IDBI CAPITAL MARKET SERVICES LIMITED

Transcription

1 IDBI CAPITAL MARKET SERVICES LIMITED Administration Dept. 5 th Floor,Mafatlal Centre, Nariman Point, Mumbai NOTICE INVITING TENDER NIT NUMBER / NAME OF WORK TENDER Reference NO : HO/ADMN/Housekeeping/003/ for Providing Housekeeping Services at IDBI Capital Market Services Limited, (ICMS Ltd ) 5 th floor, Mafatlal Centre, Nariman Point, Mumbai SALE PERIOD (BOTH DAYS INCLUSIVE) 01/04/2009 to 08/04/2009 CONTACT PERSON Mr. Tushar Shinde Manager (Administration), HO Mr.Subhash Pattebahadur Asst. Manager (Administration). HO Phone No : Fax No : For details please visit our website : for further details.

2 DETAILS OF TENDER 1. TENDER REFERENCE NO. : HO/ADMN/Housekeeping/003/ NAME OF WORK : Providing Housekeeping Services at IDBI Capital Market Services Limited,5 th Floor,Mafatlal Centre,Nariman Point, Mumbai ESTIMATED COST : Rs. 8.5 lakhs p.a. (inclusive of cost of material) 4. EARNEST MONEY DEPOSIT : Rs. 7,500/- (EMD) 5. DUE DATE & TIME : a. SUBMISSION OF TENDERS : From 1000 hrs on to 1500 hrs on b. OPENING OF TENDERS : 1530 Hrs. 6. SALE OF TENDER Forms : (between 1000 Hrs. to 1500 Hrs. on working days) i. STARTS ON : ii. CLOSES ON : PRE BID MEETING 1500 HRS at Admin dept ICMS Head Office. 8. COST OF TENDER DOCUMENTS : Rs. 1000/- ( non refundable) To be submitted as DD/ banker s cheque in Favour of IDBI Capital Market Services Limited. at Mumbai. However, documents are available free of cost, if downloaded from IDBI Capital website. Sealed tenders in two bid system (technical bid with commercial terms and price bid) are invited from reputed, established and financially sound parties for Providing Housekeeping Services at IDBI Capital Market Services Limited,5 th Floor,Mafatlal Centre, Nariman Point, Mumbai Sealed tenders should be submitted separately for the following areas. A) IDBI Capital Sq.ft. B) Trade Processing Unit Sq.ft Total Area for House Keeping Total No.of Employees Parties who have the following pre-qualification criteria only need to apply : i) Experience of having successfully completed similar works during last 5 years ending and should have any of the following to their credit :- a) Three or more similar completed works of value not less than Rs.7.50 lac each OR b) Two similar completed works of value not less than Rs lac each OR c) One similar work of value not less than Rs lac ii) Average annual financial turnover for the last three years ending 31/03/2008 should be Rs. 40 lacs minimum.

3 The definition of similar work shall mean successful completion of providing housekeeping and janitorial services on daily basis for contractual period (minimum SIX month in continuation) to corporate offices, commercial, large organizations. Tender documents can be obtained from: Mr.Tushar Shinde Manager (Administration & Premises) Mr.Subhash Pattebahadur ( Asst.Manager Administration ) IDBI Capital Market Services Ltd, 5 th floor Mafatlal Centre,Nariman Point, Mumbai Phone No : tushar.shinde@idbicapital.com QUOTATIONS SHOULD BE DROPPED IN THE LOCKED TENDER BOX KEPT AT RECEPTION OF IDBI CAPITAL MARKET SERVICES LIMITED,NARIMAN POINT,MUMBAI , BEFORE DUE DATE AND TIME MENTIONED ABOVE. NOTE : ICMS LTD REFERS TO IDBI CAPITAL MARKET SERVICES LIMITED.

