NO. TS/BNG/MAINT./2015/97 Date: OPEN TENDER NOTICE

Transcription

1 KIOCL Limited (A Government of India Enterprise) II Block, Koramangala, Bangalore PH: / FAX: / Web site: ( An ISO , ISO & Company) NO. TS/BNG/MAINT./2015/97 Date: OPEN TENDER NOTICE KIOCL LIMITED, Bangalore invites sealed tenders from the experienced contractors for Annual maintenance contract for housekeeping, gardening, Public Health services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. The last date for submission of the offer is at 3.00 PM. For more details and downloading tender documents please visit web site & Dy.General Manager (CP&TS) Mob No Page no. 1

2 INFORMATION ABOUT THE TENDERER 1. Name of the Firm/Tenderer/Contractor : Father s Name (in case of individual) : 3. Details about registered address of the Firm/Tenderer a. Full postal address : : b. Telephone Number along with NSD code : 4. Nearest Police Station : 5. Whether it is Sole Proprietary Firm or Partnership Firm : or Private Limited Company 6. Name(s) of the Sole Proprietor/Partners/Directors : 7. Permanent Income Tax No. (PAN Card) : Service tax Registration No : 9. ESI No. :. 10. PF No. : 11. Bank A/c. No. & Address of the Bank : Details of other branches of the Firm/Contractor with : address, if any 13. Registration certificate of Establishment issued by Government of Karnataka-Department of manpower & Details of the license from ALC (Central) : : 14. ID :.. (Seal and Signature of the contractor) Page no. 2

3 K I O C L L i m i t e d (A Govt. of India Enterprise) Registered Office: II Block, Koramangala Bangalore Telephone No. : Fax : KUDREMUKH ISO 9001, & OHSAS COMPANY No. TS/BNG/MAINT./2015/97 Date: Dear Sir, Sub: Annual maintenance contract for housekeeping, gardening, Public Health services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. Please find enclosed herewith the tender documents for (i) Technical Bid - comprising of Performa for pre qualification evaluation of bidders, Instruction to Tenderers Annexure A, Scope of works Annexure B, Condition of Contract- Annexure-C, Business rule and terms & conditions of online price bidding cum e-reverse auction - Annexure-D, Integrity pact Annexure-E, Un- priced offer Annexure-F and (ii) documents for Price bid - Form Of Price Bid-Annexure G. The Technical bid along with other documents shall be duly filled in. The price bids of only technically qualified bidders shall be opened and others shall be rejected. KIOCL Ltd s decision on Technical evaluation shall be final and no correspondence shall be entertained in this regard. Thanking you, Yours faithfully, for KIOCL LIMITED Sd/- Dy. General Manager (CP & TS) Encl: As above. Page no. 3

4 PROFORMA FOR PRE QUALIFYING EVALUATION OF BIDDERS The agencies who are sending their letter of expression must furnish the following details along with documentary evidence of their claims. GENERAL Name of the Agency Postal Address Communication Address Contact Person Emergency contact mode/no ID SPECIFIC Sl.No. Description 1 Average annual financial turnover during the last three years, ending 31 st March of the previous financial year. 2 Highest value of similar nature of work executed in any single year during last 7 years Note:- Maintenance works for Housekeeping, Plumbing, Garden maintenance works, Electrical maintenance works carried out in Govt. offices, Banks, software companies, MNC companies, apartments, Resorts, hotels, etc., (ii) Similar nature of works in Civil improvement works implies that the works covered/listed in Karnataka state schedule of rates book except bridges carried out in Govt. and non Govt. offices and residential buildings etc., Note: Copies of the work orders shall be furnished along with work completion certificates. Minimum Required Should be at least Rs lakhs MAINTENANCE OF HOUSEKEEPING, GARDENING, PH SERVICES AND SUPPORT IN VARIOUS ACTIVITIES. i) Three (3) similar completed works costing not less than Rs Lakhs. OR ii) Two (2) similar completed works costing not less than Rs Lakhs OR iii) One (1) similar completed work costing not less than Rs Lakhs. FOR CIVIL IMPROVEMENT WORK One (1) similar completed work costing not less than Rs. One (1) Lakh. Page no. 4

5 3 Proof of the documents shall be submitted along with the tender for the following: A Provident Fund Account No. B ESI No. (Mandatory) C PAN No. (Mandatory) D Registration certificate of Establishment issued by Government of Karnataka- Department of manpower. (Mandatory) E After accepting the LOI/work order from KIOCL it is mandatory to obtain License from Govt. of India Ministry of Manpower & Employment- office of the Dy. Chief Manpower Commissioner(Central), Bangalore F Service tax registration No. (Mandatory) G BANK DETAILS: (i) (ii) (iii) (iv) (v) Name of the Bank & Branch Type of Account Account No. MICR No. Branch code. Page no. 5

