STATE BANK OF INDIA, RBO-II, BHAVNAGAR

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1 INSTRUCTIONS STATE BANK OF INDIA, RBO-II, BHAVNAGAR OUTSOURCING OF HOUSEKEEPING AND MAINTENANCE OF BRANCH/OFFICE PREMISES OF RBO-2, BHAVNAGAR (SEMI URBAN & RURAL BRANCHES OF RBO-II) Tenders are invited in Sealed Envelopes in two cover system for technical bid and price bid superscripted Tender Documents for Housekeeping and Maintenance for branches/offices in the area of Cluster SEMI URBAN & RURAL BRANCHES of RBO-II Bhavnagar. Interested service providers engaged in housekeeping and maintenance services in Bankings/PSUs/Govt./Semi Govt. organizations of repute having: - (a) Minimum experience of 3 years in housekeeping and maintenance services, (b) Minimum monthly Rs.1.00 lacs or above one billing in any one of Bankings/PSUs/Govt./Semi Govt. organizations, (c) Minimum Annual turnover of over Rs lacs for the year from housekeeping and maintenance contract services, (d) Requisite licenses for housekeeping and maintenance contract services with service tax and PAN number. May down load Offer Documents from Bank s Procurement Section of website or obtain Offer Documents free of cost from State Bank of India, RBO-II, Bhavnagar, 4th Floor State Bank Administrative Building Nilambaug, from to and may submit fully completed tender form A (Technical Bid) in separate sealed envelope and Form B (Price Bid) alongwith non refundable tender fee of Rs.1000/- and earnest money of Rs.20,000/- by two separate Draft/Banker s cheque payable at Bhavnagar (to be kept in envelop for Technical Bid) in separate sealed envelope at the above address, so as to reach by 16:00 p.m. on or before Tenders will be opened on at p.m. at RBO-II, Bhavnagar. All Contractors to remain present on at16.00 p.m. (time to open the tenders). No separate correspondence will be made in this regard. The two envelopes containing Form A and Form B should be superscribed as under in bold letters: - (a) Form A Technical Bid for SBI- housekeeping and maintenance contract services for Branches/Offices of Cluster:. Annexure-I containing specification of work, terms and conditions etc, should also be signed and to be kept in Technical Bid Cover. (b) Form B Price Bid for SBI- housekeeping and maintenance contract services for Branches/Offices of Cluster:. (In case offer as stated above are not found enclosed in envelop for Technical Bid, Form A Price bid and Form B will not be opened). Tenderers will have to match rates with L1 in case parallel empanelment of more than one service provider is required by the Bank.The Bank reserves its right to accept / reject any or all the offers without assigning any reason(s).contractor will have to maintain account with SBI and have to quote their SBI account Number while submitting bills for credit of bill proceeds. Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 1 of 11

2 Please also note that: (1) The tenderer should sign all the pages of the tender documents before submission, in token of having read and accepted the terms and conditions. (2) The tender document is issued to the bidder meeting the details as specified in the tender notice, which does not mean that they are pre-qualified to execute the work. (3) The tenderer who is not operating from the area of the Cluster for which tender is submitted, should furnish a detailed write up about the manner in which contract will be operated on day to day basis failing which such tenders will be rejected at the sole discretion of SBI. In case SBI is not satisfied with the details furnished by the tenderer, such tenders will also be rejected without any reference to the tenderer. (4) The bidder should furnish copy of license, registration of service tax / sales tax / VAT etc. with a copy of audited annual accounts for the last three years and copy of last return filed for service tax and income tax. On scrutiny of the documents if it is found that the tenderer has suppressed facts or has given wrong information / documents, Bank reserves its right to reject such tender at its sole discretion. UNDERTAKING BY THE CONTRACTOR I / We hereby declare having read the specimen of the terms and conditions attached with the offer document and note to abide by the covenants of the terms and conditions. In case contract is awarded I am/we are agreeable to make security deposit of Rs.20,000/-. Signature of contractor Date seal Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 2 of 11

