and its Hostels comprising of temporary campus at Nidamanuru and Permanent Campus at besides ITI College, Near Ramesh Hospital, Vijayawada including the Open areas.

2. Only firms with NSIC registration for providing housekeeping services are exempted from payment of Tender Fee & EMD. The proof of registration should be enclosed and the registration should be valid as on last date of submission of tender, failing which the tender shall not be considered. No firm can be exempted from payment of Tender Fee & EMD.

3. The contract will be for a period of 1 (one) year. The SPAV may renew/extend the

contract to such further period (s), as it may deem proper and in any case not exceeding three years from the date of commencement of work, having regard to the quality and manner of the contractor’s performance. However, it shall be with consent/written request by the contractor in this regard.

4. Tender shall be submitted in official tender form only. If submitted in any other form the same shall be summarily rejected. No tenderer shall be issued more than one tender form.

5. Tenders received without prescribed Tender Fee and Earnest Money Deposit (EMD)

shall not be considered.

6. SPAV reserves the right to cancel the contract at any stage without assigning any reason.

7. All works shall be executed as per detailed specifications and as directed by an

officer/official nominated by the Director. 8. The areas of cleaning indicated are purely approximate and likely to vary.

9. The Contractor shall abide by all laws and regulations and statutory obligations in

force from time to time including labour laws and shall indemnify the SPAV from any claims in this regard.




10. The house keeping personnel engaged by the contractors are solely employees of the contractor and they have no right to claim for any compensation or regular post in SPA Vijayawada. SPAV doesn’t own any responsibility, whatsoever either for absorption/continuation or for regularization of employment.

11. The contractor should not allow his workers to conduct any Union activities in the

campus of SPA Vijayawada.

12. All letters posted to Contractor at the address given by him will be considered to have been delivered in time.

13. The schedule issued with the form of tender listing the services to be rendered

must not be altered by the tenderer. 14. No paper shall be detached from the tender. 15. The name and address of the tenderer shall be clearly written in the space

provided and no overwriting, correction, insertion shall be permitted in any part of the tender unless duly countersigned by the tenderer. The tender should be filled in and submitted in strict compliance with the instructions laid down herein, otherwise the tender is liable to be ignored.

16. The tender is liable to be ignored if complete information is not given there-in, or

if the particulars and date (if any) asked for in the schedule to the tender are not filled in.

17. The SPAV through its officers, reserves the right of altering the specifications of

works of adding to or omitting any items of work or of having portions of the same carried out in the Institute by others and such alterations and variations shall not violate this contract.

18. The Contractor is required to post his authorized representative at the site of the

work who shall receive the instructions from the Officer (to be nominated by the Director of the Institute) from time to time. All such instructions received by the authorized representative on behalf of the Contractor shall be deemed to have been received by the Contractor within the scope of this work order.

19. The personnel of Contractor should observe only 10 (ten) closed holidays in a

calendar year irrespective of number of the holidays observed by the Institute. The closed holidays normally cover Republic Day, Independence Day, and Mahatma Gandhi’s Birthday. In addition, they will be entitled to one day paid leave for every twenty days of work.




20. The services of employees of Contractor should be made available on all days on six-day week basis irrespective of holidays and on Sundays, if required and they should be prepared to work on shifts as may be required. The Contractor has to ensure proper attendance and proper weekly off of the personnel deployed. The Contractor shall provide replacement of personnel, in case of absenteeism, casual/sick leave, etc., so as to ensure full staff at all time. In case of absence/leave by any particular person, the Contractor shall make alternate arrangement immediately.

21. An affidavit to be submitted in original, duly certified by a Notary that:

i) The Partners of the firm or sole proprietor or Company as the case may be,

has never been black-listed and the name of the firm or company has not been changed.

ii) There is no police case/vigilance enquiry pending against the Partners of

the firm or sole proprietor or Company as the case may be, and that he has never been punished by any Hon’ble Court.

22. Individual signing the tender or other documents connected with the tender must

specify whether he signs as: i) Sole proprietor of the concern or constituted attorney of such sole

proprietor. ii) A partner of the firm if it is a partnership firm, in which case he must have

authority to execute contracts on behalf of the firm and refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or by a power of attorney duly executed by the partners of the firms. Director or Principal Officer duly authorized by the Board of Directors of the company.

iii) In case of (ii) a copy of the Partnership Agreement or General Power of

Attorney, in either case attested by a Notary Public should be furnished or an affidavit on stamp paper duly sworn or affirmed by all the partners admitting execution of the partnership agreement or the General Power of Attorney should be furnished. The copy of the certificate of registration of firm should be attached along with the tender papers. In case of partnership firm, where no authority to refer dispute concerning the business of the partnership has been conferred on any partner, the tender and all other related documents must be signed by all the partners of the firm.




iv) In case of (iii) the person signing the tender should be authorized by a resolution attested by the Principal Officer should be attached.