6 INVITATION TO TENDER K I O C L L i m i t e d (A Govt. of India Enterprise) Registered Office: II Block, Koramangala Bangalore Telephone No. : KUDREMUKH ISO 9001, & OHSAS COMPANY No. TS/BNG/MAINT./2015/97 Date: Dear Sir(s) Sub: Annual maintenance contract for housekeeping, gardening, Public Health services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. 1. Bid documents for the above work are enclosed herewith. 2. A pre-bid meeting will be schedule on AM to any clarifications related to this tender and sealed bids will be received up to 3.00PM. on at the office of the Dy. GM (CP&TS) Technical Services Department, KIOCL Limited, Bangalore 34. Bids received late are liable for rejection. The Technical bids received shall be opened at 4.00 PM on The price bids of technocommercially accepted offers will be opened on a specified date which will be communicated to the bidders for participation to witness the same. 3. Bidders shall abide by all the details of Instruction to Tenderers enclosed with the tender documents. 4. Tender documents The tender document consists of: Sl. No Description Chapter I Instruction to Tenderers Annexure A II Scope of Works Annexure - B III Condition of Contract Annexure C IV Business rule and terms & conditions of online price bidding cum e-reverse auction Annexure - D V Integrity pact Annexure - E VI Un- priced offer Annexure - F VII Form Of Price Bid Annexure - G Bidders are requested to make site visit to get acquainted with site conditions and the nature of work involved before submission of their bids. 5. Sealed bids shall be submitted in the manner as mentioned below: a) First sealed Envelope superscribed as: Un priced - Annual maintenance contract for housekeeping, gardening, PH services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. shall Page no. 6

7 contain one set of all the above tender documents at 4 above including all Annexure duly filled-in and other relevant documents in support of your bid with official seal & signature on all pages but without any mention of rates & prices. First envelope shall also contain EARNEST MONEY and COST OF TENDER DOCUMENT in the form of Demand draft as para 6 below. b) Second sealed Envelope superscribed as: Priced - Annual maintenance contract for housekeeping, gardening, PH services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore shall contain prices filled in strictly as per format i.e PRICE BID - ANNEXURE-G with official seal & signature and no other additional papers to be enclosed there in. c) Both the above envelopes should be kept in another cover and sealed and superscribed as: Bid - Annual maintenance contract for housekeeping, gardening, PH services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore shall be addressed to Dy. General Manager (CP & TS), KIOCL Limited, Bangalore The bid shall be accompanied by an Earnest Money Deposit of Rs. 80,000/- (Rupees eighty Thousand only) and cost of the Tender document Rs. 800/- (Rupees eight hundred only) in the form of; i. Demand draft from any Nationalized Bank in favour of KIOCL LIMITED payable at Bangalore. ii. Pay Order in favour of KIOCL LIMITED payable at Bangalore iii. Through RTGS UNION BANK OF INDIA PBS (KORAMANGALA) BANGALORE ACCOUNT NO IFSC CODE: UBIN No other form of EMD and cost towards tender document will be accepted. However cost of tender document may be submitted through cash receipt in addition to above instruments, if the tender document is obtained from the office of Deputy General Manager (CP & TS). 7. EXEMPTION OF TENDER DOCUMENT FEE & EMD: Exemption from submission of Tender document fee & EMD by Small Scale Unit registered with the National Small Industries Corporation Ltd., (NSIC) affiliated to Small Industries Services Institutes, etc., shall be governed by the guidelines issued by the Statutory Authorities from time to time and those bidders seeking such exception shall necessarily furnish requisite documents along with the tender. Page no. 7

8 8. FORFEITURE OF EMD EMD will be forfeited if the tenderer withdraws or alter /modify the tender terms in any respect within the period of validity specified in the tender document after the due date of submission of bids. Bids not accompanied with EMD are liable for rejection. EMD shall be returned without interest after submission of the initial Security Deposit in the case of successful bidder. However, the same shall be returned without interest to the unsuccessful bidders immediately after the award of work to the successful bidder. 9. The Techno-Commercial bid submitted with EMD would be opened in the above address at 4.00 PM (IST) on The opening of tenders can be witnessed by the bidder's authorized representatives at the place, date and time of opening and the letter of authorization shall have to be furnished at the time of opening the tenders. 10. All technically and commercially acceptable bidders those who have accepted business rules provided by our service provider would be required to participate in the online bidding cum e-auction, on a date and time to be intimated by service provider. After the online bidding cum reverse auction, KIOCL will collect final price bid comparative statement from service provider. 11. After the receipt of the price comparative statement from the service provider, the price-bids of the bidder(s) who meets the techno-commercial terms and other evaluation criteria would be opened separately and the eligible bidders would be intimated about place, date and time of opening of the price bids. The opening of the price bids also can be witnessed by the bidder or his authorized representatives at the place, time and date of opening of the price-bid. 12. Acceptance of the bid will be intimated to successful bidder through a Letter of Intent (LOI) and this letter will be treated as authorization for award of work. The bidder shall sign the said copy of LOI and send to the owner within five days (5) from the date of receipt of the same. In the event of failure on the part of the bidder to sign and return the LOI within the specified time, the EMD shall be liable to be forfeited at the sole discretion of KIOCL. 13. The time of completion of all works under this contract shall be ONE YEAR. The effective date of contract would be specified in Letter of Intent/Work Order. 14. Renewal of the Contract: On satisfactory performance of the work by the contractor, KIOCL reserves the right to extend this contract on mutual agreement for further period of ONE YEAR on the existing terms and conditions of the work order. 15. The detailed work order shall be issued after the acceptance of the Letter of Intent. 16. The Company reserves the right to reject any or all the tenders without assigning any reason. Thanking you, Page no. 8 Yours faithfully, for KIOCL LIMITED Sd/- Deputy General Manager (CP & TS)

