College of Agricultural Banking Reserve Bank of India Protocol, Security and Logistics Division (PSLD) University Road, Pune

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1 1 College of Agricultural Banking Reserve Bank of India Protocol, Security and Logistics Division (PSLD) University Road, Pune Invitation of applications and quotations for providing Laundry services to the Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha Quarters (Aundh) (approx. 120 rooms) till June 30, 2019 from the date specified in the contract. Name of the Applicant Address: Landline and Mobile No: Last date of Submission: Before 01 PM on March 28, 2018

2 2 Disclaimer College of Agricultural Banking (CAB), Protocol, Security and Logistics Division (PSLD), Reserve Bank of India, Pune (the Bank) has prepared this document. The information is provided to prospective applicants to bid for providing Laundry services to the Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha quarters (Aundh) till June 30, 2019 from the date specified in the contract. Sealed applications and quotations are being invited, as per the terms and conditions, eligibility criteria set out in this document and any other terms and conditions related to such information. This invitation is neither an agreement, nor invitation to perform work of any kind to any party. The purpose of this invitation is to provide requirements of the Bank to all interested parties for submitting their bid. While the Bank has taken due care in the preparation of the information contained herein, the Bank does not claim that the information is exhaustive. Respondents to this request for quotes are required to make their own inquiries and they should not rely solely on the information in invitation document. The Bank is not responsible if no due diligence is performed by the Respondents. The Bank reserves the right not to proceed with this invitation, to alter the time-table reflected in this document or to change the process or procedure to be applied. It also reserves the right to decline to discuss the invitation further with any respondent. No reimbursement of cost of any type or on any account will be paid to persons or entities submitting their bid. In case of any discrepancy in Hindi and English, the English version will prevail. ****************

3 3 IMPORTANT DATES Ser No Description Date Time Remarks 01 Start date of issuing documents March 07, AM 02 Last date for downloading and collecting of documents 03 Last date for submission of documents and sealed quotations March 21,2018 March 28, PM 01.00PM 04 Date of opening of Application March 28, PM 05 Date of opening of Commercial Bid Will be indicated to agencies who are found eligible. Contact Person for Any Queries Maj. Somit Dutta AGM (P & S) Protocol, Security and Logistics Division College of Agricultural Banking Reserve Bank of India University Road, Pune Ph : Mob :

4 4 Form of Application Principal/ Chief General Manager, College of Agricultural Banking Reserve Bank of India University Road Pune Dear Sir, Contract for providing Laundry services to Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha Quaters (Aundh) (approx. 120 rooms) till June 30, 2019 from the date specified in the contract. Having examined the requirements, conditions and schedule of quantities relating to the captioned work and having visited and examined the site of the work and also having acquired the requisite information relating thereto as affecting the Application, I/We hereby offer to take up the Contract for providing Laundry services till 30 June, 2019 from the date specified in the contract in accordance with the conditions of the Application and conditions of contract attached hereto. 2. Should this Application be accepted, I/we hereby agree to fulfill the terms and conditions of the contract and work as per the rate accepted by the Bank. Date: Signature and seal of the authorized representative of the Applicant Landline/Mobile No:

5 5 Contract for providing Laundry services to Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha Quaters (Aundh) (approx. 120 rooms) till June 30, 2019 from the date specified in the contract 1. Scope of work: College of Agricultural Banking, Reserve Bank of India, hereinafter referred to as The Bank invites applications in the prescribed format from reputed agencies for providing Laundry services at Hostels and Guest Houses (approx. 120 rooms) of College of Agricultural Banking, Reserve Bank of India, Pune till June 30, 2019 from the date specified in the contract The contract can be extended further annually, for another two years, on same terms and conditions or as may be mutually agreed subject to satisfactory performance and adherence to contractual obligations by the Applicant. Details of Services to be provided: The Applicant awarded the contract will be required to provide services as follows 1. Should carry out washing/cleaning of linen, bed sheets, pillow covers, hand towels, bath towels after every change of occupancy or as required by the college. 2. Should carry out washing/cleaning of Blankets, frills, white mats, comforters, curtains etc periodically or as and when demanded by the Bank. 3. Should wash the hand towels provided in the wash rooms daily and from the cabins once in a week. 4. All linen taken for washing should be returned back duly washed within 02 days. 5. Removal of all kinds of stains from the linen and other washable items has to be ensured. 6. Providing laundry/services to participants/visitors in hostels/guest houses on direct payment by the participant or visitor. 7. The tentative annual requirement of the Bank is given in annex -V The applicant will provide the above stated services with pick up from and delivery at the door basis. No transportation charges will be paid by the Bank separately.

