NALSAR UNIVERSITY OF LAW, HYDERABAD NOTICE INVITING TENDER. Requirement of Housekeeping Services - NALSAR

Transcription

1 NALSAR UNIVERSITY OF LAW, HYDERABAD NOTICE INVITING TENDER Requirement of Housekeeping Services - NALSAR Sealed tenders are invited on behalf of Registrar, NALSAR University of Law, Shameerpet from House Keeping Agencies for providing housekeeping services at NALSAR University of Law, Shameerpet. The agency applying needs to be registered with Labour Department of State/Central Govt. or any other organization and should be having ESI, EPF Code No., Income Tax and Service Tax Account Number. The agency should have an annual turnover of at least Rs.5 lacs for the last 03 years and should be having a minimum experience of 03 years in housekeeping services. Tender form along with terms and conditions, can be collected from Project Engineer s office, NALSAR University of Law, Shameerpet between A.M. and P.M. on any working day up to 29 th May, 2012 on payment of Rs.2500/-(non-refundable) in the form of DD/ pay order/ banker s cheque in favour of Registrar, NALSAR University of Law, Hyderabad. The tenders in the prescribed form duly completed (Technical and Financial bids in separate sealed covers) alongwith earnest money of Rs.20,000/-(Rupees Twenty thousand only) in the form of Demand Draft in favour of Registrar, NALSAR University of Law, Hyderabad also put in a separate sealed cover shall be received in the office of Registrar, NALSAR University of Law, Shameerpet up to P.M. on 30 th May, Conditional tenders shall be summarily rejected. The technical bid should be accompanied by (a) A detailed report on state of art of cleaning to be implemented, list of modern equipment to be used and list of cleaning concepts to be applied and (b) A detailed report on monitoring of the cleaning operation system of company. The shortlisted firms would then give a detailed presentation lasting 10 minutes to the Committee. The presentation and site visit form a part of the technical evaluation. After due technical evaluation, the financial bids of short-listed tenders will be opened at NALSAR Shameerpet. The date for which will be informed to the eligible firms. Authorities of NALSAR, Shameerpet reserve the right to reject any or all the tenders or accept them in part without assigning any reason thereof. Note: Each page of the Tender document to be signed by authorized company representative with date and company s stamp.

2 TENDER DOCUMENT FOR PROVIDING CLEANING SERVICES (INTERNAL AREA) AT NALSAR UNIVERSITY OF LAW, SHAMEERPET FINANCIAL BID 1 Name of the Firm/Agency (Full address with Telephone Nos. Fax No. etc.) : 2 Registration No. of the Firm /Agency under Shop & Establishment Act of A.P. Govt. or any other Act. : 3 Charges per month per person for Internal cleaning (The No. of workers to be deployed is 20 including One Supervisor as representatives of the Agency.): Rate quoted per person per month (a) Wages (Minimum)(including VDA) (b) Statutory Charges ESI EPF Uniform (c) Total (d) Service Charges % on (c) (e) Total (c+d) (per person per month) (f) Any other charges (please specify like bonus etc.) (monthly basis) (g) Total (e+f) (h) Service Tax on (g) (i) Total Charges (g+h) (j) Monthly Material Charges (As per Annexure-III) 4. ESI No. : 5. EPF No. : 6. PAN/TIN No. : 7. Labour License No. : Cleaner Supervisor

3 8. Details of Earnest Money 9. Bank Draft No. Dated for Rs. Other Terms and conditions of the tender for providing Cleaning Services enclosed at Annexure-II are acceptable to me. Note: Signature of Contractor With Seal 1 It is mandatory on bidder to quote all items rates as asked for in the Tender form. Failure to adhere to the condition will lead to rejection of Tender. The bidders should quote unconditional rates neatly written without any overwriting, cutting, using white fluid etc. and duly signed and stamped on all pages. 2 Tender shall be valid for a period of 90 days from the date of opening Tender. 3 Contractor shall acquaint himself fully with site conditions and the working environment of NALSAR Shameerpet before quoting his rates. He is advised to do a complete survey at his own of the campus before offering rates. No compensation on account of any site difficulties will be entertained at a later date after award of works. 4 Tender once submitted will remain with NALSAR, Shameerpet and will not be returned to the bidders. 5 Each page of NIT should be duly signed and stamped by the bidder. Signature of Contractor With Seal