9 THE DEPLOYMENT OF MANPOWER FOR THE JOB ARE AS UNDER: Sl. No. Descriptions Category No of persons to be deployed Nature of job / Location No. of working days per year 1 GARDEN MAINTENANCE WORKS i Garden Supervisor Skilled 1 All location 313 (Male) ii Garden Maintenance works Male: 10 nos, Female: 06 nos. Un-Skilled 16 Ref: Annexure-G Schedule of Items Sl. No HOUSEKEEPING SERVICES i Housekeeping Supervisor (Male) Skilled 1 All location 313 ii Housekeeping Services 313 (Male /Female) 3 OFFICE HELPERS i Office helper (Male / Female) 4 ELECTRICAL MAINTENANCE WORKS i Electrician (Male) 1 no in General shift and 03 nos in 3shifts. Note: The electrician shall have minimum ITI certificate. Un-Skilled 7 Ref: Annexure-G Schedule of Items Sl. No. 2 Un-Skilled 7 Ref: Annexure-G Schedule of Items Sl. No. 3 Skilled 4 Ref: Annexure-G Schedule of Items Sl. No. 4 ii Helpers (Male) for Electrician in General shift only Un-Skilled PLUMBING AND OTHER MAINTENANCE WORKS i Plumber (Male) Skilled 1 Ref: Annexure-G Schedule of Items 313 ii Helpers (Male) for Plumber in General shift only iii Mason / Carpenter (Male) Note: As and when required basis. iv Helper to Mason / Carpenter Sl. No. 5 Un-Skilled Skilled 02 All locations 84 Un-Skilled 02 All locations 84 Note: The regular supply of manpower estimated as 39 nos. under different category. The additional 4 nos. of manpowers (Mason & carpenter plus 2 helpers) will be utilized as and when required by KIOCL. Page no. 9

10 NORMAL WORKING TIME ARRANGEMENTS ON DAILY BASIS Sl. No Descriptions Shift Timings Remarks 1 Garden supervisor 8 AM to 5 PM 2 Housekeeping supervisor 6.30 AM to 4.30 PM 3 Gardener (Male) 8 AM to 5 PM 4 Gardeners (Female) 8 AM to 5 PM 1 PM to 2 PM Lunch break 12 Noon to 2 PM Lunch break Kudremukh house-2 Nos. D1 to D6 co.house-6 Nos Office- 2 Nos. Kudremukh House -2 Nos. D2, D3, D4, D5-4 Nos. Office and company house work 5 Housekeepers (Male/Female) 6.30 AM to 4.30 PM 6 Electrician 3 Shift + General shift Office and company house work 7 Plumber 8.30 AM to 5.30 PM Office and company house work 8 Helper 9 10 Office Helper (Male /Female) Mason/Helper Carpenter/Helper 8.30 AM to 5.30 PM For Electrical & Plumbing works at or 2 PM to 10 PM Office and company house work For office works in different dept AM to 5.30 PM D(P&P), TS dept., Finance dept., GM(HR), Comm, Pur, Pers. depts AM to 5.30 PM As and when required Page no. 10

11 I. INSTRUCTION TO TENDERERS: ANNEXURE-A 1.1 The Technical Bid should accompany EMD of Rs. 80, in the form of Demand Draft or any other equivalent instrument drawn from a scheduled bank in favour of KIOCL Limited, Bangalore. 1.2 Tender will be received up to 3:00 P.M. on Tenderers have to acquaint themselves with the conditions prevailing at site, before submitting the tenders. 1.4 Tenderers shall furnish their quotation in the `Price-Bid enclosed at Annexure-G to the documents. Quotations should be written in both words and figures. 1.5 KIOCL reserves the right to reject any or all tenders without assigning any reason. 1.6 Tenders received late are liable for rejection. 1.7 Tenders submitted without EMD and tender document fee will not be considered. 1.8 The Civil improvement work shall be carried out by the tenderer as and when required by the company. The scope of the civil improvement works implies that the works covered/listed in Karnataka state schedule of rates book except bridges etc., a separate work order shall be released for carrying out the works based on the PW,P&IWTD, Bangalore Circle. 1.9 The tenderer shall make no alterations in the tender documents Tenders shall remain open for acceptance for a period of three months from the date of receipt of the Bid Acceptance of the tender shall be informed through letter/fax. Contractor shall acknowledge the receipt immediately but not later than five days, failing which the EMD shall be forfeited Security Deposit: Contractor shall deposit 10 % of the contract value towards Security deposit, within 15 days from the date of acceptance of the LOI. The same shall be released without interest after 18/30*(*in case extended after 12 months) months or after completion of all the contractual obligations such as PF claim settlement to the manpowers engaged by him who are on the roles on the final bill. For Civil improvement works, 5% of the running bills value payable to the contractor shall be recovered from each running bills and same shall be released without interest after completion of the maintenance period of 3 months in each work The Bidder shall not be entitled for any additional payments during the tenure of this contract due to escalation in any direct/indirect cost e,g., cost of the materials, cost of transport etc., on the Service charges quoted The bidder shall be solely responsible for payment of ESI and EPF admissible as per the statutory rules. Page no. 11

