BIHAR STATE POLLUTION CONTROL BOARD PATNAbspcb.bih.nic.in/Parivesh Bhawan Tender 1.pdfBIHAR STATE POLLUTION CONTROL BOARD PATNA Tender document for Comprehensive Management, Routine

BIHAR STATE POLLUTION CONTROL BOARD

PATNA

Tender document for Comprehensive Management, Routine Maintenance

(Civil & Electrical), Sanitation, Reception counter management, Lift operation and Pantry service at

Parivesh Bhawan, Patliputra Industrial Area, Patna-800010, Bihar.

Period of Contract-One Year (Extendable for another two years, one year at a time)

Tender document can be downloaded from the website www.bspcb.bih.nic.in. The bidder has to submit non-

refundable tender processing fee of Rs. 2,500/- (Rupees two thousand five hundred only)

1. GENERAL:-

1.1 The Member Secretary, Bihar State Pollution Control Board, Patna invites sealed tenders under Two-Bid system

from reputed and experiencedagencies having capacity to provide comprehensive management includingcivil and

electrical maintenance/construction,sanitation, lift operation, reception counter management and pantry services with

the suitable and uniformed& trained manpower. The present tender is being invited to provide civil and electrical

maintenance, sanitation, lift operation, reception counter management and pantry services etc. under which the

contractor shall provide uniformed and trained personnel and use its best endeavours to provide above services at the

Parivesh Bhawan, Patliputra Industrial Area, Patna-800010, Bihar. The detailsabout the above Services are included

in the ‘Scope of Work’. Partnership firm/joint ventures/consortium are not permitted.

2. ELIGIBLE BIDDERS:-

The eligible bidder should have experience of at least three years in the construction of building

(including Civil and Electrical both) and should have at least three years of experience improviding at least

four services from the following services in any of the Government Departments or Institutions of the

Government of Bihar or Govt. of India or private institutions:

(i) Civil maintenance

(ii Electrical maintenance (includes electrical, audio-visual equipments, CCTVs, lifts, firefighting

system, air-conditioning system,

(iii) Sanitation services,

(iv) Reception Management,

(v) Lift Operations,

(vi) Pantry services.

The present tender is being invited for providing all the above services in Parivesh Bhawan. The

agencies not in position to provide all the above services as a whole i.e. providing a few services mentioned

above will not be eligible for this contract.

2.1 All eligible biddersshould have at least three consecutive yearsof experience and an annual minimum turnover of

Rs.25 Lacs during the last financial year in the books of accounts.

Start date of the Tender 28.10.2016 by 10:00 AM

Date of pre-bid meeting 09-11-2016 at 11:00 AM

Last date and Time of submission of Tender form 15-11-2016 by 03:00 PM

Date and time of opening of technical bids 15-11-2016 by 11:00 AM

Date and time of opening of Financial bids Will be intimated to the Technically successful

Bidders

Performance Security Rs. 5,00,000/= (Rs. Five Lac only)

Bid Security Rs. 1,00,000/= (Rs. One Lac only)

Tender validity 90 days after opening the tender.

2.2 The bidder should have the experience of completion of similar works in any of the Departments or Institutions of

the Government of Bihar or Govt. of India or as follows:-

(a) Three similar completed works costing not less than Rs.25 Lacs in each year for the preceding threeYears; or

(b) Two similar completed works costing not less than Rs. 30 Lacs in each year for the preceding three year; or

(c) One similar completed works costing not less than Rs.50 Lacs in each year for the preceding three year

3. QUALIFICATION OF THE BIDDERS:-

3.1. The Contractor shall be in the business of construction of building (including Civil and Electrical both) or shall be

providing at least four services mentioned in the eligibility criterion in their respective areas for the past three years

continuously. Documentary evidence in support of this should be provided.

3.2. Contractor should be registered with State Public Works Department/ Central Public Works Department/Public

Sector Organizations set up by the Central or State Government. Documentary evidence should be provided.

3.3. The contractor must have at least one running contract for providing such services referred above, the annual

value of which should not be less than Rs. 25.00 lacs each. Copies of agreement/work order from client as

documentary evidence should be provided.

3.4. The contractor must be registered under Provident Fund Act and ESI Act. Copy of registration papers along with

code numbers attached to the agency/company should be provided or the successful bidder has to furnish the

registration papers within one month from the date of award on contract.