4 TECHNICAL BID QUESTIONNAIRE TO BE FILLED UP BY THE AGENCY APPLYING FOR TENDER FOR HOUSEKEEPING CONTRACT IN NALSAR UNIVERSITY OF LAW, SHAMEERPET 1 Status of the Agency including partners: 2 Complete Bio-data of key top officials (Please attach): 3 Details of any Tie-ups (please attach) : 4 Shop & Establishment License from Labour Office (Please attach copy of the same) : 5 IT clearance of last three assessment years (please attach): 6 Financial Status of Bidder and /or his Associates including details of turnover in past-3 years. 7. List of clients with address and details of contact person, wherein cleaning staff is provided currently. (The Committee may visit the sites where the contractor is currently working before award of contract). Give details of period of contract with clients for the past 3 years. 8. Copy of work order at one similar annual contract executed successfully and client s completion certificate for an amount of not less than Rs.5 lacs per annum in the past three financial years in the premises of Govt. Deptts./Public Sector Undertakings, etc.(please attach): 9. Details of monitoring system in current Contracts & contract being proposed. 10. ESI No. : 11. EPF No. : 12. PAN/TIN No. : 13. Labour License No. : 14. Date of establishment of Firm/ Co And area/scope of operation of work undertaken 15. Any other details which may justify the strength of bidder. Date: Signature of the contractor with seal NOTE: The criteria for award would be based on the total charges as at (i) of the financial bid for 20 cleaners including Supervisor + monthly material charges listed in (j) of financial bid.

5 Annexure -II TERMS AND CONDITIONS FOR PROVIDING CLEANING SERVICE AT NALSAR UNIVERSITY OF LAW, SHAMEERPET. 1) The contractor shall be responsible for all injury and accident and litigations with persons employed by him while on duty. It is desirable that all employees are covered under an Insurance cover. 2) The Agency/Contractor shall provide Two sets of uniforms to its employees and ensure that they wear them at all times and maintain them clean. The firm s name on pocket & words CONTRACTOR WORKER on the back of upper is inscribed. All the employees shall dress appropriately and decently. 3) All employees of the Agency/Contractor shall be issued Identity Cards bearing their photographs. Photographs for identity cards shall be provided by the Agency/Contractor at their own cost. The ID Cards will be issued by the Contractor. These will be countersigned by the NALSAR s Security Officer. 4) The Contractor will be provided Name, Address, Telephone No & Photographs of its employees posted at NALSAR, Shameerpet to Security Officer for records. 5) The Agency/Contractor shall be responsible for the good conduct and behavior of its employees. If any, employee of the Agency/Contractor is found misbehaving with the supervisory staff or any other staff members of the University, the Agency/Contractor shall terminate the services of such employees forthwith at their own risk and responsibility. 6) The Agency/Contractor shall issue necessary instructions to its employees to act upon the instructions given by the supervisory staff of the University. 7) The Agency/Company will be responsible for all the staff supplied, verified of their antecedents through Special Branch, Hyderabad Police and a certificate to this effect be furnished by the company / Agency to the University before deployment of the staff. The company / Agency should maintain proper record / document of the same. These documents are required to be produced to the University whenever required. 8) In the event of any loss being occasioned to the University on account of the negligence of the duty by the Agency / Contractor s employees, the Agency / Contractor shall make good the loss sustained to the University either by replacement or on payment of the adequate compensation. 9) That no right, much less a legal right shall vest in the contractor workers to claim /have employment or otherwise seek absorption in the University nor the contractor workers shall have any right whatsoever to claim the benefits and / or emoluments that may be permissible or paid to the employees of the University. The workers will remain the employees of the Agency / contractors and this should be the solely responsibility of the Agency to make it clear to their workers before deputing on work at the University. 10) The Agency / Contractor shall not appoint any sub-contractor to carry out any