12 1.15 Any breach of the condition of this contract by the contractor or by any one employed by him or acting on his behalf, KIOCL has the right at any time to terminate this contract by giving one month notice in writing to the contractor by a registered mail. The KIOCL shall have no further liability to make any payment in terms of the agreement and in such an event the Security Deposit will be forfeited EVALUATION AND COMPARISON OF BIDS: Evaluation of the bids will be based on the rates quoted in the tender price form at Annexure G- Quotation and evaluated as below: A) Monthly lump sum amount (At Sl. No. 1 to 5 of Annexure -G-Quotation) B) Estimated basic average monthly value for civil improvement works is Considered as Rs. 25,000 X %age quoted over PW, P&IWTD Rates (At Sl. No. 6 of Annexure -G- Quotation) (i.e., Rs. 3, 00,000/- estimated /12 months) C) Total price considered for evaluation is A+B of above. L1 BIDDER IS THE ONE WHO IS LOWEST OF SL.NO.C ABOVE The detailed process for BID Evaluation is as follows: a) First Stage : Techno-Commercial Bid Evaluation : The techno-commercial offers received from the bidders will evaluated as per the tender terms and conditions of the NIT. The Tender Committee may call the bidders/bidders representatives for detailed techno-commercial discussions, clarifications, presentation if required. The names of techno-commercially qualified vendors will be intimated for participation in the online price bidding cum reverse action and for opening of the Price bids (i.e., sealed price bid received along with the bid). b) Second Stage : Online Price bidding cum Reverse Auction and Collection of online final price bid history from service provider: As per prevailing guidelines, KIOCL shall be conducting Online Price bidding cum Reverse Auction prior to opening of price bids. All techno-commercially acceptable bidders those who have accepted business rules provided by our service provider are eligible to participate in the online price bidding cum reverse auction. After the online price bidding cum reverse auction, KIOCL will collect the final price comparative statement from service provider. c) Third Stage : Composite price comparative statement After the receipt of final online price bid cum reverse auction comparative statement from the service provider, the sealed price bids of all the Technocommercially acceptable tenderers, irrespective of whether they have participated in the Online price bidding cum Reverse Auction or not, shall be opened within a short duration i.e., within 2 to 4 working days. Based on the prices so received, through Online price bidding cum Reverse Auction and the Sealed price bids received along with the techno-commercial offer, a composite price comparative statement shall be made considering the Page no. 12

13 lower of the prices (i.e., sealed price bid prices & final online prices) of all the tenderers. Placement of the order shall be considered on the L1 price so arrived. ALL PRICE BIDS WOULD BE EVALUATED WITHOUT CONSIDERING SERVICE TAX Note : a) During the online price bidding cum reverse auction, if no bid is received within the specified time, then KIOCL, at its discretion may scrap the online price bidding cum reverse auction process and open only sealed price bids of those bidders who are techno-commercial qualified for opening of Price bids. b) In case of offers which contain price details / partial price details of the prices in the Techno-Commercial bid, such offers shall not be considered for evaluation. c) In case two or more firms quote exactly same rates in e-reverse action; In such cases, the firm who has quoted the lowest price in the hard copy of the price bid shall be considered as L1. d) If no participation for online price bidding : e) In case if, no bidders participate in the online price bidding cum reverse auction within the specified time & duration, only `Sealed Price Bid received along with techno-commercial bid will be opened and Price bids will be evaluated. ii) In case of Reverse auction is conducted, where there is a response from bidders, composite price comparative statement shall be made. d) There will be no negotiation & order will be placed on the L-1 offer. Hence, bidders are requested to quote competitive rates against schedule of works Page no. 13

14 II SCOPE OF WORKS ANNEXURE-B The scope of work / job is as per the schedule of items at Annexure- G III - CONDITIONS OF CONTRACT ANNEXURE-C 1 The conditions here in before referred to in the Contract (as hereinafter defined) as the following words and expressions shall have the meaning hereby assigned to them except where the subject or context otherwise required. a) Employer shall mean KIOCL Limited, incorporated under the Indian Companies Act, 1956, having its registered office at II Block, Koramangala, Bangalore and include its successors and assigns. b) Contractor shall mean the company, firm or party to whom the contract is awarded and shall include his/their legal representative/s assigns. c) Site shall mean the site of the contract works. d) Contract shall mean instructions to tenderers, conditions of contract, scope of work, schedule of items and letter of intent. e) Notice in Writing or Written notice shall mean a notice written, typed or printed characters, sent (unless delivered personally or otherwise proved to have been received) by registered post to the last known private or business address and of registered office of the addresses and shall be deemed to have received. When in the ordinary course of post, it would have been delivered. f) Letter of Intent means intimation by a letter to the tenderer that his tender has been accepted in accordance with the provisions contained in that letter under the authority of the employee. 2. Scope of Contract: Providing support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore as per Annexure-G. 3. Security Deposit: Contractor shall deposit 10 % of the contract value towards Security deposit, within 15 days from the date of acceptance of the LOI/Work order. The same shall be released without interest after 18/30*(*in case extended after 12 months) months or after completion of all the contractual obligations. For Civil improvement works, 5% of the running bills value payable to the contractor shall be recovered from each running bills and same shall be released without interest after completion of the maintenance period of 3 months in each work. 4. Payment terms: a) The payment will be made on monthly basis based on the certification by incharge. The payment shall be deposited to the contractor bank account directly. b) Contractor shall submit his monthly bill along with the proof of the payment made towards PF, ESI & Service tax of the previous month, certified Page no. 14

