TIRUMALA TIRUPATI DEVASTHANAMS: TIRUPATI TENDER DOCUMENT FOR PROVIDING FACILITY MANAGEMENT SERVICES FOR KITCHEN,DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPORTATION OF FOOD,SANITATION & MAINTENANCE OF S.V. ANNAPRASADAM, TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM & VISHNU NIVASAM COMPLEXES, TIRUPATI AND GOVERNMENT/ TTD HOSPITALS AT TIRUPATI. - 1 -
INDEX NAME OF WORK: PROVIDING FACILITY MANAGEMENT SERVICES FOR KITCHEN,DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPORTATION OF FOOD,SANITATION & MAINTENANCE OF S.V. ANNAPRASADAM, TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM & VISHNU NIVASAM COMPLEXES, TIRUPATI AND GOVERNAMENT/TTD HOSPITALS AT TIRUPATI. (TENDER DOCUMENT NO.:_ ) PART I : TECHNICAL BID S.NO. DESCRIPTION PAGE NO. 1. COVER PAGE 01 2. INDEX 02 3. NOTICE INVITING TENDER 03 to 08 4. INSTRUCTION TO TENDERERS 09 to 19 5. PROPOSAL FORMS 20 to 27 6. GENERAL CONDITIONS OF CONTRACT & ANNEXURES 28 to 55 PART II : FINANCIAL BID S.NO. DESCRIPTION PAGE NO. 1. BILL OF QUANTITIES 56 to 58-2 -
TIRUMALA TIRUPATI DEVASTHANAMS TIRUPATI NOTICE INVITING TENDER (NIT) (To be published in NEWS PAPER) Tender document No. Name Of Work Period of Contract Form of Contract Date & Time Of Pre-bid meeting Date & Time Of Submission of Tender Date & Time For Opening of Tender a) Technical Bid b) Financial Bid Cost of Tender document (Non-refundable) to be paid in the shape of Demand Draft in favour of Executive Officer, TTD, Tirupati PROVIDING FACILITY MANAGEMENT SERVICES FOR KITCHEN,DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPORTATION OF FOOD,SANITATION & MAINTENANCE OF S.V. ANNAPRASADAM, TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM & VISHNU NIVASAM COMPLEXES, TIRUPATI AND GOVERNAMENT/TTD HOSPITALS AT TIRUPATI 24 Months Lump Sum at 3.00 P.M. (IST), in the chambers of the Dy.Exe.Officer, Annaprasadam Trust, TTD Admn.Buildings, Tirupati. upto 3.00 PM Technical Bid will be opened on at 3.15 P.M (IST) After evaluation of technical bid, the financial bid will be opened. The date of opening of financial bid will be intimated separately. Rs.5,000/- The Tenderer can download the tender document from www.tirumala.org or obtain the tender document from the O/o Dy.Exe.Officer, Annaprasadam Trust, TTD Admn.Buildings, Tirupati, upon payment of the bid cost by Demand Draft In case of downloaded document from www.tirumala.org, the tenderer shall submit the cost of bid document by way of Demand Draft / Pay order payable at Tirupati drawn in favour of the Executive officer, TTD, Tirupati issued by scheduled banks and along with the Technical bid. The cost of bid document is non-refundable. Dy. Executive Officer, Annaprasadam Trust, T.T.D. Admn.Buildings, Tirupati Chittoor Dist., Andhra Pradesh. Tel No.: (0877) 226 4375, 226 4449 9849370010, 9885826261-3 -
NOTICE INVITING TENDER (To be put up in website) WORKS: PROVIDING FACILITY MANAGEMENT SERVICES FOR KITCHEN, DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPORTATION OF FOOD, SANITATION & MAINTENANCE OF S.V. ANNAPRASADAM, TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM & VISHNU NIVASAM COMPLEXES, TIRUPATI AND GOVERNMENT/ TTD HOSPITALS AT TIRUPATI TENDER DOCUMENT NO. : _ Preamble: TTD is providing Annaprasadam to the pilgrims visiting to Tirumala and Tirupati. As a part of said Scheme, Annaprasadam is now being provided to the pilgrims at Tiruchanoor and in Srinivasam Complex, Tirupati and in Vishnu Nivasam Complex, Tirupati and the food is being cooked in the Kitchen available in the S.V.Annaprasadam, Tiruchanoor, Srinivasam Complex, Tirupati and is being served in Dining hall available in S.V.Annaprasadam, Tiruchanoor, Srinivasam Complex, Tirupati and Dining halls in Vishnu Nivasam Complex, Tirupati and also food to be transported for the distribution of Attendants at Government /TTD Hospitals at Tirupati. Tirumala Tirupati Devasthanams (TTD) invites sealed tenders from established and reputed professional firms/organizations, who are engaged and having experience in Facilities Management Services (FMS) of Kitchen & Dining hall management to express their interest to provide FACILITY MANAGEMENT SERVICES FOR KITCHEN, DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPORTATION OF FOOD,SANITATION & MAINTENANCE OF S.V. ANNAPRASADAM, TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM & VISHNU NIVASAM COMPLEXES AND GOVERNAMENT/TTD HOSPITALS AT TIRUPATI For cooking purpose, TTD established kitchen facility at S.V.Annaprasadam, Tiruchanoor and SRINIVASAM COMPLEX, TIRUPATI for preparation of required food for serving in dining halls in S.V.Annaprasadam, Tiruchanoor and SRINIVASAM & VISHNU NIVASAM COMPLEXES and Government / TTD Hospitals at Tirupati. No separate Kitchen is available at Vishnu Nivasam Complex, Tirupati. Required food for serving in Dining halls in Vishnu Nivasam Complex, Tirupati is also to be prepared at Kitchen available in Srinivasam Complex, Tirupati only and the same is to be conveyed to the dining halls at Vishnu Nivasam Complex and Hospitals at Tirupati daily. Required vehicles for transportation will be provided by TTD for conveyance of food from Srinivasam Complex to respective places. The required Annaprasadams have to be prepared and supplied during the Brahmostavams of all Local Temples Viz., 01. Sri Govindarajaswamyvari Temple, Tirupati 02. Sri Kodandaramaswamyvari Temple, tirupati 03. Sri KalyanavenkateswaraSwamyvari Temple, Srinivasa Mangapuram 04. Sri Prasasanna Venkateswara Swamyvari Temple, Appalayagunta. 05. Sri KalyanavenkateswaraSwamyvari Temple, Narayanavanam 06. Sri Padmavathi Ammavari Temple, Tiruchanoor 07. Sri Kapileswaraswamyvari Temple, Tirupati (Sivarathri day) 08. Sri Annamacharya Jayanthi day at Tallapaka. Normal menu items consists of S.V.Annadanam:Tiruchanoor: IN ALL THE DAYS: Chakkar Pongal, White Rice, Curries, Sambar, Rasam, Butter Milk & Chutney to be prepared and served for not more than 5,000 pilgrims per day basing on the pilgrims movement as per the indent given by the concerned. - 4 -
