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1 I.D: Toll Free Helpline : Website: Telephone : {ks=h; dk;kzy; % iqnqppsjh dezpkjh jkt; chek fuxe Lak-178] 100 QhV jksm] valkjh nqjbzlkeh uxj vkj-vh Vh-vks vks- dk;kzy; ds lkeus] iqnqppsjh REGIONAL OFFICE : PUDUCHERRY ESI CORPORATION NO. 178, ANSARI DURAISAMY NAGAR, 100 FEET ROAD, OPP. TO RTO, MUDALIARPET PUDUCHERRY TENDER FORM FOR ENGAGING SECURITY GUARDS (TWO BID SYSTEM) Cost of Form Rs. 260 /- (Rupees Two Hundred and Sixty Only) 1. Period of Contract : 1 year (TECHNICAL BID) 2. Closing date for receipt of Tender : 3.00 P.M 3. Date and time for Opening of Tender : 3.30 P.M 4. RATES QUOTED PER SECURITY GUARD: (Details of break up of rate quoted and percentage of Service Charges should be furnished in the Separate Proforma enclosed herein for that purpose. Security Guards should be deployed in three shifts round the clock including Sundays & Gazetted Holidays. Ex- Servicemen and Civilian security guards should be paid wages at the rates not less than the minimum wages act or any other relevant act as applicable.) 5. Service Tax : 6. Earnest Money (Refundable) : 2 % of the estimated value 7. Registration No. of Agency (Enclose attested photocopy) : 8. PAN No. and latest ITCC (Enclose attested photocopy) : 9. E.P.F. A/C No. and authority with whom registered (Enclose attested photocopy) : 10. ESI Code No. and authority with whom registered (Enclose attested photocopy) :

2 11. Specify whether Tenderer is sole Proprietor or Partnership firm or a limited company. Name & address of the Proprietor or Partners : or directors should be specified separately with Tel. No. (Proof should be enclosed) 12. Full address of Registered Office with Tel. No. /Fax/Mobile No. : 13. List of Institutions with period and no. of manpower deployed along with performance/ : Commendation Certificate. (Enclose attested photocopy) 14. Total turnover of the Company during the last Financial Year (Enclose Attested Photocopy : as proof in this regard). 15. Experience in providing personnel to Govt./Semi Govt. Offices with strength of number of employees of the organization and Period for : which services provided. (Enclose attested photocopy of Experience Certificate). 16. (*) EMD Details: Enclose towards EMD Demand of the estimated value D.D No. Date issued by Branch payable at in favour of ESI Fund Account No. I, Puducherry. 17. Tender must be submitted in a Sealed Cover superscribed "Tender for Engaging Security Guards (*) Estimated value of EMD = Quoted rate per month in respect of single Ex- Servicemen Guard x 9 (persons) x 12 (months) x 2% + Quoted rate per month in respect of single Civilian Guard x 10 (persons) x 12 (months) x 2%

3 TERMS & CONDITIONS 1. The Agency should be registered with Registrar of Firms/Companies for at least two years before the closing date of the Tender, and should have provided such services to the Govt. Offices/Corporate Offices/Semi Govt. Offices with at least 100 employees strength for at least 2 years, the employees strength of offices may be mentioned in the tender. 2. The Agency shall provide Guards for Security services. 3. (a) The Agency shall provide 9 Ex. Servicemen Guards and 10 Civilian Security Guards, The Ex-Servicemen Guards should be of the level of NCO in Army, Navy, Air Force. All the security guards should not be above the age of 55 years. (b) In respect of Civilian Security Guards the rates quoted should not be less than the wages notified by the Minimum Wages Act, and any other act applicable to their category. (c) The Agency shall comply with Contract Labour (R&A) Act, PF provisions, ESI provisions, DGR, etc. whichever applicable. d) The Security Guards should be of sound Health and preferably having education up to 10 th standard. Their character antecedents must be verified from the concerned Police Station by the Security Agency and a proof thereof should be submitted to the Regional Office authorities before their deployment. 4. The Guards whose services are provided by the Agency will at all times and for all purposes, be the employees of the Agency who will be responsible for necessary service benefits to them. The Regional Office authorities shall have the right for removal of a person of the Agency who is not discharging his duties satisfactorily or his role is found dubious in nature. 5. The Agency shall not engage any sub-contractor or transfer the contract to any other person. 6. The approximate number of persons required to be engaged will be 19 (9 Ex- Servicemen + 10 Civilian) Security Guards. However, the Regional Director has the right to change the number of Guards at his/her discretion at any time and the agency shall be bound to provide the amended numbers required. 7. The Agency shall deploy security personnel after medical examination at its own cost and medical certificate is to be submitted to the Regional Office authorities at the time of deployment.