15 attendance copy and bill in original on first of the working day of the month for scrutiny, certification and payment. 5. Termination of the Contract: If either party hereto commits a breach of any of the terms and provisions contained in this CONTRACT other than delay in payment when due, the party affected by such breach shall notify the other party of such breach and the party committing the breach shall have fifteen (15) clear days from the receipt of such notice to correct or commence action to correct such breach. If the party committing the breach fail or neglect to remedy or commence action to remedy such breach within the said fifteen (15) clear days from the date of service of the notice as aforesaid, the party affected by the breach may thereafter serve on the party committing the breach a written notice of seven (7) clear days terminating this CONTRACT. KIOCL shall have no further liability to make any payment in terms of the agreement and in such an event the Security Deposit will be forfeited. 6. PENALTY: 6.1 The works is not done in any part of the KIOCL specified area / time (as per normal working arrangements on daily basis) a penalty of Rs.500/- for each default or failure to adhere to above timing shall be levied on the contractor. 6.2 In the event of absence of any worker on any specific day recovery will be made from the contractor s bill at a rate of Rs.400/- per day per person. 7. Day-to-day job allotment and attendance shall be furnished in a prescribed form supplied by the Company and to submit the same daily to the Officer-in- charge for information. 8. All the workmen / supervisors deployed have to sign daily (IN and OUT) in the registers maintained at security gate before and after duty hours. The workmen/supervisor shall undergo check at Security Office before leaving office premises 7. Contractor shall deposit the wages to his employee s Bank account on or before 7 th of every month. A copy of the proof of the amount transferred to his employees shall be submitted to the Company s Personnel Department. 8. The contractor shall deposit the amount recovered from the employees towards PF, ESI & Service tax, shall pay to the concerned authorities and submit the proof of payment made every month along with the bill. In the event of failure to submit the above in time, Company reserves the rights to pay the said amounts to the authorities from the contractor s Security Deposit and adjust the said amount from the next running bill towards the Security Deposit. 9. Damage to persons and property The Contractor shall be responsible for the injury to persons, materials or things, which may arise due to negligence of himself or of any nominated contractor s employees, whether such injury or damage arise from carelessness, accident or any other cause whatever in any way connected while carrying out of this Contract. Page no. 15

16 The Contractor shall indemnify the employer against all claims, which may be made against the employer by any of his employees, any member of the public or any other third party. 10. Date of commencement and completion: The Contractor shall be allowed admittance to the site on the date to be notified by Employer and he shall thereupon and forthwith begin the works and shall regularly proceed with and complete the same. 11. No part of the Contract shall be sublet nor shall be transferred to any other agency. If payments are to be made to any representative, a letter authorizing such representative to receive payments on behalf of the Contractor to be intimated in writing. 12. The regular supply of manpower estimated as 39 nos. under different category. The additional 4 nos. of manpowers (Mason & carpenter plus 2 helpers) will be utilized as and when required by KIOCL. 13. Income Tax : Statutory deduction towards Income Tax will be made as per rules. 14. Manpower Regulations: In respect of all manpower directly or indirectly employed on the works by the Contractor, the Contractor shall comply with the provisions of the Contract Manpower (Regular and Abolition), Act 1970, the rules and other statutory obligations with regard to fair wages, welfare and safety measures, PF, ESI maintenance of register, etc. will be deemed to be part of the Contract. 15. ESI & PF Contractor shall have the ESI registration for all the employees. Contractor shall remit employees PF amount to the PF authorities and proof of payment made shall be submitted to KIOCL. In case of any replacement / removal of any individual the ESI & PF coverage to be taken for such replaced personnel by the Contractor. 16. Company reserves the right to enter into a parallel contract with any other party/ parties for executing jobs coming under: i) Rectification, repairs and improvement and extension of works ii) New Works: Without any reference to the contractor. No compensation is payable to the contractor in this regard. 17. The contractor shall maintain the following records and make available for inspection to the Company as and when required: - a) Muster Roll b) Register of wages c) Register of fines d) Register of damages / losses e) Register for advances f) PF & Insurance Register etc,. 18. The canteen facility may be availed by Contractor on chargeable basis for the Contractor personnel deployed. 19. Soon after the placement of work order, the contractor shall obtain the necessary Manpower license from ALC (C), Bangalore before commencement of the work. 20. Safety and security of the worker is the sole responsibility of the Contractor. Contractor shall also safeguard all company property without any damage. Any Page no. 16