Annaprasada vitharana Centres, Srinivasam & Vishnu Nivasam Complexes, Hospitals : Tirupati: IN ALL THE DAYS: Sambar Bath & Curd bath with Chutney to be prepared and served for not more than 10,000 pilgrims and 6,000 Attendants per day basing on the pilgrims movement as per the indent given by the concerned. Brahmostavams of Local Temples: For all the Brahmostavams and other important days Sambar Bath & Curd bath to be prepared and served basing on the orders communicated by the concerned. As per the above menu (or) as modified by TTD, food is to be prepared and supplied as per the indent given by the concerned. Apart from this, as and when required, the works entrusted by the concerned Dy.Exe.Officer(AT)/ Catering Officer to be attended. Serving of food in dining halls is excluded from the scope of the contract. However, necessary arrangements in Kitchen for preparation of Annaprasadam for serving is to be provided by FMS agency only. On an average about 5000 pilgrims have to be served at S.V. Annaprasadam, Tiruchanoor in the Afternoon session only. 6000 pilgrims will be served in Srinivasam Complex dining hall & Vishnu Nivasam Complex, Tirupati dining halls during normal days. In addition food is to be supplied to 3000 persons at Government/TTD hospitals at Tirupati in both the sessions. During peak days like weekends, festival days etc., Annaprasadam will be served for about 8000 to 10000 persons a day Srinivasam Complex dining halls & Vishnu Nivasam Complex,Tirupati dining halls in both the sessions i.e. Afternoon and Night. During the Brahmostavams of Local Temples and other important days the Sambar Bath and Curd Bath has to be prepared and supplied as per the orders communicated by the concerned Temples authorities. Preparation of food in Kitchen at S.V. Annaprasadam, Tiruchanoor starts from 5.00 AM to 1.00 PM; Annaprasadam will be served in dining halls & dining halls to be operated from 10.30 A.M to 3.30 PM in one Shift only. During the Brahmostavams of Sri Padmavathi Ammavari Temple, Tiruchanoor the kitchen and dining hall has to functioned in both the sessions i.e. Afternoon and Night. During the Brahmostavams of Local Temples, the prepared food should be transported from S.V.Annaprasadam, Tiruchanoor to the Temple concerned. Preparation of food in Kitchen at Srinivasam Complex, Tirupati starts from 5.00 AM to 1.00 PM for Morning session preparation; from 2.00 PM to 10.00 PM for afternoon session preparation. Annaprasadam will be served in Srinivasam Complex dining halls & Vishnu Nivasam Complex,Tirupati dining halls from 12.00 Noon to 2.30 PM in 1 st Shift and 2 nd shift starts from 7.00 PM to 9.30 P.M. The prepared food should be transported from Srinivasam Annaprasada Vitharana Centre to Vishnu Nivasam Annaprasada Vitharana Centre, Tirupati. In addition food is to be supplied to 3000 attendants at GOVERNMENT/TTD HOSPITALS AT TIRUPATI in both afternoon and night. - 5 -
The contractor is expected to take charge of the Annaprasadam area in S.V.Annaprasadam, Tiruchanoor and Srinivasam Complex, Tirupati, Dining halls area at Vishnu Nivasam Complex, Tirupati and related areas in its present condition and provide facility management services for Kitchen and Dining hall management serving of food and sanitation and maintenance of connected areas in good condition. It is the responsibility of the contractor to ensure to provide satisfactory services. The F.M.S. includes Preparation of food, Serving of food in dining halls, carrying food to Vishnu Nivasam Complex Dining halls, Hospitals serving food in dining halls, cleaning the dining halls and other areas, sanitation and maintenance by using necessary machinery, man power etc. Kitchen facility: TTD will provide all necessary equipment, vessels in Srinivasam Complex Kitchen and at S.V.Annaprasadam, Tiruchanoor. TTD will provide necessary gas/steam, Vegetables, grains at S.V.Annaprasadam,Tiruchanoor and Srinivasam Complex, Tirupati at their cost. The agency has to provide necessary man power in cooking and cleaning of Rice, grains, vegetables, cutting of vegetables etc. Also the agency has to maintain sanitation/hygiene in kitchen/preparation areas etc., using necessary consumables, machinery, appliances etc., as directed by the officer-in-charge. Dining hall facilities: The dining hall at S.V.Annaprasadam, Tiruchanoor, Srinivasam Complex & Vishnu Nivasam Complex, Tirupati are provided with Dining tables/ chairs. The agency has to provide services for conveying food from the kitchen, serving food, cleaning the same for every meals session including sanitation with necessary consumables, machinery, appliances etc., as directed by the officer-in-charge. The agency shall take necessary steps for orderly maintenance of waiting pilgrims in Q-lines / waiting halls of S.V.Annaprasadam, Tiruchanoor and Annaprasada Centres in Srinivasam complex & Vishnu Nivasam Complex, Tirupati. 1.2 BRIEF SCOPE OF WORK: Overall job includes providing facility management services for kitchen, Dining hall management, sanitation and maintenance of Annaprasadam premises at Tiruchanoor, Srinivasam complex and Dining hall management, sanitation and maintenance of Annaprasadam areas in Vishnu Nivasam Complex and transportation of food to the Govt./TTD Hospitals, Tirupati. The brief scope of work includes Kitchen Management:- Preparation and Serving of Food, cleaning of food grains and vegetables, cutting vegetables etc. Cleaning of kitchen premises and vessels, crockery etc at S.V. Annaprasadam, Tiruchanoor and Srinivsam Complex, Tirupati. Dining hall management:- conveyance of food from kitchen to various dining halls, Distribution of eating leaves/ plates, serving of prepared food and water in the dining halls to the pilgrims, removing used leaves/disposable plates and disposing, Cleaning of dining halls, dining tables for each and every food serving, cleaning of crockery for every dining session etc. at S.V.Annaprasadam, Tiruchanoor and Srinivsam Complex, Tirupati. TTD will provide necessary vehicle for conveyance of cooked food from Srinivasam complex to Vishnu Nivasam Complex and Hospitals, Tirupati and also conveyance of empty vessels back. Tranasportation:- 1.The prepared food should be transported from Srinivasam complex to Vishnu Nivasam Complex Annaprasada Vitharana Centre and hospitals Tirupati. After completing the distribution of Annaprasadams the empty vessels have to be brought back to the Srinivasam Complex Annaprasada Vitharana Centre, Tirupati. 2. The prepared food should be transported from S.V.Annaprasadam,Tiruchanoor to the local Temples during the Brahmostavams and other fairs and festivals as per the instruction of the officer In-charge. The food should be distributed to the piligrims and after completing the distribution of Annaprasadams the empty vessels has to be brought back to the S.V.Annaprasadam,Tiruchanoor. - 6 -
