TENDER DOCUMENT SECURITY & FIRE MANAGEMENT SERVICES

Transcription

1 IIFM/Tender/ /Security/01 TENDER DOCUMENT SECURITY & FIRE MANAGEMENT SERVICES PROVIDING SECURITY & FIRE MANAGEMENT SERVICES IN THE INSTITUTE S PREMISES AND RESIDENTIAL COLONY VANIKA P.O. Box No. 357, Nehru Nagar, Bhopal, (MP) Tel- EPABX , Fax Website: cao@iifm.ac.in Seal and Signature of Contractor 1

2 P.O. Box No. 357, Nehru Nagar, Bhopal, (MP) Tel- EPABX , Fax Website: TENDER DOCUMENT FOR PROVIDING SECURITY & FIRE MANAGEMENT SERVICES IN THE INSTITUTE s PREMISES AND RESIDENTIAL COLONY VANIKA INDEX Sr No Sections DESCRIPTION Page No TECHINICAL BID 1 Bid Reference 03 2 Invitation of Bids 04 3 SECTION 1 Instructions to Bidders (ITB) 06 4 SECTION 2 General Conditions of Contract (GCC) 19 5 SECTION 3 Specific Conditions of Contract 31 6 SECTION 4 Schedule of Requirements 37 7 SECTION 5 Technical Bid forwarding letter and format 48 FINANCIAL BID 8 SECTION 6 Bill of Quantities (BOQ) or Financial Bid 43 with forwarding letter 9 ANNEXUREs A, B & C 46 Seal and Signature of Contractor 2

3 BID REFERENCE TECHNICAL BID (SECTION 1 to 5) DOMESTIC COMPETITIVE BIDDING FOR PROVIDING SECURITY & FIRE MANAGEMENT SERVICES IN INSTITUTE PREMISES AND RESIDENTIAL COLONY VANIKA BID NO : IIFM/Tender/ /Security/01 Name of Work - Security and Fire Management Service Estimated Cost Bid Security ( Earnest Money Deposit) Access of Tender Document Date and Time of Tender Release Time and Date for Pre Bid Conference Last Date and Time for receipt of Bids Time and Date of Opening of Technical Bid Place of Opening of Bid Officer Inviting Bid PROVIDING SECURITY & FIRE MANAGEMENT SERVICES IN THE INSTITUTE S PREMISES AT MAIN CAMPUS AT NEHRU NAGAR AND AT RESIDENTIAL COLONY VANIKA, KOTRA SULTANABAD, BHOPAL. Rs.125 lakhs (approx.) annually. Rs. 4,00,000/- in the form of Account payee Demand Draft or banker s cheque from any of the nationalised Indian Banks, favouring the Director, Indian Institute of Forest Management payable at Bhopal. Tender Document can be downloaded from our website: at 5:30 PM at 11:00 AM at 5:30 PM at 3:00 PM Indian Institute of Forest Management, Bhopal Chief Administrative Officer Indian Institute of Forest Management Nehru Nagar, Bhopal Seal and Signature of Contractor 3

4 INDIAN INSTITUTE OF FOREST MANAGEMENT, POST BOX 357, NEHRU NAGAR BHOPAL Tel: EPABX : , , Fax: E-TENDER NOTICE NIT No: IIFM/Tender/ /Security/01 Online Tender, (Two Bid System- Technical and Financial) are invited on behalf of the Director, Indian Institute of Forest Management, Bhopal from experienced professional Security and Fire Management Agencies for providing and facilitating Security and Fire Management Services in the Institute s main campus at Nehru Nagar and its Vanika Residential Colony at Kotra Sultakanabad on Annual Contract Basis as per the requirements indicated in the Tender document. Name work of Providing Security and Fire Management Services in the Institute s Main campus at Nehru Nagar and Residential Area at Vanika, Kotra Sultanabad, Bhopal Number of personnel required 3 Supervisors + 36 guards (Total 39 personnel minimum including 03 lady guard) for Security and Fire Management Approx. Value of Work Rs lacs per year. Bid Security/ Earnest Money Deposit (EMD) Rs. 4,00,000 in the form of Account Payee Demand Draft / Banker s Cheque drawn on any Nationalised Indian Banks in favour of Director, Indian Institute of Forest Management payable at Bhopal. Cost of bid docume nt Offline through DD Rs. 2000/- nonrefunda ble Online process ing fee as applica ble Period Initially for 1 year, extendable for another 2 years on yearly basis on mutual consent and based on performance. Seal and Signature of Contractor 4

5 Tender Date Schedule: S. N o Stages Name Stages By Start Date and Time End Date and Time 1 TENDER RELEASE DEPARTMENT :30 PM 2 TENDER PURCHASE BIDDER :31 PM :30 PM 3 BID SUBMISSION BIDDER :31 PM :30 PM 4 TENDER CLOSING DEPARTMENT :45 PM 5 TENDER OPENING (EA) 6 TENDER OPENING (EC) DEPARTMENT :00 PM DEPARTMENT :00 PM For Support: Bidders are to get trained on the e-tendering process for participating in online Tenders for which they should get in touch with of M/s. OSMO IT SOLUTION PVT.LTD. On Contact No or info@lotusprocure.in for support. {Chief Administrative officer} INDIAN INSTITUTE OF FOREST MANAGEMENT, BHOPAL Seal and Signature of Contractor 5