17 damage caused due to contractor s negligence will be recovered from contractor bills. The decision of KIOCL representative in this regard is final. 21. Contractor has to ensure payment of minimum wages not only as existing at the time of award of contract but also should ensure payment of minimum wages as notified by the Govt. of India from time to time during the period of Contract. Contractor shall maintain monthly wage slip for their manpower in the prescribed format to be approved by KIOCL and a copy of the same shall be submitted to the personnel department every month. 22. Contractor shall not deploy child manpower and also restrict deploying manpower below 18 Years and the women manpower shall not be deployed between 7 PM and 6 AM. 23. Over Time (OT) Payment: If the manpower is utilized beyond eight (8) hours, OT payment shall be paid on hourly utilization basis by calculating at the double normal wages rate per hour (as per minimum wage act) with a intimation to GM (P, BP&D) and prior approval from the concerned authority. 25. Services of carpenter and Mason their helpers shall be as and when required. As the requirement at times will be on emergency basis, the same shall be provided within short notice. 26. Contractor shall provide replacements in case of absenteeism and the manpower so replaced shall also be accounted for all statutory requirements such as PF, ESI etc., 27. The obligations of the Contractor : 1. Contractor shall maintain a bicycle in good working condition at office site for the moment of his employees to carry out the following official works assigned to them time to time. i. To make Local purchase of items required for carrying out the day to day maintenance works. ii. To make statutory payments to the authorities like BESCOM/BWSSB/BBMP etc. 2. Contractor shall have Liaison with BESCOM / Electrical Inspectorate / BWSSB, personals for obtaining the periodical statutory renewals towards the lift, DG set, Transformers and measuring equipments like water meter, Electrical meter etc., The legal charges paid towards the above shall be reimbursed by KIOCL. 28. Contractor shall issue the photo identification cards for each employee. The card shall consist of Name & address of the employee, ID number, PF Number &ESI Number Etc,. 29. In the event of any of its workers raising any demand/dispute on employment, or terms and conditions of service or any such matter, the Contractor shall resolve the same without interruption of service and the functioning of the office of the Company without any reference to the Company. 29. Integrity Pact (IP) will also be part of this contract document. The Integrity Pact Agreement format is enclosed as an annexure. This agreement duly signed needs to be submitted along with the bid documents. The following External Independent Monitor (EIM) is nominated for the above job. Page no. 17

18 Sri. Lukose Vallatharai, IAS (Retd.) No: 20, Bore Bank Road, Benson Town, BANGALORE Fraud Prevention Policy of KIOCL: Every one may take a note that a Fraud Prevention Policy is being followed at KIOCL, which provides a system for prevention/detection/reporting of any fraud. It is also forbids provides everyone from involvement in any fraudulent activity and that where any fraudulent activity is suspected by any one, the matter must be reported to the Nodal Officer (Chief Vigilance Officer) as soon as he/she comes to know of any fraud or suspected fraud Page no. 18

19 ANNEXURE-D BUSINESS RULE AND TERMS & CONDITIONS OF ONLINE PRICE BIDDING CUM REVERSE AUCTION No. TS/BNG/MAINT./2015/97 Date: Sub: Annual maintenance contract for housekeeping, gardening, Public Health services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. BUYER NAME KIOCL LIMITED, TECHNICAL SERVICES DEPARTMENT KORAMANGALA BANGALORE AUCTION TO BE CONDUCTED BY DATE OF AUCTION DOCUMENTS ATTACHED Note : M/s BOB eprocure Solution Pvt. Ltd #4, 100Ft Ring Road, B.T.M 1 ST stage, 1 st Phase, Bangalore Mr. Avinash : e mail: avinash.thammegowda@bobeprocure.com Mr. Marita Ravi : E mail : marita.ravi@bobeprocure.com Fax Nos : / Online Price Bid cum Reverse Auction Date: Dynamic Sealed Bid Time: Reverse Auction Time: (will be specified at later) (** Auto extension as applicable) Business rule for Online price bidding cum reverse auction (Annexure-A) Terms & conditions of Online price bidding cum reverse auction Process Compliance Statement (Annexure-B) Price Confirmation (Annexure-C) Contact Information The bidders are requested to note that they should have a valid digital Certificate issued by any of the valid certifying authorities to participate in the online bidding. Those vendors who are not in possession of a valid digital certificate are requested to apply for the same well in advance to avoid any last minute hassles. The bidders may contact the service provider if they are not in possession of a valid digital certificate. CONTRACTOR Page no. 19

20 ANNEXURE - A BUSINESS RULES FOR ON LINE PRICE BIDDING CUM REVERSE AUCTION A) General Terms and Conditions of Online Price Bidding cum Reverse Auction 1. Against this Enquiry for the subject item/system with detailed scope of supply as per our specification, KIOCL Limited, hereinafter referred to as KIOCL, may resort to ONLINE PRICE BIDDING CUM REVERSE AUCTION PROCEDURE. 2. For the proposed Online price bidding cum reverse auction, technically and commercially acceptable bidders only shall be eligible to participate. Bidders are requested to ensure that they have valid digital certificate well in advance so as to confirm participation before the online price bidding cum reverse auction. 3. KIOCL will engage the services of a service provider who will provide all necessary training and assistance before commencement of on line price bidding on Internet. Service provider shall also explain to the bidders, all the rules related to the Online Price bidding cum Reverse Auction / Business Rules. 4. Business rules like event date, time, bid decrement, extensions, etc. also will be communicated through service provider. 5. Any commercial loading shall be intimated to bidders in advance and it shall be added to price during ONLINE PRICE BID dynamic auction process. For evaluation purpose, commercial loading if any, shall be added to the quoted price of respective bidder. However for ordering only the final bid placed by you shall be considered. 6. Bidding Currency, Price Terms, Bid Price, Unit of Measurement, Validity of Bids : As per techno-commercial bid submitted before. 7. Vendors have to fax / the compliance form in the prescribed (provided by service provider) before start of Online price bidding. Without this the vendor will not be eligible to participate in the event. 8. Online price bidding cum Reverse auction will be conducted on schedule date & time. 9. At the end of Online price bidding cum reverse auction event, the bidders who had participated in the event has to fax / the duly signed filled-in prescribed format in their company letter head as provided on case-to-case basis to KIOCL through service provider within 24 hours of auction without fail. B) Business Rule for finalization of the Online Price Bidding cum Reverse Auction. KIOCL has made arrangement with M/s BOB eprocure Solution Pvt. Ltd. who shall be KIOCL s authorized service provider for the same. Please go through the guidelines given below and submit your acceptance to the same along with your Commercial Bid. 1. Online price bidding cum reverse auction shall be conducted by KIOCL, on prespecified date, while the vendors shall be quoting from their own offices/ place of their choice. Internet connectivity shall have to be ensured by vendors themselves. In Page no. 20