3.5. The contractor should have valid VAT and Service tax registration numbers and documentary evidence for the

same should be provided.

3.6.The tenderer should ensure an affidavit that they have rendered satisfactory performance during the last 3 years

and the tenderer firm is not blacklisted by any department of Government of India or Government of Bihar in the

last 3 years due to unsatisfactory performance. Any suppression of material facts or discrepancy in this respect will

lead to disqualification of the tender.

3.7. Bidder shall submit a copy of PAN card issuedunderIncome Tax Act.

3.8. Bidder must submit copies of all the required documents, duly self-attested, along with pre-qualification bid of

the tender.

3.9 Each bidder is required to confirm & declare with his bid that no agent, middleman or any intermediary has been,

or will be, engaged to provide any services, or any other item or work related to the award and performance of

this contract. They will have to further confirm & declare that no agency commission or any payment which will

be construed as an agency commission will be paid & that the tender amount quoted will not include any such

amount. If the Member Secretary, Bihar State Pollution Control Board, Patnasubsequently find to the contrary, the

Department has the right to declare the Bidder as non-compliant and declare any contract, if already awarded to

the Bidder, to be null and void.

3.10. Canvassing or offer of an advantage or any other inducement by any person with a view to influencing the

acceptance of a bid will be an offence as per the prescribed provisions of the Law. Such action will result in the

rejection of bid, in addition to other punitive measuresas prescribed in the Law.

4. ONE BID PER BIDDER:-

Each bidder shall submit only one tender by himself.

5. COST OF BID:-

The bidder shall bear all costs associated with the preparation and submission of his bid and the Bihar State

Pollution Control Board, Patna will in no case be responsible or liable for those costs, regardless of the conduct or

outcome of the tender process.

6. VISIT TO Board Office (Parivesh Bhawan):-

The bidder is required to provide comprehensive management including civil and electrical maintenance,

sanitation, reception counter management, lift operation and pantry services at Parivesh Bhawan, and is advised

to visit and acquaint himself with the area and operational system present there. The costs of visiting shall be borne

by the bidder. It shall be deemed that the contractor has undertaken a visit to the Parivesh Bhavan, and is fully

aware of all the operational conditions prior to the submission of the tender documents.

7. TENDER DOCUMENTS:-

7.1. Contents of Tender Documents.

7.1.1 The Tender document is to be procured from the office of the Member Secretary, Bihar State Pollution Control

Board, Parivesh Bhawan, Patliputra Industrial Area, P.O. Sadakat Ashram, Patna-800 010, Bihar and is to be

submitted to the same office after filling it. The tender document comprises of:

7.1.2 The bidder is expected to examine all instructions, forms, terms & conditions given in the tender documents.

Failure to furnish all information required by the Tender document or submission of a tender not substantially

responsive to the Tender document in every respect will be at the bidder’s risk and may result in rejection of his

bid.

7.1.3 The bidder shall not make or cause to be made any alteration, erasure or obliteration to 7.2.1 the text of the

Tender document.

7.2. CLARIFICATION OF TENDER DOCUMENT:-

7.2.1. In case the bidder has any doubt about the meaning of anything contained in the tender document, he shall seek

clarification from the office ofthe Member Secretary, Bihar State Pollution Control Board, Patna immediately,

before submitting his bid. Any such clarification which had been sought, will be made available to all bidders

without disclosing the identity of the bidder seeking clarification.

7.2.2 Except for any such written clarification by the Member Secretary, Bihar State Pollution Control Board, Patna

which is expressly stated to be an addendum to the tender document, issued by the Office of the Member

Secretary, Bihar State Pollution Control Board, Patna, no written or oral communication, presentation or

explanation by any other employee of the department shall be taken to bind the department under the contract.

8. PREPRARION OF BIDS:-

8.1. Language:

The bids and all accompanying documents shall be in English. In case any accompanying documents are in

other languages, it shall be accompanied by an English translation. The English version shall prevail in matters

of interpretation.

8.2 DOCUMENTS COMPRISING THE BID: The bids are to be sent by in hard copy. The tender document shall comprise of documents as described in

Clause 7.1.