23. The Tenders should be submitted in Two Sealed Covers (Two Bid System):

i) The first sealed cover should be super-scribed as “Technical Bid” duly

filled in with supporting documents, the Acceptance of Terms and conditions and Demand Draft for E.M.D. and Tender Fee.

ii) The second sealed cover super-scribed “Financial Bid” should contain only

rates to be quoted. iii) Both the sealed covers should be placed in the main sealed envelope

bearing name & address of the bidder and super-scribed with “Tender for the House Keeping Services”. This should be addressed to the Registrar, SPAVIJAYAWADA and sent by Post/Courier or by hand deliver. The Tenders should be dropped in the Box available at Administration Section, SPA VIJAYAWADA before 2:30 PM on 23.03.2018. The technical bid will be opened on the same day at 3.00 P.M.in SPA, Vijayawada.

iv) The Technical bids will be opened by the committee in the presence of

bidders or their authorized representatives in the above mentioned place and time. Financial Bid of qualified tenderers in technical bid will be opened later and the date will be informed accordingly.

24. Filling tender forms: The tender should be clearly filled or typed and signed in

ink legibly. Alteration/Corrections if any, unless legibly attested by the tenderer with his full signature shall invalidate the tender. In case there is any difference in the amount between figures and words, the amount indicated in words will be treated as the valid offer.

25. The tenderer should ensure that the amounts are written in such a way that interpolation is not possible. No blank space should be left. All the enclosures should be submitted in Cover 1 or Cover 2 as the case may be and no opportunity will be given to submit any document later.

26. Earnest Money Deposit (EMD): A Demand Draft of `.1,25,000/- (Rupees One

Lakh Twenty Five Thousand Only) is required to be deposited as EMD in favour of SCHOOL OF PLANNING ANDARCHITECTURE, VIJAYAWADA payable at Vijayawada. The EMD of the successful Tenderer shall be liable to be forfeited if he does not fulfill any of the following conditions:

i) An Agreement is to be signed by him in the prescribed form with in 10 (Ten) days of the receipt of letter awarding the contract.




ii) The agency is liable to obtain necessary permissions or approval for engaging the House Keeping workers from the competent authority at their own cost.

iii) The House Keeping Services will commence within 10 (Ten) days of the

receipt of the letter awarding the contract or as decided by the competent authority.

27. The bids should be valid in the case of all the tenders for at least 3 months from

the date of opening of the tender and if any tenderers withdraws or alters the terms of the tender during the period, the Earnest Money Deposit shall be forfeited.

28. The Tenders received after the due date/time will not be considered under any

circumstances, they stand summarily rejected. 29. In case of any accident to the personnel employed by the agency during the 24

Hours the agency alone is liable to pay workmen’s compensation and any other statutory dues or payments and the SPA, Vijayawada is not liable for any liabilities/payment of such kind.

30. The contractor shall be responsible for engaging adequately trained manpower

required for providing good House Keeping service in institute. 31. The agency should deploy energetic and experienced housekeeping personnel

between the age group of 20-40 and preferably English/Hindi/Telugu speakers. If any person is not suited to the duty, the house keeping agency must replace such person immediately.

32. The Contractor will, prior to the commencement of the operation of contract,

make available to SPA, Vijayawada, the particulars of all the employees who will be employed, such particulars inter-alia should include age, date of birth and permanent address of the employees.

33. The Contractor shall be responsible for the payment of Wages and Allowances as

per Central Government Minimum Wages as amended from time to time, all statutory dues to the persons employed by him for providing housekeeping Services. The Contractor shall be further responsible for proper discipline of the employees engaged by him and their work besides observing other obligations. No child labourers shall be permitted by SPA, Vijayawada under this contract. Further the contractor shall be responsible to pay all the dues of employees, as well as statutory dues applicable under labour laws. In the event there is any violation of any contractual or statutory obligation regarding the personnel / labour the contractor shall be responsible and liable for the same. Further, in




the event of any claim, action or suit is instituted against SPA, Vijayawada, the Contractor shall be required to reimburse to SPA, Vijayawada any payment made under such orders or judgments of any competent authority which it may be liable to pay as a Principal Employer as and when such liability is determined. SPA, Vijayawada shall also have the right to deduct these amounts from the payment due to the Contractor while settling the payments.

