Directorate of Women & Child Development, Himachal Pradesh, Cedar Home Brent Wood Estate Near Himland Hotel Shimla-171001 Tender for Outsourcing the services for Staff in Anganwari Training Centre Paonta Sahib, District Sirmour( H.P.) personnel 1. Name of the Agency /Firms & Address Page 1 of 16 to whom the Tender form is sold 2. Name of Work Outsourcing services for Staff in Anganwari Training Centre Paonta Sahib, District Sirmour(H.P.) 3. Earnest Money Deposit Rs.20,000/- (Refundable) 4. Tender / Bid Cost Rs.500/- (Non-Refundable) 5. Date of Issue/download of Tender/Bid form 6. Last Date of Submission of Bid 17-10-2016 upto 1-00 pm 7. Opening date & Time of Bid 17-10-2016 ( 2-00pm) Signature of Issuing Authority with Stamp 1
BIDDER S ELIGIBILITY CRITERIA (BEC) A) The firm must comply the statutory requirement, such as registration with the E.S.I., E.P.F, PAN No., TIN No. TAN No. and Service Tax etc. (in the exact legal name of the firm/proprietor) along with proofs and copies of the last three year monthly challans. B) The firm must have three years experience in executing similar services to any Govt./Semi Govt./ reputed private Institution or Organizations. C) The firm must have sound financial stability with an average annual turnover of INR 1.50 Crore or more in preceding three financial years i.e 2013-14, 2014-15, 2015-16 (Certificate from the CA of turnover must be enclosed) D) The bidder should not have been blacklisted by any Govt. Semi Govt. or Organizations or any other Organization and the bidder should not have any litigation in any of the Labour Court(s). An affidavit to that effect on non judicial stamp paper worth Rs.100/- duly notarized should be enclosed with the Technical Bid. Also to note that the applicant is/has not formed/part of any cartel at any time for procuring any contract including the present tender. E) The bidder should have at least 300 or more personnel provided to any Govt./Semi Govt. organization on outsource basis (copy of work orders and ECRs as proof must be enclosed). F) The bidder should have submitted the solvency certificate of any scheduled bank amounting to Rs.10,00,000/- G) The bidder should have its registered office/branch Office (Copy of Proof i.e Must be enclosed for verification). H) The Bidder must enclose copy of the latest inspection report of EPFO & ESIC vigilance Officers. I) The bidder must enclose the copy of the TIN No. in the exact legal name of the firm. 2
GENERAL CONDITIONS OF CONTRACT (1) All services shall be performed by persons qualified and skilled in performing such services as per the eligibility criteria indicated for the category. (2) The persons supplied by the Agency should not have any adverse Police records/criminal cases against them. The Agency should make adequate enquiries about the character and antecedents of the persons whom they are recommending. The character and antecedents of each personnel of the service provider will be got verified by the service provider before their deployment after investigation by the local police, collecting proofs of identity like driving license, bank account details, previous work experience, proof of residence and recent photograph and a certification to this effect submitted to this Directorate. (3) The service provider will also ensure that the personnel deployed are medically fit and will keep in record a certificate of their medical fitness. (4) The aforesaid persons engaged by the service provider shall be the employees of the service provider and it shall be the duty of the service provider to pay their salary every month through RTGS and provide a proof of doing so to the Director Women and Child Development, H.P. The Company/Firm/Agency will provide proof of receipt of salary by the persons before the end of each month. (5) The service provider s personnel shall not claim any benefit /compensation/ absorption/regularization of services from/ in Directorate of Women and Child Development H.P. under the provision of Industrial Disputes Act., 1947 or Contract Labor (Regulation & Abolition) Act, 1970. Undertaking from the persons to this effect shall be submitted by the service provider to the Society. (6) The service provider s personnel shall not divulge or disclose to any person, any details of office, operational process, technical know-how, security arrangements, administrative /organizational matters as all these matters are of confidential/secret nature. (7) The service provider s personnel should be polite, cordial, positive and efficient, while handling the assigned work and their actions shall promote good will and enhance the image of this Directorate. The service provider shall be responsible for any act of indiscipline on the part of persons deployed by the Agency. 3
