SPORTS AUTHORITY OF INDIA

Transcription

1 SPORTS AUTHORITY OF INDIA NOTICE 1. Secretary, Sports Authority of India, New Delhi invites sealed Bids, for Management & Operation of Two Sports Hostels from Central Govt./State Govt. Public Sector Undertakings only for the period of 05 ( five ) years extendable on mutual consent. 2. The tender documents can be downloaded from the SAI website or can be had from Stadia Administration, Ground Floor, SAI Head Office by depositing a demand draft of Rs.500/- in favour of Secretary, Sports Authority of India from to Secretary, SAI

2 SPORTS AUTHORITY OF INDIA JAWAHARLAL NEHRU STADIUM COMPLEX, GATE NO.10, LODHI ROAD, NEW DELHI Telephone: , , Fax: Website: BIDDING DOCUMENT FOR Operation & Management of Two Sports Hostels Bid Reference No. SAI/SA/LEGACY/ Office of Issue : Dated: Secretary, Sports Authority of India, Jawaharlal Nehru Stadium Complex, Gate No.10, Lodhi Road, New Delhi Pre Bid Meeting Date & Time: 22/05/2013 at 1100 hrs. in Conference Hall, Sports Authority of India, Jawaharlal Nehru Stadium Complex, Gate No.10, Lodhi Road, New Delhi Place of receipt of Bids: To be dropped in Tender Box, placed in the room of ED ( Stadia ) 2 nd Floor, Sports Authority of India, Jawaharlal Nehru Stadium Complex, Gate No.10, Lodhi Road, New Delhi Closing date and time for receipt of Bids: at 1430 hrs Date and Time of opening of Techno Commercial Bids: at 1500 hrs 2

3 INDEX Section Topic Page No. PART-1 BIDDING PROCEDURE Section I Invitation for Bid (IFB) Section II Instructions to Bidders (ITB) Section III Eligibility Criteria & Performance Statement Section IV Bidding Forms: - (A) Bid Submission Form (B) Price Schedules (C) Bank Guarantee Form for Bid Security (D) National Electronic Fund Transfer (NEFT) Form PART-2 SCOPE OF WORK Section V Scope of Work Section VI Special Conditions of Contract PART-3 CONTRACT Section VII General Conditions of Contract (GCC) Section VIII Contract Forms (A) Contract Agreement (B) Bank Guarantee Form for Performance Security (C) Inspection and Quality Certificate

4 PART-1 BIDDING DOCUMENTS 4

5 SPORTS AUTHORITY OF INDIA JAWAHARLAL NEHRU STADIUM COMPLEX, GATE NO.10, LODHI ROAD, NEW DELHI Telephone: , , Fax: Website: SECTION -I Bid Reference No.: SAI/SA/Legacy/ Dated INVITATION FOR BID (IFB) 1. Secretary, Sports Authority of India, HO, New Delhi invites sealed Bids, for and on behalf of the Director General, Sports Authority of India on two bid system, for supply of following services from Central Govt./State Govt. Public Sector Undertakings only:: Brief Description of Services Period of services Bid Security in Rs. Management & Operation of Two (02) Sports Hostels including House 05 Years extendable on mutual consent Rs.1,00,000/- (Rupees One Lakh Keeping, Maintenance, Internal upon satisfactory only) Security, Horticulture and Food & performance. Catering Services. 2. Dates of sale of Bidding From to upto 1300 Document hrs. (i) Office of Issue of IFB /Bidding Documents: Secretary, Sports Authority of India, Jawaharlal Nehru Stadium (Gate No. 10), Lodhi Road, New Delhi (ii) Pre Bid Meeting Date & Time : at 1100 hrs (iii) Pre Bid Meeting Venue : Sports Authority of India (H.O.), Conference Hall, Jawaharlal Nehru Stadium Complex, Gate No.10, Lodhi Road, New Delhi (iv) (v) Closing date & time for receipt of Techno Commercial Bid Time and date of Opening of Techno Commercial Bids : 29/05/2013 at 1430 hrs 29/05/2013 at 1500 hrs. 5

6 3. Bidder may download the Bidding Documents from web sitewww.sportauthorityofindia.nic.in and and submit its Bid by utilizing the downloaded document. 4. Prospective Bidders are requested to attend the Pre Bid meeting at the venue, date and time indicated in Para 2 (iii) above. 5. Bidders shall ensure that their Bids, complete in all respects, are dropped in the Tender Box placed at office of Executive Director ( Stadia ), 2 nd Floor, SAI (H.O.), New Delhi on or before the closing date and time as indicated in the Para 2 (v) above, failing which the Bids will be treated as late and rejected. 6. In the event of any of the above mentioned dates being declared as a holiday/closed day for the SAI, the Bids will be received/ opened on the next working day at the appointed time. 7. The Bidding Documents are not transferable. Executive Director ( Stadia ) For and on behalf of Secretary, Sports Authority of India. 6

7 PART-1 BIDDING PROCEDURE 7

8 SECTION - II INSTRUCTIONS TO BIDDERS (ITB) A. PREAMBLE Introduction Language of Bid B. BIDDING DOCUMENTS Content of Bidding Documents Amendments to Bidding Documents Clarification of Bidding Documents C. PREPARATION OF BIDS Documents Comprising the Bid Bid Currencies and Bid Prices Visit to the Place & Work: Firm Price Documents Establishing Bidder s Eligibility Bid Security Bid Validity Signing and Sealing of Bid D. SUBMISSION OF BIDS Submission of Bids Late Bid E. BID OPENING Opening of Bids F. SCRUTINY AND EVALUATION OF BIDS Preliminary Scrutiny of Bids Eligibility Criteria Comparison of Bids and Award Criteria G. AWARD OF CONTRACT SAI, New Delhi Right to accept any Bid and to reject any or all Bids Notification of Award Issue of Contract Non-receipt of Performance Security and Contract by the SAI Corrupt or Fraudulent Practices