34. The contract once awarded can be terminated by either party after giving one

month notice to the other party. Nevertheless, SPA, Vijayawada may terminate the contract of the contractor without any notice in case the contractor commits a breach of any of the terms of the contract. SPA, Vijayawada’s decision that a breach has occurred will be final and shall be accepted without demur by the Contractor.

35. Notwithstanding any other provisions in this contract, the SPAV reserves the

absolute right to terminate the contract forthwith if it is found that:-

Document(s) not being genuine: In case any document(s) produced in support of eligibility criteria or any other document(s) turns out to be not genuine:

[a] Before award of work: The work will not be awarded, EMD shall stand automatically forfeited, and the tenderer will be liable for any further action as may be deemed appropriate by SPAV; or [b] After award of work: The award of work will be cancelled, Security Deposit shall stand automatically forfeited, and the contractor will be liable for any other action as may be deemed appropriate by SPAV.

36. The Contractor shall be liable with regard to compliance of all the laws

regulation, rules and directions given by any statutory authority with regard to safety, labour laws or any other laws both Central & State in force in the State of Andhra Pradesh including registrations with Provident Fund, Employees State Insurance, GST, Municipal Registrations etc., copies of all such statutory registrations shall be enclosed to the tender.

37. It will be the sole responsibility of the contractor to abide by the provisions of

the following acts as to the workers engaged by him for performance of this contract:

Employment of Children Act Workmen compensation Act Contract Labour (Regulation & Abolition) Act 1970. Minimum Wages Act Employee Provident Fund Act ESI Act

Any other act or legislation as may be in force from time to time.




38. The Contractor shall, keep necessary books of accounts and other documents for

the purpose of this condition as may be necessary and shall allow inspection of the same by a duly authorized representative of Govt. and further shall furnish such other information /document as the authorities may require.

39. The Contractor shall be responsible to maintain the equipments and other

articles supplied by the SPA, Vijayawada in good condition. In case of any damage, he shall be responsible to carry out the repairs without any delay to avoid any interruption in service. Cost of repairs shall be borne by the Contractor him-self.

40. SPA, Vijayawada shall in no way be responsible for any default with regard to any

statutory obligation and the Contractor will indemnify SPA, Vijayawada in case of any damage or liability, which may arise on account of action of contractor.

41. Services to be provided by contractor are indicated in the Annexure-I. 42. Dispute, if any, arising out of the House Keeping Services contract shall be

settled by mutual discussion or arbitration by sole Arbitrator to be appointed by the Director, SPA,VIJAYAWADA as per the provisions of the Indian Arbitration and ConciliationAct,1996 and the Rules framed there under. Any Arbitrator appointed shall not have the jurisdiction to pass any interim awards, or to grant interest higher than 8% charges simply on the award amounts, or amounts payable to either party.

43. Tender shall be accompanied by the relevant documents including the

following:- i) Certificate in support of experience for having undertaken this kind of

business along with a list of organizations where the Contractor is currently providing / has provided House Keeping Services.

ii) Work-plan indicating the requirement of staff and the deployment pattern

of staff proposed and other details for the efficient satisfactory performance of the contract.

iii) Certificates in support of all statutory registrations.

44. On termination of the agreement, the contractor will hand over all the equipments /articles as supplied by the SPA, Vijayawada in good working condition back to SPA, Vijayawada.




45. The work shall be carried out so as to keep the premises ready by the office opening time and keep the office clean till and after the closing time of office. (Normal working hours are 8:00AM to 4:30 PM for selected group of housekeeping staff engaged at Campus).

46. Care must be taken to ensure while carrying out the work so that no furniture,

equipments fittings, fixtures, furnishings are damaged. Any damages done to the same or any other property will have to be repaired / replaced by the contractor, failing which the same will be got done at his risk and cost. The decision of the Designated Officer shall be final and binding on the contractor.

47. If any theft or loss of property is reported by any Department / Section due to

the negligence or improper action of any trespass of unauthorized persons, the house keeping agency shall be responsible and the SPA, Vijayawada shall have the right to recover damages from the payment dues & the Security Deposit of the agency.