6 SECTION -1 INSTRUCTIONS TO BIDDERS (ITB) A- GENERAL 1. SCOPE OF THE BID 1.1.The Indian Institute of Forest Management, Nehru Nagar, Bhopal (hereinafter called the Institute ) wishes to appoint a Security and Fire Management Service Agency (hereinafter called the Agency or the Contractor ) for providing security services including fire management services to its complete premises and residential colony, property and establishments including buildings, boundary wall, assets, and moveable and immovable property situated at its main campus at Nehru Nagar, Bhopal and at the residential complex Vanika, at Kotra Sultanabad, Bhopal. 1.2.The duration of this Contract shall be for a period of one year with effect from the commencement of the contract with a quarterly periodic review by the Institute. The duration of the contract may be extended for further period of two years on yearly basis on mutual consent depending upon the performance of the Agency and at the discretion of the institute The successful bidder shall provide the services during the specified contract period on Annual Contract Basis (including the extended period, if any) as described in this tender document. 1.4 The bidder shall be expected to have capabilities of providing Security and Fire Management services to IIFM as per its requirements as detailed out in this document The bidder shall be expected to have all statutory licences for engaging in labour contract business under the Contract Labour (Regulation and Abolition) Act, 1970 and all other statutory requirements such as Employees Provident Fund & Miscellaneous Provisions Act, 1952, Payment of Minimum Wages Act, 1948, ESI Act, Child Labour Prohibition and Regulation) Act, 1986, Registration with Service Tax Department under security services, etc. Any deviation from these requirements will be the sole responsibility of the bidder. The institute further expects the contractor to make full payment to the security staff without any cuts, kickbacks or malafide as per statutory norms. 1.6 The agency has to install a biometric attendance machine at its own cost for recording the attendance of the manpower deployed and this attendance will be basis for payment of wages to the deployed manpower. 1.7 In case of non-functioning of biometric machine, physical form attendance should be maintained with the counter signature of the Security Officer of the Institute. 1.8 In case of non-functioning of bio-metric machine, it should be repaired within 48 hours and the attendance should be recorded in the machine. Seal and Signature of Contractor 6

7 2 ELIGIBILITY 2.1 Essential Requirements (i) (ii) (iii) (iv) (v) (vi) (vii) The Bidder must possess a valid licence for providing security services at the time of bidding and during the period of contract as mandated under the Private Security Agencies (Regulation Act), The Bidder must possess a currently valid labour licence at the time of bidding and during the period of contract from the Chief Labour Commissioner for engaging contract labour under Contract Labour (Regulation & Abolition) Act, 1970, as amended from time to time. The Bidder should have an exclusive office and working set up at Bhopal including landline telephone and fax facility for the functioning of the Security Agency, as per M.P. Shops Act and Establishment Act 1958, during the period of contract. If not, the Agency must establish the same within 30 days from the date of award of the Contract along with registration under M.P. Shops Act and Establishment Act The Bidder must have a minimum experience of five years in executing such Security and Fire Management services employing more than 50 security personnel in in & in Central Govt/State Govt./PSUs/Autonomous Institutions of GoI/State Government. The contractor must have registration with service tax department under "security services". The Gross receipts from security services should be at least Rs lakhs for each last two financial year i.e & The Gross receipts should be reflected in service tax return filed for & under security services or a certificate from the employer mentioning total amount received under security services in each year & should be attached The Bidder must have currently valid and valid during the entire contract period, registration with the Provident Fund Commissioner under Employees Provident Fund & Miscellaneous Provisions Act, The Bidder must have currently valid registration with the Employees State Insurance Corporation under Employees State Insurance Act, (viii) If the bidder has provided Security services to IIFM during the last five years, such bidder should have given complete satisfactory services during the tenure of contract. Agencies, which have been penalised during the tenure of last five years, will not be eligible for this bidding. Similarly, those agencies who have filed a case against the institute in the past in any court of law/tribunal/facilitation council will not be eligible for this bidding. (ix) Copies of work orders indicating total length of experience (and number of persons employed) in continuous working with government agencies or its autonomous bodies or central/state govt. institutions for providing security services of more than 50 personnel each in at least 3 government agencies or its autonomous bodies or central/state govt. institutions (x) The bidder shall provide security personnel with 3 supervisors and 6 guards preferably from ex-servicemen (ESM) or personnel retired from Central Para Military Forces (CPMFs) and Central Police Organizations (CPOs) such as CISF, BSF, CRPF, Assam Rifles, etc. with pension and 30 Civilian security personnel at the time of award of the contract for security purposes with the following conditions: a) ESM or Ex- CPMFs or CPOs (CISF, BSF, CRPF, Assam Rifles, etc.) personnel must be below 60 years of age. Seal and Signature of Contractor 7