Sanitation and hygiene management: The job includes mechanized sanitation using necessary machinery which includes the cost of materials for clean, hygienic, dry and tidy maintenance including detergents, disinfectants, deodorants, insecticides etc., in kitchen, dining halls, varandahs, wash areas, premises, toilets & bath rooms etc., inside the building and surroundings areas etc., 2.0 TENDER DETAILS i) Name of Work : FACILITY MANAGEMENT SERVICES FOR KITCHEN AND DINING HALL MANAGEMENT, PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS SAMBAR BATH, CURD BATH WITH CHUTNEY INCLUDING TRANSPORTATION OF FOOD, SANITATION AND MAINTENANCE OF ANNAPRASADA VITHARANA CENTRES IN SRINIVASAM & VISHNU NIVASAM COMPLEXES AT TIRUPATI AND GOVERNMENT / TTD HOSPITALS AT TIRUPATI. ii) Cost of Tender document : Rs.5,000 /-(Rupees Five thousand only) iii) Earnest Money Deposit : Rs.2, 00,000/- (Rupees Two Lakh only) iv) Service Period : 2 (Two) Years v) Sale of Tender documents To up to 5 PM IST O/o the Dy.E.O(AT, TTD, Tirupati (or) can be down loaded from TTD Website through Tirumala.Org. If Tender schedule down loaded from Website, D.D. towards the Tender document fee of Rs.5,000/- (Rupees five thousand only) should be enclosed in favour of E.O., TTD, Tirupati along with Tender. The date of E.M.D shall be on or after date of advertisement and on or before the last date of submission of Tender. vi) Last Date and Time (Deadline) for Receipt of Bid vii) Date, Time & Place for Opening of Bid (Techno-Commercial Part) : up to 3 PM (IST) : at 3.15PM (IST), In the presence of Tenderer s Representative at following address: viii) Last Date for receipt of : up to 5 PM (IST) Tenderer s Queries ix) Date & Time of Pre-Bid Meeting : 3 PM (IST) at x) Venue of Pre-Bid Meeting : O/o Dy. Executive Officer, Annaprasadam Trust, T.T.D.Admn.Buildings, Tirupati, Chittoor Dist., Andhra Pradesh xi) Bid to be submitted at : O/o Dy. Executive Officer (APT), T.T.D.Admn.Buildings, Tirupati Chittoor Dist., Andhra Pradesh. - 7 -
3.0 QUALIFICATION CRITERIA A. Individuals/Firm/Agencies professing Hindu Community alone eligible to participate in Tenders. B. Individuals/Firm/Agencies intending to participate shall fulfill the following qualification criteria: 3.1 EXPERIENCE CRITERIA 3.1.1 Minimum 5 years experience in the field of providing Catering facilities. 3.1.2 The firm /organization shall be registered. 3.1.3 The firm/organization should have proven capabilities of providing cooking & dining facilities for 500 Nos., capacity in each location in reputed Rest houses/guest houses/hostel/ Hotels/ Hospital for at least 2 (Two) reputed large organizations in India ( completed in last 5 years or in progress with at least completed period of one year). The experience furnished will be judged based on the nature of work done, documentation submitted, payment received based on the payment certificates and bank scrolls, type of organization to which the services were extended. Acceptance / rejection of the experience certificates are at the sole discretion of TTD based on TTD s perception. 3.1.4 Valid Registration of firm /organization with ESI & EPF and Central Excise for Service Tax. 3.1.5 Registration under Labour laws. 3.1.6 Permanent Account Number issued by Department of Income Tax. 3.2 Financial Criteria Annual turnover during the last 5 (FIVE) financial years should be not less than Rs.20.00 lakhs in each year. The turnover should be exclusively from relevant contracts. This should be clearly indicated and to be proved by the applicant (2009-2010 to 2013-2014). 3.3 In house works / Self certification of works will not be accepted. Agreement copies and work orders alone will not be considered as they should be supported by the experience certificate issued by the agreement authority. 3.4 Documents Required a) Brief description of the company/organization/firm including its structure and the number of employees. b) Name and complete address of the organization including branches if any. c) Status of the organization: Proprietor/Partnership/Regd. Company. d) The Experience Certificates shall be issued only by the competent authorities i.e., not less than the agreement concluding authority (copy of agreement shall be enclosed and should be attested). e) Bankers and their Addresses. f) Reference list of major clients with the contact details performed during the last five years giving the nature and scope of services, method and technology applied, manpower deployed, total value of the contract and other relevant details. g) Attested copies of Firm Registration Certificate, recent IT Assessment Order, PAN/TIN Card, Service Tax Registration Certificate, PF and ESI Registration Certificates. h) Attested copies of Registration Certificate and License from the licensing officer under Contract Labour (Regulation and Abolition) Act, 1970 to carry out FMS as described earlier. i) List of full-time key-employees with qualifications, experience (only senior & middle management) and the number of years of service in the organization. j) Attested copies of Income Statement and Balance Sheet of the firm/company and Turnover from relevant activities for the last 5 (FIVE) years (2009-2010 to 2013-2014). k) List of equipment proposed to be deployed for the work. l) Declaration as detailed in Form G. 4.0 SUBMISSION OF BID: 4.1 The Tender document shall be submitted in four Envelopes as detailed below and properly sealed: - 8 -
