LIC OF INDIA, ZONAL OFFICE, ESTATES DEPT., CHENNAI 2 We invite tenders for maintenance of Guesthouse at the following addresses: Address A United India Building, No. 8 Esplanade, Chennai No. of Rooms Number of caretakers (Shift wise) Number of sweepers (Shift wise) Type of work 26 2+2+1 1+2 Maintenance of Guest house & House keeping B C D Branch office Bldg, 2 nd Floor (opposite to LIC Officer s Qtrs) 4 th Main Road, United India Cly Kodambakkam, Chennai & DZM Qtrs, Flat B, 16/12, 4 th Main Road, United India Colony, Kodambakkam. VIP Guest house, New Guardian Bldg, No 29 McNichols Road Near Kuchalambal Kalyana Mandapam, Chetpet VIP Guest house, No 7, 10 th Avenue, Harrington Road 4 3 1+1+1 1+1+1 1+1 Maintenance of Guest house & House keeping 4 1+1+1 1+1 Maintenance of Guest house, House keeping & Cooking 4 1+1+1 1+1 Maintenance of Guest house, House keeping & Cooking The agencies who fulfill the requirements specified under clause :9 (Page No: 7 ) in the documents enclosed are eligible to apply. 1
Applications should be sent under two- bid system(i.e. Technical & Financial Bid). Technical Bid should be enclosed in a cover and superscribed as Technical Bid for Guest house Maintenance at---------------- and the Financial bid for each of the Guest house quoted should be enclosed in separate cover superscribed as Financial Bid for Guest house at ------------------------. In case, the applicant desires to bid for more than one guest house, separate Technical Bid and Financial Bid for each of guest house is to be submitted. The two envelopes namely (a) Technical bid and (b) Financial Bid are to be kept inside a closed cover, sealed and addressed to Mr S Murali, AO XI th Floor, Estates Dept LIC of India, Zonal Office, Annasalai, Chennai 2 An amount of Rs 5000/- (Rs. Five Thousand only) (Interest free) towards EMD by Demand draft/ Pay order drawn in favour of LIC of India payable at Chennai should be enclosed along with Technical Bid. EMD to be remitted @ Rs 5000/- separately for each Guest house. 1. Tender forms will be issued from 9.5.2012. to 24.5.2012 (Mon Fri 10 a.m. to 3 p.m.& Sat 10 a.m. to 12.15 p.m excluding holidays). 2. Last date of submission of tender forms 25.5.2012 3. Submission of tenders on the last date after 5 p.m. will not be accepted 4. Tender documents downloaded from website(licindia.com), tender fee(nonrefundable) of Rs 100/-is enclosed in the form of DD/Pay order drawn in favour of LIC of India. Tenders will be opened on 26.5.2012 at 11 am. One representative from your organisation may be present during the tender opening session. The tenders received shall be short-listed based on the credentials. LIC reserves its right to accept/reject any or all tenders without assigning any reasons thereof. Canvassing in any form will disqualify the applicant. Regional Manager(E&OS) Date: 8.5.2012 2
TECHNICAL INFORMATION OF THE ORGANISAION FOR GUEST HOUSE MAINTEANCE AT ----------------------------------, 1. Name of theagency : 2. Registration Number : 3. Address, Phone Nos., Email ID : 4. Name of contact person(s) : 5. Status of Agency : (Individual/Sole Proprietor/Partnership/Pvt.Ltd/ Public Ltd Etc) 6. Gross annual Turn over in Guest house Maintenance : 2011-12(Rs.) 2010-11(Rs) 2009-10(Rs.) 7. Total number of full time Employees working in your organisation : 8. Whether PF, ESI recovery is made as per rules : 9. Whether all Statutory requirements fulfilled : 10. Income Tax TAN/PAN number : 11. Service Tax Registration Number : 12. Number of customers availed your services in the last three Financial years(2011-12, 2010-11 & 2009-10) : ( Details of contracts completed during the last three years are to be given in the enclosed format(page No: 5 )) 13. Any court cases pending before labour court : (If yes details of the case) 3
14. EMD & Tender fee Particulars : EMD : DD Number: Date: Amount: Rs 5000/- (EMD of Rs 5000/- is to be deposited for each guest house applied for and enclosed alongwith Technical Bid) Tender fee (For Downloaded Tender Forms) DD Number : Date: Amount 100/- 15. The copy of documents enclosed for verification : Firm Registration certificate : Yes/No Status of the Firm(Individual/Sole Proprietor/Partnership/Pvt. Ltd/Public Ltd. Etc) and related document copies : Yes/ No Proof for PPF and ESI benefits and other statutory liabilities : Yes/No TAN/PAN number copy : Yes/No A Copy of Registration Certificate of Service tax : Yes/No Income tax returns submitted for the past three years : Yes/No Details of organizations where you are maintaining guest houses currently, with nature of duties(format Enclosed) : Yes/No I declare that the above information is correct and complete to the best of my knowledge and belief. Signature with seal. Place : Date : 4