21 extreme case of failure of Internet connectivity, (due to any reason whatsoever may be) it is the bidders responsibility / decision to send fax communication immediately to M/s BOB eprocure Solution Pvt. Ltd. furnishing the price the bidder wants to bid online with a request to the service provider to upload the faxed price on line so that the service provider will up load that price on line on behalf of the Bidder. It shall be noted clearly that the concerned bidder communicating this price to service provider has to solely ensure that the fax message is received by the service provider in a readable / legible form and also the Bidder should simultaneously check up with service provider about the clear receipt of the price faxed. It shall also be clearly understood that the bidder shall be at liberty to send such fax communications of prices to be up loaded by the service provider only within the closure of Bid time and under no circumstance it shall be allowed beyond the closure of Bid time / reverse auction. It shall also be noted that the service provider should be given a reasonable required time by the bidders, to upload such prices online and if such required time is not available at the disposal of the Service provider at the time of receipt of the fax message from the bidders, the service provider will not be uploading the prices and either KIOCL or the service provider are not responsible for this unforeseen circumstances. In order to ward-off such contingent situation bidders are requested to make all the necessary arrangements/ alternatives whatever required so that they are able to circumvent such situation and still be able to participate in the online price bidding cum reverse auction successfully. Failure of power at the premises of vendors during the Online price bidding cum Reverse auction cannot be the cause for not participating in the Online bidding auction. On account of this, the time for the auction cannot be extended and neither KIOCL nor M/s. BOB eprocure Solution Pvt. Ltd.is responsible for such eventualities. 2. The detailed process for online price bidding cum reverse auction is explained below: The online price bidding event will be conducted in three stages :- STAGE -I : Online initial price bid At scheduled time, the screen for On-line price bidding will be launched wherein the techno-commercially qualified bidders will be allowed to submit their offers through online. During the Stage-I online initial price bidding, the bidders would be required to quote price only on the basis of price terms indicated in their sealed price bid submitted along with techno-commercial bid before. STAGE II : Start Bid Price After the expiry of the time for submission of on-line initial price bids, the lowest Price will be frozen by the system as the Start Bid Price (SBP) for Stage III on line bidding. Page no. 21

22 Stage III: Reverse Auction on Start Bid Price a) In Stage III of the online competitive bidding, computer screen will display Start Bid Price and which shall be visible to the all vendors participated in the initial online price bid auction during the start of the reverse Auction. You will be required to start bidding after announcement of Start Bid Price and decrement amount. Also, please note that the start price of an item in online reverse auction is open to all the participated online bidders. Any bidder can start bidding, in the online reverse auction, from the start price itself. If the start price is your own price, you still need to bid in the online reverse auction. Also, please note that the first online bid that comes in the system during the online reverse auction can be equal to the auction's start price, or lesser than the auction's start price by one decrement, or lesser than the auction's start price by multiples of decrement. The second online bid and onwards will have to be lesser than the L1 rate by one decrement value, or lesser than the L1 rate by multiples of the decrement value. b) Those vendors who have participated in the Initial online Price Bid Auction, will only be eligible to participate in the subsequent English Reverse Auction. c) Online Initial Price Bid will be for 30 minutes and Online English Reverse (no ties) Auction shall be for a period of one hour with a 30 minutes time difference between Initial Price Bid and RA. If a bidder places a bid in the last 10 minutes of closing of the Reverse Auction and if that bid gets accepted, then the auction s duration shall get extended automatically for another 10 minutes, for the entire auction (i.e. for all the items in the auction), from the time that bid comes in. Please note that the auto-extension will take place only if a bid comes in those last 10 minutes and if that bid gets accepted. If the bid does not get accepted, the autoextension will not take place even if that bid might have come in the last 10 minutes. In case, there is no bid in the last 10 minutes of closing of Reverse Auction, the auction shall get closed automatically without any extension. However, vendors are advised not to wait till the last minute or last few seconds to enter their bid during the auto-extension period to avoid complications related with internet connectivity, network problems, system crash down, power failure, etc. d) The commercial loading factor, bid decrement amount shall be specified by KIOCL before start of bidding. The bidder can bid lower than the start bid price in reverse auction by a bid decrement or multiple of Bid decrement. e) Any commercial loading shall be intimated to bidders in advance and it shall be added to price during dynamic auction process. For evaluation purpose, commercial loading if any, shall be added to the quoted price of respective bidder. f) Bidder will be able to view the following on your screen along with the necessary fields in the English Reverse (no ties) {Reverse Auction}: a. Leading Bid in the Auction (only total price) b. Bid Placed by you c. Your Own Rank d. Start Bid Price & Bid Decrement value. g) After the completion of English Reverse (no ties), the Closing Price (CP) shall be available. Page no. 22