Envelope 1: The envelope shall be superscribed on the top of cover as Technical bid, shall consists of the following: (a) Complete set of Tender documents (Technical Bid only), duly filled in and signed by the tenderer on all pages (including Schedules and Annexures). (b) Earnest Money Deposit as stated hereunder by Demand Draft (DD) obtained from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD, TIRUPATI. E.M.D : Rs.2,00,000/- ( [Refer clause 5.0]) as payable at Tirupati. (c) Tender document fee (if downloaded from Web site) by Demand Draft (DD) obtained from any Scheduled Banks drawn in favour of the EXECUTIVE OFFICER, TTD, TIRUPATI(Rs 5000/-) Envelope 2: The envelope shall be superscribed as Qualification of Tenderer, complete set of documents listed under 3.1 to 3.4 under the caption qualification criteria with all supporting documents duly filled in and signed by the tenderer on all pages. The documents such as experience certificates, copies of agreement, financial turn over, copies of PAN, Service tax registration, PF & ESI registration, etc., shall be submitted along with proper attestation. Envelope 3: The envelope should be super scribed as Financial bid, Complete set of Financial Bid of the tender document and copy of the minutes of the pre bid meeting duly signed by the tenderer on all pages. Envelope 4: The envelope should contains all the above three sealed envelopes and shall be super scribed on top of the cover in the name of work. 5.0 EARNEST MONEY DEPOSIT Tenderers have to deposit EMD for Rs.2,00,000/-(Rs Two lakhs) by way of Demand Draft obtained from any Scheduled Bank drawn in favour of EXECUTIVE OFFICER, TTD, TIRUPATI along with the tender. The Demand Draft towards EMD can be initially for 3 months and the same shall be extended up to tender validity period as and when required by TTD. No Cheque will be accepted. The EMD does not bear any interest. If TTD cancels the tender on any administrative reason the EMDs of all the tenderers will be refunded. How they will not be with any interest what so ever. EMD will be forfeited in the event of any refusal or delay on the part of the successful tenderer to accept the offer of award of work or sign and execute the contract on acceptance of his tender. EMD shall also be liable for forfeiture in case the contractor delay the commencement of work as per the contract. EMD of unsuccessful tenderers will be refunded after expiry of tender validity period or after finalization of tenders whichever is earlier. EMD of successful tenderer will be retained as security deposit. The successful tenderer has to pay further EMD at the rate of 2.50% of Tender Contract Value, less the EMD already paid at the time of tender, by Demand Draft from any Scheduled bank drawn in favour of E.O., TTD, Tirupati at the time of concluding the agreement. The department will retain from each payment due to the contractor at the rate of 2.5% from running bills until completion of the whole of the work. On satisfactory completion of the whole work, the EMD & FSD will be refunded, after the completion of the contract period subject to the condition that the contractor hand over the T&P, fittings and other inventory of articles in good condition to the satisfaction of the department and also on submission of NO DUE certificate from the concerned departments. - 9 -
INSTRUCTIONS TO THE TENDERERS - 10 -
1.0 GENERAL 1.1 Introduction Tirumala Tirupati Devasthanams (TTD) invites sealed tenders from established and reputed professional firms/organizations, who are engaged and having experience in Facilities Management Services (FMS) of Kitchen & Dining hall management and in maintaing the hotels, Hostels with catering facilities to express their interest to provide FACILITY MANAGEMENT SERVICES FOR KITCHEN,DINING HALL MANAGEMENT PREPARATION AND DISTRIBUTION OF ANNAPRASADAMS INCLUDING TRANSPOTATION OF FOOD, SANITATION & MAINTENANCE OF S.V.ANNAPRASADAM,TIRUCHANOOR AND ANNAPRASADA VITHARANA CENTRES AT SRINIVASAM COMPLEX & VISHNU NIVASAM COMPLEX,TIRUPATI AND GOVERNAMENT/TTD HOSPITALS AT Tirupati and at Govt and TTD Hospitals at Tirupati. It shall be tenderer's responsibility to have thorough understanding of the reference documents, work areas, site conditions and specifications included in the Tender Document. 1.2 Confidentiality of Document Tenderer shall treat the Tender Document and contents thereof as confidential. If at any time, during the bid preparation stage, tenderer decides to decline to bid, all documents must be immediately returned to TTD. 1.3 Cost of Bidding 1.4 Site Visit All direct and indirect costs associated with the preparation and submission of bid (including clarification meetings and site visit, if any), shall be to Tenderer s account and TTD will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. Tenderer is advised to visit and examine the site, its surroundings and familiarize himself with the existing facilities and environment, and collect all other vital information which he may require for preparing and submitting the bid and entering in to the Contract. Claims and objections due to ignorance of existing conditions or inadequacy of information will not be considered after submission of the bid and during implementation. The site of Work is located i n T I R U P A T I & T I R U C H A N O O R, Andhra Pradesh. Any loss to the property/ life of the prospective tenderer due to prospective tenderer s negligence shall be the prospective tenderer s responsibility. Prospective tenderer shall keep TTD indemnified from any legal consequences arising there from. - 11 -
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2.0 TENDER DOCUMENT, CLARIF ICATION AND AMENDMENT 2.1 Tender Document The Tender Document shall consist of the following and should be read in conjunction with any amendment issued subsequently. i) Notice Inviting Tender (NIT). ii) Instructions to Tenderers and its attachments. iii) General Conditions of Contract and its Annexure. iv) Technical Specifications / Standards, if any v) Financial Bid The Tenderer is expected to examine the Tender Document, including all instructions, terms, specifications in the Tender Document. Failure to furnish all information required as per the Tender Document or submission of a bid not substantially responsive to the Tender Document in every respect could result in rejection of the Bid. Tender documents once issued are non-transferable in other name and shall at all times remain the exclusive property of TTD with a license to the Tenderer to use the Tender Documents for the limited purpose of submitting the bid. 2.2 Pre bid meeting and Clarification Requests by Tenderer: The details presented in