CATERING, MAINTENANCE AND HOUSEKEEPING SERVICES CONTRACT INVITATION FOR TENDER

Transcription

1 STATE BANK FOUNDATION INSTITUTE (CHETANA) Plot No 8-9, Sector A, ARANYA Vijay Nagar, Indore (M.P.) Phone: Fax: CATERING, MAINTENANCE AND HOUSEKEEPING SERVICES CONTRACT Contents INVITATION FOR TENDER 1. Part 1: MANDATORY QUALIFICATION CRITERIA 2. Part-2 : TENDER - SPECIAL TERMS & CONDITIONS- FOR CATERING SERVICES 3. Part-3: TENDER SPECIAL TERMS AND CONDITIONS FOR MAINTENANCE AND HOUSEKEEPING 4. Part-4: TENDER OTHER TERMS AND CONDITIONS 5. Part-5: PENALTIES FOR VIOLATION OF RULES, TERMS AND CONDITIONS 6. Part-6: TEHCNICAL BID Annexure Schedule -1: Time Schedule for various activities Schedule -2: Description of the Establishment Annexure-I: Solvency Certificate Annexure-II: Declaration of Near Relatives of SBI Employees working in SBFI / Tender Committee Annexure-III: Technical parameters for catering, maintenance and housekeeping services Annexure-IV: Daily Menu Annexure-V: List of preferred brands of items to be used be in catering Annexure-VI: Minimum manpower requirement expected for maintenance and housekeeping work Annexure-VII: Job description maintenance and housekeeping work Annexure-VIII: Price Bid for Catering, Maintenance and Housekeeping contract Annexure-IX: Offer Covering Letter Page 1 of 57

2 STATE BANK FOUNDATION INSTITUTE (CHETANA) Plot No 8-9, Sector A, ARANYA Vijay Nagar, Indore (M.P.) CATERING, MAINTENANCE AND HOUSEKEEPING SERVICES CONTRACT INVITATION FOR TENDER Part-1: Mandatory Qualification Criteria State Bank Foundation Institute (CHETANA), Indore (henceforth called Institute ) invites application for Tender in respect of the Catering, Maintenance and Housekeeping Services work from reputed organizations having sound financial capacity, required experience, expertise and adequate qualified personnel for providing the catering, maintenance and housekeeping services subject to with the following terms and conditions given below. This document contains 57 pages, serially numbered. The Mandatory qualification criteria to be fulfilled by the applicant are appended below: 1. The applicant must be a Registered, Company or Partnership firm or Sole Proprietor. 2. The applicant must have expertise of minimum 5 years, preceding the date of this notice inviting tenders, with reputed clients in rendering catering services (breakfast, lunch and dinner) and not like a cafeteria type and expertise in the field of maintenance & housekeeping services with a combined monthly billing comprising catering, maintenance & housekeeping work preferably at large institutional/training institutions. 3. The mandated 5 year experience under catering, maintenance and housekeeping services should relate to hospitality and facilitation services to the executives of Single Client or Training Institute at one single location with minimum of 100 persons per day providing multi-cuisine vegetarian and nonvegetarian food and residential accommodation (maintenance and housekeeping services). Page 2 of 57

3 4. The applicant must have sound financial capacity and credit worthiness acceptable to the Institute. The bidder should submit a Nationalized Banker s solvency certificate obtained within last six months from the date of notification of this tender offer, for minimum of Rs Lac (Rupees Twenty Five Lacs). 5. The applicant must have a minimum annual turnover of Rs. 75 Lac (Rupees Seventy Five Lacs only) during each of the three financial years preceding the FY , in catering, maintenance & housekeeping and with a provisional turnover of Rs. 100 lacs in the last financial year. The Audited financial statements for FY should be submitted within 6 months from the award of the contract. If the audited financial statements do not meet the criteria set out in the offer document the Institute reserves the right to scrap the contract for submitting false information and shall proceed accordingly. 6. a) The applicant must produce relevant documentary evidence along with the Technical bid. (As per documents list mentioned below). b) Non-disclosure of relevant information or furnishing of incorrect information or documents will invite disqualification of the Technical Bid. 7. The applicant shall not have any right to participate in the Price Bidding process merely on satisfying the above eligibility criteria or on being found suitable to apply for tender. 8. The applicant must not have been prosecuted or suffered any penalty for violation of any labour laws by any Labour Authority or Competent Court. Applicant to submit a sworn affidavit in this regard. 9. The applicant has not rescinded or abandoned any catering / maintenance/ housekeeping services contract awarded by any of his client before the expiry of prescribed period of contract. Applicant to submit a sworn affidavit in this regard. 10. The applicant is not a sub-contractor to any other entity or person nor has at any time sub-let the contract awarded to the applicant to any other person. Applicant to submit a sworn affidavit in this regard. 11. The applicant has complied with all labour laws and obtained all licenses, approvals, permissions from all statutory authorities including Page 3 of 57