9 SECTION II INSTRUCTIONS TO BIDDERS (ITB) A. PREAMBLE 1. Introduction 1.1 The Sports Authority of India (SAI) was established by the Govt. in 1984 and primarily has the mandate to achieve excellence in sports at the National and International level in collaboration with NSFs. SAI is also entrusted with the responsibility of maintaining & utilizing, on behalf of Ministry of Youth Affairs & Sports, various stadia and other related infrastructure in Delhi which were constructed / renovated for IX th Asian Games held in New Delhi in 1982 & CWG-2010 including two hostels constructed within the secured premises of I.G. Stadium and J. N. Stadium. 1.2 The Sports Authority of India (SAI), New Delhi hereinafter called SAI New Delhi has issued these Bidding Documents for Management & Operation of Two (02) Sports Hostels including House Keeping, Maintenance, Internal Security, Horticulture and Food & Catering Services as mentioned in Section VI Scope of Services, which also indicates, interalia, details of various types of services required at these Hostels. 1.3 This section (Section II - Instruction to Bidders ) provides the relevant information as well as instructions to assist the prospective Bidders in preparation and submission of Bids. It also includes the mode and procedure to be adopted by the SAI, New Delhi for receipt and opening as well as scrutiny and evaluation of Bids and subsequent placement of contract. 1.4 Before formulating the Bid and submitting the same to the SAI, New Delhi the Bidder should read and examine all the terms, conditions, instructions etc. contained in the Bidding Documents. Failure to provide and/or comply with the required information, instructions etc. incorporated in these Bidding Documents may result in rejection of its Bid. 1.5 Aims & objectives: Aims & objectives of this Bid is to finalize a Competent, Capable and Reliable Agency from amongst Central Govt. /State Govt. Public Sector Undertakings only who can provide the following services: To provide convenient & comfortable lodging & boarding facilities to National Campers/Sports Persons / other officers referred by SAI of three star standard. To assess and submit estimates for refurbishment of Hostels to make them of three star standard and execute the work as per estimates approved by SAI. To manage & operationalize these Hostels (currently lying unused) for 24 hrs. at three star level. 9

10 To undertake major & minor maintenance (except for major structural maintenance), Housekeeping, Internal Security, Horticulture Services and provide Nutritious Food and Catering Services as per the requirement and menu decided in consultation with SAI. To collect revenue from the Hostel guests on behalf of SAI and pass on the same to Sports Authority of India, New Delhi. 1.6 Details of Infrastructure available is as under: (a). Jawaharlal Nehru Stadium Complex, New Delhi Newly built 3 storey structure with 68 double bedded rooms with attached toilet/bath room plus Reception, Lobby & large Restaurant, with ample storage at basement, solar water heating system, state of art fire safety system with large park in front. It is centrally located in the Heart of South Delhi Lodhi Estate in the JN Stadium Complex directly on the Barapullah elevated road and near metro stations at Jangpura and Jawharlal Nehru Stadium Complex. (b). Indira Gandhi Stadium Complex, New Delhi (c). The I.G. Sports Hostel is a newly built 3 storey structure with 76 double bed rooms attached toilet / bath room & balcony, reception cum lobby area at entrance & large glassed walled restaurant, conference & Banquet area, no basement, state of art fire safety system, with large park in front and a natural water body in the back. It is centrally located in the Indira Gandhi Stadium Complex New Delhi , directly on the Ring Road Gate 24 and near ITO. SAI will provide the following: (i). (ii). (iii). 2. Language of Bid Electricity Connection. Water. Security Services in the Complex already exist. 2.1 The Bid submitted by the Bidder and all subsequent correspondence and documents relating to the Bid exchanged between the Bidder and the SAI, New Delhi shall be written in the English language. 3. Content of Bidding Documents B. BIDDING DOCUMENTS 3.1 In addition to Section I Invitation for Bid (IFB), the Bidding Documents include: Section II Instructions to Bidders (ITB) Section III Eligibility Criteria & Performance Statement Section IV Bidding Form Section V Scope of Work Section VI Special Condition of Contract (SCC) Section VII General Conditions of Contract (GCC) 10

11 Section VIII Contract Forms 4. Amendments to Bidding Documents 4.1 At any time prior to the deadline for submission of Bids, the SAI, New Delhi may, for any reason deemed fit by it, modify the Bidding Documents by issuing suitable amendment(s) to it. 4.2 Such an amendment will be uploaded on SAI website: 5. Clarification of Bidding Documents 5.1 A Bidder requiring any clarification or elucidation on any issue of the Bidding Documents may take up the same with the SAI, New Delhi during Pre Bid meeting. The Bidder may also seek clarification in writing /submit their suggestions regarding Scope of work and Terms & Conditions etc. prior to the date of conducting pre Bid meeting. Any request /suggestion received after holding pre bid meeting shall not be entertained. Bidders are advised in their own interest that before submission of final bids they may check whether any amendment has been carried out in the Bid Documents. 6. Documents Comprising the Bid C. PREPARATION OF BIDS 6.1 The Two Bid System, i.e. Techno Commercial Bid and Price Bid prepared by the Bidder shall comprise the following: A) Techno Commercial Bid (Un priced Bid): 1) Bid Security furnished in accordance with ITB clause 11. (Section II) 2) Bid Submission Form as per Section IV (A). 3) Power of Attorney in favour of Signatory of Bidding Documents. 4) Performance Statement as per Proforma in Section III. 5) Self attested copy of valid Registration with Registrar of firms. 6) Self-attested copy of the PAN card issued by the Income Tax Department. 7) Self attested copy of Income-Tax Return of the last three financial years. 8) Previous three years audited balance sheet. 9) Self attested copy of Service Tax Registration. 10) National Electronic Fund transfer (NEFT) Form as per Section IV (D) for payment in Indian Rupee. B) Bid Fee: Not applicable C) Price Bid: Price Schedule as per Forms at Section-IV for Managing & Operation of Sports Hostels including various services. 11