6 6 2. Eligibility Criteria: The Applicant should satisfy the following conditions and are required to enclose the required documents in support of their claim while submitting the application, in the event of their failure to do so the Bank reserves the right to reject their Application. a. Experience - The Applicant should have minimum 2 years experience for having provided similar services to firms / companies/,banks/financial institutions/,training establishments of firms/non-government departments etc.. Proof of establishment like Memorandum of Incorporation, Articles of Association, partnership Deed, Shops and establishment Act registration etc. must be submitted Copies of work orders and certificate of satisfactory services from clients should be attached with the application as proof of experience b. Client Certificate - The Applicant should submit the reports on past performance of his firm/company from at least One client (format as per Annex -IV) The Bank may verify from the clients about the quality of work done. c. Solvency The Applicant should provide a solvency certificate Rs 02 Lakhs from a scheduled bank.in the prescribed pro-forma (Annex III). d. Financial Position The applicant should have had a. Minimum Turnover of Rs. 05 Lakh in last 03 years, Balance Sheet, Profit & Loss Statements and IT returns of last three financial years (ending with March 2017) duly certified by a practicing Chartered Accountant should be enclosed by the Applicant. e. Registration - Applicant should have applicable tax registrations (PAN, TIN, Goods and Service Tax Number, EPFO, ESI, etc.) supported by documentary evidence. f. Applicant should have current account in a scheduled bank and should give an undertaking that they are ready to receive the payments through electronic means (RTGS/NEFT). If any Applicant is not found to possess the required eligibility for participating at any point of time and/or its performance reports received from its clients are found not satisfactory, the Bank reserves the right to reject its application without assigning any reason for the same. 3. Earnest Money Deposit (EMD): The successful bidder will have to deposit an EMD amounting to 2% of the expected contract value ( Rate quoted multiplied by

7 7 expected requirement, as given in Annex V) to be remitted through NEFT (Details given in Annex VI) or through a Bank guarantee issued by a scheduled bank in favour of Reserve Bank of India. The UTR of NEFT has to be provided. Failure to comply with this condition will render the application void at the Bank's discretion.. The EMD amount/security deposit will not bear any interest. 4. Bank Guarantee: To ensure guarantee against linen taken by the vendor for washing, CAB, RBI, Pune reserves the right to demand a Bank Guarantee of Rs.8000/- from the successful bidder at the time of executing the contract. 5. Application and Quotations: The agencies are required to give their applications and quotations in two separate sealed envelopes. The applications and the necessary documents will be sealed in one envelope superscibed Documents for Eligibility Criteria for providing Laundry services at Hostels and Guest Houses (approx. 120 rooms) of College of Agricultural Banking, Reserve Bank of India, Pune. The price bids/quotations should be put inside another sealed envelope superscripting Quote for providing Laundry services at Hostels and Guest Houses (approx. 120 rooms) of College of Agricultural Banking, Reserve Bank of India, Pune Both the envelopes will be put inside another envelope and superscribed Contract for providing Laundry services at Hostels and Guest Houses (approx. 120 rooms) of College of Agricultural Banking, Reserve Bank of India, Pune and submitted to PSLD, RBI Pune by 1 PM March 28, Sealed Quotations of agencies who fulfill the eligibility criteria will be opened. 7. Penalty In case the services provided by the successful applicant is not as per scope of work specified in the application, the Bank may at its discretion deduct upto 20% of the Bill amount for that Bill. 8. Validity of the Quote - Quote shall remain valid for acceptance by the Bank for a period of 90 days from the date of opening of the Application, which period may be extended by mutual agreement, the applicants shall not cancel or withdraw the application during this period.