4 Municipal/Labour/P.F./Income Tax/Sales Tax/Commercial Tax/ESI Depts. to carry on the business of catering / maintenance/ housekeeping services work. 12. The applicant does not suffer or has not suffered any disqualification to render the catering / maintenance/ housekeeping services contract at any time in respect of matters not enumerated herein. 13. The applicant must furnish appropriate declarations in respect of the terms and conditions mentioned herein along with his Technical Bid. 14. The applicant is or has not formed or part of any cartel at any time for processing any contract including the present tender. Applicant to submit a sworn affidavit in this regard. 15. State Bank Foundation Institute is not responsible in any manner for the postal delay or loss or non-receipt of tender documents. 16. Prequalification will be on the basis of marks secured in various parameters as per the Annexure-III. The bidder has to secure minimum 50 marks out of maximum 70 marks, to be eligible for prequalification in catering, maintenance & housekeeping services. 17. The Institute reserves the right to reject all or any of the tender documents without assigning any reason there for. 18. The tender process will be in two cover system. i. Envelop Cover I : This envelop will contain a) Application form duly filled in offer covering letter as per Annexure-IX along with necessary enclosures. b) Tender document duly signed in all pages by the bidder. c) Sworn affidavit as per Annexure II. d) EMD of Rs. 5,00,000/- (Five Lac Only) in the form of a Demand Draft or Banker s Cheque in favour of State Bank Foundation Institute (CHETANA), Indore. e) Solvency Certificate as per Annexure I. f) Declaration regarding wages to be paid by the contractor to contract labour as per Annexure VIII. Page 4 of 57

5 g) Sworn Affidavits as mentioned above h) Details of applicants banking arrangement with banks. ii. Envelop Cover II This envelop will contain the Price Bid. The tender will be rejected if the bidder fails to submit the required EMD along with the above application and Price Bid will not be opened. iii. The process of selection will be as under : a) First, the envelop or Cover I will be opened in the presence of the Tender Committee of the Institute and the authorized representatives of the bidders on scheduled date and time specified in Schedule - I of this tender document. The application will be checked for fulfillment of all eligibility criteria. The veracities of the claims will be tested to the satisfaction of the tender committee, and short listing of applications will be done based on such criteria. b) The Price Bid in respect of such shortlisted applicants, who have qualified even on technical parameters and have secured minimum 50 marks out of 70 marks, will be opened. The Price Bids may be opened on the next day, if the Technical Bids are found satisfactory. c) The shortlisted applicant may be subjected to onsite inspection and enquiry, with a view to establishing their suitability for undertaking the assigned job at any time before the award of the contract. The criteria / time for satisfactory inspection of the units will be decided by the tender committee. d) The Institute will not accept any conditional tender from the bidder, i.e., quoting any conditions in the tender form and their tender application will be rejected without assigning any reason thereof. 19. The Tender documents can be obtained from the Assistant General Manager (Admin), State Bank Foundation Institute (CHETANA), Indore, against a payment of Rs.1000/- (Rupees One Thousand Only) in cash or Bank Draft or Banker s cheque. If the bidder is downloading the tender documents from our website under Procurement News, they have to enclose a Bank Draft or Banker s cheque for Rs. 1000/- (One Thousand Only) along with tender documents. The Bank Draft or Banker s cheque is to be Page 5 of 57

6 issued in favour of State Bank Foundation Institute, (CHETANA), Indore and payable at Indore. 20. The Tender Documents are not transferable and the cost of the Tender Documents is also not refundable. 21. Tender Documents are available from 15/04/2017 to 24/04/2017 on all working days between a.m. and 1.00 p.m. from the Office of Assistant General Manager (Admin) and the last date and time for issuance of Tender documents is 1.00 p.m. on 24/04/ Please submit duly filled, enclosed Technical bid signed by the applicant on all the pages including General and Special Terms and Conditions (with all necessary documentary evidences wherever applicable and all annexures) in a sealed cover super scribed "Technical Bid for Catering, Maintenance and Housekeeping Services at State Bank Foundation Institute (CHETANA), Indore" and the Price Bid in a separate sealed cover super scribed "Price Bid for Catering, Maintenance and Housekeeping Services at State Bank Foundation Institute (CHETANA), Indore" and both the sealed covers put in a single sealed Cover super scribed "Technical Bid & Price Bid for Catering, Maintenance and Housekeeping Services at State Bank Foundation Institute (CHETANA), Indore" addressed to The Assistant General Manager (Admin), State Bank Foundation Institute, Plot No 8-9, Sector A, Aranya, Vijay Nagar, Indore, Madhya Pradesh , so as to reach the Institute on or before 11/05/2017, before 3.00 p.m. The Institute will not be responsible for any postal delay or loss in transit or nonreceipt thereof. No consideration will be given to a Tender received after the date and time specified above. Bids shall not be accepted except in the manner as specified herein above. 23. Bidder has to submit duly filled in Technical bid and sign on all the pages of the documents as a token of accepting our terms and conditions. The Bidders who do not submit the Technical bid and accept the terms and conditions & who do not furnish the requisite documentary evidences will be summarily rejected. Any misleading information will result in application to be rescinded and will lead to disqualification of Tender. Page 6 of 57