12 6.2 It is the responsibility of Bidder to go through the Bidding Document to ensure furnishing of all required documents in addition to above, if any. 6.3 All pages of the Bid should be page numbered and indexed. 6.4 The authorized signatory of the Bidder must sign the Bid duly stamped at appropriate places and initial all the remaining pages of the Bid. 6.5 A Bidder, who does not fulfil any of the above requirements and/or gives evasive information/reply against any such requirement, shall be liable to be ignored and rejected. 6.6 Bid sent by /fax/telex/cable/electronically shall be ignored. 6.7 All payments will be made through National Electronic Fund Transfer (NEFT)/RTGS System. Bidders are required to fill and attach the NEFT Mandate Form attached as per Section-IV (D) alongwith their offers, if not already executed in SAI, HO, New Delhi. Notification of Award will not be issued without NEFT Mandate Form. 7. Bid Currencies and Bid Prices 7.1 The Bidder shall quote only in Indian Rupees. 7.2 The Bidder shall indicate on the Price Schedule provided under Section IV all the specified components of prices shown therein. All the columns shown in the price schedule should be filled up as required. 7.3 While quoting, the Bidder shall quote for complete requirement of services for all the items as specified in the Price Schedule (Section IV B). 7.4 While filling up the columns of the Price Schedule, any kind of tax and duty, which will be payable extra on the types of services, if the contract is awarded, may be clearly stated alongwith its rate, in absence of which it will be considered that quoted prices are inclusive of taxes and duties. 7.5 Statutory variation on taxes and duties leviable on the services rendered taking place after Bid submission shall be allowed to the extent of actual quantum paid by the Agency. 8. Visit to the Place & Work: The bidder is advised to visit and acquaint himself with the area where such services are required and its operational requirements. The cost of such visit shall be borne by the Bidder. It shall be deemed that the Agency has undertaken a visit to the Hostel Buildings located within the premises of J. N. Stadium and I. G. Stadium Complexes and is aware of its present infrastructure and other operational conditions prior to submission of Bid Documents. 9. Firm Price: 9.1 The service charges (as %age of Capital and Running expenses) quoted by the Bidder shall remain firm and fixed during the currency of the contract and not subject to variation on any account. However, payment for initial 12

13 refurbishment of the existing infrastructures shall be paid by SAI to the Agency extra at actual alongwith service charges. 9.2 However, as regards taxes and duties, if any, chargeable on the services and payable, the conditions stipulated in ITB Clause 7 will apply. 10 Documents Establishing Bidder s Eligibility Pursuant to ITB clause 6, the Bidder shall furnish, as part of its Bid, relevant details and documents establishing its Eligibility Criteria as per Section-III to perform the contract. 11. Bid Security 11.1 The Bidder shall furnish along with its Bid, Bid Security for an amount as shown in the IFB in Section I. The Bid Security is required to protect the SAI New Delhi against the risk of the Bidder s unwarranted conduct as amplified under sub-clause 11.6 below The Bid Security shall be furnished in one of the following forms: i) Account Payee Demand Draft ii) Fixed Deposit Receipt iii) Banker s cheque iv) Bank Guarantee from scheduled Commercial Bank The Demand Draft, Fixed Deposit Receipt or Banker s Cheque shall be drawn on any schedule commercial bank in India. The Bid Security must be furnished in favour of Secretary, Sports Authority of India, New Delhi payable at New Delhi only and Bid Security not furnished in favour of Secretary, SAI the offer of such firms shall be ignored. Hence bidders are advised in their own interest to submit the Bid Security in favour of Secretary, SAI, New Delhi. In case of bank guarantee, the same is to be provided from any scheduled commercial bank in India as per the format specified under Section IV (C) of Bid Documents The Bid Security shall be valid for a period of forty-five (45) days beyond the validity period of the Bid. As validity period of Bid as per Clause 12 of ITB is 90 days, the Bid Security shall be valid for 135 days from Techno Commercial Bid opening date Unsuccessful Bidders Bid security will be returned to them without any interest, after expiry of the Bid validity period, but not later than forty-five days after conclusion of the resultant contract. Successful Bidder s Bid security will be returned without any interest, after receipt of performance security from that Bidder Bid Security of a Bidder will be forfeited, if the Bidder withdraws or amends its Bid or impairs or derogates from the Bid in any respect within the period of validity of its Bid without prejudice to other rights of the purchaser. The successful Bidder s Bid security will be forfeited without prejudice to other rights of Purchaser if he fails to furnish the required performance security within the specified period. 13