this Tender Document have been compiled with all reasonable care. However, it is the Tenderer s responsibility to ensure that the information provided is adequate, clearly understood and it includes all documents as per the Index. Tenderer shall examine the Tender Document thoroughly in all respects and if any conflict, discrepancy, error or omission is observed, Tenderer may request clarification in the pre-bid meeting. On any on the date before of the pre bid meeting all the intended tenderers will be permitted to see the activities going at Tiruchanoor and Tirupati as is where basis. Pre-bid meeting will be held at the Office of the Dy. Exe. Officer, Annaprasadam Trust, TTD Admn.Buildings, Tirupati on at 3.00 p.m. (IST). All the tenderers should attend the same duly submitting their points which require clarification in writing. The queries received within due date will only be considered. Clarifications furnished in the pre-bid meeting will be the part of the bid document. The minutes of the pre-bid meeting will be communicated to all the tenderers who participate the pre-bid meeting. Also a copy of the same will be published as corrigendum in the TTD web site www.tirumala.org. The minutes of the pre-bid meeting shall be submitted along with bid document duly signed in all pages, failing which, the tenders are liable for rejection. Not attending the meeting, does not relieve the tenderers from the decisions taken at the pre-bid meeting. The response to queries / clarifications of the tenderers shall not form part of Tender Document unless issued as an Amendment/Addendum. - 13 -
3.0 PREPARATION OF BIDS 3.1 Joint Venture / Consortium Bids Joint Venture / Consortium Bids are not acceptable. 3.2 Language of Bid The Bid, all correspondence and documents relating to the bid, between tenderer and TTD, shall be written in English language only. Any printed literature furnished by Tenderer can be written in other language provided that literature is accompanied by an authenticated English/Telugu translation, in which case for purpose of interpretation of the Bid, the English /Telugu translation shall govern. 3.3 Compliance to Tender Document Requirement TTD expects Tenderer s compliance to the requirements of Tender Document without any deviation. Any Bid containing exceptions / deviations to the following stipulations / conditions shall be liable for rejection: (a) (b) (c) (d) (e) (f) (g) (h) Time Schedule Scope of Work Scope of Supply Security Deposit Suspension of Works Force Majeure Arbitration Bill of Quantities (B.O.Q) 3.4 Unsolicited Post Tender Modifications Tenderers are advised to quote as per terms and conditions of the Tender Document and not to stipulate deviations/ exceptions. Once quoted, the tenderer shall not make any subsequent price changes, whether resulting or arising out of any technical/ commercial clarifications and details sought on any deviations, exceptions or stipulations mentioned in the bid unless any amendment to Tender Document is issued by TTD. Similarly, no revision in quoted price shall be allowed should the deviations stipulated by him are not accepted by TTD and are required to be withdrawn by him in favour of stipulation of the Tender Document. Any unsolicited proposed price change will render the bid liable for rejection. 3.5 Documents Comprising the Bid Tenderer is required to make a Bid/ proposal in a format as outlined below in order to achieve the objective of maintaining uniform proposal structure from all the Tenderers: i) The Bid should be prepared by the Tenderer and shall be submitted in 4 separate sealed envelopes: a) Envelope 1 - Technical Bid b) Envelope 2 - Qualification of Tenderer c) Envelope 3 - Financial Bid d) Envelope 4 - This contains sealed envelopes 1,2,3-14 -
Envelope 1: The envelope shall be superscribed on the top of cover as Technical bid, shall consists of the following: (a) Complete set of Tender documents (Technical Bid only), duly filled in and signed by the tenderer on all pages (including Schedules and Annexures) (b) Earnest Money Deposit as stated hereunder by Demand Draft (DD) obtained preferably from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD, TIRUPATI. E.M.D. : Rs.2,00,000/- (Two lakhs only) and payable at Tirupati. (c) Tender document fee (if downloaded from Web site) by Demand Draft (DD) obtained from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD, TIRUPATI. Envelope 2 The envelope shall be superscribed as Qualification of Tenderer, complete set of documents listed under the caption qualification criteria of tenderer with all supporting documents duly filled in and signed by the tenderer on all pages. The documents such as experience certificates, copies of agreements, financial turn over, copies of PAN, Service tax registration, PF & ESI registration, etc., shall be submitted along with proper attestations. Envelope 3 The envelope should be superscribed as Financial bid, Complete set of Financial Bid of the tender document and copy of the minutes of the pre bid meeting duly signed by the tenderer on all pages. 3.6 Bid Prices Envelope 4 The envelope should contains all the above three sealed envelopes and shall be superscribed on top of the cover the name of work. Tenderer shall quote price after careful analysis of cost involved for the performance of the work considering all parts of the Tender Document. In case any activity though specifically not covered in description of item under BOQ but is required to complete the work as per scope of work, scope of supply, specifications, General Conditions of Contract or any other part of Tender Document, the prices quoted shall be deemed to be inclusive of cost incurred for such activity. Prices quoted by the Tenderer, shall remain firm, fixed and valid until completion of the Contract performance period and will not be subject to variation on any account except as otherwise specifically provided in the Contract documents. Tenderer shall quote/fill the rate in rupees in round figure (without any figure in decimal i.e. paisa). Alternative bids will not be considered. 3.6.1 Rates to be in figures and words The tenderer should quote in English both in figures as well as in words the rates and amounts tendered by him in the Bill of Quantities for each item and in such a way that interpolation is not possible. The amount for each item should be worked out and entered and requisite totals given of all items, both in figures and in words. The tenderer amount for the work shall be entered in the tender and duly signed by the tenderer. - 15 -