8 b) The civilian security and Fire Management personnel must be above 18 and below 50 years of age. 2.2 One Bid per Bidder: Each bidder shall submit only one bid for Security and Fire Management Services. A bidder who submits or participates in more than one Bid will cause all the proposals with the Bidder s participation to be disqualified. 2.3 Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of his Bid. The Institute will in no case be responsible and liable for those costs. 2.4 Site visit and Submission of Security Plan: The Bidder, at his own responsibility and risk is encouraged to visit and examine the Site of Services and its surroundings to obtain all information that may be necessary for preparing the Bid and entering into a contract for execution of the Services. Having visited the sites, agency shall submit their Security Plans as required to be submitted as part of the Technical Bid. The costs of visiting the Site and preparation of Plan, if any, shall be borne by the Bidder at his own risks Authorities of the Institute: The Chief Administrative Officer of the institute will be the nominee of the institute and he will be the executive officer for administering the contract. The Chief Administrative Officer (nominee of the institute) will execute the contract on the recommendations of the Committee appointed by the Director. The day-today administration of the contract will be carried out by the Security Officer of the Institute. B. BIDDING DOCUMENTS 3. Content of Bidding Documents 3.1 The set of bidding documents comprises the documents listed in the table below and addenda, if any, issued in accordance with Clause 5: SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5 TECHINICAL BID Bid Reference Invitation of Bids Instructions to Bidders (ITB) General Conditions of Contract (GCC) Specific Conditions of Contract Schedule of Requirements Technical Bid forwarding letter and format FINANCIAL BID SECTION 6 Bill of Quantities (BOQ) or Financial Bid with forwarding letter ANNEXUREs A, B & C 3.2 Bid with any conditional bidding documents shall be disqualified. 4. Clarification of the Bidding Documents & Pre-bid meeting 4.1 A pre bid meeting will be arranged on 13 th October 2017 at am at the Institute for clarifying the bid requirement. All bidders are invited to attend the meeting. 4.2 All the clarifications given during the pre-bid conference and such relevant matters shall be mentioned in the minutes of the pre-bid conference. These minutes will also be uploaded in the institute web site for the benefit of the bidders. These minutes will also be deemed to be a part of this bid document. 5 Amendment of Bidding Documents & Deadline Seal and Signature of Contractor 8

9 5.1 Till 05 days before the deadline for submission of bids, the Employer may modify the bidding document by using addenda, by uploading it in the institute web site. All bidders are therefore requested to see our web site for such modifications. The minutes of the Pre-bid meeting will also be uploaded in the Institute s website and shall form part of the bid document. C. PREPARATION OF BIDS 6. Language of the Bid : 6.1 All documents relating to the bid shall be in the English language. 7. Documents comprising the Bid 7.1 The bid submitted by the bidder shall comprise the following: a. Cost of Bid Form of Rs.2000/- (Rupees one thousand only), non-refundable, in the form of a Demand Draft or Banker s cheque drawn on any nationalized Indian bank, in favour of Director, IIFM, Bhopal payable at Bhopal. b. Bid Security (EMD) for Rs,4,00,000/- (Rupees four lakh only) in the form of Demand Draft or Banker s cheque drawn on any nationalized Indian bank, in favour of Director, IIFM payable at Bhopal. c. Technical Bid with Qualification Information and Documents, as required in the bid document. d. Financial Bid - Priced Bill of Quantities (in the format indicated in Section 6) along with prescribed forwarding letter. e. and Any other information e.g. Security Plan etc. required to be completed and submitted by bidders in accordance with these instructions. 8. Bid Prices 8.1 The contract shall be for the Security and Fire Management Services as described in Sub- Clause 1.1, 1.2 and 1.3, based on the priced Bill of Quantities (Financial Bid) submitted by the Bidder at Section 6 FINANCIAL BID. 8.2 The bidder is required to formulate his offer taking into account all statutory regulations in force regarding payment of minimum wages, EPF, ESIC, Bonus, Weekly offs, Casual Leaves and National and other Holidays to be given to the Security and Fire Management personnel. Other statutory payments, other materials and services needed for executing the contract and taxes to be paid by him during the whole contract l and all other statutory obligations and taxes are to be paid by him to any Government agencies. 8.3 Any Financial offer found violating the provisions of any statutory regulations like the Contract Labour (Regulation & Abolition) Act, 1970 or Private Security Agencies (Regulation ) Act, 2005 and/or any other requirement shall be liable to be rejected at first sight and will be the sole and binding responsibility of the bidder, if found at any later stage. 8.4 As is mentioned in clause 8.2 above, the bidder shall include rates and prices for all materials and services needed for executing the contract as described in this tender document. Items for which no rate or price is entered by the bidder will not be paid for by the Institute when executed and shall be deemed to have been covered by the other rates and prices in the Bill of Quantities. Corrections, if any, shall be made by crossing out, initialing, dating and rewriting in the bid. 8.5 All duties, taxes, and other levies payable by the contractor under the contract, or for any other cause shall be included in the rates, prices and total Bid Price submitted by the Bidder. 8.6 The rates of service charges quoted by the bidder shall be fixed for the full duration of the Contract and the extended period thereafter, if any. There shall be no revision of the compensation payable to the Contractor, except wage revision of the workers as may be notified by Dy. Chief Labour Commissioner (Central) or any other appropriate authority like DGR in case of ESM/ personnel from CPMFs and CPOs from time to time and other expenses arising due to any such wage revision. Seal and Signature of Contractor 9