4 8. The list containing the names, verified addresses, affixing a photograph along with the signature of each employee appointed by the Agency shall be made available to the Regional Office authorities with their Bio-data before commencing the contract. 9. The changes in the personnel deployed will not be allowed without prior approval/permission of the Regional Director or any other authorized officer. 10. The rates quoted for Security Guards should not be less than the statutory wages as notified by the Govt. of India, Ministry of Defence, Directorate General of Resettlement as applicable to the respective Civilian/Ex-Servicmen security guards and should include the mandatory statutory payment like allowances, contributions to ESI &EPF. All other statutory payments like Bonus, Gratuity, Workman's Compensation etc., will be the liabilities of the Security Agency, applicable from time to time. 11. The tenderer shall quote the rate in respect of both Ex-Servicemen guards and also the civilian guards. The tenderer bearing the rates quotes against either Ex- Servicemen guards alone or civilian guards alone shall not be considered for entertainment. 12. No enhancement in the agreed rates will be allowed during the Contract period except statutory revision if any. 13. The agency will issue Wages slip to the Security Guards deployed every month. The Agency shall make the payment to their Guards as quoted, in the premises of the Regional Office, and in the presence of authorized representatives of the Regional Office. The necessary certificate in this regard will be submitted by the Agency every month. 14. The Agency will submit the proof of deposit of EPF and ESI within three weeks from the disbursement of wages every month, to the Regional Office authorities. Copy of the Challans vouchers in relation to ESI & EPF subscription deposit with the Bank should be submitted every month with certified copy of list of deployed security guards against whom the amount is deposited. Certified copy of returns submitted to the ESI & EPF authorities should be produced periodically.

5 15. A Performance Security 5% of the estimated value of contract will have to be furnished by the selected Agency in the form of Account Payee Demand Draft or through a Bank guarantee from any nationalized bank pledged and placed in the custody of the Regional Director. 16. The bill for each month shall be presented in triplicate by the Agency by 3rd of every following month duly pre-receipted. The security Agency will pay the wages to their workers latest by 10th of every month. 17. The Performance security deposit shall be returned to the Agency on the expiry of the contract period on furnishing usual clearance/no Demand Certificate. The Security Deposit shall be returned on the expiry and termination of the Contract subject to conditions that the Security Agency has indemnified the 1st Party (Regional Director) for all payments to the staff. The Security Agency while requesting for release of the Performance Security Deposit shall certify that all payments including Labour Laws obligations have been fulfilled and that the ESI Corporation authorities shall not be responsible for such payments to the staff arising out of the decision of the Labour Court, if any. 18. The Contract shall come into force from the date of Agreement signed by both the parties. In case the Agency fails to execute the job after signing the Agreement Deed or leave the job before completion of the period of Contract at their own accord, the Regional Director shall have the right to forfeit the Security Money deposited by the Agency for execution of the Contract. 19. The Contract shall be terminated by the 1st Party (Regional Director, ESI Corporation, Pondicherry) by giving one Month's notice without assigning any reason. The 2nd Party (Contractor), if so desires, can terminate the Contract by giving three month's notice. 20. The Agency shall comply with the Labour laws applicable; and this Regional Office shall not be responsible for any litigation/default from Agency-side. 21. In addition to existing criteria for selection, in case there is any tie in the rates, the documentary support on the period of experience for engagement of personnel in various Govt. /Semi. Govt. offices and number of such personnel shall be given more weightage in selection.

6 22. Any rules and regulation enforceable from time to time by the Regional Director shall be complied with. 23. The security personnel should be rotated from their deployment at an interval of six months. 24. Rate should be quoted separately for 9 Nos. of Ex-Servicemen Security Guards and separately for 10 Nos. of Civilian Security Guards. 25. The Regional Director shall have the full powers to terminate the tender process at any stage, if he feels good. The Regional Director s decision will be the final. 26. The Tenderers are required to submit two separate Bids i.e. - Technical and Financial, as per prescribed proforma. The two Bids should be submitted in two separate sealed envelopes superscribed Technical Bid for Security Services in ESIC and Financial Bid for Security Services in ESIC. Both sealed envelopes should be put in a third sealed envelope superscribed Tender for Security Services in ESIC with the D.D for the EMD amount. 27. The tender in the absence of D.D (Demand Draft) towards EMD will be rejected.

7 PENALTY CLAUSE a) In case of any loss/theft of property, the Regional Director will consider the circumstances leading to the loss/theft and if the responsibility is fixed upon the Agency by the Regional Director, the Agency will make good the loss within a specified period or else deduction of the cost will be made from the security bill of thefollowing month. b) For any breach of contract, the Regional Director shall be entitled to impose a penalty to the extent of Rs. l0,000/-on the 1st occasion upon the Agency in the event of breach, violation or contravention of any of the terms and conditions contained herein brought to the notice of the Regional Director. c) If the lapse is repeated again, the extent of penalty will be doubled on each such occasion. The decision of the said Officer in this regard shall be final and binding upon the Agency. Some of the instances in which penalty would be imposed, are enumerated below. But these are not exhaustive and penalty may be imposed on any violation breach or contravention of any of the terms and conditions as well as assigned duties and in following conditions:- (i) If the personnel are not found in proper Uniform and displaying Photo Identity Card. (ii) If the personnel found indulging in smoking/drinking/sleeping during duty hours. (iii) If the personnel found performing double Duty within 24 hours without prior approval. (iv) The Agency is supposed to provide 19 (9 Ex-Servicement Guards + 10 Civilian Security Guards). If the Agency is not able to provide the required number of personnel, a penalty for shortage of attendance will be imposed. (v) Penalty will also be imposed if the behaviour of personnel found discourteous. (vi) If any Guard found performing duty, submitting a fake name and address. (vii) No persons other than the persons mentioned in the approved list supplied by the agency should engaged for duty.