8.2.1 The bidder shall, on or before the date given in Notice Inviting Tender, shall submit his bid in hard copy.

8.2.2 The contractor shall deposit bid security ( E M D ) for an amount of Rs.120,000/- in the form of an Account

Payee Demand Draft in favour of the Member Secretary, Bihar State Pollution Control Board, Patna along

with the hard copy of Tender documents. The Demand draft submitted by unsuccessful bidders will be

returned to them on or before the 30th day after the award of the contract.

8.2.3 The bidder (each member in case of joint venture/consortium/partnership firm) shall furnish the details

regarding total number of works, as stated in Clause 2.2(a)(b) and (c), completed in preceding three year,

a) Notice of Invitation of Tender.

b) Price Bid.

c) Terms and Conditions.

d) Tender form for providing comprehensive management including civil and

electrical maintenance, sanitation, reception counter management, lift operation

and pantry service at Parivesh Bhawan, Patliputra Industrial Area, P.O.

Sadakat Ashram, Patna - 800 010, Bihar. (Annexure-I)

e) Scope of work (Annexure-II)

f) Details of areas to be cleaned (Annexure-III)

g) Check list for Technical bid (Annexure-IV)

h)Undertaking (Annexure-V)

i) Form of Bank Guarantee for performance Security (Annexure-VI)

j) Form of Agreement (Annexure-VII)

which were similar in nature and complexity as in the present contract requiring supply of trained man power

to provide the abovementioned services.

8.3 BID PRICES:-

8.3.1 Bidder shall quote the rates in Indian Rupees for the entire contract keeping in view the minimum wages

revised by Department of Labour, Government of Bihar, from time to time on a “single responsibility” basis

such that the tender price covers contractor’s all obligations mentioned in or to be reasonably inferred from

the Tender document in respect of the above mentioned services at Parivesh Bhawan, Patliputra Industrial

Area, Bihar State Pollution Control Board, Patna. This includes all the liabilities of the contractor such as cost

of Uniform and Identity cards of personnel deployed by the contractor and all other statutory liabilities (Like

Minimum Wages, ESI, EPF, contribution, service charges, all kinds of taxes etc.) which should be clearly stated by

the contractor.

8.3.2 Conditional bids/offers will be summarily rejected.

8.4 FORM OF BID:-

The bids are to be submitted in hard copy & it shall be completed in all respects & duly signed & stamped by

an authorized and empowered representative of the Bidder or the bidder himself/ herself.

8.5 CURRENCIES OF BID AND PAYMENT:- 8.5.1 The bidder shall submit his price bid/offer in Indian Rupees and payment under this contract will be made in

Indian Rupees.

8.6 DURATION OF CONTRACT:- The contract shall be valid initially for One year and the Member Secretary, Bihar State Pollution Control

Board, Patna reserves the right to curtail or to extend the validity of contract for two more years one year at a

time if mutually agreed.

8.7 BID SECURITY:- 8.7.1 The contractor shall deposit Bid Security (EMD) for an amount of Rs.100000/- in the form of an Account

Payee Demand Draft in favour of the Member Secretary, Bihar State Pollution Control Board, Patna along

with the hard copy of tender document. The bid security will remain valid for a period of Ninety days beyond

the final bid.

8.7.2 Any tender not accompanied by Bid Security shall be rejected.

8.7.3 Bid securities of the unsuccessful bidders will be returned to them at the earliest after expiry of the final bid

validity and on or before the 30th day after the award of the contract.

8.7.4 Bid security of the successful bidder shall be returned on receipt of performance security by the department

and after signing the agreement.

8.7.5 Bid security shall be forfeited if the bidder withdraws his bid during the period of Tender validity.

8.7.6 Bid security shall be forfeited if the successful bidder refuses or neglects to execute the Contract or fails to

furnish the required Performance Security within the time frame specified by the Member Secretary, Bihar

State Pollution Control Board, Patna.

8.8 Format and Signing of bid:-

8.8.1 The bidder shall submit one hard copy of the tender document and addenda, if any, thereto, with each page of

tender document signed and stamped to confirm the acceptance of the terms& conditions of the tender by

bidder.

8.8.2 The hard copy of documents comprising the bid shall be typed or written in indelible ink and all pages of the

bid shall be signed by a person or persons duly authorized to sign on behalf of the bidder or by the bidder

himself / herself. All pages of the bid, where entries or amendment have been made, shall be signed by the

person or persons signing the bid.