7 24. A EMD of Rs.5,00,000 (Rupees Five Lac only) in the form of Demand Draft or Banker s Cheque drawn in favour of State Bank Foundation Institute (CHETANA), Indore, payable at Indore, should be furnished along with the Tender documents. EMD will be refunded to all except the successful bidder. Tender Documents not accompanied by the EMD in the above manner will be rejected. 25. The Consortium Agreements or Joint Ventures and MOU's will not be considered for the above purpose. 26. The successful bidder will have to commence the catering services within one month of intimation to them by the Institute. 27. The tender containing requisite Technical Bid form along with required documents & duly signed general & specials terms and conditions and EMD will be opened on 15/05/2017 at am at the office of the Director, State Bank Foundation Institute (CHETANA), Plot No.8-9, Sector A, Aranya, Vijay Nagar, Indore in the presence of Bidder or their authorized representatives who choose to be present thereat. The authorized representatives (with valid ID) should bring necessary authority letters under an official letter head of the Bidder conferring full and comprehensive authority to deal with all matters relating to the Tenders. The date of opening of Price Bid will be advised subsequently. 28. If the date of Tender Opening happens to be a holiday, the Tender will be opened on the next working day at the same time. 29. The contractor can inspect the premises and assess the scope of work before quoting the rates. The intending bidders are free to contact the Office of the Assistant General Manager (Admin), State Bank Foundation Institute (CHETANA), Indore, between 27/04/2017 to 29/04/2017 during am to 4.00 pm. for any clarification or for issues and to get the answer to any questions that may be raised at that stage as to the Tender processes and such other issues as may be deemed proper, by the Tender Committee. 30. The contract (catering, maintenance and housekeeping services) is for a period of 24 months from the date of commencement of the contract subject to review at quarterly intervals, and may be renewed for a further period of Page 7 of 57

8 one year, on completion of contracted period of 24 months, at the discretion of the Institute. 31. The Courts in Indore, Madhya Pradesh alone shall have the jurisdiction in respect of any or all matters relating to or connected with the Tender. 32. The Bidder must obtain for himself at his own responsibility and expenses, all the information and documents necessary including approvals, permissions, risks, contingencies and other circumstances to enable him to make a proper tender and to enter into contract with the Institute, he must examine the specifications, conditions and seek whatever clarifications he desires before submitting the tender documents. 33. The Bidder shall also bear all expenses in connection with the preparation and submission of his tender. Omission, neglect or failure on the part of the Bidder to so obtain requisite, reliable and full information on any matter affecting his tender, the contract and supply, shall not relieve the Bidder whose tender is accepted from any liability under the contract. 34. If any Bidder withdraws his tender after submission or makes any modifications to this tender, the tender will be treated as having been rejected or abandoned or rescinded. 35. The Bidder should quote consolidated rate for Catering, Maintenance and Housekeeping services in the PRICE BID. For the purpose of Catering the rates should be quoted per month arrived at on the basis of 100 participants per day and specification of the meals for which the tenders are invited as per Annexure-V. For the purpose of maintenance and housekeeping the rate should be quoted per month. The description of the establishment is given in schedule II and specification of the work for which the tenders are invited as per Annexure - VII. 36. The bank has fixed a base price below which tender would not be accepted. Based on the consolidated amount quoted in the price bid, the bidder who has quoted the lowest consolidated amount will be declared as L-1 and the remaining bidders will be ranked as L-2, L-3, L-4 and so on, in the order of the amount they quoted. The L-1 consolidated price will be the lowest of price bid amount quoted. In case, for any reasons L-1 bid is rejected / backs off, the Page 8 of 57

9 bank may award the contract to L-2, provided L-2 agrees to match L-1 prices and so on. 37. The bank reserves its right to accept or reject any or all price bid which is unreasonable or impractical, including the statutory payments which have to be made to its employees or otherwise, without assigning any reason thereof. 38. This tender would be valid for a period of 6 months from the date of notification. Documents to be enclosed: a) Certificate of Incorporation, Articles & Memorandum of Association in case of a limited company/ partnership deed in case of a partnership firm, Gumashta License, Director Identification Numbers and PAN numbers of Partners / Proprietor etc. b) Resolution of the Company authorizing it to apply in the tender process. In case of entities other than Company, related authority letter is required. c) Certificate of Registration with Labour Department, where presently rendering the services d) Certificate of Registration with Professional Tax Office, where presently rendering the services. e) Certificate of Registration under the State Govt. includes VAT / General Sales Tax / Service Tax / GST, where applicable f) Certificate of Registration under Shops & Establishment Act, where presently rendering the service. g) Certificate of Registration with the Office of the Regional Provident Fund Commissioner, where presently rendering the service. h) Certificate of Registration with Employees State Insurance Corporation, where presently rendering the service. i) Audited Financial Statements (P&L and Balance Sheet) for three previous Financial Years i.e , , and Certified Provisional Financials for FY j) List of personnel actually required for the services including technical /Skilled personnel. (Along with qualification details where applicable) Page 9 of 57