3.6.2 Corrections and Erasures: All corrections and alterations in the entries of the tender papers will be signed full by the tenderer with date. No erasures or overwriting are permissible. 3.7 Currencies of Bid & Payment Tenderers shall quote the prices in Indian Rupees only. All payment to be made by TTD shall be made in Indian Rupees only. 3.8 Arrangement of Bid 3.8.1 The b i d s h a l l be n e a t l y a r r a n g e d with consecutively numbered pages. It should not contain any terms and conditions, which are not applicable to the bid. All documents shall be properly indexed and flag marked for easy identification as per the requirements of the Tender Document. 3.8.2 The bid and all details submitted by the Tenderer shall be signed and stamped on each page by a person legally authorised to enter into agreement on behalf of the Tenderer. Corrections/ alteration, if any, shall also be signed by the same person. Tenderer shall submit Power of Attorney in favour of the person who signs the bid and subsequent submissions on behalf of the Tenderer. The bid shall contain the name, residence and place of business of person or persons making the tender and shall be signed by the Tenderer with his usual signature. Partnership firms furnish the full names of all partners in the Bid. It should be signed in the partnership name by all the partners or by duly authorized representative followed by the name and designation of the person signing. Bid by Corporation shall be signed by an authorized representative and Power of Attorney on the behalf of Corporation shall accompany the Bid. A copy of Partnership Deed in the case of partnership firm or Article of Association in the case of limited company shall be furnished. Transfer of Tender documents purchased by one intending Tenderer to another is not permitted. 3.9 Bid Validity 3.9.1 Bid shall remain valid for acceptance for a period of 04 (FOUR ) months from the last date of submission of the bid. The Tenderer shall not be entitled during the said period to revoke or cancel his bid or to vary the bid except and to the extent required by TTD in writing. In case of withdrawal of the bid during the bid validity period, EMD of such tenderer shall be forfeited by TTD and also results in proscribing the tenderer from participating in any TTD tenders for a period of 3 years. 3.9.2 TTD may request the tenderer for extension of the period of validity of bid. If the tenderer agrees to the extension request, the validity of EMD/Bid Security shall also be suitably extended. Tenderer may refuse the request of extension of bid validity without forfeiting his EMD/Bid Security. However, tenderers agreeing to the request for extension of validity of bid shall not be permitted to modify the bid because of extension, unless specifically invited to do so. - 16 -
3.10 Earnest Money Deposit / Bid Security The bid must be accompanied by Earnest Money for the amount indicated in Notice Inviting Bid in form of Bank Demand Draft in favour of The Executive Officer, TTD, Tirupati payable at Tirupati from any Scheduled bank. The Demand Draft towards EMD can be initially for 3 months and the same shall be extended up to tender validity period as and when required by TTD. EMD shall be submitted in Envelope 1 of the Bid. No interest shall be allowed on the Earnest Money Deposited by the Tenderer. Any bid not accompanied by EMD as stated above and tender document fee will be rejected. The Earnest Money Deposit will be forfeited if the tenderer fails to deposit the requisite further Earnest Money Deposit or fails to start the work within a period of 15 (Fifteen) calendar days or fails to execute the agreement within 15 (Fifteen) days after the receipt of letter of acceptance of tender or Letter of Intent. If the Tenderer, after submission, revokes his bid or modifies the terms and conditions thereof during the validity of his bid except where TTD has given opportunity to do so, the earnest money shall be liable to be forfeited. TTD may at any time cancel or withdraw the Invitation to Bid without assigning any reason and in such cases the earnest money submitted by Tenderer will be returned to him with out any interest. EMD of unsuccessful tenderers will be refunded after expiry of tender validity period or after finalization of tenders whichever is earlier. EMD of successful tenderer will be retained as security deposit. The successful tenderer has to pay further EMD at the rate of 2.5 % of Tender Contract Value, less the EMD already paid at the time of tender, by Demand Draft obtained from any Scheduled bank drawn in favour of E.O., TTD, Tirupati at the time of concluding the agreement within the time period indicated in General Conditions of Contract. If the successful Tenderer fails or refuses to sign the agreement or furnish the further EMD and Security Deposit within the specified period, the earnest money shall be forfeited without prejudice to his being liable to any further loss or damage incurred in consequence to the action taken by TTD. EMD shall also be liable for forfeiture in case the contractor delays the commencement of work as per the contract. The department will retain from each payment due to the contractor at the rate of 2% from running bills until completion of the whole of the work. On satisfactory completion of the whole work, the EMD & FSD will be refunded, after the completion of the contract period subject to the condition that the contractor handed over the T&P, fittings and other inventory of articles in good condition to the satisfaction of the department and also on submission of NO DUE certificate from the concerned departments. 4.0 SUBMISSION OF BID Bid must be submitted in original and as per details given in other clauses given hereunder. The rates shall be filled in the BOQ given in the Tender documents. Minutes of pre bid meeting to this tender document, if issued, must be signed and submitted along with the Tender document. - 17 -