4 IDBI CAPITAL MARKET SERVICES LIMITED Administration Dept. 5 TH Floor,Nariman Point, Mumbai Annexure - I Tender Reference No. HO/ADMN/Housekeeping/003/ CLOSING DATE : 16/04/2009 CLOSING TIME : 1500 Hrs. SUB: TENDER FOR PROVIDING HOUSEKEEPING SERVICES AT OUR HEAD OFFICE Sealed tenders in TWO BID SYSTEM, a) Technical / Commercial Bid without Price and b) Price Bid are invited for the subject contract for a period of two years. A set of tender documents consisting of the following are enclosed herewith. A) TECHNICAL / COMMERCIAL BID 1. Statement of Credentials - Annex - II 2. Instruction to Tenderers - Annex - III 3. General Terms & Conditions - Annex - IV 4. List of Material - Annex -V B) PRICE BID 1. Rate Schedule - Annex - VI C) ENVELOPS 1. Envelope marked A - for Technical / Commercial Bid. 2. Envelope marked B - for Price Bid. 3. Envelope marked C - Master Envelope. Envelops marked as A & B shall be sealed and placed inside the Master Envelope marked as C and sealed before submission. The tender should be submitted duly filled in, signed and stamped in sealed cover as described above, so as to reach this office at the earliest and be submitted but not later than 1500 hrs. on 16/04/2009. The tender (technical bid) will be opened on the same day at 1530 hrs in the presence of the tenderers and or their authorized representative, who are present at that time. Those who do not remain present at that time will not have any right to have any kind of objections/dispute thereafter. Page 1 of 2

5 Please note that EMD of Rs. 7,500/- by way of single Pay Order / Demand Draft/ Bank Guarantee (format attached as Annex IX) in favour of IDBI Capital Market Services Limited, drawn on any nationalized scheduled bank payable at Mumbai should be enclosed alongwith the Technical / Commercial Bid of the tender documents ( envelope A ), failing which the tender will be rejected on outright basis. Tender documents can be purchased from Manager Administration Department, IDBI Capital Market Services Limited, 5th Floor, Mafatlal Centre,Nariman Point, Mumbai , between 1000 hrs. to 1500 hrs. on any working day, from Monday to Friday from to , by submitting written request on letterhead by tendering firms & on payment of Tender Fee (non-refundable) of Rs. 1,000/- (Rupees One Thousand Only) either by demand draft or Pay Order in favour of IDBI Capital Market Services Limited, payable at Mumbai, drawn on any nationalized/scheduled bank. In case the tender forms are downloaded from our website : ( no tender fee is payable. For IDBI Capital Market Services Limited Manager (Administration ) READ, UNDERSTOOD & ACCEPTED Date : Page 2 of 2

6 IDBI CAPITAL MARKET SERVICES LIMITED. ADMINISTRATION DEPARTMENT 5 th Floor,Mafatlal Centre, Nariman Point, MUMBAI TECHNICAL / COMMERCIAL BID TENDER REFERENCE NO. HO/ADMN/Housekeeping/003/ DUE ON 08/04/2009 AT 1500 HRS FOR PROVIDING HOUSEKEEPING SERVICES

7 Annex - II IDBI CAPITAL MARKET SERVICES LIMITED Administration Dept. 5 th Floor,Mafatlal Centre, Nariman Point, Mumbai Tender Reference No. HO/ADMN/Housekeeping/003/ STATEMENT OF CREDENTIALS CLOSING DATE : 16/04/2009 CLOSING TIME : 1500 Hrs. Note : Tenderer should fill in below mentioned details along with the technical bid. These details should be submitted in the envelope provided for the purpose and it is to be submitted duly sealed along with other Tender documents (non-compliance of any details will mean incomplete tender and can be rejected outright). Please state Not Applicable in case you have no positive answer. For example, if you are not a Proprietary firm, then please state Not Applicable against Item No.2(a) below instead of keeping the same blank. 1. Name and address of the Contractor: address : Phone No. : Fax No. : Name of the Contact Person : Mobile No. of the Contact Person: 2. Type of firm: (a) Sole Proprietorship : (Give name of Proprietor) Or We confirm that the above particulars are correct Page 1 of 3