10 9. Bid Validity. IIFM 9.1 Bids shall remain valid up to a period of 90 days beyond the last date of submission of bid specified in Clause In exceptional circumstances, prior to expiry of the original time limit, the Institute may request that the bidders may extend the period of validity for a specified additional period. The request and the bidder s responses shall be made in writing or . A bidder may refuse the request without forfeiting his bid security. A bidder agreeing to the request will not be required or permitted to modify his bid, but will be required to extend the validity of his bid security for a period of the extension. 10. Earnest Money Deposit (EMD) & Performance Guarantee) 10.1 The Bidder shall furnish, as part of his Bid, a EMD of Rs. 4,00,000/ (Rupees four lakh only) for this particular work. No interest shall be payable by the Institute/Institute on this account. This bid security shall be in favour of Director, Indian Institute of Forest Management, Bhopal and shall be in the form of Demand Draft or Banker s Cheque payable at Bhopal from any of the nationalised Indian Banks The Bid security submitted shall be valid for minimum period of one month after the validity of the bid Any bid not accompanied by EMD as mentioned above and not secured as indicated in Sub-Clauses 10.1 and 10.2 above shall be rejected by the Institute as nonresponsive The Bid Security of unsuccessful bidders will be returned within one month of the end of the bid validity period specified in this document The Bid Security of the successful bidder will be discharged after he has signed the Agreement and furnished the required Performance Guarantee The Bid Security shall be forfeited, if a. the Bidder withdraws the Bid after Bid opening during the period of Bid Validity; b. the Bidder does not accept the correction of the Bid Price, pursuant to the relevant clause in this tender document. c. the successful Bidder fails within the specified time limit to i. sign the Agreement or ii. furnish the required Performance guarantee. 11. Alternative Proposals by Bidders 11.1 Bidders shall submit offers that comply with the requirements of the bidding documents. Alternatives will not be considered. 12. Format and Signing of Bid 12.1 The Bidder shall prepare document comprising the bid as described in the relevant clauses in this tender document The original Bid shall be typed or written in legible ink preferably by a ball pen and shall be signed and sealed by a person or persons duly authorized to sign on behalf of the Bidder, pursuant to the relevant clauses in this tender document and where entries or amendments have been made shall be initialled by the person or persons signing the bid. Every page of the bid shall be signed by the bidder or his authorized representative The Bid shall contain no alterations or additions, except those to comply with instructions issued by the Institute, or as necessary to correct errors made by the bidder in which case such corrections shall be initialed by the person or persons signing the bid. D. SUBMISSION OF BIDS Seal and Signature of Contractor 10

11 13. Sealing and Marking of Bids 13.1 Bid should be submitted in three Envelopes as mentioned below: Envelope - A (Duly Sealed) : Should contain:- i. The cost of Bid document of Rs. 2000/- in the form of Demand Draft or Banker s Cheque drawn on any Nationalised Indian Bank in favour of Director, Indian Institute of Forest Management payable at Bhopal. ii. Bid Security in the form of Demand Draft or Banker s Cheque for Rs. 4,00,000 on any Nationalised Indian Bank in favour of Director, Indian Institute of Forest Management payable at Bhopal. This Envelope should be marked as Envelope A EMD & Cost of Document. Name and address of the bidder should be clearly written on this envelope Envelop-B (Duly Sealed): Should contain (i) Technical Bid (other than the Financial Bid)) will be submitted under formal forwarding letter addressed to the Chief Administrative Officer of the Institute inter alia containing an undertaking that the Bid documents do not contain any amendment, modification or change of any type, whatsoever, in the Bid documents and to any amendment or addenda issued as per the provisions included in this tender document. (ii) Technical Bid documents consisting of Section 1 to Section 5 and other enclosures as mentioned in the bid documents (duly filled up with required documents attached) signed & sealed each page of the tender documents. (All pages of the document should be signed by the bidder or his authorised representative). This Envelope should be marked as Envelope B Technical Bid. Name and address of the bidder should be clearly written on this envelope Envelope-C (Duly sealed): Should contain:- (i) Financial Bid in standard format as per Section 6 contain priced Bill of Quantities (BOQ) only giving the Service Charges of the Contractor as a percentage of the Wage Component This Envelope should be marked as Envelope C Financial Bid. Name and address of the bidder should be clearly written on this envelope. If the envelopes are not sealed and marked as above, the Institute will assume no responsibility for the misplacement or wrong/premature opening of the bid All these three envelopes should be put in a bigger envelope, properly sealed and super scribed as TENDER DOCUMENT FOR SECURITY & FIRE MANAGEMENT SERVICES and sent by Speed Post/ Registered Post only addressed to the Chief Administrative Officer, Indian Institute of Forest Management, Nehru Nagar, Bhopal M.P., so as to reach latest by at pm. The Institute will not be responsible for any postal delay. This envelope must bear the following Identifications: i. Bid For Security and Fire Management Services ii. Bid Reference No- IIFM/ /Security and Fire Management Services/1 iii. DO NOT OPEN BEFORE PM on 27 th October, 2017 (Date & time for Bid Opening as per this document) iv. Name & Address of the Bidder 13.3 If the envelopes are not sealed and marked as above, the Institute will assume no responsibility for the misplacement or wrong/premature opening of the bid. 14. Deadline for Submission of the Bids 14.1 Bids must be received by the Institute at the address specified above not later than 26 th October, 2017 at pm. In the event of the specified date for the submission of bids being declared a holiday by the Institute, the Bids will be received up to the appointed time on the Seal and Signature of Contractor 11