14 12. Bid Validity 12.1 The Bid shall remain valid for acceptance for a period of 90 days (Ninety days) after the date of Bid opening prescribed in the Bidding Document. Any Bid valid for a shorter period shall be treated as unresponsive and rejected In exceptional cases, the Bidders may be requested by the SAI, New Delhi to extend the validity of their Bids up to a specified period. The Bidders, who agree to extend the Bid validity, are to extend the same without any change or modification of their original Bid and they are also to extend the validity period of the Bid Security accordingly. A Bidder, however, may not agree to extend its Bid validity without forfeiting its Bid Security In case the day up to which the Bids are to remain valid falls on or subsequently declared a holiday or closed day for the SAI, New Delhi, the Bid validity shall automatically be extended up to the next working day. 13. Signing and Sealing of Bid 13.1 The Bidders shall submit their Bids as per the instructions contained in ITB Clause Bid shall either be typed or written in indelible ink and the same shall be signed by the Bidder or by a person(s) who has been duly authorized to bind the Bidder to the contract The Bid shall be duly signed at the appropriate places as indicated in the Bidding Documents and all other pages of the Bid. The Bid shall not contain any erasure or overwriting, except as necessary to correct any error made by the Bidder and, if there is any such correction; the person signing the Bid shall initial the same. The letter of authorization shall be by a written power of attorney, which shall also be furnished along with the Bid The Bidder shall submit two copies of its Bid marking them as Original and Duplicate. Duplicate Bid shall contain all pages as per in Original Bid Bidding Document seeks quotation following Two Bid System i.e. in two parts. First part will be known as Techno - Commercial Bid, and the second part Price Bid as specified in clause 6 of ITB. Bidder shall seal Original and Duplicate copies of Techno - Commercial Bid and put them in a cover super scribing Techno - Commercial Bid. Bidder will seal Original and Duplicate copies of Price Bid, and put them in a cover super scribed Price Bid. Bid reference number may be written on both these sealed covers. Both these sealed covers shall be put in a big cover super scribing and writing the Bid reference number and the address of the Sports Authority of India, New Delhi on the envelopes. The sentence Not to be opened before... (The Bidder is to put the date & time of Bid opening) are to be written on these envelops. If the outer envelope is not 14

15 sealed and marked properly, the SAI, New Delhi will not assume any responsibility for its misplacement, premature opening or late opening etc. 14. Submission of Bids D. SUBMISSION OF BIDS 14.1 Unless otherwise specified, the Bidders are to deposit the Bids in the Tender Box kept for this purpose at a place as indicated in the IFB in Section-I The Bidders must ensure that they deposit their Bids not later than the closing time and date specified for submission of Bids. It is the responsibility of the Bidder to ensure that their Bids whether sent by post or by courier or by person, are dropped in the Tender Box by the specified clearing date and time. In the event of the specified date for submission of Bids falls on or is subsequently declared a holiday or closed day for the SAI, New Delhi the Bids will be received up to the appointed time on the next working day. 15. Late Bid 15.1 A Bid, which is received after the specified date and time for receipt of Bids will be treated as Late Bid and will be ignored Conditional Bids will not be accepted. 16 Opening of Bids E. BID OPENING 16.1 The SAI, HO, New Delhi will open the Bids on the specified date, time and at the specified place indicated in the IFB in Section-I In case the specified date of Bid opening falls on or is subsequently declared a holiday or closed day for the SAI, New Delhi, the Bids will be opened at the appointed time and place on the next working day Authorized representatives of the Bidders, who have submitted Bids on time may attend the Bid opening provided they bring with them letter of authority from the corresponding Bidders The Techno Commercial Bids of such firms will be opened whose offers are accompanied with requisite Bid Fee. Two - Bid system as mentioned in Para 6 and 13 above will be as follows. The Techno - Commercial Bids are to be opened in the first instance, at the prescribed time, date and venue as indicated in IFB. These Bids shall be scrutinized and evaluated by the SAI, New Delhi with reference to parameters prescribed in the Bidding Document. During the Techno - Commercial Bid opening, the Bid opening official(s) will read out the salient features of the Bids like brief description of the services offered, Bid Security and any other special features of the Bids, as deemed fit by the Bid opening official(s). Thereafter, in the second stage, the Price Bids of only the Techno - Commercially acceptable offers 15

16 meeting Eligibility Criteria (as decided in the first stage) shall be opened for further scrutiny and evaluation on a date to be notified after evaluation of the Techno Commercial Bid. The service charge etc., as deemed fit by Bid opening official(s) will be read out. F. SCRUTINY AND EVALUATION OF BIDS 17. Preliminary Scrutiny of Bids 17.1 The SAI, HO, New Delhi will examine the Bids to determine whether they are complete in all respects as per bid requirements, whether the documents have been properly signed stamped and whether the Bids are in order Prior to the detailed evaluation of Price Bids, the SAI, HO, New Delhi will determine the substantial responsiveness of each Bid to the Bidding Document. For purposes of these clauses, a substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Documents including Scope of Work and Special Condition of Contract without material deviations. However minor deviation and /or minor irregularity and/or minor non-conformity in the Bid, the purchaser may waive off If a Bid is not substantially responsive, it will be rejected by the SAI, New Delhi. 18. Eligibility Criteria As per Section-III of IFB - Bids of the Bidders, who do not meet the required Eligibility Criteria prescribed in Section III, will be treated as non - responsive and will not be considered further. 19. Comparison of Bids and Award Criteria For comparison /ranking purpose for evaluation, the comparison of the responsive Bids shall be carried out on Service Charges (%age) on Capital & Running Expenses to be incurred in Operation & Management Section IV-B (A) along with applicable taxes at the lowest Service Charge (%age) The contract may be awarded to the lowest responsive Bidder who meets the laid down Eligibility Criteria as mentioned in the Bid documents alongwith satisfactory proven past performance. G. AWARD OF CONTRACT 20. SAI s right to accept any Bid and to reject any or all Bids 20.1 The SAI, HO, New Delhi reserves the right to accept in part or in full any Bid or reject any or more Bid(s) without assigning any reason or to cancel the Bidding process and reject all Bids at any time prior to award of contract, without incurring any liability, whatsoever to the affected Bidders. 16