10 k) List of machinery, equipment and tools etc. available on hand (own) for the work and proposed to be inducted. l) List of works on hand indicating description of work, contract value, date of award, number of personnel and equipment deployed, supportive documents from the organization to be enclosed. m) Banker s solvency certificate (from a nationalize Bank) obtained within last six months, for minimum of Rs lacs (Rs Twenty Five Lacs). n) Income Tax Assessment copies for the last three financial years. o) Performance certificate from previous & present clients for last 5 years. p) Experience Certificate and Details of Organizations / Persons to whom catering, maintenance & housekeeping services are presently being rendered along with certificates. Confirmation, if worked in Feedback rating environment or not worked in Feedback rating environment to be clearly spelled out in the experience certificate. q) Registration under Food Safety and Standards Act 2006, valid as on date (annual renewal). r) Any other documents mentioned herein above or as required in the offer document. s) Declaration of near relatives of SBI Employees working in SBFI / Tender Committee (Annexure-II). Page 10 of 57

11 STATE BANK FOUNDATION INSTITUTE (CHETANA) Plot No 8-9, Sector A, ARANYA Vijay Nagar, Indore (M.P.) Ph: , Part-2 TENDER - SPECIAL TERMS & CONDITIONS- FOR CATERING SERVICES The Catering Contract / Arrangement in the event of award of contract along with maintenance and housekeeping among other usual conditions will also be subject to the following special terms and conditions: 1. The Contractor shall arrange for cooking and serving of food on a daily basis for 100 to 120 participant trainees (approx.) other than guests/faculty/staff (who may also be served as per clause mentioned separately in the offer document) on regular basis for various meal periods at the Institute premises. He shall adhere to the following schedule. ITEM TIMINGS A Bed Tea/Coffee Daily three sachets each of Tea/Coffee/Sugar/Milk (Dairy Whitener) per participant and two packets for each participant of branded biscuits (containing 2 biscuits in each packet from brands referred in Annexure-V) to be provided in the occupied Hostel Rooms. B Breakfast (Dining Hall) 8.00 A.M. to 9.30 A.M.# C Forenoon Tea/Coffee with A.M. to A.M.# branded biscuits (Classrooms/Dining Hall* ) D Lunch (Vegetarian only) 1:15 P.M. to 2.15 P.M.# E Afternoon Tea/Coffee with branded biscuits (Classrooms/Dining Hall*) 3.30 P.M. to 3.45 P.M.# Page 11 of 57

12 F G Evening Tea with snacks (Classrooms/Dining Hall*) 5.30 P.M. to 6.00 P.M.# Dinner (Both Veg and Non 8.00 P.M. to P.M.# Veg) (Dining Hall*) # The timings are indicative. The timings can change as per training program which will be intimated to the contractor by the authorized Officer and has to be adhered to by the contractor. * Forenoon, Afternoon & Evening Tea and meals are to be served in place in the Institute Campus as directed by the Institute Management. 2. The recommended details of eatables (Daily Menu) are given in Annexure-IV, which shall be strictly complied with by the Contractor. Weekly detailed Menus will be advised by the food committee / Authorized Officer of the Institute and the catering should be done only on the basis of such menu. The various items of the menu will be changed frequently to provide variety and maintain a uniform quality standard. The menu decided by the Institute must be adhered to at all cost. Page 12 of 57 Changes in menu / Non-adherence without permission of Institute would result penalty as per Part-V of the tender document. The Contractor shall arrange to display day's menu on every morning / noon / evening on the Notice Board provided in the Dining Hall. 3. The contractor or his nominated responsible representative (who may take decision on the behalf of contractor) should attend the meetings of the committee appointed by the Institute for the purpose / or any meeting called for the purpose by the authorized Officer, whenever invited failing which a penalty as per penalty clause in Part-V of the tender document may be levied. 4. All the raw materials used in preparation of food products should be certified ISI / FSSAI wherever applicable and or as per the brand names or others specified in Annexure- V. Vegetables, fruits, other perishables, dry foods and other raw materials should be of high quality and be procured from reputed dealers or shops. The contractor should arrange for purchases on his own and bear all expenses in connection with such purchases including transportation. The Institute shall randomly check the food products / raw materials and if found below consumption standard by the Institute, may attract penalty as per the penalty clause in the offer document. In the event of insufficient or bad quality or non-serving of any eatables agreed upon to be

13 served, the Institute may levy penalty as per penalty clause in Part-V of the tender document. 5. Kitchen equipment and dining hall furniture, service counters, cooking utensils, crockery, cutlery etc. will be provided by the Institute. Upkeep / cleaning and maintenance of such furniture provided in the dining hall by the Institute will be the sole responsibility of the contractor as per Annexure - VII. The table linen / cloth napkin in the dining hall will be changed daily and washed as per Annexure-VII. The standard of cleanliness of kitchen utensils, crockery and cutlery shall be of very high order and any laxity in this regard may attract penalty as per penalty clause of the offer document. 6. The contractor shall arrange and pay for commercial cooking gas used for cooking purposes. The contractor shall be responsible for the safe keeping of the LPG cylinders and maintain adequate stock of Gas Cylinders and their refills. In case in future separate Gas lines are provided, then as per the readings of the meter, the payment would be made by the contractor. 7. The contractor must engage appropriate number of trained cooks and other kitchen staff for cooking vegetarian, non- vegetarian, Chinese and Pan Indian cuisine, Tandoor items, bakery products etc. and for rendering catering services. The cook engaged by the contractor should be able to prepare the food dishes as per the menu given by the Institute. Failure to comply may attract penalty as per penalty clause in Part-V of the tender document. 8. The contractor shall engage the services of sufficient number of able, trained, efficient, neat & clean (viz., with trim haircut, mustache, nail cut), healthy, honest, well behaved and skilled persons for cooking, serving and cleaning of kitchen, dining halls and services areas at his cost. However, the contractor shall deploy a minimum of 4 waiters and One Supervisor in the Dining Hall. The contractor shall deploy additional waiters or serving personnel as and when directed by the Institute. The contractor shall ensure that the attendants, waiters, cooks should be properly trained and shall wear smart and neat uniform displaying the name and logo of the contractor, including head gear, hand gloves etc., (pattern to be approved by the Institute but the cost of the dress to be borne by the contractor) with their name badges and Page 13 of 57