6 obligations under the contract. 11) The contractor will take day to day instructions from the supervisory staff of the University and shall maintain diary for the same. 12) If the Agency / Contractor fails to implement the schedule of services to the satisfaction of the Officer In charge (Sanitation) of the University on any day in any part of the said campuses, shall be penalized by imposing of a fine upto Rs.500 /-for each default per day. The penalty shall continue for successive days till the Agency / Contractor gets a certificate from the Officer In-charge (Sanitation) and such penalty shall be recovered from the bills of the contractor. The decision of Officer In-Charge shall be final and binding of the contractor/agency. 13) The Agency / Contractor shall give the Cleaning services on all days of the month including gazetted holidays i.e. round the period of contract no separate payment for three National Holidays i.e. Republic Day, Independence Day and Gandhi Jayanti and the same to be included in the daily /monthly charge claim in tender by the contractor. 14) None of the employees of the Agency / Contractor shall enter into any kind of private work at the different campuses of the University during working hrs. 15) The employees of the contractor shall be of good character and of sound health and shall be below the age of 40 years but not below the age of 18 years and no worker will be allowed to stay in the University Campus. The Supervisor engaged should be at least with 10+2 qualification with sufficient experience. 16) The Contractor shall maintain Attendance book and an Inspection Book as prescribed which will be made available to supervisory staff of the University. Fault / observation recorded there on shall be attended to immediately. 17) The monthly payment shall be made to the Agency / Contractor on production of certificates of satisfactory completion of cleaning services at all the different Campuses of the NALSAR University of Law, Shameerpet from the Officer Incharge, sanitation. 18) The workers will be Minimum wages fixed by A.P Govt. from time to time. In case of half yearly increases in Minimum wages /VDA by the Govt. of A.P., the contractor will submit copy of Gazette notification to the University and the same will be revised as the case may be. 19) The Agency / Contractor shall abide by all laws of the land including Labour Laws, Company Act, Tax deduction liabilities, Welfare measure of its employees and all other obligations that enjoin in such cases and are not essentially enumerated and defined herein, though any such onus shall be the exclusive responsibility of the contractor, and it shall not involve the University in any way what so-ever. 20) The University reserves the right to ask and require the contractor to remove any person deployed by him without assigning any reason / notice. 21) In case of any dereliction of duty, gross neglect, an unintended damage caused by the contractor or its staff or otherwise, any harm done to the University, its properties, its designated officials or other employees, the contractor shall be liable to make good

7 the loss or pay compensation, refund expenditure on legal / judicial proceedings as well as pay penalty which the Registrar may deem fit. 22) The duration of the contract shall be one year which may be renewed subject to yearly appraisal and review by the University authorities and in case the jobs performed are not found to be satisfactory, the contract shall be terminated even before specified period, by giving notice of not less than one month to this effect. 23) The contractor shall in no case pay his employees less than the minimum mandatory rates per day / month as announced by Govt. of A.P. from time to time. The payment should be made by cheque or cash in the presence of authorised University representative and a record of that should be kept in a Register which may be examined by the University at any time. In case the contractor fails the make timely payments to its employees, at the minimum rates the University shall pay the employees of the contractor directly and suitable deductions shall be made from the amount to be paid to the contractors. The Contractor shall make payments to his employees with details on Pay Slips which should be given to his employees at the time of payment & copy of the PAY SLIPS to be submitted to NALSAR, Shameerpet every month for records. 24) The contactor shall deposit an amount equivalent to 5% of annual contract value as Security Deposit (in the shape of Bank Guarantee or FDR of a Scheduled Bank) with the University for the entire duration of the Contract. 25) Contractor may be asked to change / replace the workers after every six months. 26) The working hours of the workers/supervisors only shall be as follow : 07:00 am to 05:00 p.m. with appropriate breaks and And they shall remain on duty during their working hours to get work done from contractor s workers and to report to University Caretaker / Sanitary Inspector for taking instructions and attending them. 27) Contractor s supervisor will inspect each toilet every 2 hours and sign in Display Board / notice Board regarding the condition of toilets after cleaning the toilets. 28) To clean all the rest of the area i.e. Toilets, ramps connected corridors, lawns in the Academic Block, Tank/ Pool around Admn. Building, Drinking water sinks etc shall be got cleaned by the contractor s workers twice a day i.e. between 8.00 AM to 5.00 PM i.e. once in the morning between 8 AM to 12 Noon and second time in the evening between 2 PM to 5 PM daily. 29) The employees of contractor shall be bound to perform the assigned jobs by Officer-In-charge even though the same may not have been included in the Schedule of Services as in the case of an University employees (cleaner) is absent on leave or on his retirement. 30) Contractor will apply to the Labour Commissioner for obtaining a Labour License and will submit a copy of license to Establishment Section within 30 days from the date of issue of the award of contract.