17 21. Notification of Award 21.1 Before expiry of the Bid validity period, the SAI, HO, New Delhi will notify the successful Bidder(s) in writing, by registered / speed post or fax (to be confirmed by registered / speed post) that its Bid for Management & Operaton of Hostels, which have been selected by them, has been accepted, also briefly indicating therein the essential details like description, type of Services & corresponding rates accepted. The successful Bidder must furnish to the SAI, HO, New Delhi the required Performance Security within twenty eight days from the date of despatch of this notification, failing which the Bid Security will be forfeited and the award will be cancelled. Relevant details about the Performance Security have been provided under GCC Clause 2 of Section-VII The Notification of Award shall constitute the conclusion of the Contract The contract shall take effect from the date of taking over of the Hostels by the Agency. 22. Issue of Contract 22.1 Promptly after notification of award, the SAI, HO, New Delhi will mail the contract forms as per Section VIII (A), duly completed and signed, in duplicate, to the successful Bidder by registered / speed post Within 15 days from the date of the contract, the successful Bidder shall return the original copy of the contract, duly signed and dated at each page, to the SAI, HO, New Delhi by Registered / Speed Post. 23. Non-receipt of Performance Security and Contract by the SAI 23.1 Failure of the successful Bidder in providing Performance Security and / or returning contract copy duly signed in terms of ITB clauses 21 and 22 above shall make the Bidder liable for forfeiture of its bid security and, also, for further actions by the SAI, HO, New Delhi against it as per the clause 9 of GCC Termination for Default under Section VII. 24. Corrupt or Fraudulent Practices 24.1 It is required by all concerned namely the Bidders/Agency etc. to observe the highest standard of ethics during the bid processing and execution of such contracts. In pursuance of this policy, the SAI, HO, New Delhi: - (a) will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent or collusion or coercive practices in competing for the contract in question; (b) will declare a firm ineligible or blacklist, either indefinitely or for a stated period of time, to be awarded a contract by the SAI, HO, New Delhi if it at any time it is determined that the firm has engaged in corrupt or fraudulent or collusion or coercive practices in competing for, or in executing the contract. 17

18 A. ELIGIBILITY CRITERIA SECTION III ELIGIBILITY CRITERIA 1. The bidder should have the experience of operation & management of minimum one Hotel/Hostel/Guest House/Training Institution comprising 150 Beds including House Keeping, Maintenance, Food & Catering Services or similar services preferably in any of the Departments/Autonomous Institutions/ Universities/ Public Sector Undertakings etc. of the Government of India or any other State Government or Public Sector Banks or Local Bodies/Municipalities as follows:- (a) (b) (c) Three similar completed services for Hostel/Guest House/ Training Institution comprising 60 Beds. Two similar completed services for Hostel/Guest House/ Training Institution comprising 75 Beds. One similar completed services for Hostel/Guest House/ Training Institution comprising 120 Beds. 2 Bidder should be a Central Govt./State Govt. Public Sector Undertaking only having an annual average turnover of Rs.100 Lakhs per annum during the last three financial years. 3 International Quality Certification ISO : or HACCP Certification for food and Catering shall be preferred. 4. Bidder should have valid registration with the Registrar of the firms. 5. The bidder should have valid registration with ESI. 6. The bidder should have registration for Employee Provident Fund. 7 The bidder should have a PAN card in the name of firm. 8. The bidder should have Service Tax registration. 9. The Bidder should not be black listed / disqualified/ banned by any Govt. Deptt./Institution. Note: 1) The bidder shall furnish self-attested copies of the required documents as mentioned under Para 2 to 8 above and also furnish the supporting documents as asked for in Para 6 of ITB in Section-II. 2) In support of Para 1 above, the Bidders shall furnish Performance Statement in the following format and also furnish the supporting documents as asked for in Para 6 of ITB in Section-II: 18

19 B. PROFORMA FOR PERFORMANCE STATEMENT (For a period of last three years) Bid Reference No. Date of opening Name and address of the Bidder : : : Contract Contract Contract Description Value Period Whether the placed by (full address of Employer) number and date placed on of ordered services of Services of Contract services have been performed as per Contract provisions. Deviation if, any may be indicated (Signature of the Bidder) Name, Address and seal of the Bidder: Note: 1. SAI, HO, New Delhi reserves the right to ask the Bidder to furnish copy of contract for services in respect of above. 19

20 To SECTION-IV (A) BID SUBMISSION FORM Secretary, Sports Authority of India Jawaharlal Nehru Stadium (Gate No.-10), C.G.O. Complex, Lodhi Road, New Delhi Date Ref.: Your Bidding Document No. dated We, the undersigned have examined the above-mentioned Bidding Document, including amendment/corrigendum No., dated (if any), the receipt of which is hereby confirmed. We now offer to provide Operation & Management Services of Two SAI Sports Hostels in conformity with your above referred document. If our Bid is accepted, we undertake to provide services for operation & management of Sports Hostels as mentioned above in accordance with the Scope of Services as specified in Section-V, with Special Conditions of Contract under Section-VI and General Conditions of Contract as per Section-VII of the Bidding Documents. We further confirm that, if our Bid is accepted, we shall provide you with a Performance Security of required amount in an acceptable form in terms of GCC clause 2, in Section - VII for due performance of the contract, including amendment/ corrigendum if any. We agree to keep our Bid valid for acceptance for 90 days or for subsequently extended period, if any, agreed to by us. We also accordingly confirm to abide by this Bid up to the afore-said period and this Bid may be accepted any time before the expiry of the afore-said period. We further confirm that, until a formal contract is executed, this Bid read with your written acceptance thereof within the afore-said period shall constitute a binding contract between us. We further understand that you are not bound to accept the lowest or any Bid you may receive against your above-referred Bid Reference. We confirm that we do not stand deregistered/banned/blacklisted by any Govt. Authorities. Place: Date: (Signature of the Bidder) Name, Address and seal of the Bidder: 20