12 next working day. In that case, the date and time of the opening of the technical bid stand altered as appointed time on the next working day The Institute may extend the deadline for submission of bids by issuing an amendment in accordance with Clause 5, in which case all rights and obligations of the Institute and the bidders previously subject to the original deadline will then be subject to the new deadline Any Bid received by the Institute after the deadline prescribed in Clause 14.1 will be rejected. 15. Modification and Withdrawal of Bids 15.1 Bidders may modify or withdraw their bids by giving notice in writing before the deadline as prescribed in Clause Each Bidder s modification or withdrawal notice shall be prepared, sealed marked, and delivered in accordance with Clauses 12 & 13, with the outer and inner envelopes additionally marked MODIFICATION or WITHDRAWAL as appropriate. In case of modification of Bid, the bidder will be required to enclose DD of Rs as fee for tender document.the fee submitted with earlier Bid will not be refunded No bid may be modified after the deadline for submission of Bids Withdrawal or modification of a Bid between the deadline for submission of bids and the expiration of the original period of bid validity or as extended by the Institute may result in the forfeiture of the Bid security. E. BID OPENING AND EVALUATION 16. Bid Opening 16.1 On the due date and appointed time as specified in clause 15, the Institute will first open Envelopes A of all bids received (except those received late) in presence of the Bidders or their representatives who choose to attend. If any Bid does not contain cost of Bid Document and EMD in the manner prescribed in this Tender document, then that Bid will be rejected and the Bidder informed accordingly. In the event of the specified date for Bid opening being declared a holiday by the Institute, the Bids will be opened at the appointed time and location on the next working day Envelopes B of all other bids received (except those received late) including modifications made pursuant to clause 16 in presence of the Bidders or their representatives who choose to attend, will be opened. Envelopes marked WITHDRAWAL shall be opened and read out first. Bids for which an acceptable notice of withdrawal has been submitted pursuant to Clause 16 shall not be opened If all Bidders have submitted unconditional Bids together with requisite Bid security, then all Bidders will be so informed then and there. If any Bid contains any deviation from the Bids documents and /or if the same does not contain Bid security in the manner prescribed in the Bid documents, then that Bid will be rejected and the Bidder informed accordingly All Financial bids (Envelope - C) shall be opened after technical evaluation, at a later date about which all concerned bidders shall be notified in advance. Upon evaluation of technical bid as per the criterion described, the Envelope- C (financial bids) of only such Bidders shall be fit to be opened whose bid are found technically qualified Only technically qualified bidders Financial Bids (Envelope C) shall be opened on the notified date and time after declaring the result of Envelope B- Technical Bid. The Bidder s name, the quoted Bid price, Bid modifications and withdrawals, and such other details as the Institute may consider appropriate, will be announced by the Institute at the opening. Any bid Seal and Signature of Contractor 12

13 price, or alternative Bid price, if applicable, which is not read out and recorded at Bid opening, will not be taken into account in Bid evaluation The Institute shall prepare minutes of the Bid opening, including the information disclosed to those present and the minutes shall form part of the contract The Bidders shall abide by the provisions of the minutes. 17. Clarification of Bids 17.1 To assist in the examination and comparison of Bids, the Institute may, at its discretion, ask any Bidder for clarification of his Bid, including percentage quoted by him in the tender document. The request for clarification and the response shall be in writing or , but no change in the price or substance of the Bid shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by the Institute in the evaluation of the Bids in accordance with the relevant clauses in this Tender Document No Bidder shall contact the Institute on any matter relating to his bid from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of the Institute, he should do so in writing Any effort by the Bidder to influence the Institute s bid evaluation, bid comparison or contract award decisions, may result in the rejection of his bid and debarring him from further participation in other bids of the Institute. 18. Examination of Bids and Determination of Responsiveness 18.1 Prior to detailed evaluation of Bids, the Institute will determine whether each Bid;- a. meets the eligibility criteria and qualification defined in Clause 3 & 4 of section 1 of bid document. b. has been properly signed by an authorized signatory (accredited representative) holding Power of Attorney in his favour. The Power of Attorney shall interalia include a provision to bind the Bidder to settlement of disputes clause; c. is accompanied by the required Bid security and; d. is responsive to the requirements of the Bidding documents A responsive Bid is one which conforms to all the terms, conditions and specification of the Bidding documents, without material deviation or reservation. A material deviation or reservation is one :- a. which affects in any substantial way the scope, quality or performance of the Services; b. which limits in any substantial way, the Institute s rights or the Bidder s obligations under the Contract; or c. whose rectification would affect unfairly the competitive position of other Bidders presenting responsive Bids If a Bid is not substantially responsive, it will be rejected by the Institute, and may not subsequently be made responsive by correction or withdrawal of the non-conforming deviation or reservation. 19. Correction of Errors 19.1 Bids determined to be responsive will be checked by the Institute for any arithmetic errors. Errors will be corrected by the Institute as follows: (a) Where there is a discrepancy between the rates in figures and in words, the rate in words will govern; and (b) Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern The amount stated in the Bid will be adjusted by the Institute in accordance with the above procedure for the correction of errors and, with the concurrence of the Bidder, shall be considered as binding upon the bidder. If the Bidder does not accept the corrected amount the Seal and Signature of Contractor 13