14 that they are courteous, polite and prompt while rendering efficient service in their respective areas. For winters if separate uniform is being provided like sweaters, woolen clothes, then the same should have the name and logo of the contractor. The contractor shall have full control over the employees engaged by him. The contractor shall give necessary guidance and directions to his employees to carry out the jobs assigned to them by the contractor. He will on the request of Authorised Officer, immediately remove from the work any person(s) or employee(s) who are, in the opinion of the Institute unsuitable or incompetent or who have misconduct himself / herself and such a person shall not be again employed or allowed in the work or campus without the permission of the Authorised Officer of the Institute. 9. Supervisor shall be appointed by the Contractor acceptable to the Institute management. A competent person preferably having diploma in Hotel Management with three years experience or a person who does not possess diploma in hotel management but having minimum five years experience in the institutional catering services should be appointed. The Supervisor should be available in the Dining Hall, till the dining and kitchen is open. 10. All the personnel required by the contractor shall be engaged after a medical examination and shall be subjected to periodical medical check-ups every year by a Medical Officer, empanelled by the Bank. The certificate of fitness obtained from the Medical Officer should be produced for scrutiny by the Institute. The cost of the medical checkup shall be borne by the contractor. No personnel would be kept by the contractor, whose medical certificate the contractor fails to produce. 11. The contractor will provide at his own cost liquid soaps, paper napkins and hand towels for the wash basins to be used by the diners (including the main dining hall, VIP Dining area, or any other dining area specified by the Institute). It shall be responsibility of the contractor to employ sufficient staff and provide cleansing material as given in Annexure-VII for the cleaning of toilet given for their staff, washing area, pantry, kitchen, dining halls and service areas. Any laxity in the cleaning of these areas may attract penalty as per penalty clause in Part-V of the Tender Document. Page 14 of 57

15 12. The Contractor should arrange for cleanliness, maintenance and upkeep of the Dining Hall, kitchen area, toilets meant for catering staff and washing area at least three times daily and also immediately after any service is rendered and also whenever it is required to be done. The Contractor should ultimately ensure that the entire kitchen and dining area are kept hygienic and clean at all times. Preventive pest / rodent control etc; measures as per clause mentioned separately in the offer document, have to be done by the contractor as per Annexure-VII. 13. Contractor should adopt modern and hygienic kitchen practices. Contractor should ensure that tables (and not floor) should be used for kitchen work. Marble/ wooden / other vegetable cutting / chopping boards (as acceptable to the Institute) and stainless steel knives should be used for cutting vegetables. Neat and clean utensils should be used for cooking. Contractor should arrange for disposal of kitchen waste / other waste at frequent intervals from the kitchen area as per Indore Municipal Norms from the Institute campus. To keep the Kitchen and Dining area clean and maintain hygiene at all times, the contractor should take corrective steps. Institute can inspect randomly these areas and failure to maintain the cleanliness / disposal of waste as mentioned herein may call for penalty as per penal clause mentioned in Part-V of the tender document. 14. The contractor shall carry out improvements as may be necessary for ensuring satisfactory service and shall take due notice of complaints made by the Trainees / Guests / Officials through the Authorised Officer of the Institute. A Suggestion-cum-Complaint Register will be maintained in the dining hall and the same will be submitted to the Authorised Officer every day, with his remarks, for further putting up to the Competent Authority. The contractor will be responsible to attend to all complaints and requirements within the purview of the contract. The contractor should take steps for remedial measures within next meal. Failure to attend to the complaints / Unavailability of complaint register on the counter/discouraging the complaint may attract penalty as per penal clause under Part-V of the tender document. Page 15 of 57

