Tender Document Fee Rs. 200/- INTERNATIONAL MANAGEMENT INSTITUTE, KOLKATA (IMI-KOLKATA) (An Institute under the aegis of Alipore Institute of Management & Technology, a Society set up under West Bengal Societies Registration Act 1961) Tender Document For Hostel Canteen / Cafeteria Services at IMI-Kolkata Tender No. 101/2016-17 Date of publication of tender notification 4 th May, 2016 Sale of tender document commence from 4 th May, 2016 Last date for Sale of tender document 11 th May, 2016 Last date for receipt of duly filled in tenders Date and Time of the opening tenders * 12 th May, 2016 up to 5.00 pm 13 th May, 2016 at 3.00 pm Note: This tender document contains 11 pages. You are requested to sign on all the pages. The bid should be sealed by the bidder duly superscribed as Tender for Hostel Canteen Services The bidder is welcome to attend the meeting where the bids will be opened TENDER NOTICE INTERNATIONAL MANAGEMENT INSTITUTE, KOLKATA, an Institute under the aegis of Alipore Institute of Management & Technology, (a Society set up under West Bengal Societies Registration Act 1961), henceforth referred to as IMI-KOLKATA, invites sealed tender for running the Hostel Canteen Services at IMI-KOLKATA (located at its campus at 2/4C Judges Court Road, Alipore, Kolkata - 700027 from established caterers having experience in providing similar services to Central / State Govt. Department / PSUs / MNC s / reputed Institutes, for providing Food & Beverages to students from all over India. The premises can be inspected during working hours on any working day. No concession shall be allowed for nonawareness of the site conditions and constraints. IMI-KOLKATA reserves the right to accept or reject any tender in part or whole or cancel the tender at its sole discretion without assigning any reason and IMI-KOLKATA s decision to this effect will be final and binding. No correspondence in this regard will be entertained. General Terms & Conditions: Page 1 of 11
1) Please read the terms & conditions carefully before filling up the document. Incomplete tender documents will be rejected. 2) Before submitting the filled-in tender document to the Institute, the bidders may seek clarification/s, if any, from Chief Administrative Officer, on telephone no. 033-6652 9606 or in person by visiting the institute during working hours with prior appointment. 3) Tender shall be submitted in IMI-KOLKATA s official tender form only. If submitted in any other manner, the same shall be summarily rejected. No bidders shall be issued more than one tender form. 4) Telegraphic or conditional tender may not be accepted or the condition(s) may not be considered. 5) The tenderer must write the name & address of the bidding firm on the reverse side of the demand draft (s). 6) The name and address of the bidder shall be clearly written in the space provided for the purpose and no over-writing, correction, insertion shall be permitted in any part of the tender unless duly countersigned by the bidder. The tender should be filled in and submitted strictly in accordance with the instructions contained herein, otherwise the tender is liable to be rejected. 7) All pages of the tender document must be signed by the authorized signatory and sealed with the stamp of the bidding firm as token of having accepted all the terms & conditions of this tender. 8) The bidders, who download the tender document from IMI-KOLKATA s website, are required to submit o n p a y m e n t o f Rs. 200/- [Rupees Two hundred only] by cash. However, the tender documents may be obtained from IMI-KOLKATA Kolkata Office during office hours from 10:00 am to 05:00 p.m. against payment of Rs. 200/- by cash. 10. IMI-KOLKATA reserves the right to obtain feedback from the previous / present clients of the tenderer and also depute its team/s to inspect the site/s at present contract/s for on-the-spot first-hand information regarding the quality of food and services provided by the tenderer. Decision of IMI-KOLKATA with regard to award of the contract will depend upon the feedback received from the previous / and present clients and also from its team/s deputed for the purpose. The decision of the institute in this regard will be final and binding on all bidders. 11. All tenderers are required to submit Earnest Money Deposit (EMD) of Rs. 3,000/- (Rs. Three Thousand only) (refundable) in the form of Demand Draft, which should be valid for three months beyond the date of submission of the bid, in favour of IMI-KOLKATA and payable at Kolkata. No interest shall be paid on the said deposit and will be returned after finalization of the tender. However, the EMD of the successful bidder will remain with IMI-KOLKATA and will be forfeited in case the selected / successful bidder does not accept the work order or unable to provide the services. 12. An agreement on Non-judicial Stamp paper containing all the terms and conditions of the service is to be made by successful tenderer with IMI-KOLKATA within one month s time from the date of issuing of the work order. Page 2 of 11