21 SECTION-IV (B) PRICE SCHEDULE To Secretary Sports Authority of India Jawaharlal Nehru Stadium (Gate No.-10), C.G.O. Complex, Lodhi Road, New Delhi Ref.: Your Bidding Document No. dated Dear Sir, We hereby quote the following service charges for operation & maintenance of two SAI Sports Hostels at JN Stadium & IG Stadium for the Scope of Work as contained in Section-V in accordance with Special conditions of Contract as per Section-VI and General Conditions of Contract as per Section-VII of the Bidding Documents, as under: This is also certified that I/we have visited the site and studied actual sties and its operational requirements and have understood all clauses of the Bid Document. S. No. Nature of Services Rates of Service Charges as %age of Actual Expenses a). Operation & Management of Sports Hostel at I.G., Stadium and Jawaharlal Nehru % Stadium Complex, New Delhi as per the Scope of Work in Section-V. b). Extras, if any. % Period of completion of refurbishment at IG Stadium and Commencement of Operations : months In case of award of contract I /we undertake to abide by all terms and conditions of the Bid Document. I/We agree to provide all the services at the above mentioned rate of Service Charges and terms & conditions of Bid Document. Place: Date : / / (Signature of Bidder) Name, Address & Seal of Bidder 21

22 SECTION IV (C) BANK GUARANTEE FORM FOR BID SECURITY Whereas (hereinafter called the Bidder ) has submitted its quotation dated for providing Operation & Management Services at Two SAI Sports Hostels (hereinafter called the Bid ) against the SAI, HO, New Delhi Bid Reference No.. Known all persons by these presents that we (hereinafter called the Bank ) having our registered office at are bound unto Sports Authority of India, New Delhi (hereinafter called the SAI, HO, New Delhi) in the sum of Rs. 1,00,000/- for which payment will and truly to be made to the said SAI, HO, New Delhi, the Bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank this day of 20. The conditions of this obligation are: 1. If the Bidder withdraws or amends, impairs or derogates from the Bid in any respect within the period of validity of this Bid. 2. If the Bidder having been notified of the acceptance of his Bid by the SAI New Delhi during the period of its validity:- a) fails or refuses to furnish the Performance Security for the due performance of the contract within the period specified. OR b) fails or refuses to accept/execute the contract. We undertake to pay the SAI, HO, New Delhi up to the above amount upon receipt of its first written demand, without the SAI, HO, New Delhi having to substantiate its demand, provided that in its demand the SAI will note that the amount claimed by it is due to it owing to the occurrence of one or both the two conditions, specifying the occurred condition(s). This guarantee will remain in force for a period of [insert date forty-five days after the period of Bid validity of 90 days i.e. for 135 days (90 days + 45 days)] from the date of Bid Opening i.e. by and any demand in respect thereof should reach the Bank not later than the above date. (Signature of the authorised officer of the Bank) Name and designation of the officer Seal, name & address of the Bank and address of the Branch 22

23 SECTION IV (D) NEFT MANDATE FORM From: M/s. Date: To Secretary, Sports Authority of India Jawaharlal Nehru, Stadium (Gate No.10), Lodhi Road, New Delhi Sub: NEFT PAYMENTS For remittance of our payments using RBI s NEFT scheme, our payments may be made through the above scheme to our under noted account. NATIONAL ELECTRONIC FUNDS TRANSFER MANDATAE FORM Name of City Bank Code No. Bank s name Branch Address Branch Telephone / Fax no. Agency s Account No. Type of Account IFSC code for NEFT IFSC code for RTGS Agency s name as per Account Telephone no. of Agency Agency s ID (Signature of the Bidder) Name, Address and seal of the Bidder: Confirmed by Bank Enclosed a copy of Cancelled Cheque 23

24 PART-2 SCOPE OF WORK 24

25 SECTION V SCOPE OF WORK 1. Operation & Management of two SAI Sports Hostels at Indira Gandhi Stadium Complex and Jawaharlal Nehru Stadium Complex will comprise following: (i). (ii). To operate & manage both IG Stadium and JN Stadium Hostels during the contract period of 60 months by deploying skilled & professional staff. The Agency shall undertake the work of initial refurbishment of existing infrastructure (including solar water heating system) for fully furnished liveable rooms with AC, TV and Telephone, Modern Kitchen with Air Condition Dining Hall, Semi Furnished Lobby and a Reception area. For this purpose the agency shall submit a work estimate and seek prior approval of Stadia Division of SAI, HO, New Delhi before commencing the actual work. (iii). To obtain all necessary clearances & statutory certificates from Govt. / Municipal Authorities before commencing actual operations. (iv). To rent out and guest management of Hostel rooms to SAI Sports Persons/National Campers or otherwise as decided by the SAI (from check-in check-out) at the rates approved by SAI, HO, N. D. The Hostels will be professionally maintained & managed at the level of 3 star hotel. (v). To provide high quality nutritional buffet meal (breakfast, lunch & dinner etc.) & Catering Services at the rates & menu decided by SAI in consultation with the Agency. (vi). To provide complete housekeeping (including Linen items such as Bed Sheets, Pillow Covers, Blankets/quilts etc.) and repair & maintenance services in the Hostels. (vii). To provide 24 hrs. internal security & horticulture services in the Hostels. (viii). To equip the kitchen with contemporary kitchen equipment & deploy Agency s own kitchen staff for preparation and serving of food. 25