Details of contracts completed/current engaging during the last three years Name of the Agency : S N o Name of the client & Address Annu al cost of the contr act Date of commencement of contract Period of contra ct Litigati on/arb itration, if any. Telephone Number of client to whom service is provided Remarks Signature with seal. 5
Terms & Conditions: 1. Name of the Work : Guest house Maintenance, House keeping 2. Period of Contract : One year - Extendable by one year at discretion of LIC of India. 3. The addresses of our guesthouses for which services are to be provided a. United India Bldg, Esplanade Chennai b. Branch office Bldg, 2 nd Floor Opposite to LIC Officer s Qtrs 4 th Main Road, United India Cly Kodambakkam, Chennai & DZM Qtrs, Flat B, 16/12, 4 th Main Road United India Colony, Kodambakkam c. VIP Guest house No 7, 10 th Avenue, Harrington Road d. VIP Guest house New Guardian Bldg, No 29 McNichols Road Near Kuchalambal Kalyana Mandapam Chetpet 4. The agencies representative(s) may visit the guest houses from 8.5.2012 to 23.5.2012.(11 a.m. to 3 pm) with prior permission 5. Scope of work: Sweeping and mopping of rooms, Hall, Kitchen and cleaning common area daily Cleaning of Toilets twice a day Dusting of furniture, windows, fans, removal of cob-web etc. twice a week Dining Room and Tables are to be cleaned after every usage Changing of bed sheets, pillows etc. on check-in of booked guest Washing of Bed linens, screens, towels, etc. and maintain the supply Cost of cleaning materials, such as Phenoyl, Soap oil, Room spray, Hit Spray, mosquito repellant, Nathalene Balls, sample soap etc. to be borne by the agency concerned. Supply of manpower to work as caretaker and sweeper Maintenance of Guest registers, & Guest Forms Preparation of Coffee, Tea(Daily) and Food on the basis of guest s order(at Harrington Road & Mc Nichols Road) Guest house charges are to be collected at the prescribed rate on checking out and to be remitted at Zonal Office cash counter twice a week. The remittance challan, Guest house register and Guest forms are to produced to Estates Department for closing of entry and verification 6
Guest rooms are to be allotted as booked by the department after verification of identity and confirmation letter for booking Supply of water to guest (Packaged drinking water Bubble Top) Workmen should wear uniform and Id-Card while on duty The cost of cooking materials will be reimbursed by the concerned Department of Zonal Office. Any repair to appliances/electrical gadgets/furniture etc. are to be reported immediately and will be attended to by our Engineering Department General Conditions: 6. Any loss/damage of property of guest houses caused by workers of successful contractor, the penalty for the above damage/loss will be charged to the contractor as decided by the competent authority. 7. No accommodation for the workmen deployed by successful tenderer shall be provided by us. The contractor shall have to make his own arrangement for the lodging and boarding of his workmen outside the premises. 8. The agency should give copy of running contracts (at least 2) as a proof. 9. Initial criteria for eligibility: The applicant must have at least 2 running contract for House keeping /Guest house maintenance with an annual total value of not less than 10 Lakhs Applicant should have registered with concerned statutory authorities such as EPF, ESI etc. Applicant should have at least 20 staff/personnel on Rolls Applicant should have submitted IT return for the last 3 years EMD Should be enclosed with Technical Bid The Applicant should have atleast minimum 2 years service in house keeping activities. 10. The workmen deployed in the Guest houses at Harrington Road and Mc Nichols Road should know cooking. 11. The successful tenderer shall supervise effectively the operation of the guest houses and follow all instructions and requirements given by LIC of India. 12. Rates quoted should be consolidated for all services to be rendered, in the enclosed format 13. The supply of newspaper, maintenance of cable connection, gas connections are to be continued and will be reimbursed on submission of bills. 14. Any repair to appliances/electrical gadgets should be reported immediately and will be attended to by our Engineering Department. 7