14 Bid will be rejected, and the Bid security may be forfeited in accordance with Sub-Clause 10.6(b). 20. Evaluation and Comparison of Bids 20.1 The Institute will evaluate and compare only the Bids determined to be responsive in accordance with the clause 18 of this Tender document In evaluating the Bids, the Institute will determine for each Bid the evaluated Bid Price by adjusting the Bid Price as follows: (a) Making any correction for errors pursuant to Clause 19; (b) Making appropriate adjustments to reflect discounts or other price modifications offered in accordance with Clause The bid will undergo a four stage processing; viz. (1) Checking the Essential Requirements and Issuing the Bid documents; (2) Accepting the Bid documents; (3) Examining the Technical Part; (4) Examining the Financial Part Submission of the Tender Documents (a) The following documents must be submitted along with the Bid. If any of the documents mentioned below is missing, the bid shall be rejected. Sl Description Documents submitted (Mention Yes or No) 1 Copy of the Valid licence as mandated under Private Security Agencies Regulation Act 2 Copy of Registration/Licence under M.P.Shops & Establishments Act, 1958 (or an application to give time to furnish this licence within 30 days of grant of award). 3 Currently valid Labour License issued by the Labour Commissioner under Contract Labour (Regulation & Abolition) Act, Currently valid Registration Certificate with the Provident Fund Commissioner under Employees Provident Fund & Miscellaneous Provisions Act, Copy of any one Annual EPF Inspection Report conducted anytime during the last five financial years i.e to In case of adverse observations by EPF authorities during inspection, the proof regarding compliance must be enclosed 6 Copy of currently valid Registration certificate issued by ESIC. 7 Copies of one ESI Inspection Report conducted anytime during the last five financial years i.e to In case of adverse observations by ESIC authorities during inspection, the proof regarding compliance must be enclosed. 8 Currently valid registration with Service Tax Authorities for Service Tax under Security Services /GSTIN registration. 9 The Gross receipts from security services should be at least Rs125 lakhs for each last two financial year i.e & The Gross receipts should be reflected in service tax return filed for & under security services or a certificate from the employer mentioning total amount received under security services in each year & should be attached 10 Copies of work orders / Security Service contracts for the year and showing evidence of employing more than 50 Security personnel individually or cumulatively to any Central Govt/State Seal and Signature of Contractor 14

15 Govt./PSUs/Autonomous Institutions of GoI/State. 11 Attested copies of the relevant documents and documentary evidences in support of para 21.2 and 21.4 of the technical bid evaluation. 12 Complete set of tender document duly signed by the Bidder or his authorised signatory on every page 13 Photocopy of PAN Card 14 Tender document Cost of Rs.2000/- (Rs. One thousand only) by way of Demand Draft or Banker s Cheque from any Nationalised Indian Bank in favour of Director, IIFM payable at Bhopal 15 EMD of Rs.4,00,000/- (Rupees Four lakh only) by way of Demand Draft or Banker s Cheque from any Nationalised Indian Bank in favour of Director, IIFM payable at Bhopal IIFM Note : (I) If the bidder fails to submit any of the above documents, the bid is liable to be rejected and if any bidder is found to have submitted forged/manipulated documents, the bid will be summarily rejected. (ii) All enclosures must be paginated in sequential order. Loose documents must not be submitted (b) The bidders are free to revise the bid before the prescribed date and time by re-submitting all the three envelopes put in a bigger envelope superscribing as MODIFIED BID along with fresh tender document fee of Rs.2000/-. In the event of such modification, only the MODIFIED BID will be considered. (c) If the bidders want to withdraw the bid before the due date and time, they can do so by submitting an application to that effect in an envelope superscribed as WITHDRAWAL OF BID. In such case, such bid will not be opened. [ 20.5 Evaluation of Technical Part The Technical Bid will be evaluated on the basis of documents listed in 20.4 (a) Examining the Financial Part - Only those Bid which qualify the Technical Part will be considered for examination of the Financial Part. 21. TECHNICAL BID EVALUATION (SEGREGATED TYPE) 21.1 The Client shall follow two bid system where the technical bid and financial bid shall be evaluated separately The tendering evaluation shall be done on weightage with 60% to Technical Evaluation and 40% to financial evaluation The technical bid evaluation shall be done based on the following criteria: 21.4 During the technical evaluation stage, each bidder shall be assigned different marks out of a total of 100 marks, as per the criteria specified below: (i) Number of years in Operations (as per PASARA) Max 25 Marks (a) More than 5 years and upto 7 years 10 Marks (b) More than 7 years and upto 10 years 15 Marks (c) More than 10 years and upto 13 years 20 Marks (d) More than 13 years 25 Marks (ii) Gross receipts from security services (average of FY & ) Max. 25 Marks (a) More than 1.25 crores and upto 2.5 Crores 10 Marks (b) More than 2.5 crores and upto 3.5 crores 15 Marks (c) More than 3.5 crores and upto 4.5 crores 20 Marks (d) More than 4.5 crores 25 Marks (iii) Number of Manpower on roll (in govt organisations in FY &16-17) Max. 25 Marks (a) More than 50 and upto Marks (b) More than 100 and upto Marks (c) More than 150 and upto Marks (d) More than Marks Seal and Signature of Contractor 15