16 15. The contractor shall be provided, by the Institute, the articles used in the kitchen (as per requirement) such as (for e.g.) Ban Marie, Hot Plates, Gas ranges, Deep Freezer, Rice Boiler, Hot Case, Electric Toaster, Tandoors, Chafing dishes, Storage-cup-boards, work tables, Potato Peeler, Vegetable Cutting Machine, Movement Trolleys, Water Boilers, Chapatti Plate, Milk Boiler, Electrical and Plumbing fittings, Geysers etc. The contractor shall take care of the said articles and equipment as a bailee, in terms of the Indian Contract Act and return all these equipment in good and working order on the expiry or termination of the contract. The contractor shall bring to the notice of the Authorised Officer if any equipment is missing either on the first day of execution of the work or before taking charge. The institute would provide space for keeping these articles which would be in the custody of contractor during the contract period. 16. The daily and periodical maintenance and service of all kitchen equipment and articles provided by the Institute shall be the contractor s responsibility as per Annexure-VII. The cost of replacement of minor parts or repair and servicing of all equipment shall be borne by the contractor during the currency of the contract. The contractor has to ensure that the kitchen equipment is in good working condition, all the time. The contractor has to submit the certificate of possession at intervals / period as directed by the Institute. 17. Breakfast, lunch and dinner will normally be served in the dining hall, forenoon, afternoon tea, coffee, snacks with evening tea, coffee will be served at such places as may be desired by the Institute. Appropriate meals will be served to sick persons in their respective rooms. 18. The Contractor shall not be paid catering charges in respect of participants who are absent from any meal on a particular day provided prior notice is given 4 hours in advance or night before, mentioning in the dining out register to be maintained with the designated officer / place / reception or as directed by the Institute. On the day of a participant s arrival and departure the payment for his or her meals will be made according to the schedule of timings. For example, if a participant enrolls his name at reception at 8.15 a.m. charges for breakfast will be paid, similarly if a participant vacates his Page 16 of 57

17 rooms at 5.00 p.m. his or her charges for Evening Tea with snacks and Dinner will not be payable. 19. The contractor shall be paid Rs. 60/- per participant per day for shortfall of against minimum guaranteed 100 participants + contracted rate per participant attended. 20. The Institute shall without prejudice to their other right and remedies, shall be entitled to deduct such damages from the money, if any, payable by them to the contractor for any desecration / damage to Bank s property. Penalty may be deducted as per penalty clause mentioned in Part-V of the tender document. 21. All questions relating to the performance of the obligations under this agreement and to the quality of ingredients used in preparation of food and beverages and all the disputes and differences, which shall arise either during or after the agreement period or other matters arising out of or relating to this agreement or payment to be made in pursuance thereof shall be decided by the Head of this Institute, whose decision shall be final, conclusive and binding on the contractor. 22. The performance of contractor would be assessed and monitored by the Food Committee at periodical interval with or without the assistance of external expertise as may be decided by the Institute. The contractor shall comply with such observations or feedback made and furnished for improvement of the services by him or her. 23. At any time during the existence of the contract, if the institute desires to utilize the services of the contractor for the refreshment of guests visiting to the faculties /deans/official along with their drivers in their offices, conference services & business lunch facility for our delegates, experts or panel members, the contractor will arrange food & services for guests / drivers / seminars, conferences, meetings and interviews etc as per instruction provided by the Institute Officials. Contractor must engage an additional team of minimum three waiters & manager who are able to speak in Hindi and English other than dining hall service staff for handling services of conferences meetings etc as per satisfaction of Institute Officials. The institute Page 17 of 57

18 may require contractor for catering in-house events also without affecting regular operations. The contractor shall charge for the food provided to guests / drivers / others as per the rate contracted for per participant per day. The catering charges for seminars / Conferences / meetings / interviews etc may depend on the special menu finalized, if applicable. However the charges payable would be as per the VIP meal charges as decided by the Bank. Non compliance may lead to penalty as per penalty clause mentioned in Part-V of the tender document. 24. The contractor shall submit a certificate, format to be furnished by the Institute on daily basis to the Authorised officer indicating the number of participants that have taken meals on the previous day. 25. Bank reserves the right to levy penalty in case the rating on the catering components of the program is below average rating of 4.25, given by the participants of the program as per penalty clause given in Part-V of the tender document. Page 18 of 57

19 Part-3 TENDER - SPECIAL TERMS & CONDITIONS FOR MAINTENANCE AND HOUSEKEEPING SERVICES: The Maintenance & Housekeeping Services Contract/Arrangement along with Catering Services in the event of award of contract among other usual conditions will also be subject to the following special terms and conditions :- MATERIALS, APPLIANCES AND EMPLOYEES: i. The contractor shall arrange for vacuum sweeping, spray/manual dusting, mopping, water/chemical cleaning of scheduled premises comprising of marble/quality granite/tiles, ornamental and decorative wooden furniture of high value, crystal glass doors/panes, modern electric gadgets, windows, window glasses, curtains and blinds, carpets, windscreens, polished metal surfaces including lobby areas, lounges, corridors, toilets, and wash basins, etc. and exterior cleaning, polishing of glasses and metallic engravings, logos, name plates, sign boards etc. and pest control, ant termite and rodent control measures plus specific maintenance activities like electrical repairs/carpentry, sanitary and such other repairs required to keep the premises in excellent condition. ii. The Contractor to provide for Maintenance & Housekeeping services as mentioned in Annexure-VII or as and when required. All the materials used for services should have certified ISI mark and/or as per the brand names/others as may be specified by the Bank. In the preferred brands given at Annexure-VII. All materials should be nonhazardous and environment friendly. Materials and consumables should be available at the site in sufficient quantity to ensure their uninterrupted supply. The contractor shall arrange for their purchases on his own and shall bear all expenses in connection with such purchases including their transportation. The contractor shall always have on his active rolls the services of agreed number of able, efficient, clean, healthy, honest, well-behaved and polite persons including Page 19 of 57