13. The Contract for running the canteen shall be a commercial contract between I M I -KOLKATA and the tenderer. There shall be no employer-employee relationship between IMI-KOLKATA and the contractor and/or his personnel. 14. Canvassing in any form will make the tender liable to be rejected. 15. The bidder should have all the necessary registrations of the Government under the Shops and Establishment Act, Contract Labour Act, PF / ESI, Service Tax, VAT, and any other statutory clearance that may be applicable. 16. The contractor shall be responsible for the payment of wages and allowances to their staff members in compliance to the prevailing rates as stipulated in the West Bengal Labour Act and all statutory dues, if any as applicable to the persons employed by him for providing the canteen services. IMI-KOLKATA shall in no way be responsible for any default / dispute with regard to any statutory obligation related to the manpower deputed by the agency / firm. 17. The bidder may quote a lumpsum price per person per month, to provide meals and snacks as per the indicative menu vide Annexure - II, inclusive of all taxes as applicable. 18. The contract of Hostel Canteen services shall remain valid initially for a period of one year and may be renewed or extended subject to satisfactory performance on mutually agreed terms & conditions for a further period of one / two years. 19. The contractor should commence Hostel Canteen services within Fifteen Days from the date of receiving the Work Order. 20. The contractor shall also be required to deposit Rs. 50,000/- [Rupees fifty thousand only] as Security Deposit immediately on acceptance of Work Order in the form of demand draft on any nationalized bank / schedule bank only in favour of IMI-KOLKATA payable at Kolkata. No interest shall be paid on such security deposit, which shall remain with Institute during the period of the contract and shall be released after two months from the expiry of the contract after deducting necessary dues, recovery, etc. if any and as applicable. 21. The contractor will have to quote a monthly Maintenance Charges to be paid by him to IMI Kolkata, for the space and other facilities provided to him for running the Hostel canteen by 7 th of each month in advance. Refilling of the commercial gas connections will be borne by the contractor. 22. It may be noted that most of the students remain away from the Hostel during summer internship / breaks in May - June-July and other breaks. The agency should quote considering the same. Hostel Canteen should remain open on all the days for Executives and staff of IMI-KOLKATA unless notified otherwise. 23. Firms must clearly indicate in their offers the different taxes and duties which they propose to charge mentioning clearly the present rate(s) thereof. Vague offer like duties as applicable shall not be considered. Such things, if not clearly mentioned, will be treated as all inclusive. Page 3 of 11
STATUTORY OBLIGATIONS OF THE TENDERER [CONTRACTOR] 1. The contractor shall be responsible for engaging adequate number of trained and semi-trained manpower required for providing food in IMI-KOLKATA Hostel. 2. The employees of the contractor should possess good health and should be free from any diseases, especially contagious and frequently recurring diseases. IMI-KOLKATA reserves the right to disallow employees of the contractor if found unfit. 3. The contractor will, prior to the commencement of the operation of contract, make available to IMI-KOLKATA the particulars of all the employees who will be deployed at the IMI-KOLKATA Hostel premises for running the Canteen. Profile of the health status of the employees. They must wear proper uniform and valid ID cards issued by the contractor after taking approval from IMI-KOLKATA. 4. The contractor shall ensure proper discipline among his / her workers and further ensure that they do not indulge in any unlawful activity. 5. Employment of child labour is strictly prohibited under the law. Therefore, the Contractor will not employ any child. 