26 (ix). To collect revenue on behalf of SAI and pass on the same to the SAI on daily basis. (x). Actual Capital and Running expenses incurred by the Agency in refurbishment and providing services/maintenance etc. will be reimbursed to the Agency alongwith the Service Charges as per the contract. (xi). All bills relating to Electricity, Water, municipal taxes etc. will be paid by Agency to the respective authority and the amount so incurred shall be reimbursed to the Agency on actual basis against documentary evidence. However, no Service Charges shall be payable on such bills. Note: The entire work is proposed to be undertaken in two phases: Phase I Initially refurbishment work of I. G. Stadium Hostel shall be undertaken and operation of Hostel commenced immediately thereafter. Phase II After successful completion of work and commencement of operations at I.G. Stadium, SAI shall at its discretion, consider and award work for refurbishment & operation of Sports Hostels at Jawaharlal Nehru Stadium, New Delhi. 26

27 SECTION VI SPECIAL CONDITIONS OF CONTRACT 27

28 SECTION - VI Special Conditions of Contract The Special Conditions of Contract for Managing & Operating Sports Hostels at JN Stadium and IG Stadium of SAI, New Delhi, as per Scope of Work indicated in Section-V, are as under: 1. Hostel features for sportsmen during the Camp period: (i) (ii) (iii) (iv) (v) (vi) (vii) Air conditioned rooms with attached bathrooms, toilets, TV and Phone with electrical kettle and tea/coffee kit, Biscuits, Towels, washed bed sheets & Pillow Covers, Duvets, Soap, Shampoo etc. Well maintained air-conditioned Restaurant with buffet meal service. Buffet Breakfast, Lunch and Dinner (Nutritional menu as provided by SAI). Open Air-conditioned semi furnished Lobby. Professional Check-in/Check-out Service and full-fledged Guest Relations services at front office. Luggage Trolleys. Conference/Entertainment Room. (viii) Common Room/Sports Library. 2. Dependable Services for all guests: (i) (ii) (iii) (iv) (v) Twin Bedrooms Cable TV, Phone, Attached Bathrooms, Study Table, Electric Kettle etc. 24 hrs. front desk Professional Staff, and safe deposit. Sports Library. Laundry Services. 24 hrs. Internal Security. 3. Housekeeping Services: Housekeeping Services (including internal & external conservancy), specialized floor cleaning polishing carpet shampooing, water body cleaning, pest & rodent control services are required to be provided on regular basis. 4. The Agency has to equip the kitchen with modern kitchen equipments, crockery and cutlery utensils and other items required for preparing and serving of food. All the items should be of good and standard quality and the same are subject to checking by an authorized representative of SAI, HO, New Delhi. 28

29 5. All inventories issued to the Agency on one-time basis should be returned to SAI in good condition. The Agency shall be responsible for maintenance of all the inventories (property/furniture/equipment etc.) provided by SAI, HO, New Delhi and will be responsible for breakages/damage to the same. In case of any damage/loss caused by Agency s staff to furniture /equipment, the same would be recovered by SAI, HO, New Delhi from the Agency s monthly bills and decision of SAI, HO, New Delhi in this regard will be final and binding of the Agency. 6. The Agency shall be responsible for maintaining all property, equipment of the SAI Hostels entrusted to him. Any loss/damage occasioned to the SAI, HO, New Delhi as a result of any lapse on the part of the agency/staff which will be established after an enquiry conducted by the SAI, HO, New Delhi, the said loss can be claimed from the agency up to the value of the loss. The decision of the SAI, HO, New Delhi in this regard will be final and binding on the agency. 7. The Agency will provide running hot water, cupboards for keeping servant s clothes, fire-fighting arrangement and all other requirement in the kitchen. It will be responsibility of agency to comply with all firefighting norms and condition as laid down by the concerned authority. SAI, HO, New Delhi will not be responsible in case of any eventually. 8. The Agency will deploy adequate and capable skilled staff for providing the required services as per Scope of Work (Section V) to the desired standards prescribed by SAI, HO, New Delhi. Wherever possible, modern tools/gadgets/machines/equipment will be used for performing these services. 9. The Agency will be responsible for cleanliness of dining hall and Kitchen area. Utensils etc. will be washed /clean with hot water and good cleaning powder /detergent. Washing of utensils etc. including dishwashing shall not be permitted at any place other than the space provided for this purpose in the Kitchen. 10. Only such item of foods and beverages etc. will be prepared as provided in menu and any additional items which have not been prohibited by Ministry of Health, SAI, HO, New Delhi or any other Govt. Agency. 11. The food supplied should be wholesome, hygienic, nutritious and prepared in refined oil. The SAI, HO, New Delhi reserves the right to take the assistance of any outside agency /own expert for guidance in this regard and advice of SAI Officer will be binding on the agency. 12. In case food is found less in quantity or quality or is not of standard quality or unhygienic or not served in time, the SAI, HO, New Delhi may impose penalty as per clause 31 hereunder. 13. That the Agency shall maintain environmental hygiene and proper sanitation of the premises during all working hours. The Agency shall be bound to obey all the provisions of the prevention of Food Adulteration Act as applicable in Delhi and such other Central and local laws and rules 29