8.8.3 The hard copy of the bid shall contain no alteration, omissions or additions except those to comply with

instruction issued by the Member Secretary, Bihar State Pollution Control Board, Patna or are necessary to

correct errors made by the bidder, in which case should corrections shall be initialled/signed and dated by the

person or persons signing the bid.

9. SUBMISSION OF BIDS:-

9.1.1 The bids are to be submitted in the Tender Box in Hard Copy to the office the Member Secretary, Bihar State

Pollution Control Board, Patna which is mandatory, failing which the tender shall not be considered. The

Technical Bid is to be enclosed in a separate sealed cover and the Financial Bid in another sealed cover duly

super-scribed and all these two sealed covers are to be put in a bigger master cover which should also be

sealed and duly super-scribed.

9.1.2 The sealed cover having hard copy of the Technical Bid should consist of the following documents:-

(a) Bid Security (EMD) for an amount of Rs. 1,00,000/- (Rs. One Lac only) in the form of an Account Payee

Demand Draft from a nationalised bank in favour of the Member Secretary, Bihar State Pollution Control Board,

Patna

(b) Self attested one recent passport size photograph(s) of the authorized person(s) of the firm/agency with name,

designation, full Office/Residential address and office Telephone Numbers, whether the bidder is a sole

proprietor/partnership firm, names, addresses and telephone numbers of Director/Partners.

(c) Self attested copy of PAN card issued under the Income Tax Act.

(d) Self attested copy of Service Tax Registration (Number) certificate.

(e) Self attested copy of Valid Registration No. (certificate) of the Agency/Firm.

(f) Self attested copy of Valid Provident Fund Registration Number (certificate).

(g)Self attested copy of Valid ESI Registration Number (certificate).

(h) Self attested copy of Valid License and Number under contract Labour Act & Under any other Act/Rules.

(i) Proof of Average Annual turnover as stated in Clause 2.1 supported by audited balance sheet.

(j) Proof of experience as stated in Clause 2.2(a),(b) and (c) supported by documents from the concerned

organization.

(k) Duly filled and signed Annexures I to VI

9.1.3 The tender shall remain valid and open for acceptance for a period of 90 days from the last date of submission

of tender.

9.2 Late and Delayed Tenders:-

9.2.1 Bids must be received not later than the date and time stipulated in the Tender Notice. The Member Secretary,

Bihar State Pollution Control Board, Patna may, at its discretion, extend the deadline for submission of bids in

which case all rights and obligations of the Member Secretary, Bihar State Pollution Control Board, Patna and

the Bidder will be the same.

9.2.2 Any bid received by the office of Member Secretary, Bihar State Pollution Control Board, Patna after the

deadline for submission of bids, as stipulated above, shall not be considered.

10.1 Bid opening and Evaluation:-

10.1.1. The authorized representatives of the Member Secretary, Bihar State Pollution Control Board, Patna will open

the Prequalification Bid in the presence of the Bidders or their representatives who choose to attend at the

appointed place and time.

10.1.2. The bid of any bidder who has not complied with one or more of the conditions will be summarily rejected.

10.1.3. Conditional bids will also be summarily rejected.

10.1.4. Financial bids of only the Technically-qualified bidders will be opened for evaluation in the presence of

qualified bidders.

10.2 Right to accept any Bid and to reject any or all bids:-

10.2.1. The Member Secretary, Bihar State Pollution Control Board, Patna is not bound to accept the lowest or any

bid and may at any time by notice in writing to the bidders terminate the tendering process.

10.2.2. The Member Secretary, Bihar State Pollution Control Board, Patna, may terminate the contract if it is found

that the agency is black listed on previous occasions by any of the Government Departments/Government

Institutions/Local Bodies/Municipalities/Public Sector Undertakings, etc.

10.2.3. Member Secretary, Bihar State Pollution Control Board, Patna may reject the Bid in the event that the Bid is

accepted but the successful bidder fails to furnish the Performance Security or fails to execute the contract

agreement.

11.1. Award of Contract:-

11.1.1. The Member Secretary, Bihar State Pollution Control Board, Patna will award the contract to the successful

evaluated bidder whose bid has been found to be responsive and who is eligible and qualified to perform the

contract satisfactorily as per the terms and conditions incorporated in the bidding document.