8 (b) Partnership Firm : (i) (Give names of the partners and : (ii) enclose copy of the Partnership : (iii) deed) Or (c) Private Ltd.Co. : (i) (Give names of the Directors and : (ii) enclose copy of Memorandum of : (iii) Association) : (iv) 3. PAN No. dated issued by (copy to be enclosed). 4. PF Code No. received vide letter No dated issued by PF Commissioner / PF Department (copy to be enclosed) 5. ESIC Code No. received vide letter No dtd issued by Commissioner, Employees State Insurance Corporation (copy to be enclosed) 6. Bank Account Details : Name of the Bank Account No. Branch Name & Address of branch Branch Code 9 Digit Code no. of Bank and Branch as appearing on MICR Cheque Account type (SB / CA / CC) Branch IFSC code (for RTGS payments) 7. Income Tax Assessment Orders for Past three years (copy to be enclosed) YEAR ASSESMENT ORDER & DATE REMARKS We confirm that the above particulars are correct Page 2 of 3

9 Tenderer should submit copies of Income Tax assessment orders for the past three years as indicated above. In case assessment for any year is not completed, the copy of acknowledgement of IT returns should be submitted. 8. Service Tax Certificate (copy to be enclosed) CERTIFICATE NO DATE VALID UPTO 9. Details of Work Orders for similar nature of work completed successfully during last 5 years for value not less than Rs lacs each for single similar work. (copy to be enclosed). Sr. No. Work Order No. / Date Work Order Placed By (Party s Name) Amount of Work Order Nature of Job Period of contract From To Note:- Copies of satisfactory completion of job to be attached, if available. NAME OF THE CONTRACTOR SIGNATURE ADDRESS STAMP DATE Page 3 of 3

10 Annex III IDBI CAPITAL MARKET SERVICES LIMITED Administration Dept. 5 th Floor,Mafatlal Centre, Nariman Point, Mumbai Tender Reference No. HO/ADMN/Housekeeping/003/ INSTRUCTIONS TO TENDERERS CLOSING DATE : 16/04/2009 CLOSING TIME : 1500 Hrs. 1.0 Submission of Tender 1.1 Tender documents should be submitted only in the prescribed tender schedule form supplied by ICMS Ltd. The tender and subsequent communications if any, should be submitted in the cover supplied by ICMS Ltd (sealed with wax), boldly super scribed on the outer cover, the Tender Number, Closing date and time and sent by Registered Post, so as to reach the concerned authority as laid down in the Tender Form. The tender should reach the concerned authority as laid down in the Tender Form before the Closing date and time. 1.2 Tender documents are not transferable. 2.0 Verification of documents 2.1 After opening of Commercial bids, all tenderers or their authorized representative shall visit IDBI Capital Market Services Limited office on 17 th April,2009 from 1030 Hrs. to 1630 Hrs. with all original documents in support of statement of credentials for verification & clarification on Techno-Commercial Bid. 2.2 Tenderers may note that they will not be separately informed on this matter. Tenderers failing to produce their original documents for verification will be disqualified. 3.0 Study of Tender Documents and Visit to Site Tenderer should study the Tender Documents carefully before quoting. The tenderer should also visit the site and acquaint themselves with the site conditions. 4.0 Filling Tender Documents 4.1 The tenderer should quote their rates for all items in the rate schedule. All the rates given in the rate schedule should be expressed both in figures and words, and where there is a difference between the two, the rates given in words will be taken as authentic. Should there be any discrepancy between unit rate and amount, the unit rates will be considered as the correct one. The tender wherein the rates are not mentioned in words is liable for rejection. Read, understood & agreed upon the above Page 1 of 3