48. All work shall be carried out with due regard to the convenience of SPA,

Vijayawada. The orders of the concerned authority shall be strictly observed. 49. The Contractor has to deploy and work during holidays late hours and Sundays as

well according to the requirement and convenience of SPA, Vijayawada and the occupants, while ensuring weekly offs of his / her employees as per statutory requirements.

50. All the material to be used shall be got approved by the Designated Officer

before starting the work. 51. The Contractor shall be fully responsible about the conduct of his employees and

shall ensure that their behavior with the residents, supervisors, officers is always good and cordial. If it is found that the conduct or efficiency of any person employed by the contractor is unsatisfactory, the contractor shall have to remove the person concerned and engage a new one within (48) hours of intimation. The decision of the Designated Officer in this regard shall be final and binding on the contractor.

52. SPA, Vijayawada is not bound to provide any mode of transport in respect of men

or material required for the contract. 53. All statutory obligations under various laws from time to time will have to be

met by contractor for which payment shall be made to him during the contractual period as per Central Government Minimum Wages as amended from time to time & other statutes in force.




54. The contractor shall at all times indemnify and keep indemnified the Principal Employer the Head of the Office and its Officers, Servants and Agents for and against all third party claims whatsoever (including time not limited to property loss and damage, personal accident, injury or death of / or property or person of any sub-contract and or the servants or agents of the contractor any sub-contractor(s) and or the owner and the contractor shall at his own cost and initiative at all times, maintain all liabilities under Workman’s Compensation Act / Fatal Accident Act, Personal Injuries, Employees State Insurance Act, PF Act and / or the Industrial Legislation from time to time in force.

55. In the event of failure in maintaining the Cleaning Service on any day up to the

desired standard in part or full, the contractor is liable to be penalized @ `.1,000/-(Rupees One thousand only) per day which shall be recovered from the bills or otherwise deducted out of security deposit. For purpose of imposing penalty, the decision of Director / Registrar will be final and binding on the contractor and shall not be subject to dispute or arbitration.

56. Security Deposit: For due performance of his/their obligations under the

contract, during the validity, the successful tenderer shall have to deposit `.6,24,000/- (Rupees Six Lakhs Twenty Four Thousand Only) as Security Deposit which will be free of interest, immediately after commencement of the contract in favour of SCHOOL OF PLANNING ANDARCHITECTURE, VIJAYAWADA payable at Vijayawada. This security deposit is to be furnished in the form of Bank Guarantee as per the format furnished by the Institute from any of the Nationalized Banks or SBI or from any one of the scheduled banks. The security deposit will be forfeited in case of the breach of contract. After successful completion of the contract, the security deposit will be refunded within 90 days after adjusting dues if any to the SPAV from the Contractor.

57. As per SPA VIJAYAWADA policy payments and receipts to Government and Semi

Government Agencies would be rounded off to the nearest higher rupee and in other cases the rounding off will be to nearest rupee i.e,. paise 50 or above will be rounded off to the next higher rupee and paise less than 50 will be ignored.

58. The workmen employed by the contractor shall be directly supervised and

controlled by the Contractor and shall have no relation whatsoever with SCHOOL OF PLANNING AND ARCHITECTURE, Vijayawada. SPA, Vijayawada shall have no power to control or supervise such workmen or to take any action against them except as permissible under law. Such workmen shall also not have any claim against SPAV for service or regularization of services by virtue of being employed at SPAV against any temporary or permanent posts at SPAV.

59. The work executed shall be to the satisfaction of the Director / Registrar of

SPAVIJAYAWADA.




60. The contractor shall ensure that either he himself or his representative is

available for proper Administration and supervision at the works. 61. The contractor undertakes to deposit EPF, ESI, GST and other dues within the

stipulated time as required by law and comply with all other provisions. The agency should give EPF, ESI Cards immediately and shall submit EPF, ESI & GST Challans relating to the current month to the Indenting Office along with its bill for the current month and Form-10 and Form-5 shall be filed regularly with PF authorities.

62. The agency shall provide deployment/engagement letter to the staff engaged at

the beginning of the contract and issue PAY-SLIPS (hardcopy /softcopy) on monthly basis to the staff engaged.

63. SPA VIJAYAWADA shall in no way be responsible for any default with regard to

any statutory obligations and the contractor will indemnify SPA VIJAYAWADA in case of any loss or damage or liability, which may arise on account of action of the contractor.