3 STATE BANK OF INDIA, RBO-II, BHAVNAGAR OUTSOURCING OF HOUSEKEEPING AND MAINTENANCE OF BRANCH/OFFICE PREMISES OF RBO-II BHAVANAGR I. SPECIFICATION OF WORK ANNEXURE-I (a) Cleaning & dusting of internal and external area of the premises of Branch/Office, common area (lobbies & corridors), internal roads, parking area, staircase, rooftops and surrounding areas etc. (b) Mopping, cleaning and dusting of doors, windows, walls, ceilings, cupboards/cabinets furniture & fixtures, computers, desktop tables, window glasses, polishing metal surfaces, glasses, metallic engraving, logos, sign names, lounges, all furniture & fixtures etc. in the entire premises of branches/offices by using branded cleansing materials/disinfectants, at his cost. The contractor should also ensure filling of liquid hand wash shop in all the toilet blocks/wash basins at regular intervals so that the same is continuously available. (c) Dusting by mechanized means with vacuum cleaner of carpeted floor/area of Branches/offices. (d) Mopping of tiles, floors inside the corridors and general floor including lift, lobby and basement floor, cleaning and mopping of main entrance lobby, marble floors and front steps twice in a day for all working days. (e) Maintenance of sewage system, inspection chambers, cleaning of septic tank, open drain etc. by using bleaching powder, mosquito oil, disinfectants and other items of branded make necessary for warding off flies, mosquitoes, insects etc., at his cost. (f) Cleaning of all toilet floors, walls, ceilings, urinals, washbasins, mirrors etc. installed in the building using branded cleansing and disinfectants, at his cost. Signature of contractor Date seal Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 3 of 11

4 STATE BANK OF INDIA, RBO-II, BHAVNAGAR OUTSOURCING OF HOUSEKEEPING AND MAINTENANCE OF BRANCH/OFFICE PREMISES OF RBO-II BHAVNAGAR II. TERMS AND CONDITIONS 1. The Contractor shall arrange for the services as per the Specification of Work. He shall adhere to the Schedule as to the time and work to be performed as mentioned in the Specification of Work and Price Bid Form more specifically described here under: - 2. The contract is for providing the services and is not for supply of Contract Labour and that the persons employed by him for providing the services more fully described in Specification of Work shall be the employees of the Contractor and not of the Bank. However, to ensure better quality of work, the contractor shall have to deploy adequate number of workers by adopting ratio of ONE worker for 500 Sq Ft or part thereof area. For example, if the total area is measured as 1340 Sq Ft of the respective Branch/Office, the Contractor shall have to deploy at least three workers for completing the job of under the contract. Further, minimum 25% of the total workers to be employed by the Contractor for the branch/office shall remain present during working hours of the Bank and in case of total workers are less than FOUR, at least ONE worker will remain present during working hours of the respective branch/office. In case, the Head of Branch/Office advises for deployment of any additional worker(s), to be remain present for office hours, over and above the specified as above, the Contractor shall have to deploy such additional worker(s) and in such cases, the Contractor shall be eligible to charge for such extra workers equivalent to = [Rate per sq Ft x(multiply) 400 Sq Ft x (multiply)no. of additional workers). 3. The contractor shall also engage one supervisor, for each branch/office, to supervise the work and he will be the contact and responsible person for Bank regarding day-to-day work of the contract. 4. The contractor shall engage serviceable adult persons only. 5. The contractor shall arrange working hours of the workmen in such a way that he fulfill his obligation with the fully satisfaction of the Bank. Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 4 of 11

5 6. The contractor shall always have on his active rolls the services of sufficient number of able, efficient, clean, healthy, honest, well- behaved persons. 7. 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 privacies of contract for any purpose and to any intent between the Bank and the said personnel so engaged by the contractor. The Bank shall not 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 for the time being in force. 8. The contractor shall be responsible for the training, allotment of duties, hours of work and timings to the engaged personnel for the purpose. The contractor shall alone have the right to exercise control, give directions and, mange the personnel engaged for the purposes. 9. The Contractor will have to provide Uniform (comprising of a shirt for male & female workers) with stitched logo of Contractor firm. The color/design of the uniform will be advised by the Bank. Further, the worker shall have to pin up identity card to be issued by the Contractor and counter-signed by the respective Branch/Office Head. 10. The contractor shall provide proper uniform to all the personnel and ensure their cleanliness and upkeep. 11. The contractor shall ensure excellent standard of housekeeping and maintenance and also ensure that the entire premises are kept hygienic and clean. Preventive pest control measures will also have to be done by the contractor. The cleansing materials, equipments should be arranged by the contractor at his own cost. 12. The contractor shall discharge his obligations under these presents most diligently, efficiently and honestly. 13. The contractor shall bear all costs and expenses and stamp duty in respect of all agreements that may be entered into with the Bank to give effect to this arrangement. 14. 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. 15. The contractor will be obligated to meet the said authorized officer once in a month for assessing and monitoring the quality of housekeeping services rendered. The contractor shall comply with such observations/feedback made and furnished by the Bank for improvement of the services by him/her. However, the continuance of the contract shall be subject to the review of the performance from time to time and in case the performance is not found to be satisfactory by the Bank for any period under such review, Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 5 of 11