8 8 9. Assessment of Quotations: The agencies will be required to quote their charges for the types of laundry work mentioned in para 1 regarding for each item. The decision regarding of L-1 bidder will be made based on the weighted average cost of laundry i.e. the charges quoted against each item will be multiplied by the approximate annual number of such items and added together. The applicant which quotes the lowest total cost for the annual washing will be declared L-1.Sample of calculation is given in Annex VIII. 10. Charges to include statutory levies - The quoted service charges shall be inclusive of taxes/duties/levies whether existing or future, levied by the Central or State Government or Local Authority, as applicable, for which no separate claim shall be made. However Goods and Services Tax will be payable separately. 11. Renewal of contract - The contract can be considered for further renewal on same terms and conditions or as may be agreed mutually, provided the Bank finds the services of the Applicant satisfactory and if the Bank so desires. 12. Agreement for contract - The successful Applicant shall have to execute an Agreement with the Bank in this regard, in duplicate and in bilingual, on receipt of intimation from the Bank of the acceptance of its application. 13. Stamp Duty - The Applicant shall bear the stamp duty for execution of the agreement pursuant to award of the contract. The agreement shall be executed in duplicate and the Bank shall retain the original and the Applicant shall retain the duplicate. Signature and seal of the authorized representative of the Applicant Date: Place:

9 9 Annex I List of Documents Applicants, are requested to enclose the following documents in Part I in the order as given below for examining their qualification/suitability. Opening of Part II (Commercial Bid) will be subject to satisfying the prescribed eligibility criteria: S.No. Description of the Document Remark 1 Applications fee of, Rs.500/- should be remitted using NEFT and the UTR number should be submitted. Applications can also be collected from PSLD, CAB, RBI, Pune by paying Rs 500 in the form of demand draft issued by a scheduled Bank 2 Documentary evidence in support of Composition of firm (whether a Partnership firm or a company, etc.) should be submitted along with name(s) and address (es) of the Partners,Memorandum and Articles of Association /Board Resolution/Partnership Deed (Format as per Annex II) 3 Solvency Certificate in prescribed pro-forma from a scheduled bank. (Format as per Annex III) 4 Work experience and client certificate (copies of work orders and testimonials of satisfactory service from clients for executing similar works for Establishments like Govt. Institutes, Public Sector Undertakings, other Institutions of repute, hotels etc.) (Format as per Annex IV) 5 Client list along with details of work carried out during last three years (Annex VII) 6 Minimum Turnover of Rs. 05 Lakh for the last 03 years ending March 31,2017 Balance Sheet, Profit and Loss Account, IT Returns certified by a Chartered Accountant. 7 GST Registration No. and Certificate. 8 PAN copy 9 EPF and ESI Registration Certificate, if applicable 10 Labour License copy, if applicable The Bank may obtain reports on past performance of the Applicant from their clients and bankers and evaluate the said reports before opening of the Part II of the Application.

10 10 Annex - II Particulars of applicant/company Sr. No. Particulars 1. Name of the Firm 2. Type of the Firm: whether Proprietorship, Partnership, Company, etc. 3 Name and address of the Proprietor/Partners/Directors of the Company 4 Registration (firm, company etc.)/ Registration Authority, Date, Number etc. 5 Registered office address and telephone/ fax number and address 6 GST registration no 7 Provident Fund Registration code, if applicable 8 ESI Registration code, if applicable 9 Office address through which the work will be handled 10 Experience in undertaking similar services to other organizations 11 Total value of the services provided to other organizations for years Please Attach documents Please Attach documents Whether provided similar services to any Govt./semi-Govt/PSUs, indicate details 13 Indicate if involved in any litigation 14 Any civil suits pending in any of the orders executed, give details 15 Any other information Signature of the authorized representative of the Applicant

11 11 Annex III Form of bankers' certificate from a scheduled bank This is to certify that to the best of our knowledge and information M/s./Shri having under-noted address, a customer of our bank are/is respectable and can be treated as good for any engagement up to a limit of Rs... (Rupees...). This certificate is issued without any guarantee or responsibility on the Bank or any of the officers. (Signature) For the Bank Note: 1. Bankers' certificates should be on letter head of the Bank, sealed in cover addressed to Principal, College of Agricultural Banking (CAB), RBI, Pune. 2. In case of partnership firm, certificate to include names of all partners as recorded with the Bank.