64. The Director, SPA VIJAYAWADA., reserves the right to award contract for the

above services either to one party or more than one party. He also reserves the right to amend or withdraw any of the terms and conditions contained in the tender document or to reject any or all the tenders without giving any notice or assigning any reason and not bound to accept the lowest. In case L-1 is more than one, then the past performance of the Tenderer will be the criteria for selection and it would be at the discretion of the Service Contract Committee, as constituted by Director, SPA VIJAYAWADA. There commendations of the Committee and the decision of SPA Vijayawada shall be final in all respects and will be acceptable to all the tenderers.

65. Any attempt to influence direct or indirect on the part of a tenderer - the

authority to whom he has submitted the tender or the authority who is competent finally to accept it after he has submitted his tender or any endeavor to secure any interest for an actual or prospective tenderer or to influence by any means the acceptance of a particular tender will render the tender liable to exclusion from consideration.

66. In case of default, Contractors who violate the terms of the contract and whose

contracts are terminated should be considered for blacklisting by the Competent Authority for a significant time before they are considered again.

67. The decision of the Director / Registrar, SPA Vijayawada in any matter relating

to this contract shall be final.




68. If any relative of the tenderer is an employee of the SPA Vijayawada, the name,

designation and relationship of such employee shall be intimated to the Director, SPA Vijayawada, in writing while submitting the tender.

69. The competent authority reserves the right to impose penalty up to `.25,000/-,

if the services are unsatisfactory based on the complaints received.

70. The Tender will be based on Central Government Minimum Wages in force from time to time towards the remuneration of the House Keeper to work at following premises:

I. a) Academic campus at Nidamanuru

b) Hostels and Academic Campus at besides ITI, Near Ramesh Hospital, Vijayawada c) Other open areas

II. The payment shall be made with reference to the actual number of

Cleaners/Sweepers deployed / required on actual basis. EVALUATION OF THE TENDER: 1. Quality Assessment Certificate (QAC): Proforma has been prescribed (part of

this NIT).All the tenderers have to obtain QAC along with the experience certificates from the clients, separately for each of the contracts executed. Experience certificates without QAC or QAC without experience certificates will not be considered for any purpose.

2. “Similar work” means execution of cleaning, housekeeping, sanitary works and

guesthouse maintenance works. The tenderer must produce work done certificate from the clients. The work done certificate should mention the details of work executed, the value of work done, the date of commencement and date of completion of the work

3. All the copies of mandatory documents, except affidavits submitted by the tenderer should be attested by the Contractor. The affidavits should be attested by a Notary Public. Failure to comply with these conditions renders the tender/bid automatically disqualified. The original documents should be produced for verification at any stage of tender process as and when sought for, failing which; the bids are liable for disqualification.




4. Only the documents as asked in the Tender must be submitted. It is to be strictly observed that no irrelevant (or) superfluous documents are submitted with the Tender.

5. Certificate of Experience: The tenderer must produce certificate of experience

from the clients. The certificate should clearly mention the following details: Sl. No. Description

1 Name of the client and full address 2 Telephone and FAX number of the client 3 Details of work performed 4 Number and type of labour supplied 5 Period of work (starting and ending) 6 Value of work completed in Contract for supply of labour

6. Copy of work order/agreement and/or self-certified certificates WILL NOT BE

ACCEPTED as certificate of experience. If any document other than certificate of experience is produced, such document WILL NOT BE ACCEPTED AS RELEVANT. Tenders not accompanied by certificate of experience issued by the client WILL AUTOMATICALLY STAND DISQUALIFIED.

7. Only certificates issued by the clients on letter head with date of issue and containing requisite details will be considered.

PAYMENT CONDITIONS: 1. The Contractor will be responsible for making the payment of wages directly to

its workers by 5th of each month from his own sources and subsequently raise the bill for reimbursement which will be verified on the basis of actual amount disbursed and attendance etc. The Contractor shall make payment to the workers by depositing the payment towards the wages in their bank accounts and submit the bank details/ECS statement duly certified by the bank, to the office with the bill for verification. The bill shall also carry the duly certified copy of EPF, ESI and GST challans for the same month for which the bill has been raised for payment. The claim bill shall be submitted to the Officer-in charge of the Institute for certification for pro-rata payment. The officer on the receipt of the bill will check the work record and there after accordingly certify the bill for payment.

