PAWAN HANS HELICOPTERS LIMITED (A GOVERNMENT OF INDIA ENTERPRISE) ADMINISTRATION DEPARTMENT TENDER DOCUMENT REF.NO.PAWANHANS:CO:ADMN:1311 7/8/2012 For Providing Security Services to Pawan Hans Helicopters Ltd. at Noida and Safdarjung Airport, New Delhi Date of issue of Tender Document : From 7/8/2012 Last date & time for Submission of : On 28.08.2012 Up to 1500 hours Tender Document Date & time for opening of Tender Document (1) Technical bid : 28/8/2012 at 1530 hours (2) Financial Bid of eligible Tenderers : At a later date Page 1
CONTENTS OF TENDER DOCUMENT S.No. Description of contents Page Number 1. Tender Notice 2. Part -I Proforma for Technical Bid 3 04-05 3. Part -II Proforma for Financial Bid 06 4. a. Scope of Work b. Eligibility Criteria c. General Information for submission of Bids d. Terms and Conditions of agreement 07 08 08-09 10-13 Date & Time for Submission of Tenders 28/8/2012 At 1500 Hrs. Date & Time for Opening of Technical Bid 28/8/2012 At 1530 Hrs. Page 2
PAWAN HANS HELICOPTERS LIMITED Corporate Office, Administration Department C-14, Sector-1, Noida-201301 TENDER NOTICE Dated : 7/8/2012 1. Sealed tenders are invited under Two Bid System i.e. (Part-I: Technical Bid and Part-II: Financial Bid) from reputed, experienced and financially sound security Agencies to provide s e c u r i t y s e r v i c e s to Pawan Hans Helicopters Ltd., at C-14, Sector-1, Noida and its R e g i s t e r e d office located at Safdarjung Airport, New Delhi. The contract will be signed initially for a period of two years and is likely to commence from 01.10.2012 which may be extended further for a period of one year depending upon the satisfactory performance. The quantum of requirement of s e c u r i t y p e r s o n n e l may increase or decrease during the period of contract. 2. The tender document can be downloaded from the website of Pawan Hans Helicopters Ltd. at www.pawanhans.co.in. 3. The interested contracting Agency may put the tender document complete in all respects along with Earnest Money Deposit (EMD) of Rs.30,000.00 ( Rupees Thirty Thousand only) refundable without interest, in the form of Demand Draft / Pay Order drawn in favour of P a w a n H a n s H e l i c o p t e r s L t d., N o i d a up to 1500 hours on 28.8.2012. The tenders will not be accepted beyond the stipulated date and time under any circumstances what so ever. 4. A separate DD/Pay Order for Rs.500.00 (Rs. Five Hundred only) in favour of Pawan Hans Helicopters Ltd. payable at Noida may also be accompanied towards the cost of Tender documents. 5. The Technical bid shall be opened on 28.8.12 at 1530 hours in the Visitors room of Corporate office at Noida in the presence of the representative of firms who wish to be present. At the first instance, the technical bids shall be analyzed by a technical committee constituted for the purpose. At the second stage financial bids of only technically acceptable offers shall be opened at later date. 6. The P a w a n H a n s H e l i c o p t e r s L t d. reserves the right to cancel the tender at any time or amend/withdraw any of the terms and conditions contained in the Tender Document without assigning any reason, thereof. (Rakesh Verma) Manager(P&A) Telephone: 0120-2476788 Page 3
Page 4 TENDER DOCUMENT PART-I (In a Separate Sealed Envelope) MANDATORY CONDITIONS FOR QUALIFICATION OF BIDDER: PROFORMA FOR TECHNICAL BID (In separate sealed Cover-I super scribed as Technical Bid) 1.Name & Address of the Tenderer Organization/ Agency with phone number, email and name and telephone/mobile number of authorized person for contact. 2. Experience in the work of providing Security Services Particulars of experience (Attach certificates). This shall cover the details of works of similar nature, approximate magnitude and duration carried out and/or on hand for last 3 years along with a certificate from the agency where the job was carried out. S.no. Name of Organization with complete address and telephone numbers to whom services provided From To No. of security personnel engaged Date of Completion of Contract/ Termination 3. Set-up of your Organization, clearly indicating details of managerial, supervisory and other staff, also indicate the number of muster roll staff available for performing this service: (a) The agency should have valid license to carry out the business of private security agency under the Private Security Agencies (Regulation) Act(2005), Please attach supporting documents. 4. EPF registration Number (Attach attested copy of the Registration Certificate) 5 ESI registration Number(Attach attested copy of the registration certificates; 7. Service Tax Registration no. (attach attested copy) 8. Registration and Licence No. of the agency under Contract Labour Regulation and Abolition Act,1972 (attach attested copy of the Registration)