(8) That the persons deputed shall not be below the age of 21 years and not more than 45 as on 1st August 2016 and they shall not interfere with the duties of the employees of the Directorate of Women and Child Development. (9) The service provider shall provide a substitute well in advance if there is any probability of any person leaving the job due to his/her own personal reasons. The payment in respect of the overlapping period of the substitute shall be the responsibility of the service provider. In case of absence of such manpower a penalty of Rs 200 per day per person will be levied on the service provider which will be deducted from the payment of service provider. (10) The Director Women and Child Development may require the service provider to remove from the office, any person or persons, employed by the service provider, who may be incompetent or for his/her/their misconduct or due to any other reason whatsoever, the service provider shall forthwith comply with such direction and shall replace such person immediately. (11) The successful bidders will ensure that candidates are sent for judging their suitability by the committee constituted for the purpose alongwith their names, permanent address (Proof of residence) identified proof, photographs and telephone numbers. Any change of personal who has been selected by the committee due to any circumstances, too, has to be notified to the Director Women and Child Development. (12) The service provider has to provide Photo Identity Cards/ documents of educational qualifications to the persons deployed by them for carrying out the work. These cards are to be constantly displayed by their persons & their loss reported immediately. (13) The service provider shall ensure proper conduct of their persons in office premises, and enforce prohibition of consumption of alcoholic drinks, paan, smoking, loitering without work etc. (14) The service provider will submit the bill, in triplicate in respect of a particular month in the first week of the next month along-with copies of receipts towards EPF deposition for the previous month and copies of attendance register(s). The payment will be released by the third week of the following month after deduction of taxes deductible at source under the laws in force. (15) Payments to the service provider would be strictly on certification by the Child Development Project Officer, Paonta Sahib, District Sirmour that his/her services were satisfactory and his/her 4
attendance certified as per the bill preferred by the service provider. For Lady Warden and Cook there will be provision of meals in the Anganwari Training Centre. (16) No wage/remuneration will be paid to any person for the days of absence from duty. (17) The service provider shall be contactable at all times and message sent by phone/e-mail/fax/special Messenger from Directorate Women and Child Development/ District Programme Officer Sirmour /Child Development Project Officer Paonta Sahib be acknowledged immediately on receipt, on the same day. The Service Provider shall strictly observe the instructions issued by the Directorate Women and Child Development Himachal Pradesh of the contract from time to time. (18) The Child Development Project Officer Paonta Sahib shall not be liable for any loss, damage, theft, burglary or robbery of any personal belongings, equipment or vehicles of the personnel of the service provider. (19) The Child Development Project Officer Paonta Sahib and service providing agency both will maintain an attendance register in respect of the staff deployed by the agency on the basis of which wages/remuneration will be decided in respect of the staff at the approved rates. (20) That the service providing agency on its part and through its own resources shall ensure that the goods, materials and equipments etc. are not damaged in the process of carrying out the services undertaken by it and shall be responsible for acts of commission and omission on the part of its staff and its employees, etc. If the Child Development Project Officer/Anganwari Training Centre suffers any loss or damage on account of negligence, default or theft on the part of the employees/agents of the agency, then the agency shall be liable to reimburse to the Directorate of Women and Child Development for the same. The agency shall keep the Society fully indemnified against any such loss or damage. (21) The successful bidder will enter into an agreement with Directorate of Women and Child Development, H.P for supply of suitable and qualified manpower as per requirement of this Society on these terms and conditions. (22) The service provider shall not assign, transfer, pledge or sub contract the performance of services without the prior written consent of this Directorate. (23) However, the agreement can be terminated by either party by giving one month s notice in advance. If the agency fails to give one month s notice in writing for termination of the Agreement then one month s 5