11.1.2. The Member Secretary, Bihar State Pollution Control Board, Patna will communicate the successful bidder by

Registered post that his bid has been accepted. This letter (hereinafter and in the condition of contract called

the “Letter of Offer”) shall prescribe the amount, which the Board will pay to the contractor in consideration

of the execution of work/ services as prescribed in the contract.

11.1.3. The successful bidder will be required to execute a contract agreement in the prescribed formas specified in

Annexure within a period of 15 days from the date of issue of letter of offer.

11.1.4. The successful bidder shall be required to furnish a Performance Security within 15 days of receipt of ‘Letter

of Offer’ for an amount of 5,00,000/-(The amount is indicative and may vary depending upon actual amount

of the contract) in the form of an Account Payee Demand Draft, Fixed Deposit Receipt from a

nationalised/commercial bank, or Bank Guarantee in an acceptable form (Annexure-VIII) in favour ofthe

Member Secretary, Bihar State Pollution Control Board, Patna. The Performance Security shall remain valid

for a period of sixty days beyond the date of completion of all contractual obligations. In case the period is

extended further, the validity of Performance security shall also be extended by the contractor accordingly.

12. Terms and Conditions 1. The contractor will provide the services mentioned in the 'scope of work' of this tender document at Parivesh

Bhawan, Patliputra Industrial Area, Patna-800 010, Bihar. In case the contractor fails to commence/execute

the work as stipulated in the agreement or unsatisfactory performance or does not meet the statutory

requirements of the contract, the Board reserves the right to impose the penalty. In case any public complaint

is received attributable to misconduct of contractor’s personnel, a penalty of Rs.1000/- for each such incident

shall be levied and the same shall be deducted from contractor’s bill. Further the concerned contractor’s

personnel shall be removed from the system immediately.

2. The Member Secretary, Bihar State Pollution Control Board, Patnamay cancel the agreement and get this job

to be carried out preferably from other agencies from open market. The difference, if any, will be recovered

from the performance security of the defaulter contractorand he shall be black listed for a period of FOUR

YEAR from participating in Tender processand his SECURITY DEPOSIT may also be forfeited if so

warranted.

3. The Member Secretary, Bihar State Pollution Control Board, Patna reserves the right to cancel or reject all or

any of the tender, in whole or partly, without assigning any reason.

4. Any act on the part of the tenderer to influence anybody in the office of Member Secretary, Bihar State

Pollution Control Board, Patna is liable to rejection of his tender.

5. Every employee/personnel so engaged by the contractor shall wear uniform and a badge having his/her name,

while on duty. The said uniform and badge shall be provided by the contractor at his own cost.

6. The contractor will engage the personnel who are in good health.

7. The staff engaged by the contractor shall be available all the time as per their duty roster and they shall not

leave their place of duty without the prior permission of the authorized officer of the Bihar State Pollution

Control Board. Adequate supervision will be provided to ensure proper performance of the said services in

accordance with the prevailing assignment/instructions agreed upon between the two parties (BSPCB and the

contractor). In order to exercise effective control & supervision over the staff of the Contractor deployed,

supervisory staff will move in their area of responsibility.

8. The contractor shall provide weekly off/holidays to his workmen as per the relevant laws/rules but it will be

the contractor’s responsibility to ensure uninterrupted services on all days on a 24x7 basis. No workman shall

be deployed on double duty during consecutive duty timings. In case such a deployment is noticed, it would

be viewed seriously and may result in termination of the contract. The security personnel on duty shall be

rotated from one shift to another at proper frequency on 3-shift basis.

9. The contractor shall be responsible to provide immediate replacement of any staff engaged by him, who is not

available on duty at this place of posting and such other additional staff as may be required for additional area

for which prior information have been given.

10. The contractor shall comply with all the relevant laws and statutory requirements covered under Labour Act,

Minimum Wages Act and ContractLabour (Regulation & Abolition)Act 1970, EPF,ESI etc., with regard to

the personnel engaged by him for providing services mentioned in the scope of work.