4.1 All pages to be initialed All the pages of the Tender document should be initialed by the Tenderer. All pages of Tender documents shall be initialed or signed wherever required in the bid papers by the Tenderer or by a person holding power of attorney authorizing him to sign on behalf of the Tenderer before submission of Bid. 4.2 One Bid per Tenderer Tenderer shall submit only one bid comprising 4 Envelopes. A tenderer, who submits or participates in more than one bid, will be disqualified. 4.3 Date, Time & Place of Submission Bid must be submitted by the due date and time mentioned in the Notice Inviting Tender or any extension thereof as duly notified in writing by TTD, in the office of the Dy. Executive Officer (Annadanam Trust), Tirumala at the following address: The Dy. Executive Officer, S.V.Annaprasadam Trust, T.T.D. Admn.Buildings, Tirupati Chittoor Dist., Andhra Pradesh. Tel No.: (0877) 226 4449, 226 4375 9849370010. 4.4 Due to certain reasons, if the TTD office happens to be closed on the scheduled stated date of tender submission or opening, the date and time will be extended to the next working day. 4.5 Tender documents received after the due date will not be considered, but however it will be returned made available to the respective contractor as unopened, at their own cost and expenses. Tenders received after due date and time, on account of any reasons whatsoever will be returned to tendered agency unopened. Telegraphic tenders shall not be entertained. 5.0 BID OPENING 5.1 Opening of Envelopes 1 and 2 (Technical Bid) Envelope 1 and 2 will be opened prior to the opening of Envelope 3 (Financial Bid) by the authorized officer, TTD and the documents will be scrutinized. Technical Evaluation of the tenderers will be done based on the details provided and documents submitted in Envelope 2 and independent verification of the performances of the tenderers clients by TTD. 5.2 Clarification & Additional Information in evaluation Tenderers are requested to submit all the details/ documents in the first instance itself so as to complete the evaluation. However, during evaluation, TTD may request Tenderer for any clarification on the bid. However additional or outstanding documents will not be entertained. 5.3 Opening of Envelope 3 (Financial Part of Bid) 5.3.1 Envelope 3 of tenderers who are technically qualified and who have paid EMD will be opened in the presence of the Tenderers or their authorized representatives who choose to remain present in the office of the Dy. Exe. Officer, S.V.Annaprasadam Trust, TTD, Tirupati on the date to be intimated after opening and evaluation of the technical bid. - 18 -
5.3.2 The bid offers are read out and the signatures of the Tenderers present are taken in the bid opening register. 5.3.3 The Financial Bid of the Unqualified Tenderers will not be opened and kept in safe custody till the tenders are finalized and thereafter shall be returned to tenderers concerned along with E.M.D. 5.3.4 Tenders shall be scrutinized in accordance with the conditions stipulated in the Tender document. In case of any discrepancy of non-adherence Conditions the Tender accepting authority shall communicate the same which will be binding both on the tender Opening authority and the Tenderer. In case of any ambiguity, the decision taken by the Tender Accepting Authority on tenders shall be final. 5.4 Evaluation and Comparison of Price Bids The Dy. Executive Officer (AT) / Officer In- charge will evaluate and compare the price bids of all the qualified Tenderers. A) The prices quoted by the Tenderers shall be checked for arithmetic correction, if any, based on rate and amount filled in by the Tenderer in the SOR formats. If some discrepancies are found between the rate/ amount given in words and figures, the total amount shall be corrected as per the following procedure, which shall be binding upon the Tenderer: i) When the rate quoted by tenderer in figures and words tallies but the amount is incorrect, the rate quoted by the Tenderer shall be taken as correct and amount reworked. ii) iii) When there is difference between the rate in figures and words, the rate which corresponds to the amount worked out by the Tenderer, shall be taken as correct. When it is not possible to ascertain the correct rate in the manner prescribed above, the rate as quoted in words shall be adopted and amount reworked. The price bids of the Tenderers shall be rejected if they do not quote rates for certain items. B) Negotiations at any level are strictly prohibited. However, good gesture rebate, if offered by the lowest tenderer prior to finalization of tenders may be accepted by the tender accepting authority. Selection of Tenderer among the lowest & equally quoted tenderers will be in the following orders: a) The tenderer whose turnover in similar works is higher will be selected. b) Even if the above criteria is same for equally quoted tenderers, sealed quotations will be obtained from them for revised offers and the lowest offer can be considered. 5.5 Process to be Confidential Information relating to the examination, clarification, evaluation and comparison of Tenders and recommendations for the award of a contract shall not be disclosed to Tenderers or any other persons not officially concerned with such process until the award to the successful Tenderer has been announced by the tender accepting authority. Any effort by a Tenderer to influence the processing of Tenders or award decisions may result in the rejection of his Tender. - 19 -