2. Payment will be made by the Institute to the contractor on monthly basis on submission of bills in duplicate along with the attendance sheets and certificate of satisfactory performance of work from the concerned officer of the SPAV. A certificate to the effect that all labour laws including EPF, ESIC, GST payments,




etc., are being followed has to be furnished with proof along with the bill for payment.

3. Income Tax and other statutory levies as applicable from time to time will be

deducted from the bills of the Contractor.

4. The contractor would be required to ensure the payment of its workers by 5thof every month and there should be no linkage between this payment and settlement of the contractor’s bill from the SPAV.

5. The contractor should arrange deposit of the wages of his workers in to their

respective bank accounts preferably through ECS and tender a copy of the ECS statement to the Institute as proof of payment of wages failing which the bill of the current month will not be paid. The contractor shall facilitate his workers in opening bank accounts. Under no circumstances, payment of wages in cash shall be made.

UNDERTAKING BY THE HOUSE KEEPING CONTRACTOR

We have carefully gone through the various terms and conditions listed in the above for provision of Contract for House Keeping Services at SPA, Vijayawada on monthly basis. We agree to all these conditions and offer to provide House Keeping Services at SPA, Vijayawada. We are making this after carefully reading the conditions and understanding the same without any kind of pressure or influence from any source whatsoever. We have acquainted ourselves with the tasks required to be carried out, before making this offer. We hereby sign this undertaking in token of our acceptance of various conditions listed above.

Name & Signature of House Keeping Contractor:

_______________________________________

Address: ________________________________

Seal of Agency____________________________

Phone No. (O): _______________

(R): ________________________

(M): ________________________

Place: ______________

Dated: ______________





Sy.No.71/1, NH-5, Nidamanuru, Vijayawada – 521 104

III. TECHNICAL BID FOR HOUSE KEEPING SERVICES

[Information should be submitted in this format on the letterhead of the tenderer and all the annexures should be numbered without fail. Failure to comply with this instruction renders

the tender/bid automatically disqualified]

A. Documents/details to be mandatorily submitted:-

S.No. Particulars Details Page No.

1 Name of Firm/Tenderer/ Company(in block letters)

2

Office Address

Telephone No. Fax No. e-mail id

3

Name & Design. of authorized representative(s) with Ph.No.

4 Type of Firm

Private Ltd., / Public Ltd., / Cooperative / NGO / PSU (Please tick and enclose copy of Memorandum / Articles of Association / Certificate of Incorporation and appropriate registration certificate )

5 Registration Number of Firm




6

An affidavit, in original, duly certified by a Notary that: i) The Partners of the firm or

sole proprietor or Company as the case may be, has never been black-listed and the name of the firm or company has not been changed.

ii) There is no police case/vigilance enquiry pending against the Partners of the firm or sole proprietor or Company as the case may be, and that he has never been punished by any Hon’ble Court.

Submitted / Not Submitted

7 Income Tax Returns (last three years) Submitted / Not Submitted

8

Photo copy of a valid License issued by the State/Central Labour Department under Contract Labour Act

9 PAN Number with proof

10 EPF Registration Number with Proof

11 ESIC registration Number with Proof

12 GST Registration Number with Proof

13

Annual Gross Turnover during the last 5 consecutive years should be minimum 5.00 Crores in each financial year. The Organisation should provide required documentary proof in support thereof such as IT – Return, Audited Balance Sheet for the above

FY - 2016-2017 : `._____________

FY - 2015-2016 : `._____________

FY - 2014-2015 : `._____________

FY - 2013-2014 : `._____________

FY - 2012-2013 : `._____________

14 Earnest Money Deposit Details

Amount : DD No. : Date : Bank :




15 Tender Fee Details

Amount : DD No. : Date : Bank :

16 Any Relevant Information

B. Details of Experience:-

1. Letters of satisfactory performance from 5 of your biggest reputed clients must be attached for providing House Keeping services certify that the services are professional.

2. The experience of similar works should be from Government / Public Sector undertaking / Registered Societies / Universities / Research Institutions / Educational Institutions / IT Industries. Experience in other institutions will not be considered. Provide the details as per the below format.

3. It is MANDATORY to submit experience certificates with strict compliance as per the clauses 5,6,7 of the Evaluation of the Tender.

4. The latest Quality assessment certificate from present/current employer/client is an important/mandatory criteria and should be kept in the technical bid, while assessing the technical bid for qualifying nature.

S.No.

Name of the

Employer & Address

with Telephone

Nos.