wages etc and any amount due to the agency from the Directorate of Women and Child Development through Child Development Project Officer Paonta shall be forfeited by the Director Women and Child Development. (24)The Charges to be claimed by service provider agency shall be include all taxes and charges etc. no additional/hidden charges shall be paid by this Directorate to service provider. (25) That on the expiry of the agreement as mentioned above, the agency will withdraw all its personnel and clear their accounts by paying them all their legal dues. In case of any dispute on account of the termination of employment or non-employment by the personnel of the agency, it shall be the entire responsibility of the agency to pay and settle the same. (26) In the event, if any dispute arises touching any of the clauses of the agreement, the matter will be referred to the Secretary, Social Justice and Empowerment to the Govt of Himachal Pradesh, whose decision shall be binding on both the parties. (27)The Agency shall be responsible for faithful compliance of the terms and conditions of this agreement. Failure of it will attract forfeiture of the performance security deposit as well as the termination of their contract and getting the work done through some outside agency at their cost and risk, during the remaining period of contract. (28) The tenders should be submitted in two sealed covers (A& B) placed together in another sealed Cover C as indicated below:- i) Cover (A): The first sealed cover should be super scribed Technical Bid and should contain the following documents:- ii) Non refundable Demand Draft towards the cost of Tender application fee of Rs.500/- iii) Refundable Earnest Money Deposit Demand Draft of Rs. 20,000/-. iv) An Undertaking regarding Acceptance of terms and conditions duly signed on Performa as per Annexure -I. v) The Performa as per Annexure-II duly filled in. ii) Cover (B): The second sealed envelope superscribed Financial Bid should contain only rates at which manpower will be provided as per Annexure-III-IV. iii) Cover (C): Both the above sealed covers, i.e., Cover A & B should be placed in the main sealed envelope C. Super scribed Tender for Outsourcing the services for Staff in Anganwari Training Centre Paonta Sahib, District Sirmour, Himachal Pradesh under Directorate of Women and Child Development, 6
H.P. and sent by post or by hand delivered latest by 17-10-2016 upto 1-00 pm in the office of Director Women and Child Development Himachal Pradesh, Shimla-171001.The Technical Bids shall be opened on 17-10-2016 at 2-00 pm in the office of Director Women and Child Development Himachal Pradesh, Shimla-171001 in presence of the tenderer or their authorized representatives. (Authorization should be in the written letter duly attested by the tenderer). In the event of any holiday/vacation on the above dates, the bid will be received /opened on the next working day at the same time and venue. (29)The Demand Draft for Earnest Money Deposit (EMD) Rs. 20,000/-- in favour of Director Women & Child Development, Cedar Home Brent Wood Estate Near Him land Hotel Shimla-171001. (30) The tender document shall be accompanied with a non-refundable application fee of Rs. 500/-(Rupees Five Hundred only ) duly submitted through a Demand Draft of any bank drawn in favour of Director- Women and Child Development, Himachal Pradesh, payable at Shimla-1. (31)The successful bidder shall furnish a Performance Security Deposit (PSD) equivalent to Rs. Thirty Thousand (Rs. 30,000/-) in the form of an account payee demand draft drawn in favour of the Director Women and Child Development payable in Shimla or duly pedged Fixed Deposit Receipt from a nationalized/commercial bank or Bank Guarantee from a nationalized commercial bank in an acceptable form safeguarding the interest of this office in all respects. The security deposit shall remain valid for a period of sixty days beyond the date of completion of all contractual obligations of the service provider. The security deposit will be forfeited in case the supply of manpower is delayed beyond the period stipulated by this office or noncompliance of the terms of agreement by the service provider or frequent absence from duty/misconduct on the part of manpower supplied by the Agency. (32) The proof of registration of firm must be enclosed with tender documents. (33) Copy of past experience/ performance must also be enclosed. (34) Proof of annual turnover of firms having at least annual turnover of Rs.1.50 Crore per annum for a minimum of three preceding years be enclosed. (35) Service tax shall be charged as per rates fixed by competent authority from time to time. (36) The Terms of references (TORs), essential academic qualifications and experiences and job details are available on the Directorate s website 7