6. In the event of violation of any contractual or statutory obligations by the Contractor, s/he shall be responsible and liable for the same. Further, in the event of any action, claim, damages, suit initiated against the IMI-KOLKATA Hostel by any individual, agency or government authority due to acts of the Contractor, the contractor shall be liable to make good/compensate such claims f or damages to the Institute. As a result of the acts of the contractor, if the institute is required to pay any damages to any individual, agency or government authority, the contractor would be required to reimburse such amount to the institute or the institute reserves the right to recover such amount from the payment[s] due to the contractor while settling his/her bills or from the amount of security deposit of the contractor lying with the institute. 7. The contractor shall ensure compliance of all laws relating to waste management, cleanliness, sanitary, hygienic and health conditions and other laws in force from time to time with regard to the environment around cooking place, dining place and surrounding etc. 8. The contractor shall provide sufficient sets of uniforms including aprons, caps, gloves and shoes, as required, to his employees and shall ensure that they wear them all times and maintain them properly. The cost should be borne by the contractor. 9. The contractor shall be personally responsible for conduct and behavior of his staff and any loss or damage to IMI-KOLKATA Hostel moveable or immovable property due to the conduct of the contractor s staff shall be made good by the contractor. If it is found that the conduct or efficiency of any person employed by the contractor is unsatisfactory, the contractor shall have to remove the concerned person and engage a new person within 48 hours of intimation by IMI-KOLKATA. The decision of the Institute s designated officer in this regard shall be final and binding on the contractor. 10. The Contractor shall not appoint any sub-contractor to carry out his obligations under the contract. 11. The contractor shall keep the canteen and its surrounding areas clean and upkeep sanitation every day after the services are over. The cleaning includes cleaning of kitchen, Dining space, Canteen hall, floor, Page 4 of 11
counter, benches, tables, chairs, etc. IMI-KOLKATA management will have 24 hours access to inspect the Canteen premises at any time for ensuring the cleanliness and hygienic conditions of the Canteen kitchen and dining hall premises. He will also ensure daily disposal of garbage in safe and hygienic way and/or directed by KMC, at no extra cost to IMI KOLKATA. 12. The institute reserves the right to appoint officers/officials to inspect the quality of raw material, food and other items prepared and sold in the Canteen. Any defect[s] pointed out by such officers / officials during their visit shall be properly attended by the contractor. OTHER OBLIGATIONS OF THE CONTRACTOR 1. The contractor will use only branded raw material for preparation of items and the decision of the canteen/hostel committee shall be final in the matter. 2. Care must be taken to ensure that, while carrying out the work, no fittings, fixtures, furnishings, equipment provided by the Institute are damaged. Any damages done to the same or any other property will have to be repaired/replaced by the Contractor, failing which the same will be got done by IMI-KOLKATA at the contractor s risk and cost. In this regard, the decision of the designated officer of IMI-KOLKATA shall be final and binding on the contractor. 3. The contractor will have to supply breakfast / lunch / evening snacks in the Canteen as per requirement and schedule drawn for the purpose by the student of IMI-KOLKATA Hostel, entrusted with the task. 4. Storing / supply / sale and consumption of drugs, alcoholic drinks, cigarettes or any other items of intoxication are strictly prohibited in the IMI-KOLKATA Hostel. Any breach of such restrictions by the Canteen Contractor will attract deterrent action against the contractor as per statutory norms. 5. No minimum guarantee is being furnished to the contractor towards consumption of food items. He/she is advised to maintain the highest quality at the minimum possible prices so as to attract the maximum number of students/ IMI-KOLKATA personnel to avail Canteen services. 