11 4.2 All entries in the tender documents should be in Ink / Typed. All corrections should be attested by full signature of the tenderers. Corrections wherever necessary should be made by scoring out the wrong words / figures by drawing a line across them and attesting these with full signatures. These shall not be erased or overwritten. 4.3 Every page of Tender Documents shall be signed by the Tenderer at the end of last entry thereon. 4.4 ICMS Ltd is not bound to accept the lowest quotation. ICMS reserves the rights to accept or reject any or all the tenders without assigning any reason. 5.0 Validity of Tender The tender shall be valid for 180 days from date of tender opening. 6.0 Clarification / Negotiations 6.1 Tenderers will have to attend the concerned office of ICMS Ltd for negotiations / clarifications required by them in respect of their quotations without any commitment on the part of ICMS Ltd. 6.2 ICMS Ltd reserves the rights to negotiate with any or all the tenders. 7.0 Acceptance of Work Order by Tenderer 7.1 The contractor shall on receipt of the Work Order, will have to sign a suitable agreement on non-judicial stamp paper of Rs. 100/= with ICMS. 7.2 After communication of the Company s acceptance of the Contractor s tender, if the Contractor fails to return the duplicate copy of the Work Order and the Agreement duly signed in token of their acceptance within 10 days, the Earnest Money deposited may be forfeited by ICMS Ltd, without any further reference to the Contractor. 8.0 Materials / Equipments 8.1 All the materials / equipments required for Housekeeping work shall be procured by the contractor at their cost and must be got approved by our authorized ICMS officer of H.O before they are brought to site and also before being actually put to use. Any material brought without prior written approval, shall be entirely at the risk and cost of the contractor. 8.2 It shall be Contractor s responsibility for procurement of all materials / equipments, etc. No delay due to non-availability of any material / equipments will be entertained by ICMS. 9.0 Safety / Security of Materials The responsibility of safety and security of materials and equipments brought by the Contractor will remain with the Contractor and any claim of whatsoever nature due to any loss or otherwise will not be entertained. Read, understood & agreed upon the above Page 2 of 3

12 10.0 Submission of Bills The contractor should submit their monthly bills before 7 th of the following month Cancellation of Order If the performance of the successful contractor is found to be unsatisfactory, ICMS Ltd reserves the right to cancel in part or whole of the contract and get the work executed through alternate means at the entire risk and cost of the Contractor Damage to Existing Facilities Any damage caused to the existing facilities while carrying out the work shall be made good by the Contractor at his risk & cost to the entire satisfaction of authorized officer of ICMS Statutory Rules and Regulations The Contractor will abide by the Rules, Regulations, bye-laws and statutes etc., imposed by the Government / Semi-Government and other local authorities for execution of this job Observation of Rules The Contractor shall have to observe all local rules for safety / security, gate passes etc. as may be required from time to time We confirm that our quotation has been prepared after thorough study of Tender Documents, Site Conditions, Scope of work, General Terms and Conditions of Contract, Special Terms and Conditions, remuneration terms of payment of wages to workmen, etc., and agree to all the conditions in toto. Page 3 of 3

13 Annex - IV IDBI CAPITALMARKET SERVICES LIMITED Administration Dept. 5 th Floor,Mafatlal Centre, Nariman Point, Mumbai Tender Reference No. HO/ADMN/Housekeeping/003/ CLOSING DATE : 16/04/2009 CLOSING TIME : 1500 Hrs. GENERAL TERMS AND CONDITIONS 1.0 PERIOD OF CONTRACT / TERMINATION 1.1 Period of contract will be for two years, subject to review of performance on completion of one year 1.2 ICMS Ltd reserves the right to terminate the contract on issue of 15 days notice without assigning any reason. 2.0 ASSIGNMENT The Contractor shall not assign or transfer the contract to any another agency, or enter into sub-contracts for the said contract. 3.0 LABOUR LICENCE The Contractor must possess valid labour licence to take up the work on contractual basis under Contract Labour (Regulation & Abolition) Act The labour license should be produced within a month from the date of work order failing which the contract will be terminated without any notice. 4.0 SECURITY DEPOSIT 4.1 A Security Deposit equivalent to 10 % of the value of the contract shall be payable by the successful tenderer. Out of the total amount of Security Deposit, 25 % will be payable in the form of Demand Draft/Pay Order drawn on Scheduled Banks in favour of IDBI Capital Market Services Limited, Head Office, Mumbai before commencement of the contract and the balance amount will be deducted from the monthly bills of the 10 % of their monthly bills until the total amount due as security deposit is recovered. 4.2 No interest will be payable on the Security Deposit. The total Security Deposit will be based on the value of the work order. 4.3 Security Deposit will be refunded to the contractor on successful completion of the contractual period provided there are no penalties or other dues recoverable from the contractor.. Read,Understood & Accepted Page 1 of 3