(37) The L-1 firms will be decided purely on the basis of lowest administrative charges quoted by the firms in the financial bid and no hidden charges i.e. documentation charges,, supervision etc. will be accepted. (38) The successful bidder will enter into an agreement with this office for supply of suitable and qualified manpower as per requirement of this office on these terms and conditions on Rs. 100/-non judicial stamp paper. The above stamp paper will be arranged by the bidder for execution of agreement. The agreement will be valid for a period of one year commencing from the deployment of personnel in the Anganwari Training Centre Paonta Sahib, District Sirmour(H.P.) and shall continue to be in force in the same manner, unless terminated in writing. The rates quoted by the agency shall be fixed for a period of one year and no request for any change/modification shall be entertained before expiry of the contract period. Any statutory increase in wages/da etc. is to be absorbed by the service provider. The contract/agreement is extendable by one more year subject to satisfactory performance appraisals of the agency personnel s furnish by the society cabinet and such amendments as mutually agreed to. (39) RIGHT TO ACCEPT OR REJECT TENDERS :- A. The tender is liable to be rejected, inter-alia: a) If it is not in conformity with the instructions mentioned in the tender paper. b) If it is not properly signed by the bidder. c) If it is received by Fax. d) If it is received after the expiry of the due date and time. e) If it is not accompanied by other requisite documents. f) If it is not the company/agency within the Himachal Pradesh State except Punjab/Delhi (Preference shall be given to the contractor(s) belonging to Himachal Pradesh). B. This office reserves the right to: a) Accept / Reject any of the tenders in full or part thereof. b) Revise the requirement of manpower at the time of placing the order. c) Modify, relax or waive any of the conditions stipulated in the tender specification, wherever deemed necessary. d) Reject any or all the tenders in part or full without assigning any reason thereof. e) Award contracts to one or more bidders for the items covered by the tender. 8
Directorate of Women & Child Development, Himachal Pradesh Cedar Home Brent Wood Estate Near Himland Hotel Shimla-171001 Annexure-I UNDERTAKING BY THE BIDDER This is to certify that I/WE before signing this tender have read and fully understood all terms and conditions contained herein and undertake myself/ourselves to abide by them. (Signature of the Bidder with Seal) Name: Designation: Address: Phone No:- E-mail ID:- 9
Directorate of Women and Child Development, Himachal Pradesh, Cedar Home Brent Wood Estate Near Himland Hotel Shimla-171001 BIDDER S ELIGIBILITY CRITERIA PROFORMA FOR TECHNICAL BID Annexure-II Sr.No. Description Confirmation Proof attached at Page No. 1. 3. 4. 5. 6. 7. 8. 9. 10. 11. Does your agency/firm comply with the statutory requirements such as valid Registration with the EPF, ESI/PAN/TIN /TAN. Nos. and Service Tax, Registration and license to execute such contract with last one year copy of challans, of EPF, ESI, Service Tax Have you attached a list of such contracts awarded during the last 3 years with Name of Institution and copies of such work orders. Do you have average annual turnover of INR4(Four crore) in the preceding threefinancial years i.e. 2013-14, 2014-15 & 2015-16. ( certificate issued by CA) Whether the Earnest Money Deposit in the form of Demand Draft of specified amount is enclosed Have you attached the profile of your company/agency. Have you attached the requisite affidavit regarding non-blacklisting by any department/organization during the last two years. Have you attached the solvency certificate of any scheduled bank amounting to Rs. 10,00,000 Have you attached proof of registered office in H.P. Have you attached a copy of latest report of EPF/ESI vigilance officer of EPF contribution inspection. Have you attached original tender document issued to you duly signed and stamped as acceptance of terms and conditions of the tender. Dated: Signature & Seal of the Bidder 10