6. The workers employed by the Contractor shall be directly under the supervision, control and employment of the contractor and they shall have no connection what-so-ever with International Management Institute [IMI-KOLKATA]. IMI-KOLKATA shall have no obligation to control or supervise such workers or to take any action against them except as permissible under the law. Such workers shall also not have any claim against IMI-KOLKATA for employment or regularization of their services by virtue of being employed by the Canteen Contractor, against any temporary or permanent posts in IMI-KOLKATA. 7. IMI-KOLKATA shall in no way be responsible for any default with regard to any statutory obligation related to the manpower deputed by the agency/firm. 8. The contractor shall ensure that either he/she, himself/herself or his/her representative is available for proper administration and supervision at the works to the entire satisfaction of the institute. 9. The contractor will bring his own tools, Gas Cylinder [commercial], Stoves, cookers, hot boxes, steam boxes, trolleys, equipment, utensils, plates, jugs etc., in sufficient quantity as needed to maintain the Canteen services in addition to what is provided for by IMI-KOLKATA. Page 5 of 11
10. IMI-KOLKATA shall not provide any consumable or non-consumable items including raw materials at the Canteen for the purposes of catering. IMI-KOLKATA shall not provide gas bank / cylinder or other equipment for functioning the Canteen. The contractor is also required to install electronic insect repellent equipment, emergency lighting/ gas and fuel supply on his own cost. 11. IMI-KOLKATA shall provide the following facilities, free of cost: i. Space for dining, kitchen, service station and store space with existing equipment ii. Air conditioned sitting area with furniture as required iii. Adequate Lights iv. Water Supply v. Electricity supply 12. The above furniture and fixtures shall remain the property of the IMI-KOLKATA and the tenderer shall be responsible for any loss, theft, misplacement or damage whatsoever for which the IMI-KOLKATA shall be at liberty to claim compensation. 13. The tenderer shall not use the canteen premises for any other activity except for the purpose for which it has been provided. No outsiders are being allowed to avail the canteen service available at IMI- KOLKATA Hostel. 14. Catering for MDP and other events may be offered to you at the sole discretion of the management on mutually agreed terms & conditions, on an event to event basis. TERMINATION OF THE CONTRACT 1. The contract can be terminated by either party, i.e. IMI-KOLKATA or the Tenderer, on three months notice from either sides, which may be extended by mutual agreement. However, IMI-KOLKATA reserves the right to terminate the contract without giving any notice in case the tenderer commits breach of any of the terms of the contract. IMI-KOLKATA s decision to this effect will be final and binding and shall be accepted by the tenderer without any objection or resistance. However, the contract will automatically get terminated on expiry of the period of validity. 2. On termination of the contract, the tenderer will hand over all the equipment /furniture /articles, etc. supplied by IMI-KOLKATA, in good working condition, to IMI-KOLKATA, and vacate the premises within the stipulated period. PENALTY 1. The Institute reserves the right to impose a penalty [to be decided by the IMI-KOLKATA authorities] on the tenderer for any serious lapses in maintaining the quality and the services willfully or otherwise by the tenderer or his staff or for any adulteration. 2. If the institute is not satisfied with the quality of eatables served, services provided or behavior of the contractor or his/her employees, the contractor will be liable to take immediate necessary action to prevent recurrence of such lapses/acts, failing which IMI-KOLKATA will be at liberty to take any action that it may deem fit. Page 6 of 11
3. Any dispute shall be subject to the jurisdiction of the courts in Kolkata only. Special Note: Notwithstanding the terms & conditions mentioned above, the successful bidder will have to comply with any other statutory norms/ regulations that may be applicable any time during the tenure of the contract. Page 7 of 11
ANNEXURE-I UNDERTAKING BY THE TENDERER We have carefully gone through various terms & conditions listed above for providing of Canteen services at IMI-KOLKATA Ho st e l. We agree to all these conditions and offer to provide Canteen services at IMI- KOLKATA Ho s t e l. We are making this offer after carefully reading the conditions and understanding the same without any kind of pressure or influence from any source whatsoever. We have acquainted ourselves with the tasks required to be carried out, including our obligations under the contract, before making this offer. We hereby sign this undertaking as token of our acceptance of various conditions listed above. Place: Name & Signature of Authorised Signatory Dated: Address: Name & Signature of Agency / Firm / Contractor with seal: [Seal of Agency/Caterer] Phone No. [Off.]: Firm/Contractor] [Res.]: [Mob.]: [Email]: Page 8 of 11