6 the Bank at its discretion, reserves its right to terminate these presents under due notice to the contractor without incurring any further liability therefore. 16. The agreement shall come into force and be effective for a period of 2 year. This agreement shall be terminated by efflux of time or earlier by one month s notice at the option of the Bank in the event of unsatisfactory performance or on breach of any of the stipulated conditions or qualitative dimensions of the various services agreed upon by the contractor under these presents. The contractor may, after giving three month s notice to the Bank terminate the contract, if he so desires at any time during the course of the currency of this agreement. In case of unsatisfactory services noticed at any Branch/Office under the Region, the respective Branch/Office Heads are empowered to terminate the services of the Contractor for that Branch/Office after giving one month s notice and in such circumstances, contract for remaining branches/offices will be continued. 17. The contractor shall deposit a sum of Rs.20000/- Rupees Twenty Thousand Only) as SECURITY DEPOSIT with the Bank for due fulfillment and performance of the contract. The security deposit will be returned to the contractor after three months from the date of expiry of the contract provided that there are no defects or loss or damage caused to the Bank. 18. The contractor undertakes, accepts and admits absolute and complete responsibility for the service conditions, claims, damages and other compensations of the personnel enrolled 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 as aforesaid. 19. 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 the 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 20. In case the contractors fails to fulfill his obligations for any day or any number of days to the satisfaction of the Bank, for any reason whatsoever, he shall pay proportionate amount of contract value by way of liquidated damages per day for the entire number of such days and the Bank shall without prejudice to their rights and remedies including the termination of the contract, be entitled to deduct such damages from the money, if any, payable by them to the contractor 21. All questions relating to the performance of the obligations under this agreement and to the quality of materials used in respect of the services 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 Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 6 of 11

7 pursuance thereof shall be ref erred to in the Bank, whose decision shall be final, conclusive and binding on the contractor. 22. All the taxes which the Bank may be liable to deduct 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. 23. The contractor should possess, for the entire duration of these presents, 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, 1950 and rules thereunder. 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 regarding to Provident Fund, Payment of Bonus, Minimum Wages or any other Statutory/Regulatory requirements. Any dispute regarding such dues shall and be dealt with and settled by the contractor. 24. The contractor shall not assign or sublet the benefits of this contract to any person or entity and in the event of any breach or violation thereof, the Bank may at its discretion but without prejudice to its other rights and remedies terminate this contract. 25. If during the currency of the contract, any Statute, rules/govt. notification prohibit employment of Contract Labour for the services envisaged under this Agreement or otherwise, the contract shall come to an end forthwith and no compensation shall be payable to the contractor or his workmen/employees. 26. The bidder shall quote rate for ONE Square Feet area. The monthly bill amount will be calculated with the offered rate per square feet and the total area (within the premises as well as parking/outer area under occupation of the branch/premises). 27. The Contractor for the respective Cluster, shall have to do the work for all existing and future offices/branches within the geographical area of the respective Cluster irrespective of reasons of remote area, non-availability of workers etc. However, the Bank reserves its right to exclude/remove/discontinue or add/reinstate, at initial stage or during the contract term, any particular branch/office located in the Cluster from/for the scope of the work of the Contractor for whatsoever reason and the decision of respective Head of the Cluster of the Bank will be final in this regard. Signature of contractor Date seal Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 7 of 11

8 FORM A (Technical Bid) APPLICATION FOR PROVIDING HOUSEKEEPING & MAINTENANCE SERVICES IN IN BRANCHES/OFFICES OF AHMEDABAD CIRCLE 1. NAME OF CONTRACTOR 2. Type of Organisation (proprietary / Partnership/Limited company) 3. Registered Office Address 4. Registration No. 5. Date of establishment 6. Tele (o) 7. Tel 8. Mobile No. 9. PAN NUMBER 10. Service Tax No. 11. Sales Tax No. 12. No. of persons engaged in Catering / maintenance / services since: (a) skilled (b) semiskilled (c) unskilled Whether police verification certificate of all staff engaged by you kept on record with you Yes / No 13. Total Annual Value of all housekeeping & maintenance contract executed: Financial year (Rs. in thousands) Service Tax paid 14. Experience of Housekeeping & maintenance contract services to Corporate Client (certificate Name Address Period to be attached ) a. b. 15. Tender fee and earnest money (separate) draft/banker s Cheque No. dated of Amount Rs. is enclosed No. dated of Amount Rs. is enclosed 16 Name of `Cluster for which applied for : 17. Any other information I/WE hereby declare having read the specimen of the terms and conditions attached with the offer document and note to abide by the covenants of the terms and conditions. In case contract is awarded I am/we are agreeable to make security deposit of Rs.20,000/- Signature of contractor Date seal Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 8 of 11