8 31) To ensure proper cleaning of all the specified areas scattered at all floor and all over the Academic area he may take the help of facilities In-charge or any such representative of each Deptt. / Centre/ Unit as the case may be. 32) The contractor would sign and give an undertaking as per Performa every month for compliance of the provision of Contract Labour Act, Rule and other Laws as applicable. 33) The contractor shall get cleaned the rooms/ offices of Deptts./ Center i.e.central Library, before 8.00 AM and to clean all the class rooms etc. by 5.00 PM or so daily such that regular cleanliness of the University do not hampered. 34) The University can increase or decrease the manpower requirement in case there is a further increase or decrease in area to be cleaned, the increase in manpower would be on a pro-rata basis at any time. 35) Any dispute arising out of and in relation to this agreement shall be referred to the arbitration by sole arbitrator to be appointed by Vice-Chancellor of the University. The arbitration would be conducted and governed by and under the provisions of Arbitration Act, Any legal dispute will be subject to jurisdiction of Hyderabad Courts only and no other court shall have the jurisdiction. 36) A separate challan must be submitted for the payments of ESI & PF of its employees deployed only at the University. 37) The firm will get all the staff for deployment duly verified of their antecedents through Hyderabad Police and their full particulars along with their recent photographs supplied to the Sanitation Unit with a copy of the same to be Security Officer of the University. 38) The firm will deploy only female cleaners for all the ladies toilets in the University and female Supervisors to supervise them. Girls hostel should be manned by the Female Cleaners/Supervisors for all the cleaning work in the Girls Hostels. 39) Cleaners deployed in the Boys/Girls hostels should not be changed frequently due to security reasons. If any rotation of the cleaners is required on account of Labour Laws, this may be done with prior intimation to the Officer-incharge, Sanitation/Hostel Wardens/Dean of Students of the University. 40) All toilets at the University will be handed over to the contractor with all the inventory items. After it has been handed over to the contractor, he will be responsible for the inventory items in the toilets. In case of any theft / breakage in the toilets, a joint committee comprising of representatives of NALSAR and Contractor will determine the responsibility of the loss/damage and if the responsibility is fixed in respect of Contractor then the amount of loss will be deducted from the bill of the Contractor.

9 41) The cleaners deployed should not squatter in the open verandahs / lawns during leisure hours. They will also not change their clothes/uniform in open. Dignity & discipline of NALSAR should be maintained always. 42) All wash basins should be provided with liquid soap (Homacol Brand or equivalent) only. 43) The contractor is asked to use floor machine with scrubber & detergent for cleaning open areas instead of conventional methods. 44) Feedback mechanism will be worked out to evaluate the performance of Cleaners. 45) NALSAR is a NO SMOKING ZONE. The Contractor should ensure that his employees DO NOT SMOKE while working in the University Campus. They will also not indulge in drinking alcohol or any other intoxicants. They will not consume drugs and eat pan/khaini/tobacco etc. They will not play cards or indulge in gambling on campus.

10 ANNEXURE-III LIST OF MATERIAL REQUIRED FOR DAILY/WEEKLY CLEANING SERVICE S.No. Name of the article Estimated quantity required (per month) 1 Home Duster (Std. size) 2 dozen 2 Dusting duster (White) 5 dozen 3 Hard Brooms 25 Nos. 4 Toilet Brush 15 Nos. 5 Cobweb Clearing Brush 10 Nos. 6 Nylon Scrubber 15 Nos. 7 Mugs 15 Nos. 8 Rubber Squizer (Big size) 10 Nos. 9 Soft Brushes/Brooms 50 Nos. 10 Jute Cloth 75 Mtrs. 11 Long Hair Brush 10 Nos. 12 Plastic Buckets 15 Liters 10 Nos. List of equipment to be used Floor machine with Scrubber+ detergent 1 Phenyl 25 litre 2 Acid (HCL) 25 Litre 3 Vim Powder (555 or VIM Brand 15 Kg.) 4 Naphthalene ball (Tata Company) 10 Kg. 5 Liquid Soap (Homacol Brand) 10 Litre 6 Cleanzo 10 Litre 7 Spray for Windows (Collin Brand) 2 Litre The above material shall be of standard quality that work may not suffer any day, and shall be kept in store of Sr. Caretaker. The above items will be supplied by contractor at the start of each month and got inspected from Officer In-charge Sanitation or his nominee before use. Store will be operated by both Supervisor i.e. of the contractor and University. Key will be with University Representative i.e. Senior Caretaker or as nominated by Project Engineer.

11