Directorate of Women & Child Development, Himachal Pradesh,Cedar Home Brent Wood Estate Near Himland Hotel Shimla-171001 To FINANCIAL BID ANNEXURE-III The Director Women and Child Development, Himachal Pradesh Shimla-171001. Subject:- Submission of financial bid for supply of 5 Nos (Post Name Wise Break up for Each) on outsource basis to Directorate of Women and Child Development Sir, With reference to your tender published in and completed all relevant documents in the financial bid as on dated on the above mentioned subject, the rates quoted for the above mentioned work is as under:- S.No. Particulars Rate (in words and figures) 1 Gross Monthly Honorarium per person to be paid Rs. 2 Net Monthly Honorarium per person as he /she will get in hand Rs. 3 Amount to be deducted as ESI & EPF, from (1) above Rs. 4 Total (2+3) Rs. 5 ESI @ % 6 Employer s contribution Rs. 7 Employee s contribution Rs. 8 PF @ % 9 Employer s contribution Rs. 10 Employee s contribution Rs. 11 Service Tax Liabilities Rs. 12 Service Charges Rs Total Costing Per Person P.M. Rs. I/We accept all the terms and conditions of your Tender Notice referred to above. Certified that the above quoted rate is in compliance with Minimum Wages Act and all the statutory provisions and rules as applicable. The above rate is inclusive of Service Tax or any other tax payable to the Government. Yours faithfully, Sign. & Stamp of Tenderer 11
Directorate of Women & Child Development, Himachal Pradesh, Cedar Home, Brent Wood Estate Near Himland Hotel Shimla-171001 FINANCIAL BID Annexure-IV Sr. No. Name of the Post No. of Posts to be Monthly Fixed Honorarium filled up 1 Accounts Clerk 1 Rs7,500/- 2 Typist 1 Rs7,500/- 3 Lady Warden 1 Rs6,200/- 4 Cook 1 Rs5,625/- 5 Chowkidar 1 Rs5,625/- 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. (Signature of the Bidder with Seal) 12
Directorate of Women & Child Development, Himachal Pradesh, Cedar Home, Brent Wood Estate Near Himland Hotel Shimla-171001 Annexure-V Criteria for Evaluation of Technical Bids for Outsourcing the services for Staff in Anganwari Training Centre Paonta Sahib, District Sirmour( H.P.) Name of the Bidder: ( to be filled in by Agency/Firm) Evaluation Matrix: Total Marks: 100 Technical Evaluation Sr. No. Description Documen tary proof attached at Page No. 1. Certification and Credentials: (A+B ) A) Company Incorporation Sole Proprietor Firm 15 Partnership Firm 16 Private Ltd. Company 18 Public Limited Company 20 B) Assessment of Average Turnover for preceding three Financial Years on the basis of audited balance sheets & certification of ITRs (i) Annual Turnover above 1.5 Crore & less than 3 Crore ii) Annual Turnover above 3 Crore 12 & less than 4Crore iii) Annual Turnover above 4 18 Crore& less than 5 Crore iv) Annual Turnover above 5 Crore 20 2. Worker Strength and Experience in 40 large volume, multi state assignment Total manpower on Rolls 300& < 400 workers 10 400& < 500 workers 13 500& < 600 workers 15 600 25 Component wise detail of marks Marks (A+B): 40 10 Marks ( to be given by Commit tee) Remarks 13
(b) Experience, Resource & Mandatory Legal requirement (i)experience of upto 3 years and <5 years (ii)experience of more than 5 years 3 Capability, Resources & Mandatory Legal requirement (a) Resources available Working Capital to be authenticated with the Solvency Certificate/Bank Statement of the Firm (i) Upto Rs.25,00,000 5 (ii) Above Rs.50,00,000 8 (b) Legal Requirements Registration under EPF 3 Registration under ESI 3 Labour Licensee Registration 3 Registration under Service Tax 3 Total Score obtained 10 15 20 Financial Bids will be opened only for those service provides who will score minimum 70 marks in Technical Evaluation. In other cases the quotation will be rejected directly. The final selection will be made on the basis of Top Three bidders combined quality cum based quotations. 14
LETTER OF AUTHORITY PROFORMA FOR LETTER OF AUTHORITY FOR ATTENDING THE OPENING OF TECHNICAL & FINANCIAL BIDS AND OTHER COMMUNICATIONS / CORRESPONDENCE RELATING TO BID FOR Outsourcing the services of Staff in Anganwari Training Centre, Paonta Sahib, District Sirmour(H.P.) NO. Dated: To, Dear Sir, Director of Women & Child Development, Cedar Home Brent Wood Estate Near Himland Hotel Shimla-171001 I/We hereby authorize the following representative(s) to attend Technical/ Financial Bid Opening and for other correspondence and communication relating to the above Bidding process. 1. Name and Designation Signature 2. Name and Designation Signature Yours sincerely, Signature (Name & Designation) For & on behalf of Company Note: - This letter of authority should be on the letterhead of the bidder and should be signed by a competent authority of the Agency/firm *************************************************************************************************** 15
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