11. The contractor shall be liable and responsible to provide all the benefits viz. Provident Fund, ESI, Bonus,

Gratuity, Leave, etc. to the staff engaged by him. As far as EPF is concerned it shall be the duty of the

contractor to get PF code number allotted by RPFC against which the PF subscription, deducted from the

payment of the personnel engaged and equal employer’s amount of contribution should be deposited with the

respective PF authorities within SEVEN days to close of every month. Giving particulars of the employees

engaged for the said services is required to submit to Member Secretary, Bihar State Pollution Control Board,

Patna. In any eventuality, if the contractor failed to remit employee/employer’s contribution towards PF

subscription etc. within the stipulated time, the Member Secretary, Bihar State Pollution Control Board,

Patna is entitled to recover an equal amount from any money due or accrue to the contractor under this

agreement or any other contract and will be deposited with RPFC on behalf of the contractor.

12. The Member Secretary, Bihar State Pollution Control Board, Patna shall have the right to ask for the removal

of any person of the contractor, who is not found to be competent and orderly in the discharge of his duty.

13. The contractor shall not engaged any sub-contractor or transfer the contract to any other person in any manner

14. The antecedents of staff shall be verified by the contractor from local police authority and an undertaking in

this regard to will be submitted to theBihar State Pollution Control Board, Patna. The Estate

Officer/Authorized Officer shall ensure that the contractor complies with the provisions.

15. The contractor shall submit an affidavit along with the tender document stating that “we undertake to deploy

security personnel of only whose antecedents have been got verified by us from the Police Authorities”.

16. All liabilities arising out of accident or death while on duty shall be vicariously borne by the contractor.

17. The contractors and its staff shall take proper and reasonable precaution to preserve from loss, destructions,

waste or misuse the areas of responsibility given to them by the Bihar State Pollution Control Board, Patna

and shall not knowingly lend to any person or company any of the effects of the Bihar State Pollution Control

Board, Patna under its control.

18. The staff engaged by the contractor shall not accept any gratitude or reward in any shape neither from the

personnel of BSPCB nor from the people who come to Bihar State Pollution Control Board, Patna.

19. The contractor shall be responsible to maintain all property and equipment of the Bihar State Pollution

Control Board, Patna entrusted to it. Any damage or loss caused by contractor’s persons to the Bihar State

Pollution Control Board, Patna whatever shape, would be recovered from the contractor.

20. The contractor will not be held responsible for the damage/sabotage caused to the property of the Bihar State

Pollution Control Board, Patna due to the riots/mob attacks/armed dacoit activities or any other event of force

majeure.

21. The personnel supplied have to be extremely courteous with every pleasant mannerism in dealing with the

staff/visitors, especially with female staff/visitors and should project an image of utmost discipline. The Bihar

State Pollution Control Board, Patna shall have the right to have any person removed in case of staff/visitor

make complaints or otherwise. The contractor shall have to arrange the suitable replacement in all such cases.

22. That in the event of any loss occurred to theBihar State Pollution Control Board, Patna, as a result of any

lapse on the part of the contractor which will be established after an enquiry conducted by the Bihar State

Pollution Control Board, Patna, the said loss can be claimed from the contractor up to the value of the loss.

The decision of the Member Secretary, Bihar State Pollution Control Board, Patna will be final and binding

on the contractor.

23. The contractor shall abide by all the statutory requirements covered under various laws such as Labour Act,

Minimum Wages Act, Contract Labour (Regulation and abolition) Act, EPF, ESI and various other relevant

Acts/Rules as applicable from time to time with regard to the personnel engaged by the contractor for the

Bihar State Pollution Control Board, Patna.

24. The contractor will deploy supervisors as per the requirement given by the Bihar State Pollution Control

Board, Patna. The supervisor shall be required to work as per the instructions of the Bihar State Pollution

Control Board, Patna.

25. The contractor shall ensure that its personnel shall not at any time, without the consent of the Member

Secretary, Bihar State Pollution Control Board, Patna in writing divulge or make known any trust, accounts

matter or transaction undertaken or handled by the Member Secretary, Bihar State Pollution Control Board,

Patna and shall not disclose to any information about the affairs ofBihar State Pollution Control Board, Patna.

This clause does not apply to the information, which becomes public knowledge or published for public

notice.

26. Any liability arising out of any litigation (Including those in consumer courts) due to any act of contractor’s

personnel shall be directly borne by the contractor including all expenses/fines. The concerned contractor’s

personnel shall attend the court hearing as and when required. The contractor shall be vicariously liable for all

the acts, omissions or commissions committed by his/her personnel in whatever manner.

27. The contractor's rate(s) shall be inclusive of all taxes, cess, etc. The contractor's rate(s) shall remain constant

throughout the year. In case the contract is extended on mutual consent it can be extended with an increase of

5% per annum.