9. (i) Financial turnover for the last 3 years (Copy of IT Return and copy of the turnover statement of last three years duly certified by Chartered Accountant to be attached). Amount to be mentioned. (ii) Attested copy of PAN Number 10. Please submit an undertaking that no case is pending with the police against the Proprietor/firm/partner or the Company(Agency). Financial Year 2009-2010 2010-2011 2011-2012 Amount Remarks, if any 11.Details of the DD/Pay Order of Rs.30000/- towards Bid security(emd) and a DD for Rs.500/- for the cost of tender document is downloaded from Pawan Hans Website. DD/P.O. No. Date: Drawn on: Declaration by the Tenderer: This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and undertake myself/ourselves to abide by them. Encl: 1. DD/Pay Order No. 2. Terms & conditions (each page must be signed and sealed) 3. Duly filled and signed Financial Bid in separate envelope (Signature of Tenderer with Seal) Name : Seal:. Address: Phone No.(O):. Fax No.(O) :. Page 5
PART - II PAWAN HANS HELICOPTERS LIMITED (CORPORATE ADMINISTRATION DEPARTMENT) SCHEDULE OF CHARGES FOR CIVILIAN SECURITY PERSONNEL S.NO. ITEM PARTICULARS NO. OF GUARDS 1 WAGES PER GUARD 2 PF@12% 3 ADMN CHARGES @1.61% 4 ESI@4.75% 5 SERVICE TAX, as applicable 25 NOS. SECURITY GUARD (UNSKIILED) - 24 NOS. (As per minimum wages w.e.f. 01.04.2012 of Delhi/Noida area) SECURITY SUPERVISOR (SEMISKILLED) - 01 NOS. (As per minimum wages w.e.f. 01.04.2012 of Delhi/Noida area) FINANCIAL BID (In a Seperate sealed Envelope) REMARKS 6 SERVICES CHARGE PER PERSON INCLUDING UNIFORM ETC. 7 TOTAL AMOUNT PER MONTH Remarks:- Number of Security Guard s may vary depending on the requirement of the company. Supporting documents for monthly wages quoted (Column 01) such as in order from Labour Commissioner/ Delhi Govt. regarding minimum wages. Signature of tenderer with seal Name Address of the Agency Seal of the Agency Page 6
A. SCOPE OF WORK: TERMS & CONDITIONS OF CONTRACT Providing Security Services at Pawan Hans Helicopters Ltd. Registered Office at Safdarjung Airport, New Delhi 110 003 and Corporate Office at C-14, Sector-1, Noida (UP) by deploying required number of Security Personnel. 1. The Contractor shall provide Security services by deploying adequately trained and well disciplined security personnel(civilian) who shall safeguard the Pawan Hans Helicopters Ltd site, buildings, moveable and immovable assets, equipments and other items at the above address from any thefts, pilferage or damage and also ensure safety of the employees, visitors, guests or any other persons working in its complex/premises. 2. The security personnel shall be deployed round the clock in 3 shifts and General shifts at the Pawan Hans Helicopters Ltd for safeguard of the premises. 3. The Contractor shall be responsible for opening/closing of the building and rooms as necessitated/directed by Pawan Hans Helicopters Ltd on working and closed days. 4. The Contractor shall ensure that water taps/lights/acs are not left open/on after close of working hours on normal working days as well as on off days, as the case may be. 5. The Contractor shall maintain records of inward and outward movement of men (Employees, guests, visitors), materials and vehicles, etc with proper check on the same as per instructions given from time to time. 6. The security personnel deployed shall take regular rounds of the premises to maintain vigil and remain alert. 7. The security personnel shall be duly trained in Fire Safety Operations. They should be trained to operate various fire control equipment installed at Pawan Hans Helicopters Ltd offices. A mock fire drill may be organized every time change of personnel takes place. 8. The Contractor shall keep the Client informed of all the matters of security and operate in the investigation of any incident relating to Security. Page 7
B. ELIGIBILITY CRITERIA: 1. The Bidder may be a proprietary firm, Partnership firm, Limited Company, Corporate body legally constituted, and must possess the valid license under the Private Security Agencies (Regulation) Act 2005. 2. The Bidder shall have at least 05 years experience of providing Security services in government offices/public sector undertakings/state government and having successfully completed work. 3. Proof of financial turnover for last three years, duly attested by CA 4. The bidder should have an office in New Delhi/NCR. 5. There should be no case pending with the police against the Proprietor/Firm/Partner or the Company (Agency)/blacklisted by any other reputed departments. 