9 ANNEXURE A (To be submitted with Form A -Technical Bid) (a) List of important works executed by the organization during the last 3 years for Bankings/PSUs/Govt./Semi Govt. organizations: - 1 Location of the work and name of the organisation Executed house keeping carpet area (nature of job etc.) Contract amount (Rs.) Year of contract Contract Period Name and contact number of person of the client (b) List of work in hand of Bankings/PSUs/Govt./Semi Govt. organizations: 1 Location of the work and name of the organisation Executing house keeping carpet area (nature of job etc.) Contract amount (Rs.) Year of contract Contract Period Name and contact number of person of the client UNDERTAKING I hereby declare that the information provided above and elsewhere in the tender is true and the tender is liable for rejection if the same is found to be false or the information is found to be suppressed by me/us. Date: (Signature & Seal of the Contractor) Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 9 of 11

10 (a) The applications shall contain the following: (1) Attested copy of Income Tax Registration / PAN No and Income Tax Clearance for the last three years (2) Attested copy of Service Tax Registration Certificate (3) Attested copy of Provident Fund Registration. (4) Attested copy of Employees State Insurance Corporation Registration (5) Attested copy of Professional Tax Registration (6) Attested copy of Contract Labour (Regulation and Abolition Act) Registration. (7) Attested copy of Shop & Establishment Registration. (8) Attested copies of Police verification of staff deployed at Establishment. (9) Name of the applicant s Bankers with complete address (10) Audited Trading, Profit & Loss Account and Balance Sheet for the year ending , & (11) Any other technical information the applicant wishes to furnish. (12) Experience certificates mentioned above (b) Notes: (1) Information has to be filled up specifically in this format. Please do not write remark As indicated in the Brochure. (2) Information shall be limited to the Applicant. If any relevant data concerning the Group of Companies to which the Applicant belongs is desired to be given, the same shall be given separately in a supplementary sheet. (3) Applicant not providing details OR with insufficient details shall be rejected. (4) The page of instructions, each page of the scope of work, Tender Price Form and the terms and conditions attached shall be signed and stamped with the rubber seal of the establishment. The application shall be signed by person/ persons on behalf of the organization having necessary authorization/ Power of Attorney to do so. (5) If the space in the Performa is insufficient for furnishing full details, such information shall be supplemented on separate sheet of paper, stating therein the part of the Performa and serial number. Separate sheet shall be used for each part. (6) Price Bids containing equivocal terms/ inadequate information are liable for rejection. UNDERTAKING I hereby declare that the information provided above and elsewhere in the tender is true and the tender is liable for rejection if the same is found to be false or the information is found to be suppressed by me/us. Date: (Signature & Seal of the Contractor) Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 10 of 11

11 Sl. No. a b c Form B: PRICE BID (to be submitted in separate sealed envelope) APPLICATION FOR PROVIDING HOUSEKEEPING & MAINTENANCE SERVICES IN BRANCHES NAME OF CLUSTER BIDDED FOR JOB DESCRIPTION Sweeping and dusting of common/open area, parking area, internal roads around the boundary walls Sweeping of parking areas in Basement floors of the building, if there is basement floor(s). Sweeping, dusting and mopping of all floors areas, corridors, lobby, including lift and all stairs of the building with cleansing materials of branded quality. Mopping, cleaning and dusting of doors, windows, ceilings, cupboards, cabinets, furniture & fixtures, desktop tables, window glasses, computers and its accessories, desktop, tables, polishing of metal surfaces, glasses, metallic engraving, logos, sign names, lounges etc. placed/installed in each floor of the entire building including basement and roof with cleansing materials/disinfectants of branded make. PERIODICITY Daily Twice a day Daily d Dusting by vacuum cleaner of carpeted floor. Daily and as and when required e Cleaning of all toilets, urinals, washbasins, mirrors, etc by using naphthalene balls, phenyl, liquid hand wash and other cleansing materials of branded make. Filling of liquid hand wash shop in all the toilet blocks/wash basins in each floor at regular intervals so that the same is continuously available. Daily thrice at 8.30 am, 2.30pm, 4.30 pm and as & when required f g Watering & cleaning with detergent of Steps leading to the building, lifts and all lift lobbies. Dusting of vertical blinds, curtains including mending of blinds damaged due to wear and tear or otherwise with change/replacement of pulling cords and beads, weight plates at the bottom of the blinds, cleaning of channel, terrace area, replacement of pulley etc. Once in a week. Once in a week. Monthly Offer amount for the above referred work : Rs. per Square Feet area (Inclusive of all taxes but exclusive of Service Tax) for the branches/offices covered under the `CLUSTER as selected above. Amount (in Words) : Rupees Only) Date: (Signature & Seal of the Contractor) Tender for Outsourcing of Housekeeping & Maintenance Services: Feb-2015 Page 11 of 11