20 qualified electrician, plumber, gardener and carpenter staff for rendering services at the Establishment/s. iii. The Contractor shall provide one separate supervisor for supervising the services, who will personally supervise and check the working of the maintenance / housekeeping personnel to be engaged by the Contractor as per Annexure-VI. iv. The contractor shall be responsible for the good conduct and performance on the part of his personnel and the contractor shall and be deemed, for all legal and contractual purposes, the employer of the said personnel engaged by him and such persons shall not have any claim for employment in the Bank in whatsoever and howsoever manner or in any connection therewith against the Bank now or at a future date. He will, at the request of the authorized officer of the Bank/establishment remove from the work any person engaged by him for the services, who may be unsuitable or incompetent or whose conduct is not trustworthy or who misbehaves and/or is not courteous, polite with the employees of the Bank or it s participants or third parties or guests etc. v. The contractor shall provide all such machines / equipment to his staff for proper maintenance of the premises (as per work periodicity as mentioned in Annexure VII). Over and above this, the other equipment which is required for Maintenance & Housekeeping Services must also be provided by the contractor at his own expenses. vi. Storage space for machines / equipments to be used by the contractor in providing maintenance and housekeeping services shall be provided by the Institute. Page 20 of 57

21 Part-4 TENDER - OTHER TERMS & CONDITIONS OF THE CONTRACT A. PERMITS, LAWS AND REGULATIONS : i. The Contractor shall strictly comply with all Labour and such other statutory Laws in relation to the services to be provided and the personnel engaged by the Contractor and he shall be solely responsible for all acts of the said personnel so enrolled and there shall and will not be any privity of contract for any purpose and to any intent between the Bank and said personnel so engaged by the Contractor. The Bank shall neither be liable nor answerable in respect of any claims or demands in respect of any matter or on any account which may be raised by the said personnel so engaged by the Contractor and it shall be the sole responsibility and liability of the Contractor to answer all such claims or demands of the said personnel so engaged, under any law in force. ii. The contractor shall be responsible for the training, allotment of duties, hours of work and timings within time advised by the Bank to the engaged personnel for the purpose. The contractor shall alone have the right to exercise control, give directions and manage the personnel engaged for the purposes. iii. The contractor shall provide proper uniform along with the name and logo of the contractor to all personnel and ensure their cleanliness and upkeep. Separate uniforms need to be provided for different categories of staff viz. Technical, supervisors, skilled/unskilled and others etc with their photo identity card. For winters if separate uniform is being provided like sweaters, woolen clothes, then the same should have the name and logo of the contractor. iv. The contractor should possess, for the entire duration of the contract, all licenses and registrations as may be required under any law and shall be responsible to register himself and obtain a valid license under Contract Labour (Regulation and Abolition) Act, 1970 and rules there Page 21 of 57

22 under and laws / rules applicable to the State of Madhya Pradesh especially the City of Indore. The Contractor shall comply with all rules and regulations in force under the said Act and rules. The Contractor shall comply with all applicable laws, rules and regulations relating to Provident Fund, Payment of Bonus, Minimum Wages, holiday/sunday working charges / National Holidays or any other Statutory/Regulatory requirements. Any dispute regarding such dues shall and be dealt with and settled by the contractor. v. The Contractor shall in terms of the provisions of Section 16, 17 and 18 of the Contract Labour (Regulation & Abolition) Act, 1970 and the rules framed under the said Act provide the prescribed amenities to its personnel. In case of failure of the Contractor in complying with the said provisions, the bank may provide the same when called upon to do so by the Competent Authorities and deduct the expenses incurred thereof from the bills of the Contractor without prejudice to its other rights and remedies under the contract. The Contractor shall be responsible for proper maintenance of all Registers, Records and Accounts so far these relate to the compliance of any and all statutory provisions/obligations for inspection of Bank/Statutory bodies. vi. The contractor shall be responsible for any loss due to theft or pilferage of or damage to the Bank s property, including any portion of the building under the Contractor s occupation, or the fittings, fixtures, furniture or other equipment s entrusted in his charge, or any property belonging to the trainees or guests, when such loss or damage is, in the Bank s opinion, caused due to negligence or carelessness or any fault on contractor s part or that of his representative or any of his employee, he shall be liable to pay to the Bank such amount in respect of such damage as may be assessed by the Authorised Officer or any other officer authorized in this regard. Accordingly, the Contractor shall ensure that the character and antecedents of the personnel to be engaged has been verified through the appropriate authority and they have unblemished past records. Page 22 of 57