14 5.0 POWER OF ATTORNEY-Sole Proprietary firms. When the party signing the tender is not the sole proprietor himself, the necessary power of attorney authorizing the party to act on behalf of the proprietor of the organization should be attached along with the tender documents. 6.0 Services as mentioned in the SCHEDULE OF WORKS / SCOPE OF WORK will be organized in consultation with the authorities of ICMS Ltd. 7.0 Supervision of all works shall be done by the supervisor of the contractor, to the satisfaction of ICMS officials. 8.0 CHARACTER VERIFICATION AND ANTECEDENTS The contractor should get the character / antecedents of each and every workmen deployed by them in the ICMS premises verified by the Police Authorities before engaging and deploying them in our premises. In event of happening of untoward incident on account of any of the employee / representative of the contractor, it will be the sole responsibilities of the contractor. 9.0 UNIFORM 9.1 The personnel deployed by the contractor in our premises against this contract will always appear in proper uniform, neat and tidy from the day the contract commences. 9.2 The contractor should issue to their workmen at least 2 sets of uniforms (which includes 2 sets of full pant and shirt, one pair of good quality shoes, belt etc). The uniform should have a logo of the contractors firm WEEKLY OFF / PAID HOLIDAY For all the workmen deployed in our premises, the contractor will give 1 day s paid weekly off (at present on Sunday) for every 6 continuous working days. In addition, additional holidays as per various Acts in vogue shall be considered as paid holiday for workmen deployed in ICMS premises during the contractual period. However, it will be ensured by the contractor, to provide uninterrupted services on all working days during the period of contract LIABILITY 11.1 Loss of damage to any material / property either through theft or otherwise due to negligence of contractor s workmen shall be recoverable / made good by him at his own cost. ICMS Ltd in this regard shall have the right to require him to pay the cost for such missing / damaged material / property and he shall make good without any demur or objection on receipt of a written demand from ICMS Ltd The contractor shall be responsible for and pay the expenses for providing medical treatment /compensation to their workmen who may suffer any bodily injury / loss of life during the course of their business while carrying out their contractual obligations, as a result of any accident, within the ICMS premises. ICMS Ltd will not in any case be responsible to entertain any claim thereto TERMINATION DUE TO BREACH OF CONTRACT S TERMS AND CONDITIONS Not- withstanding anything to the contrary herein contained, ICMS Ltd shall be at liberty to terminate this contract forthwith upon or at any time, a breach or default of any of the terms, conditions or stipulations contained herein is committed by the contractors and / or by the workmen of the contractor deployed in ICMS premises. Read, understood & agreed upon the above Page 2 of 3

15 13.0 COMPENSATION FOR DELAY 13.1 Compensation for Rs 2500/- per day can be imposed on the contractor for not carrying out the assigned services as per the contract. In addition on such days, ICMS Ltd reserves the rights to carry out these jobs by any other agency at the risk and cost of the contractor In the event of the compensation for delay exceeding 10% of the contract value, ICMS Ltd reserves the right to cancel the contract. In such an event, no damages or compensation, whatsoever, will be payable to the contractor Earnest Money Deposit Earnest Money Deposit of Rs /- in the form of Demand Draft/Pay Order drawn on Scheduled Banks in favour of IDBI Capital Market Services Limited, Head Office, Mumbai should be attached with the tender documents. Immediately after finalization of the contract, the Earnest Money Deposit (EMD) will be refunded to the unsuccessfull /unqualified Tenderers on production of Original Cash Receipt. No interest will be payable to the contractor on the Earnest Money Deposit. Tenders not accompanied with Earnest Money Deposit will be rejected. No cheque or cash will be accepted towards E.M.D TYPOGRAPHICAL OR CLERICAL ERRORS ICMS Ltd interpretations regarding partially committed errors in particulars or typographical or clerical errors shall be final and binding on all tenderers SUBMISSION OF RELEVANT DOCUMENTS Contractor must submit copies of all relevant documents like P.F., ESIS, Labour License, Service Tax Registration Certificate, Income Tax clearance certificate etc., along with the tender Monthly payment will be made upon raising the bill on completion of the service. No advance will be made under any circumstances. The contractor shall have to produce along with their bills, the monthly documentary proof for having deposited the amount with the PF & ESIC authorities for their labours & also for service tax The Contractor will make payment to the workmen deployed by them in ICMS premises against this contract as per the latest guidelines of the Labour Commissioners Office. ICMS will not be responsible for non-payment of their salaries or any compensation in this regard. As per the statutory requirement, the contractor will also make all the payments like the employer s contribution of E.S.I.C., P.F., Minimum payable Bonus, 21 days leave per annum, gratuity ( if applicable), etc. As and when the rate of Wages as applicable are revised, corresponding increase in the payment of Applicable Wages and other items will be made by the Contractor to their workmen without any additional burden on ICMS Ltd The rate quoted by the tenderer shall be valid for 6 months from the date of opening of tender. After placement of work order, the same will be valid till completion of the contract The tenders whose tender is finally accepted & approved, will have to execute the contract documents with ICMS on the lines of format enclosed and / or as may be decided by ICMS from time to time. Page 3 of 3