No Tenderer shall contact the Dy. Executive Officer or any authority concerned with finalization of tenders on any matter relating to its Tender from the time of the Tender opening to the time the Contract is awarded. If the Tenderer wishes to bring additional information to the notice of the Dy. Executive Officer, it should do so in writing only. Before recommending / accepting the tender, the tender recommending / accepting authority shall verify the correctness of certificates submitted to meet the eligibility criteria and specifically experience. The authenticated agreements of previous works executed by the lowest tenderer shall be called for. Tenders will be finalized by the Executive Officer / TTD Board according to the powers vested with them. 5.6 TTD Right to Accept or Reject a Bid The right of acceptance of Bid will rest with TTD. However, TTD does not bind itself to accept the lowest Bid and reserves to itself the authority to reject any or all the Bids received without assigning any reason whatsoever. Bids in which any of the particulars and prescribed information is missing or incomplete in any respect and/ or the prescribed conditions are not fulfilled are liable to be rejected. Canvassing in connection with Bids is strictly prohibited and Bids submitted by the Tenderers who resort to canvassing will be liable f o r rejection. Bid containing uncalled for remarks or any additional conditions are liable to be rejected. 6.0 AWARD OF WORK The Tenderer, whose bid is accepted by TTD, shall be issued Letter of Acceptance by RPAD/ Fax/email prior to expiry of bid validity. Any format is to be accepted by the successful tenderer. TTD shall not be obliged to furnish any information/ clarification/explanation to the unsuccessful tenderers as regards non-acceptance of their bids, except for refund of EMD to unsuccessful tenderers. TTD shall correspond only with the successful tenderer. 7.0 FIRMS INELIGIBLE TO TENDER a. A retired officer of the Govt. of AP or Govt. of India or TTD executing works is disqualified from tendering for a period of two years from the date of retirement without the prior permission of the Government/TTD respectively. b. The Tenderer who has employed any retired officer as mentioned above shall be considered as an ineligible tenderer. c. The contractor himself or any of his employees is found to be Gazetted Officer who retired from Government/TTD Service and had not obtained permission from the Government for accepting the contractor s employment within a period of 2 years from the date of his retirement. d. The Contractor or any of his employees is found at any time after award of contract, to be such a person who had not obtained the permission of the Government/TTD as aforesaid before submission of the tender or engagement in the Contractor s service. - 20 -
e. Contractor shall not be eligible to tender for works in the office where any of his near relatives are employed in the rank of Superintendent and above on the administrative side and Asst. Catering officer and above on the Catering side. The Contractor shall intimate the names of persons who are working with him in any capacity or are subsequently employed. He shall also furnish a list of Gazetted /Non-Gazetted TTD Employees related to him. Failure to furnish such information tenderer is liable to be removed from the list of approved contractors and his contract is liable for cancellation. 8.0 ABNORMAL RATES The Tenderer is expected to quote rate for each item after careful analysis of cost involved for the performance of the completed item, considering all specifications and conditions of contract. This will avoid loss of profit or gain in case of curtailment or change of specification for any item. In case it is noticed that the rates quoted by the Tenderer for any item are unusually high or unusually low it will be sufficient cause for the rejection of the Bid unless TTD is convinced about the reasonableness of the rates on scrutinizing the analysis for such rate to be furnished by the Tenderer on demand. - 21 -
PROPOSAL FORMS - 22 -
INFORMATION ABOUT TENDERER FORM-A 1.0 IN CASE OF INDIVIDUAL / ANY OTHER IDENTITY 1.1 Name of Business. 1.2 Whether his business is registered. 1.3 Date of commencement of business. 2.0 IN CASE OF PARTNERSHIP 2.1 Name of Partners 2.2 Whether the partnership is registered. 2.3 Date of registration of firm. 3.0 IN CASE OF LIMITED LIABILITY COMPANY OR COMPANY LIMITED BY GUARANTEES 3.1 Amount of paid up capital 3.2 Name of Directors 3.3 Date of Registration of Company 4.0 Copies of the audited balance sheet of the tenderer for the last 5 years. 5.0 GENERAL 5.1 Income Tax PAN No. 5..2 Provident Fund Registration No. 5.3 Service Tax Registration No. 5.4 Copy of Acknowledgement of Income Tax return for the last 5 years. Signature of Tenderer - 23 -
FORM B DETAILS OF SIMILAR PAST EXPERIENCE DURING LAST 5 YEARS (2009-2014) SL. NO. DESCRIPTION OF WORK POSTAL ADDRESS OF CLIENT & NAME OF OFFICER IN CHARGE CONTRACT VALUE IN Rs. STARTING DATE COMPLETION DATE CONTRACT PERIOD WHETHER COPY OF CONTRACT/ COMP. CERT SUBMITTED REMARKS Note: Copies of work completion certificate(s) of above mentioned jobs should be submitted by the Tenderer along with this FORM. SIGNATURE OF TENDERER : NAME OF TENDERER : TENDERER S SEAL/STAMP : - 24 -
FORM -C DETAILS OF PROPOSED MACHINERY The Tenderer shall submit the details of the machinery proposed to be deployed in the following format MACHINERY PROPOSED OTHER MACHINERY PROPOSED Sl. No. Name of the premises Remarks if any 1 Srinivasam Complex Kitchen 2 Srinivasam Complex Dining halls 3 Vishunu Nivasam Dining halls 4 S.V.Annaprasadam, Tiruchanoor, Dining and Kithchen SIGNATURE OF TENDERER : NAME OF TENDERER : TENDERER S SEAL/STAMP : - 25 -
DETAILS OF ANNUAL TURNOVER DURING THE LAST 5 YEARS 2009-2014 FORM -D The Tenderer shall submit the details of annual turnover during the last five financial years (2009-2014). The turnover should be exclusively from FMS contracts related to relevant field only. Sl.No. Year Annual Turnover in similar works (in Rs.) Remarks 1 2 3 4 5 Note: Attested copies of Income Statement and Balance Sheet of the firm/company and Turnover shall be attached. SIGNATURE OF TENDERER : NAME OF TENDERER : TENDERER S SEAL/STAMP : - 26 -
FORM E DECLARATION BY THE TENDERER I / WE. have gone through carefully all the Tender conditions and solemnly declare that I / we will abide by any penal action such as disqualification or black listing or determination of contract or any other action deemed fit, taken by, the Department against us, if it is found that the statements, documents, certificates produced by us are false / fabricated. I / WE hereby declare that, I / WE have not been blacklisted / debarred / Suspended / demoted in any department in Andhra Pradesh or in any State or in Central Govt or Government Organisations or TTD due to any reasons. SIGNATURE OF TENDERER: NAME OF TENDERER : TENDERER S SEAL/STAM P: - 27 -