12 12 Annexe IV Client s Report (On Client s Letter Head) Performance details of the Firm: M/s Located at: 1 Work order/reference No. and Agreement Date 2 Gross Value of the Contract (in Rupees) 3 Date of commencement of Contract 4 Whether the services were carried out as per scope of work and agreement entered with the Firm 5 Whether any penalty/damages were imposed on the firm 6 Comments on capabilities of the firm(indicate grading) a Quality of Security provided by the Outstanding/Very Good/ good/satisfactory/poor firm b Technical proficiency/competence Outstanding/Very Good/ good/satisfactory/poor c Integrity and reliability of the Outstanding/Very Good/ good/satisfactory/poor partners/proprietors of the firm d Integrity and reliability of the Outstanding/Very Good/ good/satisfactory/poor Personnel deployed e Dealings in the execution of the Outstanding/Very Good/ good/satisfactory/poor services, adherence to schedule and time 7 Did the firm go for arbitration? Yes/No 8 Any other information which in your view will help us in making our decision. Signature of the authorized official Place (Office Seal) Date: Signature & Seal of the Applicant s authorized representative

13 13 Annex V Approx.Annual Requirement S. No Item Approx. washing Required in Year 1 Bed sheets single Bed Bed sheets double Bed Pillow Covers Towels Napkins Small Mats/Frills Woolen Blankets Curtain big 75 9 Curtain Small Table Cloths Table Napkins Comforters 250

14 14 Annex VI Details of Bank Account for effecting e-payments Name of the Institution: College of Agricultural Banking Reserve Bank of India, Pune Address (in full): College of Agricultural Banking, Reserve Bank of India Ganeshkhind Road, Shivajinagar, Pune-16 1 Name of the Account Holder (as appearing in the Bank Account) College of Agricultural Banking, Reserve Bank of India, Pune 2 Account Number Type of Account (Savings, Current etc.) Current 4 PAN Number AAIFR 5286M 5 Name of the Bank CAB,RBI,PUNE 6 Name of the Branch CAB,PUNE 7 Address of the Bank CAB,PUNE 8 NEFT/IFS Code RBIS0PUPA01 (0 in the code represents ZERO)

15 15 Annex VII Documentary Proof of work carried out to be provided S. No Client Name Works Carried out Period ( From To)

16 16 Annex VIII Sample Calculation Applicant - A S. No Item Approx. washing Required in Year Cost per piece Total Cost *15000= Bed sheets single Bed 2 Bed sheets double *2500=10000 Bed 3 Pillow Covers *13000= Towels *11500= Napkins *11500= Small Mats/Frills *3000= Woolen Blankets *1000= Curtain big *75= Curtain Small *350= Table Cloths *8500= Table Napkins *15500= Comforters *250=12500 Total Applicant B S. No Item Approx. washing Required in Year Cost per piece Total Cost *15000= Bed sheets single Bed 2 Bed sheets double *2500=10000 Bed 3 Pillow Covers *13000= Towels *11500= Napkins *11500= Small Mats/Frills *3000= Woolen Blankets *1000= Curtain big *75= Curtain Small *350= Table Cloths *8500= Table Napkins *15500= Comforters *250=12500 Total Applicant B will be LI

17 17 College of Agricultural Banking Reserve Bank of India Pune Contract for providing Laundry services to Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha Quaters (Aundh) (approx. 120 rooms) till June 30, 2019 from the date specified in the contract Name of the Applicant: Address: Land line and mobile No: id: Last date of Submission: Before 1PM on March 28, 2018

18 18 Commercial BID (To be given on Applicant s letterhead) Contract for providing Laundry services to Hostels and Visiting Officers flat / Transit Holiday Home of College of Agricultural Banking, Reserve Bank of India, Pune and Rajnigandha Quaters (Aundh) (approx. 120 rooms) till June 30, 2019 from the date specified in the contract Schedule of Quantity Sr.No. Particulars Rates for washing per piece Bed sheets single Bed Bed sheets double Bed Pillow Covers Towels Napkins Small Mats/Frills Woolen Blankets Curtain big Curtain Small Table Cloths Table Napkins Comforters *Please do not add Goods and Service Tax which will be paid as per govt. norms. Service charges to include all types of statutory levies and exclude GST. Signature and Seal of the authorized representative of the Applicant