Indicative Menu (Kindly mention weight and brand of product used wherever applicable Example. Amul curd 50 grams) Annexure-II Days Breakfast Lunch Snacks Dinner Monday Tuesday Wednesday Thursday Friday Saturday Sunday Uthhapam, bread, Pav bhaji, bread, Idli sambhar, chutney, bread, Club kachori, aloo matar, bread, Rawa upma, ghugni, bread, butter, jam, banana, Sambar vada, bread, Poha, jalebi, bread, Dal Fry, Ghobhi Matar Bhaji, Aloo Pyaz ki sabzi, Roti, Jeera Rice, Chicken Kali dal, aloo k kofte, mix veg, rice, roti, Egg, Fruits Arhar ki dal, Dhoka ki sabzi, Boiled veg, Rice, roti, papad, Fried Chicken Seam aloo ki sabzi/ Makhana aloo, ghobhi matar, masoor ki dal, Fish, rice, roti, Fruits Noodles, Manchurian, Fried chilly chicken, aloo tamatar ki sabzi, Plain Rice Moong daal, Aloo beans ki sabzi, Paneer Capsicum, roti, rice, fish, Fruits Roti, Arhar ki daal, Aloo dum, Pulao, Fried Chicken, Paneer Stick (Veg only), Fryams, Custurd Aloo tikki, tea Ghugni chat, Tea Pasta, tea Phuchka, Tea Sandwich, tea Dabeli/ Cutlet, Tea Oats Upma, tea Arhar ki dal, Rajma, paneer bhurji, roti, rice, Free Egg Bhurji, Sweets Peas/aloo paratha, chutney, moong ki dal, rice, Chicken, sweets Mix dal, palak corn, kabuli chana, roti, rice, Chicken, kheer Arhar ki dal, Cabbage ki sabji, papad ki sabzi, roti, lemon rice, Chicken, sweets Chola bhatura, venegar piyaz, mix dal, rice, Chicken, siwai Masoor ki dal, aloo posto, nutrela aloo curry, Tawa paratha, peas pulao, Chicken, sweets Kali daal, mix veg bhaaji, jeera aloo dry, rice, roti, Egg curry, sweets Note: The above menu is for guidance only. Changes and variations will be made to the menu periodically during the tenure as may be suggested by representatives of the management. Page 9 of 11
BID FORM ANNEXURE-II (CONTRACT FOR PROVIDING HOSTEL CANTEEN SERVICES AT IMI-KOLKATA) Sl. CHECKLIST No. 1. Whether the envelope containing the bid is sealed and superscribed properly. 2. Whether Demand Draft of Rs. 3,000/- (Rs. Three Thousand only) in favour of IMI-KOLKATA, is enclosed as EMD with the tender submitted with bid 3. Whether Demand Draft of 200/- (Rupees Two Hundred) favouing IMI-KOLKATA is enclosed as tender cost (if tender document is downloaded from website i.e. www.imi-k.edu.in) 4. Whether capable of and agrees to deposit Rs. 50,000/- (Rupees Fifty Thousand) as Security Deposit if order is awarded 5. Whether annual turnover is not then not less than 30 lacs [Attach proof viz. audited statement of accounts including Income & expenditure statement / P&L account, balance sheet along with a copy of Income Tax Return for last two years] 6. Whether Shop and Establishment Certificate/ VAT Registration Certificate along with TIN Number enclosed with bid. 7. Whether valid Trade License and/or Service Tax Registration Certificate is enclosed with the Bid. 8. Whether copy of Pan Card is enclosed with Bid. 9. Whether the nature and type of the business of the tenderer is supported by necessary documentary evidence e.g. Partnership deed, Memorandum of Association etc. as the case may be. 10. Whether details of organizations and Institutes where canteen service have been provided, is enclosed with Bid. 11. Whether Annexure- I, III & IV duly filled, is enclosed with this Bid. 12. Whether all the pages, submitted with the bid, is duly signed with office seal 13. Agrees with all the terms & conditions of the tender document 14. Whether each item of Annexure-III of Bid has been answered Attach ed Initial Full Name: Signature: Seal of Agency/firm/organization/Contractor/person Place: Dated: Page 10 of 11
Annexure-IV 1. a. Name of organization b. Name of the proprietor/partner(s) c. Date of Establishment 2. a. Address b. Telephone No. c. Mobile No. d. Email Id. 3. Details of relevant work experience: (Please annex a separate sheet if required) (i) (ii) (iii) 4. Attested Copies of the following documents: (Please Tick) DOCUMENT (i) Trade License (ii) Service Tax Registration certificate (iii) PAN Card (iv) Food & adulteration certificate YES / NO 5. Demand Draft details: DD NUMBER DATED AMOUNT BANK DD NUMBER DATED AMOUNT BANK Please note: 1. Tenderer has to submit the entire set of tender papers duly signed while dropping the tender 2. Additional paper to furnish the above information may be used Page 11 of 11