15. Security deposit of Rs. 50000/- (which bears no interest) is to be paid by the successful tenderer. 16. Complaint register is to be maintained and produced periodically for verification. 17. Security deposit will be refunded (without interest) at the time of termination of the contract. 18. The EMD(without interest) for the unsuccessful tenderers will be refunded. 19. Financial Bids should be submitted separately for each guest house. 20. The contractor shall be registered with Regional Labour Commission and obtain licence as per Contract Labour (Regulation & Abolition) Act 1970. 21. The bills should be submitted with a copy of PF/ ESI Remittance challan, Service tax remittance challan, and Attendance of your workmen deployed. 22. The bill will be settled at monthly intervals within 10 days from the date of submission of all requirements. 23. Taxes will be deducted at the prevailing rates. 24. Service tax will be reimbursed on submission of challan as a proof for remittance of service tax with details of amount remitted towards the mentioned bill. 25. PF/ESI challans and the list of your workmen and amount deducted should be enclosed along with bills Deployment of Workmen: 26. The workmen engaged by the Successful Tenderer should be polite with pleasing manners, co-operative, disciplined and should not smoke or be drunk while on duty and inside the campus premises.. The Contractor will be responsible for the behaviour of the workman employed, and under no circumstances LIC of India will be responsible for any obligations / liabilities. 27. Compliance to statutory requirements is the sole responsibility of the agency. The agency shall comply with provisions of Labour Enforcements viz. The Minimum Wages act 1948, The payment of Wages Act, 1946, The Workman Compensation Act, 1923, Employees Provident Fund & Miscellaneous Act 1952, and other later enactments 28. The successful Tender shall submit an affidavit for verification of the workman at the time of commencement of contract along with list of workmen with profile of workmen to be engaged. 8
29. Change of personnel deployed should be done only with the prior intimation to the office. 30. In respect of salaries paid to the workmen engaged, the statutory provisions under Minimum Wages act applicable to Central sphere should be complied with. LIC of India will have no liability whatsoever towards the workmen engaged by the tenderer. 31. The contractor shall carry out any change/replace in deployment of workmen/service as instructed within reasonable time period during the contract period 32. No workman is to be deployed more than 8 hours/day and weekly OFF is to be given 33. L I C of India reserves the right of accepting any bid other than the lowest or even rejecting all the bids without assigning any reasons therefor. The decision of the organization is final in all the matters of tender. Regional Manager (E&OS) 9
FINANCIAL BID FOR THE MAINTENANCE OF GUEST HOUSE AT ---------------------------------------- 1. Cost of Caretakers(per month) Basic/caretaker DA/care taker Other Allowances/Caretaker ----------------- Total ----------------- Cost of caretakers = Total * Number of caretakers 2. Cost of Sweepers (Per month) Basic/sweeper DA/sweeper Other Allowances/sweeper ----------------- Total ----------------- Cost of sweepers = Total * Number of sweepers : Rs 3. Cost of cleaning Materials /month : Rs 4. Cost of Washing of Bedsheets, Pillow covers, Screens, etc. : Rs 5. Other Charges, if any 6. Administration charges 7. Service Tax ---------------------- TOTAL ---------------------- Note: The cost of Caretakers is the cost of total number of caretaker to be deployed The cost of Sweepers is the cost of total number of sweepers to be deployed Break up of the other charges including the Employers Contribution towards Statutory Payments such as PF, E.S.I., etc should be given separately with FB There will be no change in the rate quoted above during the contract period Contd 10
The rates quoted shall be inclusive of all these including profits, overheads, bonus, gratuity etc and taxes whatsoever payable. No workman shall be engaged for more than one shift per day. Adherence to statutory requirements is sole responsibility of the company Duty hours of workmen engaged should not be more than 8 hours per day(each shift is of 8 hours duration) 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 Tenderer with seal Name: Designation: 11