23 vii. The contractor will pay rates and wages and observe hours of work and conditions of employment as per existing Statutory Rules, agreement and applicable laws. He shall be responsible to register himself and obtain a valid license under the Contract Labour (Regulation and Abolition) Act, 1970 within a period of one month from the award of contract and rules there under and he must comply with and carry out all the provisions and obligations under the said Act and Rules and furnish all information to the Authorised Officer as may be required by the Act or Rules and shall indemnify Bank against any penalties or claims from any default on his part, which the bank is obliged to pay on his behalf and the said obligation shall survive even after the termination of the agreement. viii. The contractor shall provide weekly off/holidays to his workmen as per labour laws but it will be his responsibility to ensure uninterrupted services on all days. In case he takes any double duty from any of his personnel then he would be responsible for the overtime payment to them. ix. In the event of contractor being a firm, the entire bid form must be executed separately by each partner thereof, or in the event of absence of any partner, it must be signed on his behalf, by a person holding a valid notarized Power of Attorney authorizing him to do so, such Power of Attorney shall be produced to the Institute for its record. It must disclose that the firm is registered under the Indian Partnership Act. In the case of a body corporate, all formalities required under the Company Laws must be complied with. x. The Institute has the right to check compliance of any of the above mentioned conditions at any time. Failure to comply with any of the conditions may lead to penalty as per penalty clause mentioned in Part-V of the tender document. Page 23 of 57

24 B. TAXES i. The contractor shall alone bear all taxes, rates, charges, levies or claims whatsoever as may be imposed or levied by the State/Central Government(s) or any local body or authority for and in connection with the rendering services except service tax / GST as applicable. ii. All the taxes which the Bank may be liable to deduct at source or called upon to so deduct, during the currency of the arrangement which are liable to be payable by the contractor under the law but not so paid, shall be set-off against the bills raised by the contractor and paid to the respective government departments or authorities as may be required under law and the contractor shall have no claim against the Bank in respect of any or all such payments. C. INSURANCE: i. The contractor shall arrange and pay for policy under the Public Liability Insurance Act, 1991 and insure and keep insured all materials which are or have been declared to be hazardous under the notifications issued or that may be issued from time to time under the above said Act or any Rule framed there under and which are used by the Contractor during the course of the housekeeping services under these presents. ii. The contractor shall obtain adequate Insurance Policy in respect of his workmen engaged for the service, towards meeting the Liability of Compensation arising out of death, injury/disablement at work etc. and shall regularly and punctually pay each and every premium as and when the same shall become due during the currency of these presents. The copy of the insurance policy should be submitted to the bank. iii. The Institute has the right to check compliance of any of the above mentioned conditions at any time. Failure to comply with any of the conditions may lead to penalty. Page 24 of 57

25 D. DAMAGE TO PERSONS & PROPERTY: The Contractor undertakes, accepts and admits absolute and complete responsibility for the service conditions, claims, damages and other compensations of the personnel employed by him and will be liable for and unequivocally assume responsibility for due compliance with all the requirements of all statutory obligations, duties and liabilities (including insurance) and to pay all such claims, costs, damages, expenses, fines penalties and compensation which may arise out of any claim, suit or prosecution for contravention thereof. The contractor shall indemnify and keep the Bank indemnified from and against all such claims, demands, costs, charges, fines, or penalties and compensations etc. if any imposed on the bank by any statutory authorities, as aforesaid. E. ASSIGNMENT AND SUBLETTING: The Contractor shall not assign or sublet the benefits of this contract to any person or entity and in the event of any violation or breach thereof, the Bank may at its discretion but without prejudice to its other rights and remedies terminate this contract. F. PAYMENTS: Page 25 of 57 i. The Contractor will submit one consolidated bill for Catering, Maintenance and Housekeeping services rendered, at the end of each month to the authorized officer as per the format to be given by the Institute (along with copy of documents/challans evidencing online payment of PF, ESI and other payments made for/to individual workers). Consolidated challans, not showing payment of PF and ESI of individual workers, will not be accepted. The payments as far as possible will be made within 15 days from the date of certification, subject to the condition that the contractor has cleared/paid all his dues, viz. Labour Payments, taxes, levies, etc. as required to be paid/payable by him under any law for the time being in force. The contractor shall make available for scrutiny the proof /

26 documents in this regard as and when desired by the Institute. Failure to provide any document for verification may attract penalty as per penalty clause in Part-V of the tender document. ii. The contractor shall submit the bills for meals provided to the faculty / staff at the end of the month and collect the same from the faculty / staff concern. The contractor shall collect the payment for meals provided to the guests (resident / nonresident) from the guests while checking out. The contractor shall submit the bills for conferences / meetings / seminars etc within one week from such event. iii. The tender quoted amount or total contract value is fixed and no additional claim will be entertained during contract period for maintenance and housekeeping purpose. Bank would pay annual increase in contract value at the rate of 10% towards escalation in cost during the contract period. However if there is revision in minimum wages during the contract period, then the escalated price should be paid towards minimum wages first and then to other costs. G. PERFORMANCE: i. The contractor shall ensure excellent standard of maintenance and housekeeping and also ensure that the entire premises are kept hygienic and clean. Preventive pest control, rodent control and antitermite measures will also have to be done by the Contractor as given in Annexure-VII. The cleansing materials, equipment should be arranged by the Contractor. The Institute will fix up the benchmark of cleanliness desired to be achieved. Non-compliance may lead to penalty as per penalty clause as per Part-V of the tender document. ii. The Contractor shall arrange for and ensure cleaning and other services for the entire complex as specified in Schedule-II. Even if rooms or any other area were not being used, the dusting/cleaning would be done as per schedule. Page 26 of 57