Type of Institution /Industry

Details of Experience,

similar works Period of

Contract with dates of

commencement and completion covering last 5

years

Total No. of

Supervisors

Total No. of

Cleaners /Sweepers

Nature of Work

(Housekeeping works only)




C. Infrastructure Details:

i) Workforce (No.): __________________________ (not less than 50) (Please

enclose the list giving Employee-wise Name, P.F.No. & ESI No.)

ii) List of available modern housekeeping cleaning machinery should be attached without fail (To be put in use as and when required by SPAV).

D. Validity:

The Tender shall be valid for a period of at least three calendar months from the

date of opening of the tenders for the purpose of evaluation of tender. However, the rates quoted in the tender should be valid for the period of contract.

NOTE:-

i) EMD to be deposited along with Tender Document in separate sealed cover-I super scribed as “Technical Bid”.

ii) All the supporting documents should be enclosed along with this bid. If not enclosed the bid will not be considered.

iii) Additional information, if any (attach separate sheet if required):

Signature of Authorised person of the Firm/Agency with stamp

Dated: - _______________ Place: - _______________




QUALITY ASSESSMENT CERTIFICATE (Submit with technical bid)

Name of the Agency: _______________

Period of service availed from Agency: _____________ to ______________________

(Please tick √ numerical assessment – 5 being the maximum score)

Sl. No. Description 1 2 3 4 5 Remarks/

Justification

01 The Agency’s response has been prompt and as required by the administration

02 All the workers were professionally trained.

03 The agency ensured proper dawning of uniform by workers to protect the image of organisation

04 Supervisors employed by the agency have been competent and ensured proper service by workers

05 All the workers have been punctual and performed their duties with complete responsibility

06 There have been no removals/ replacements of workers on the grounds of indiscipline, negligence etc.

07 Agency has been prompt in taking action against any complaints or suggestions of the management.

08 All the workers employed have been as per the age prescribed by the organization.

09 All the workers employed have possessed the required educational qualification as prescribed by the organization

10

The agency did comply with labour laws by ensuring timely contributions to EPF, ESI etc and provided salary slips, PF slips, ESI cards etc to individuals and the confirmation data on the same to organization on a regular basis.

Signature of Head of Organisation, Seal & address

Date:





Sy.No.71/1, NH-5, Nidamanuru, Vijayawada – 521 104

IV. FINANCIAL BID FOR HOUSE KEEPING SERVICES

This Financial Bid should be filled in by tendering party duly signed, stamped

and sealed and must be submitted in a separate cover, super scribed with “Financial Bid”.

After opening of technical bid the capability and suitability of the tenderers shall be evaluated and Financial Bid of the qualified tenderers shall be opened later on and the date will be informed accordingly.

a) The total 32 Nos. (31 Sweepers/Cleaners + 1 Supervisor) as per the requirement and deployment plan furnished.

b) The contractor should quote for service charges in Percentage %only, failing which the tender stands automatically rejected as invalid.

c) The payment shall be made with reference to the actual No’s of Manpower

deployed /required on actual basis.

d) My / Our quote for Sweepers/Cleaners and Supervisor as per Central Government Minimum Wages from time to time for 8 Hrs is as detailed below.

RATE PER PERSON PER MONTH:

Particulars Sweeper/Cleaner

(Un-skilled) `.

Remarks

Basic Wage + VDA (26/27 duty Days + 4 weekly offs)

ESI @ 4.75% on BW+VDA EPF @ 13.15% on BW+VDA Bonus @8.33% on BW+VDA Total Amount `. Service Charges per month _______%

Grand Total




Note:

1) TDS will be deducted on the service charge portion of the bill.

2) Any other payments to like Uniform, ID Card, Footwear etc., should be met by the contractor only. SPA, Vijayawada has no liability.

3) Rate of Basic Wage shall not be less than the latest rate notified by the Central Government Minimum Wages.

Note: The formats for Technical bid, price bid and Quality Assessment Certificate (QAC) have been made available for the convenience of tenderers in word format respectively through a link along with the tender. The formats may also be downloaded. No change should be made by the tenderers except filling-up details. In case any change is made in the content of the formats, except filling-up details, it shall be treated as unauthorized and such tender will stand automatically disqualified.

SPA Vijayawada Tender Document for Housekeeping … Document for ... Cleaning of windowpanes and...

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Transcript of SPA Vijayawada Tender Document for Housekeeping … Document for ... Cleaning of windowpanes and...