6. The bidder shall have the following Registrations and details of the same be provided in the Technical Bid: (a) Valid license issued under the Private Security Agencies (Regulation) Act, 2005. (b) PF Registration (c) ESI Registration (d) Service Tax Registration. (e) PAN Number (f) Registration & Licence No. under Contract Labour Act. 7. The Security Agency should have a minimum average Annual Turnover of Rs.75 lacs during last three years. A copy of turnover Statement duly certified by the Practitioner C.A. firm must be enclosed with the tender documents. C. GENERAL INFORMATION FOR SUBMISSION OF BIDS : 1. The initial period of contract shall be for two (2) years may be extended by one year at a time depending on performance of the agency and at discretion of Pawan Hans Helicopters Ltd 2. The tender document containing eligibility criterion, scope of work, terms and conditions can be downloaded from Pawan Hans website. The cost of Tender document should enclose a DD for Rs.500/- in favour of Pawan Hans Helicopters Ltd., payable at Noida alongwith their bid in the Cover-I containing Technical Bid. 3. The interested agencies are required to submit the Technical and Financial bid separately in the format enclosed. The bids in Sealed Cover-I containing Technical Bid and sealed Cover-II containing Financial Bid should be placed in a third sealed cover super scribed Tender for Security Services should reach General Manager(P&A), Corporate office, C-14, Sector-1, Noida-201301(U.P.) on or before 28/8/2012 upto 1500 hrs. The Technical bid shall be opened on the same day at 1530 hrs in Visitors Room of Corporate office at Noida in the presence of the representatives of agency/firm who wish to be present. At the Second stage Financial Bids of only technically acceptable offers shall be opened at later date. Page 8
4. All the pages of the tender should be signed by the owner of the firm or his Authorized signatory. 5. A copy of the terms and conditions shall be signed on each page and submitted with the technical bid as token of acceptance of terms and conditions. 6. The bidder shall pay EMD of Rs.30000/- and tender document fee of Rs.500/-along with the technical bid by Demand Draft in favour of Pawan Hans Helicopters Ltd. drawn on any Nationalized Bank and payable at Noida. Bids received without this shall stand rejected and shall not be considered. 7. The EMD without interest shall be returned to the unsuccessful bidders after finalization of contract. 8. As a guarantee towards due performance and compliance of the contract work, the successful bidder (agency) will deposit an amount equal to 10% of Annual Contract value towards Security Deposit by bank guarantee. 9. The EMD deposited by successful agency will be adjusted towards Security deposit as demanded above. If the successful bidder fails to furnish the difference amount between Security Deposit and EMD within 15 (fifteen) days after the issue of Letter of Award of Work, his bid security (EMD) shall be forfeited unless time extension has been granted by 10. The EMD shall be forfeited if successful bidder fails to undertake the work or fails to comply with any of the terms and conditions of the contract. 11. The bid shall be valid and open for acceptance of the Competent Authority of Pawan Hans Helicopters Ltd. for a period of 90 days from the date of opening of the tenders and no request for any variation in quoted rates and/withdrawal of tender on any ground by successful bidder shall be entertained. 12. To assist in the analysis, evaluation and computation of the bids, the Authority may ask bidders individually for clarification of their bids. The request for clarification and the response shall be in writing but no change in the price or substance of the bid offered shall be permitted. 13. After evaluation, the work shall be awarded normally to the Agency fulfilling all the conditions and who has quoted the lowest rate after complying with the provisions of Minimum Wages Act. In case two or more agencies are found to have quoted the same rates, the Competent Authority, Pawan Hans Helicopters Ltd. shall decide about the agency to which the offer shall be granted. The decision of the Competent Authority shall be final to award the contract. 14. Pawan Hans Helicopters Ltd. shall reimburse the Contractor to the extent of the amount of variation arising out of the upward revisions in minimum wages as per Page 9
Labour Laws, above the rates mentioned in the contract and derived statutory obligations thereof provided the documentary evidence is produced by the Agency making such payments to that extent only. 15. Pawan Hans Helicopters Ltd. reserves the right to accept or reject any or all bids without assigning any reasons. Pawan Hans Helicopters Ltd. also reserves the right to reject any bid which in his opinion is non responsive or violating any of the conditions/specifications without any liability to any loss whatsoever it may cause to the bidder in the process. 