30 and regulation existing therein or enacted or may be introduced subsequently. 14. That the Agency shall use dustbins for the refuse and the Kitchen waste. It shall be ensured by the Agency that refuse of Kitchen waste is not scattered outside the cans/dustbins and neither the same is dumped anywhere else other than the place specified. The agency shall arrange for removal of the garbage, the kitchen waste or any other type of refuse or waste material every day at his own expenses and under his own arrangements. 15. That the Agency shall not to do anything in or outside the premises which may create nuisance or any annoyance to the neighbour to the SAI, HO, New Delhi and or to the visitors and Sportspersons living/visiting the premises. 16. SAI, HO, New Delhi reserves the rights to revise its menu as & when required. 17. That the Agency shall not display any neon signboard or advertisement board etc. without prior written permission of the SAI, HO, New Delhi. The agency shall be liable to pay the advertisement tax or any charges leviable by the SAI, HO, New Delhi, in case neon sign board or advertisement board etc. is installed without the prior written permission of the SAI, HO, New Delhi. 18. That the overall control and supervision of the premises shall remain and vested in the SAI, HO, New Delhi who through its authorised representative will have the right to inspect the whole or part of the premises as and when considered necessary with respect to its bonafide use and in connection with fulfilment of other terms and conditions of contract. 19. The premises leased to agency shall not be utilised for any other or different purposes than set out, and any other form of commercial or trading use of the premises shall constitute a breach of this contract besides rendering the Agency liable to pay additional charges for the unauthorised use as may be determined by Administrator of the Stadium in his sole discretion. 20. The Agency is required to abide by all relevant Acts of Govt. like Minimum Wages Act, Contract Labour Act (Contract Labour (Regulation & Abolition Act, 1970) and other statutory provisions like Provident Fund Act, ESI Bonus, Gratuity, Leave, Relieving Charges, Uniform and Allowance thereof and any other charges applicable from time to time, for his employees and shall be fully responsible for any violation. 21. Every employee of the agency shall wear uniform and a badge displaying his/her name, while on duty which will be provided by the Agency. 22. The Agency shall not engage any sub-agency or transfer the contract to any other person in any manner. 30

31 23. The SAI, HO, New Delhi shall not be under any obligation for providing employment to any of the worker of the Agency after the expiry of the contract. The SAI, HO, New Delhi does not recognize any employee/ employer relationship with any of the employees of the agency. 24. In case any complaint is received attributable to misconduct/misbehaviour of Agency s staff, SAI, HO, New Delhi may direct the agency, to have any person removed that is considered to be undesirable or otherwise. 25. The Agency should get medical check up of his deployed staff periodically to ensure that they do not suffer from contagious diseases and are fit to discharge their assigned duties. A certificate in this regard shall be submitted by the agency on half yearly basis. 26. It will be the sole responsibility of the Agency that the persons engaged are skilled and trained for the profession and the SAI, HO, New Delhi will not be liable for any mishap, directly or indirectly. 27. All liabilities arising out of accident or death of any employee of the Agency while on duty shall be borne by the agency. 28. Any liability arising out of any litigation (including those in consumer courts) due to any act of agency s personnel or information sought under RTI Act 2005, in respect of agency s personnel/agency, the same shall be directly borne by the agency including all expenses/fines. 29. The Agency shall ensure that Kitchen and Catering work is not outsourced to any outside agency and is undertaken by agency s own staff. In case of non-execution of work/failure to perform as per Scope of Services of contract, the SAI reserves the rights to get the same executed from alternative source at the risk & cost of agency and such expenses shall be deducted & recovered from agency s monthly bills. 30. Security: The agency and its personnel staff shall ensure adequate safety measures within the Hostel premises. The agency and its personnel staff shall get suitable briefing from Administrator of the respective stadia in this regard and follow his advice / guidelines scrupulously. 31. Penalty for Non-performance: If during inspection/complaint the Agency s service is found not to be satisfactory, SAI, HO, New Delhi have the right to claim & deduct Rs.3,000/- on 1 st Rs.5,000/- on 2 nd default and Rs.7,000/- for every such occasion during the month in fulfilment of contractual obligations. The same shall be deducted from the agency s monthly Bills. Repeated non- observation/discrepancies in fulfilment of contractual obligations may result into termination of contract at one months notice. 31

32 32. On the expiry of the period of Contract, the agency shall become an unauthorised occupant of the said public premises under section 4 of the Public Premises. (Eviction of unauthorised occupants) Act-1971 and the Agency shall be liable to be proceeded under the provisions of the said Act. 33. Where any portion of special conditions of contract is repugnant to or at variance with any provisions of the general conditions of contract then unless a different intention appears the provisions of the special condition of contract shall be deemed to override the provisions of the General conditions of contract only to the extent such repugnancies/ variations in the special conditions of contract as are not possible of being reconciled with the provisions of general conditions of contract. 34. The Agency shall maintain the following registers: (ii) (iii) (iv) Register for Workmen/persons employed. Register for Muster Roll. Register for Wages. 35. The Agency shall be responsible for payment of wages to each worker employed by him as per prevailing Govt. rates and such wages shall be paid after the expiry of such period (monthly) as may be prescribed. Certificate in this regard will be submitted by Agency alongwith bills. 36. The Agency shall submit quarterly and yearly accounts of the facility i.e. showing all Expenses (Capital & Running) incurred and the payment received from SAI, HO, New Delhi. 32