23 h) At the end of the Reverse Auction, Service Provider will evaluate all the bids (final price) submitted and final price comparative statement will be forwarded to KIOCL for further processing. i) The bidders who have participated in the event, shall be required to submit the final prices, quoted during the English Reverse (no ties) in Annexure-C Format after the completion of Auction to Service Provider / KIOCL duly signed and stamped as token of acceptance without any new condition other than those already agreed to before start of auction. j) Bids once made by the bidders, cannot be cancelled / withdrawn. k) During the Online English Reverse (No Ties) Auction, if no bid is received in the auction system/website within the specified time duration of the online price bidding cum reverse auction, then KIOCL, at its discretion, may scrap the online price bidding cum reverse auction process and open only sealed price bids of all technically and commercially acceptable bidders submitted earlier along with techno-commercial bids. l) KIOCL shall be at liberty to cancel the reverse auction process / tender at any time, before ordering, without assigning any reason. 3. Other terms and conditions shall be as per your techno-commercial offers and other correspondences till date. 4. KIOCL shall not have any liability to bidders for any interruption or delay in access to the site irrespective of the cause. 5. Bidders are required to submit their acceptance to the terms and conditions given above before participating in the reverse auction. 6. Our Service provider shall explain all the Rules related to the Online Price Bidding cum Reverse Auction/ Business Rules Document to be adopted along with bid manual. You are required to give your compliance on it before start of bid process. 7. Bidding Currency, Price Terms, Unit of Measurement, and Validity of Bids: As per techno-commercial bid submitted before. 8. At the end of the reverse auction, bidder has to provide a detail price break up for his lowest offer (if KIOCL insists the same) within 24 hours OTHER TERMS & CONDITIONS: 1. The Bidder shall not involve himself or any of his representatives in Price manipulation of any kind directly or indirectly by communicating with other suppliers / bidders. 2. The Bidder shall not divulge either his Bids or any other exclusive details of KIOCL to any other party. 3. KIOCL s decision on award of Contract shall be final and binding on all the Bidders. Page no. 23

24 4. Our Service Provider M/s. BOB eprocure Solution Pvt. Ltd shall not have any liability to Bidders for any interruption or delay in access to the site irrespective of the cause. 5. M/s BOB eprocure Solution Pvt. Ltd. is not responsible for any damages, including damages that result from, but are not limited to negligence. 6. M/s BOB eprocure Solution Pvt. Ltd. will not be held responsible for consequential damages, including but not limited to systems problems, inability to use the system, loss of electronic information etc. Change in Business Rules, Terms & Conditions of Reverse Auction : 1) KIOCL reserves the right to modify / withdraw any of the Business rules, Terms & conditions of online price bidding cum reverse Auction at any point of time. 2) Modifications of Business rules, Terms & conditions of Reverse Auction will be made available on website immediately. 3) Modifications made during the online price bidding and Reverse Auction event will be advised to participating Bidders immediately. CONTRACTOR Page no. 24

25 ANNEXURE - B Process Compliance Form (The bidders are required to print this on their company s letter head and sign, stamp before faxing) To M/s BOB eprocure Solution Pvt. Ltd. Sub: Agreement to the Process related Terms and Conditions for the Online price bidding cum Reverse Auction Dear Sir, This has reference to the Terms & Conditions for the Online Price biding cum Reverse Auction mentioned in the Tender No. TS/BNG/MAINT./2015/97 Date: for housekeeping, gardening, PH services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. This letter is to confirm that: 1. The undersigned is authorized representative of the company. 2. We have studied the Commercial Terms and the Business rules governing the Online price bidding cum Reverse Auction as mentioned in your letter and confirm our agreement to them. 3. We also confirm that we have a valid digital certificate which will be valid for the subject tender whenever we sign on the bid submission. 4. We also confirm that we have taken the training on the auction tool and have understood the functionality of the same thoroughly. 5. We also confirm that we will fax the price confirmation & break up of our quoted price as per Annexure III & the price bid format in the tender document. 6. We, hereby confirm that we will honour the Bids placed by us during the auction process. With regards Signature with company seal Name Company / Organization Designation within Company / Organization Address of Company / Organization CONTRACTOR Page no. 25

26 To Date : ANNEXURE - C M/s BOB eprocure Solution Pvt. Ltd. Sub: Final price quoted during online price bidding cum reverse auction and price break up for Annual maintenance contract for housekeeping, gardening, PH services and support in various activities at the Corporate Office, Company Guest House, Company Quarters and Community Hall of KIOCL Limited, Bangalore. Ref: 1. Purchase Enquiry No. TS/BNG/MAINT./2015/97 2. e-auction date. 3. Our Offer No. dt. Date Dear Sir, We confirm that we have quoted final Price is as under: No. Particulars Amount Per month (For 1 month) I Total amount as per Sl. 1 to 5 of Schedule of Rs. in figure: items as per Annexure- G Rupees in word: Amount Per Year (For 12 months) Rs. in figure: Rupees in word: II CIVIL IMPROVEMENT WORKS: As per sl. No. 6 of Schedule of items, Annexure- G (+/-) rate quoted over & above P.W, P&IWTD Schedule of Rates. In percentage (%) % Note: 1. Successful party shall submit the price breakup for skilled and unskilled category. 2. Service tax if any (extra) shall be reimbursed by KIOCL. Thanking you and looking forward to the valuable order from KIOCL. Yours sincerely, Signature and Name & Company Seal For CONTRACTOR Page no. 26