16 (iv) Experience in government agencies or its autonomous bodies or central/state govt. institutions in F.Y & Max. 25 Marks (a) 4 6 organisation 10 Marks (b) 6-8 Organizations 15 Marks (c) 8 10 Organizations 20 Marks (d) More than 10 Organizations 25 Marks 21.5 A Bidder should secure mandatorily a minimum of 50% marks (i.e. 50 marks out of total 100 marks as per para 2.1.2) in Technical Evaluation in order to be a qualified bidder for being eligible for Technical weightage and subsequently for opening of financial bids The total marks obtained by a Bidder in the technical bid (as per 21.2) shall be allocated 60% of technical weightage and the financial bids shall be allocated 40% of the financial weightage, and thereby making a total of 100% weightage for the complete bidding. Illustration 1 (for Technical Weightage) If a Bidder has secured 80 marks out of the total 100 marks in technical evaluation after following para21.2, his technical evaluation value shall be: 48 i.e. {80 x 60%) 21.7 The Bidder shall be required to produce attested copies of the relevant documents in support of 21.2 in addition to the documentary evidences of para 2.1 for being considered during technical evaluation A substantially responsive bid shall be one that meets the requirements of the bidding document in totality i.e. by following the procedures of para 21.1 to The technical bid not meeting the minimum requirements as per the tender documents shall be rejected and their financial proposals will be returned unopened. (i) The responsiveness of the bid, i.e; receipts of duly filled, signed and accepted bid documents in complete form, including Authorisation letter. (ii) Receipt of valid EMD with requisite amount in acceptable format. (iii) Documents in proof of meeting the minimum eligibility criteria. (iv) Any other documents as required to support the responsiveness of the bidder, as per tender The bidder who qualified in the technical evaluation stage shall only be called for opening of financial bids. The institute shall intimate the bidders, the time/ venue for the financial Bid opening in written communication. 22. FINANCIAL BID OPENING PROCEDURE 22.1 The Financial Bids of all the technically qualified Bidders shall be opened on the appointed date and time in presence of the qualified bidders/their authorized representatives, who choose to be present at the time of opening of the financial bids All the technically qualified bidders/their authorized representatives present at the time of opening of the Financial Bids shall be required to submit the Authorisation letter from their Companies and shall be asked to sign on all the sealed envelopes containing the Financial Bid Any bidder objecting to the same shall be disqualified and his financial bid shall be returned on the spot Absence of bidders or their authorized representatives shall not impair the legality of the process The financial bid price, as indicated in the financial bid submission form of each bidder shall be read out on the spot, however, it shall be clearly stated that the final financial bid prices would be arrived at after detailed scrutiny/correction of arithmetical error in the financial bid Mere becoming the lowest bidder, prior to financial bid scrutiny will not give any right to the Lowest bidder to claim that he is successful in the bidding process. The successful bidder (L-1) shall be decided only after following due procedure as explained in para 11. Seal and Signature of Contractor 16

17 23. FINANCIAL BID EVALUATION AND DETERMINATION OF THE SUCCESSFUL BIDDER IIFM 23.1 The financial evaluation shall be carried out and financial bids of all the bidders shall be given 40% of weightage The Bidder with the lowest bid Prices (L1) shall be assigned full 40 marks (i.e. 40% x 100) and his total scores of the bid shall be as per Illustration 2 below: Illustration 2 If the Bidder at Illustration 1 is L-1 Bidder and quoted Rs.100/- for being L-1, then his total value shall be 88 i.e. (48 Technical Value + 40 Financial Value) 23.3 The financial scores of the other bidders (i.e. L-2, L-3 ad so on) shall be computed as under and as explained at Illustration 3 below: 40 x Lowest Value (L-1 Price) / Quoted Value (L-2 OR L3..) Illustration 3 If the Bidder at Illustration 1 is L-2 Bidder and he quoted Rs.125, therefore 40% being the weighted value, the financial scores for L-2 shall be computed as under 40 x 100 (lowest prices-l1) / 125 (quoted prices L2) = 32 (financial score) Therefore L-2 Bidder shall have total value of 80 (48 Technical Value + 32 Financial Value) 23.4 The Bidders ranking shall be arranged depending on the marks obtained by each of the bidder both in Technical Evaluation and Financial Evaluation The Bidder meeting the minimum eligibility criteria and with the highest marks/ rank (i.e. the total of technical evaluation marks and financial evaluation marks) shall be deemed as the successful Bidder and shall be considered eligible L-1 Bidder for further process If there is a discrepancy between words and figures, the amount in words shall prevail Financial bid will be evaluated of the basis of service charge quoted by the bidder as all other components are mandatory and it will be uniform for all the bidders. F. AWARD OF CONTRACT 24. Award Criteria 24.1 The Institute shall award the contract within the bid validity period mentioned in the relevant clauses in this document or as extended by the Institute. 25. Notification of Award and Signing of Agreement The Bidder whose Bid has been accepted will be notified of the award by the Institute prior to expiration of the Bid validity period by registered letter. This letter will state the sum that the Institute will pay the Contractor in consideration of the execution, completion and maintenance of the Services provided by the Contractor as prescribed in the Contract (hereinafter and in the Contract called the Contract Price ) The notification of award will constitute the formation of the Contract subject to the furnishing of a performance security in accordance with the provisions in this document An agreement in the form given in this document will be signed between the CAO and the successful bidder incorporating all correspondence between the Institute and the successful Bidder. This tender document will be a part of the agreement and all terms and conditions Seal and Signature of Contractor 17

18 mentioned herein will be part of the terms and conditions in the agreement. The successful Bidder will furnish the performance security guarantee within 28 days of entering the agreement Upon the furnishing of the Performance Security guarantee by the successful Bidder, the Institute will promptly notify the other Bidders that their Bids have been unsuccessful and release their Bid security. 26. Performance Security Deposit 26.1 Within 30 days of receipt of the Letter of Acceptance, the successful Bidder shall deliver the Security Deposit to the CAO of a sum of equivalent to 10% of the annual contract price or Rs lakh, whichever is higher, payable to the Director, IIFM, Bhopal in the form of Demand Draft or Banker s Cheque or FDR issued by a Nationalized Indian Bank for a validity period of 25 months from the date of commencement of contract, duly discharged and endorsed in favour of Director, IIFM Failure of the successful Bidder to comply with the requirements of any clause of this document shall constitute sufficient grounds for cancellation of the award of work and forfeiture of the Earnest Money Deposit or the Performance Security Guarantee, as the case may be. 27. Corrupt or Fraudulent Practices 27.1 The Institute requires that Bidders/ Contractors under this contract observe the highest standard of transparency and ethical behavior and does not engage in corrupt and fraudulent practices during procurement and execution of this contract. In pursuance of this policy, the Institute: a. defines, for the purpose of these provisions, the terms set forth below as follows: i. corrupt practice means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in contract execution; and ii. fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Institute, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Institute of the benefits of free and open competition. b. will reject a proposal for award of work if he determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. c. will declare a Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract/contracts if he at any time determines that the Bidder has engaged in corrupt or fraudulent practices in competing for, or in executing, the contract. Seal and Signature of Contractor 18