8 JOB RESPONSIBILITIES 1. To provide security cover at A. the entire Regional Office campus ( including the staff quarters, Branch Office), Mudaliarpet, Pondicherry, B. the entire campus of ESI Dispensary(including Branch Office, Staff Quarters), Gandhi Nagar, Pondicherry, C. the staff quarters, D-Type, ESI Hospital Campus, Gorimedu, Pondicherry, D. the entire staff quarters campus, Reddiarpalayam, Pondicherry and E. the entire New R.O. Premises at 100 Feet Road, Opp. to R.T.O, Mudaliarpet, Puducherry. 2. The Agency shall be responsible for all security measures and arrangements to safeguard the movable and immovable property and prevention of theft within the premises. 3. Controlling the crowds. 4. Protection of persons and property. 5. Evacuation of occupants in case of the fire or natural calamities. 6. Prevention of unauthorized entry of personnel including all types of outside vendors in the entire campus. 7. The vehicles that enter into the premises must be identified, noted in the Register and parked at designated places. Trolley mirrors, wherever required may be provided for the inspection of four wheelers/other vehicles. 8. Fire fighting. 9. Collecting intelligence about anti-social and other subversive elements in the crowd, and also be alert in tackling the mischief mongers trying to gain entry in the campus.

9 10. The Agency staff shall work on duty and they will be deployed in three shifts i.e. 6 AM to 2 PM/2 PM to 10 PM/l0 PM to 6 AM. The guard of the previous shift will submit the attendance of the incoming guard within 15 minutes of the commencement of the shift to the caretaker on duty for verification. 11. The Agency shall provide proper uniform, whistle, baton for the day shift workers and five cell Torch Light and 5 ft. long stick for staff on night duty. 12. The Agency shall be fully responsible for the performance and fitness on their duty of their personnel (Guards). For this, the Agency will have to keep close liaison with the Regional Office authorities, Caretaker and Officer incharge. 13. The Agency shall have to maintain a round-the-clock Control Room with Telephone No., Mobile No., names of persons manning the Control room in their office for any urgent communication regarding any extra-ordinary situation. 14. The Agency shall conduct surprise Night Patrolling at all the projects and shall submit written report to the Regional Director, Regional Office, ESIC, Puducherry periodically atleast twice a month. 15. The agency shall provide their own communication system to their staff for the coordination with Officers/officials of Regional Office. 16. The Agency shall undertake any other work of similar nature assigned to them by the Regional Director from time to time. 17. The security personnel shall watch that there are no unidentified /unclaimed /suspicious objects /persons in the buildings/premises. 18. The security personnel shall also ensure that all the electrical equipments/instruments/ lights and fans must be switched off at the time of closure of the office or part of the office. 19. The security guards must be deployed in such a way that no part of the building /premises remains unnoticed /unattended. 20. The security guards must take round of the buildings at fixed intervals. 21. The security personnel must have the telephone numbers of the nearest Police Station, Fire Station, Ambulance, etc. for the sake of emergency if any. 22. The Agency shall have to provide the Mobile Phone Nos. of all the security guards for records.

10 (FINANCIAL BID) RATE QUOTED PER SINGLE EX-SERVICEMEN/CIVILIAN SECURITY GUARDS Sl.No Description 1. Monthly wages per person (*) 2. ESI (4.75%) 3. EPF (13.61%) 4. Service Tax 5. Service Charges 6. Total Cost per Security Guard Ex-Servicemen Security Guards Civilian Security Guards (*) Wages per month, includes all components of wages namely Basic, DA, HRA, Washing Allowances etc., as applicable (With Name & Designation Stamp)

11 DECLARATION 1. I, Son/Daughter of Shri. Proprietor/Partner/Director/Authorized Signatory of am competent to sing this declaration and execute this tender document. 2. I have carefully read and understood all the terms and conditions of the tender and hereby convey my acceptance of the same. A. The information /documents furnished along with the above application are true and authentic to the best of my knowledge and belief. I/We, am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my/our tender at any stage besides liabilities towards prosecution under appropriate law. Date: Place: Signatory of authorized person Full Name: Company s Seal: N.B : The above declaration, duly signed and sealed by the authorized signatory of the company, should be enclosed with Technical tender.