16. All the copies of the documents submitted alongwith the tender should be attested by a Class I Gazetted Officer of Central/State Govt. D. TERMS AND CONDITIONS : 1. The security services and provisions for the required manpower shall be as under:- (a) Registered Office Safdarjung Airport New Delhi 110 003 (b) Corporate Office C-14, Sector-1 Noida, UP ( c) Any other office at Delhi/Noida and NCR 2. The full particulars of the personnel to be deployed by the agency including their names mobile nos and addresses shall be furnished to the concerned Officer of Pawan Hans Helicopters Ltd. along with testimonials before they are actually deployed for the job. 3. A local representative of Contractor shall be In-charge of the security system and shall be responsible for the efficient rendering of the service under the contract. The security personnel shall be equipped with latest communication systems/mobile. Night Guards shall be equipped with proper protection and lighting devices. While working at the premises of Pawan Hans Helicopters Ltd., they shall work under directives and guidance of Officer of Pawan Hans Helicopters Ltd. and will be answerable to him. This will, however, not diminish in any way, the agency s responsibility under contract to the Pawan Hans Helicopters Ltd. 4. The Contractor shall deploy security guards trained in all facts of security work, including fire fighting. The Agency shall provide necessary undertaking and documentary evidence in this regard. 5. The visitors shall be regulated as per instructions of the Pawan Hans Helicopters Ltd. procedure and records thereof maintained as stipulated. Further, the visitors shall be attended with due courtesy. Page 10
6. A senior level representative of the Contractor shall visit Pawan Hans Helicopters Ltd. premises at least once-a-week and review the service performance of its personnel. During the weekly visit, Agency s representative will also meet the Pawan Hans Helicopters Ltd. officer dealing with service under the contract for mutual feed back regarding the work performed by his personnel and removal of deficiencies, if any, observed in their working. Payment of wages shall be made in the presence of representative of Principal employer. Payment of wages shall preferably be made the Account Payee Cheque by the Contractor. 7. The Contractor shall ensure that any replacement of the personnel, as required by Pawan Hans Helicopters Ltd. for any reason specified or otherwise, shall be effected promptly without any additional cost to the Pawan Hans Helicopters Ltd. If the agency wishes to replace any of the personnel, the same shall be done with prior concurrence of the Officer, Pawan Hans at Contractor s own cost. 8. The Contractor shall provide good uniform (Summer & Winter) with name badges to its personnel deployed at Pawan Hans Helicopters Ltd. site at its own cost and ensure that they are used by the personnel deployed and are maintained in good condition. The incidentals, such as, belt, shoes, socks, caps, Jersy for Winter, torch with cell, cane stick, etc. shall be borne/supplied by the Agency at its cost. 9. The Contractor shall ensure that the personnel deployed by it are disciplined and do not participate in any activity prejudicial to the interest of the Pawan Hans Helicopters Ltd. /Govt. of India/any State or any Union Territory. 10. The day-today functioning of the services shall be carried out in consultation with and under direction of the concerned Pawan Hans Helicopters Ltd. officials. Proposals for efficient functioning of the security systems shall be discussed, considered and implemented from time to time by the agency with approval of Pawan Hans Helicopters Ltd. 11. The Contractor shall be solely responsible for the compliance to the provisions of various Contract Labour and industrial laws, such as, Wages, allowances, compensations, EPF, Bonus, Gratuity, ESI etc. relating to personnel deployed by it at Pawan Hans Helicopters Ltd. site or for any accident caused to them shall not be liable to bear any expense in this regard. The Agency shall make payment of wages to workers engaged by it by the stipulated date irrespective of any delay in settlement of its bill by the Pawan Hans Helicopters Ltd. for whatever reason. The Agency shall also be responsible for the insurance of its personnel. The Contractor shall every month provide required documents of compliance of the Contract Labour Law and other industrial Laws. The Registrations shall be kept valid at all times and returns shall be filled regularly with the concerned authorities. 12. In case of any theft or pilferages, loss or other offences, the agency will investigate and submit a report to the concerned Officer of Pawan Hans Helicopters Ltd. and maintain liaison with the Police, FIR will be lodged by Pawan Hans wherever necessary. If need be, joint enquiry comprising of both the parties shall be conducted and responsibility fixed. 13. The Contractor shall ensure that security staff appointed by them is fully loyal-to and assist the Pawan Hans Helicopters Ltd. during normal periods as well as during strike and other emergencies for the protection of personnel and property both moveable and immoveable to the entire satisfaction of the Pawan Hans Helicopters Ltd. Page 11