19 A. General 1. Definitions SECTION 2 GENERAL CONDITIONS OF CONTRACT Bill of Quantities means the priced and completed Bill of Quantities forming part of the Bid. The Completion Date is the date of completion of the Services as certified by the Institute or its nominee in accordance with Section 2, Sub Clause The Contract is the contract between the Institute s nominee and the Contractor to execute, complete and maintain the Services. It consists of all the documents listed in Section 2, Clause 2.3 below. The Contract Data defines the documents and other information which comprise the Contract The Contractor / Agency is a person or corporate body, whose Bid to carry out the Services has been accepted by the Institute. The Contractor s Bid is the completed Bidding document submitted by the Contractor to the Institute. The Contract Price is the price stated in the letter of acceptance and thereafter as adjusted in accordance with the provisions of the Contract. Days are duty day beginning from 7:00 a.m. of a calendar day to 7:00 a.m. of next calendar day. Accordingly, a duty month shall commence from 7:00 a.m. of the first date of the month to 7:00 a.m. of the first date of the next month. A Defect is any part of the Services not completed in accordance with the Contract. The Defects Liability Period is the period named in the Contract Data and calculated from the Completion Date. Institute means Indian Institute of Forest Management, Nehru Nagar, Bhopal The Institute is the party, who will employ the Contractor to carry out the Services. Institute s Nominee or CAO Is the officer nominated by the Director for executing the contract (here the Chief Administrative Officer or C.A.O. of IIFM). Security Officer or S.O. is the person named as Security Officer by the institute, who is responsible for supervising the Contractor, administering the Contract, certifying payments due to the Contractor, issuing and valuing Variations to the Contract, awarding extensions of time and valuing the Compensation Events. Equipment is the Contractor s machinery and vehicles brought temporarily to the Site to execute the Services. The Initial Contract Price is the Contract Price listed in the Institute s Letter of Acceptance. The Intended Completion Date is the date on which it is intended that the Contractor shall complete the Services. The Intended Completion Date is specified in the Contract Data. The Intended Completion Date may be revised only by the Institute or its nominee by issuing an extension of time. Material are all supplies, including consumables, used by the contractor for execution of the Services. The Site is the area defined as such in the Contract document. Seal and Signature of Contractor 19

20 Specification means the Specification of the Services included in the Contract and any modification or addition made or approved by the Institute or its nominee. The Start Date is given in the Contract Data. It is the date when the Contractor shall commence execution of the Services. It does not necessarily coincide with any of the Site Possession Date. Service Charge Component means the percentage of wage component quoted by the bidder in financial bid. A Variation is an instruction given by the Institute or its nominee which varies the Services. Wage Component means the wage related part of the financial bid as described therein. The Services are what the Contract requires from the Contractor to execute to the Institute as defined in the Contract document. The Trained Work Person are those personnel employed / proposed to be employed by the Contractor at the Site, who have participated and are in possession of a valid Competency Certificate. Over Time (O.T.) is the time of Duty performed by any security personnel over and above the duration of their own shift of 8 hours within 24 hours of a duty cycle of that day. Security Deposit (SD) means performance security guarantee and vice-versa. B. General Conditions 1. The party who has been provider of security services to IIFM earlier and if their services have been found violating terms of contract very frequently and were penalized for the same for a cumulative sum equivalent to 10% or more of the annual service contract or more in any one financial year or have been found giving/using false information/fraudulent tactics during execution/ participation in tender process in any of the earlier occasions, will not be considered in the tender process, even if the term of their contract was not terminated/ Agency s participation was rejected. 2. In case of a tie (a case of more than one tenderers quoting the same prices in the financial bids) of offers, the party having more experience of service provider in Govt./ autonomous organizations will be preferred. 3. Experience certificate of satisfactory completion of services provided by the Govt./ Semi Govt. /Undertakings, Autonomous Institutions for last three years with similar nature and quantity of work will only be considered for cases of tie stated above. 4. The Director IIFM will have the sole authority to impose / relax the terms and conditions contained in the tender document and to take appropriate decision related with this contract, if needed. 5. The selected Security Agency will be required to furnish the details about the security guards / employees containing name, address, mobile number, photo identity and bank account number with their latest photograph for record. The contractor will also be required to furnish certificate from nearest / concerned police station about non involvement of these personnel in criminal and/or police proceedings. 6. All Security Personnel will be engaged only after due verifications of the credentials of the personnel. 7. The security personnel already approved by the institute should not be changed without prior approval of the Institute. 8. The owner of the security agency / a senior representative authorized by them must visit the Institute twice a week to conduct surprise check and inspect the quality of services. He must also get first hand feedback from the Security Officer/ Chief Administrative Officer of the Institute. Seal and Signature of Contractor 20