16 Annex V LIST OF MATERIALS Kindly find indicated below the approx. list of material that may be essential to accomplish the total Housekeeping job of ICMS Ltd office premises. No material will be supplied by ICMS Ltd. It would be party's responsibility to provide the material in the required quantity in desired frequency. Tenderers should visit the workplace and make assessment of material required after having discussions with ICMS officials. Materials are to be got approved by ICMS Ltd before procurement. The below mentioned list is tentative that may be required. The items to be used will be of superior quality and of standard manufacturers. Sr.No. Item Name Quantity 1 Fame soap 2 Tissue Paper (150 gms) 3 Naphthalene balls 4 Bleaching Powder 5 Air Freshener 6 Carpet Brush 7 Dettol 8 Hit Spray 9 Sanitary Cubes 10 Scotch Brite 11 Sponge 12 Spray Bottle 13 Static Duster 14 Vim Bar 15 Wet Mop Head (Refill) 16 Dry Mop 17 Wet Mop 18 Wheel Powder 19 Hand gloves White 21 Phenyl 22 Hand Wash soap 23 Use of Vacuum Clean machines as per requirements 24 Use of scrubbing machines as per requirements. 25 Use of carpet shampooing machine as per requirement 26 Use of carpet shampooing machine as per requirement 27 Glass cleaning squeezer 28 Floor washing soap Agreed to above. Page 1 Of 1

17 IDBI CAPITAL MARKET SERVICES LIMITED. ADMINISTRATION DEPARTMENT 5 th Floor,Mafatlal Centre, Nariman Point, MUMBAI PRICE BID TENDER NO. HO/ADMN/Housekeeping/003/ DUE ON 08/04/2009 AT 1500 HRS FOR PROVIDING HOUSEKEEPING SERVICES

18 Annex - VI IDBI CAPITAL MARKET SERVICES LIMITED Administration Dept. 5 th Floor,Mafatlal Centre, Nariman Point, Mumbai Tender Reference No. HO/ADMN/Housekeeping/003/ CLOSING DATE : 16/04/2009 CLOSING TIME : 1500 Hrs. SUB: PROVIDING HOUSEKEEPING SERVICES AT OUR HEAD OFFICE, ICMS LTD RATE SCHEDULE We have gone through the details of the tender, obtained necessary clarifications to understand the total scope of work after having inspection of the building & discussions with the ICMS officials. We hereby give our offer for undertaking the subject work to the entire satisfaction of the ICMS, in response to tender ref. No. HO/ADMN/Housekeeping/003/ Sr. No. Description Amount Per Month (In Figures) A. Our lumpsum offer for carrying out the services of total housekeeping job at IDBI Capital Market Services Limited., Mumbai PER MONTH inclusive of men, material, overhead charges etc complete, confirming to the detailed scope of work. B. Service % Total (A + B) Amount Per Month (In words) NOTE: 1)The tenderer should quote lump sum monthly cost in the rate schedule for carrying out all the activities as detailed in the tender. 2)The service tax will be on actual basis, as may be applicable from time to time. Total amount per annum (In figures) Rs. Total amount per annum (In words) Rupees DATE PLACE Page 1 of 1