14. In case of any loss that might be caused to the Pawan Hans Helicopters Ltd. due to lapse on the part of the security personnel discharging security responsibilities will be borne by the Contractor and in this connection, Pawan Hans Helicopters Ltd. shall have the right to deduct appropriate amount from the bill of contracting agency to make good such loss to Pawan Hans Helicopters Ltd. besides imposition of penalty. In case of frequent lapses on the part of the security personnel deployed by the contractor, Pawan Hans Helicopters Ltd. shall be within it as right to terminate the contract forthwith or take any other action without assigning any reason whatsoever. 15. The Contractor shall provide Adult Security Guards and not exceeding 45 years and Minimum Educational Qualification will be 8 th Class. In case of Ex-Serviceman from Defence services or para-military forces should be not exceeding of 45 years age. 16. In the event of any security personnel being on leave/absent, the Contractor shall ensure suitable alternative arrangement to make up for such absence. To meet such eventualities the agency shall make provision for leave reserve. 17. As and when Pawan Hans Helicopters Ltd requires additional security strength on temporary or emergent basis, the agency will depute such security personnel under the same terms and conditions. For the same, a notice of two days will be given by the Pawan Hans Helicopters Ltd. Similarly, if the security personnel deployed by the agency are found any time absent from duty or sleeping or found engaged in irregular activities, the Pawan Hans Helicopters Ltd shall deduct the requisite amount at the pro-rata rates from the bill of the Contractor besides imposition of penalty for non-observance of the terms of contract. 18. The Contractor shall arrange to maintain at the security desk/booth, the daily shift-wise attendance record of the security personnel deployed by it showing their arrival and departure time. The Contractor shall submit to, Pawan Hans Helicopters Ltd an attested photocopy of the attendance record and enclose the same with the monthly bill. 19. The Pawan Hans Helicopters Ltd shall pay the agreed amount on production of monthly bill alongwith the attendance sheet, wages sheet dulypaid and signed by the deployed personnel and also copies of PF & ESI Challan paid and a declaration for comply all the statutory liabilities. 20. There would be no increase in rates payable to the Contractor during the Contract period except reimbursement of the statutory wages revised by the Government. 21. The Income-tax as applicable shall be deducted from the bill unless exempted by the Income-tax Department. 22. The Security personnel deployed by the Contractor shall have at least the minimum elementary knowledge of reading and writing of local language, and preferably English and Hindi so as to be able to make entries in the registers kept at the security desk/booth whenever required and also to write their names in the attendance register and mark their arrival and departure by signing in the register. Page 12
23. In case of non compliance/non-performance of the services according to the terms of the contract, Pawan Hans Helicopters Ltd shall be at liberty to make suitable deductions from the bill without prejudice to its right under other provisions of the contract. 24. The Contractor shall be solely liable for all payment/dues of the Workers employed and deployed by it. The Contractor shall fully indemnify Pawan Hans Helicopters Ltd against all the payments, claims, and liabilities whatsoever incidental or directly arising out of or for compliance with or enforcement of the provisions of any of the Labour or other laws to the extent they are applicable to establishment/work in Pawan Hans Helicopters Ltd premises/facility. 25. The decision of the Competent Authority of Pawan Hans Helicopters Ltd. in regard to interpretation of the Terms & Conditions and the Agreement shall be final and binding on the Agency. 26. In case of any dispute between the Contractor and Pawan Hans Helicopters Ltd., GM(P&A), Pawan Hans Helicopters Ltd. shall have the right to decide. However all matters of jurisdiction shall be at the local courts located at New Delhi/Noida. 27. In case of any dispute or differences arising under the terms of this Contract the same shall be settled by reference to arbitration by a sole Arbitrator to be appointed by Pawan Hans Helicopters Ltd.. The provisions of Arbitration and Conciliation Act 1996 shall be applicable. 28. Any violation of instructions/agreement or suppression of facts will attract cancellation of agreement without any reference by giving 15 days notice. Further Pawan Hans shall have right to terminate the Agreement without assigning any reason by giving 30 days notice. 29. An agreement shall be signed with the successful bidder. ****************** Page 13