28. FORCE MAJEURE:-

If at any time during the currency of the contract, either party is subject to force majeure, which can be

termed as civil disturbance, riots, strikes, tempest, acts of God etc. which may prevent either party to

discharge the obligation, the affected party shall promptly notify the other party about the happening of such

an event. Neither party shall by reason of such event be entitled to terminate the contract in respect of such

performance of their obligations. The obligations under the contract shall be resumed as soon as practicable

after the event has come to an end or ceased to exist. The Performance of any obligations under the control

shall be resumed as soon as practicable after the event has come to an end or ceased to exist. If the

performance of any obligation under the contract is prevented or delayed by reason of the event beyond a

period mutually agreed, to if, any, or seven days, whichever is more, either party may at option terminate the

contract.

29. The contractor shall deploy his personnel only after obtaining the Member Secretary, Bihar State Pollution

Control Board, Patna’s approval duly submitting Curriculum Vitae (CV) of these personnel, the Member

Secretary, BSPCB, Patna shall be informed least one week in advance and contractor shall be required to

obtain approval of the Member Secretary, BSPCB, Patna for all such changes along with their CVs.

30. “NOTICE TO PROCEED” means the notice issued by theMember Secretary, BSPCB, Patnato the contractor

communicating the date on which the work/service under the contract are to be commenced.

31. If the contractor is a joint venture/consortium/group/partnership of two or more persons, all such persons shall

be jointly and severally liable to theMember Secretary, BSPCB, Patnafor the fulfilment of the terms of the

contract. Such persons shall designate one of them to act as leader with authority to sign. The joint

venture/consortium/group/partnership shall not be altered without the approval of the Member Secretary,

BSPCB, Patna.

32. The contract period shall be for TWELVE MONTHS from the date of the commencement (as mentioned in

notice to proceed). This can be extended up to three years, one year at a time, with an increase of 5% per

annum.

33. During the course of contract, if any of contractor’s personnel are found to be indulging in any corrupt

practices causing any loss of revenue or physical loss, the Member Secretary, BSPCB, Patna shall be entitled

to terminate the contract forthwith duly forfeiting the contractor’s Performance Guarantee.

34. In the event of default being made in the payment of any money in respect of wages of any person deployed

by the contractor for carrying out of this contract and if a claim therefore is filed in the office of the Labour

Authorities and proof thereof is furnished to the satisfaction of the Labour Authorities, the Member Secretary,

BSPCB, Patna may, failing payment of the said money by the contractor, make payment of such claim on

behalf of the contractor to the said Labour Authorities and any sums so paid shall be recoverable by the

Member Secretary, BSPCB, Patna from the contractor.

35. If any money shall, as the result of any instructions for the Labour authorities or claim or application made

under any of the Labour laws, or Regulations, be directed to be paid by the Member Secretary, BSPCB,

Patna, such money shall be deemed to be payable by the contractor to the Member Secretary, BSPCB, Patna

within seven days. The Member Secretary, BSPCB, Patna shall be entitled to recover the amount from the

contractor by deduction from money due to the contractor or from the Performance Security.

36. The contractor shall indemnify and the Member Secretary, BSPCB, Patna harmless from and against all

claims, damages, losses and expenses arising out of, or resulting from the works/services under the contract

provided by the contractor.

37. The bidder should be registered with the concerned authorities of Labour Department under Contract Labour

(R&A) Act.

38. Only physically fit personnel shall be deployed for duty by the contractor.

39. The contractor shall ensure that the staff engaged for providing services shall not take part in any staff union

and association activities.

40. The Member Secretary, BSPCB, Patna shall not be responsible for providing residential accommodation to

any of the personnel of the contractor.

41. The Member Secretary, BSPCB, Patna shall not be under any obligation for providing employment to any of

the worker of the contractor after the expiry of the contract. The Member Secretary, BSPCB, Patna does not

recognize any employee-employer relationship with any of the workers of the contractor.

42. If as a result of post payment audit any overpayment is detected in respect of any work done by the

contractor/agency or alleged to have done by the contractor/agency under the tender, it shall be recovered by

the Member Secretary, BSPCB, Patna from the contractor.

43. If any underpayment is discovered, the amount shall be duly paid to the contractor by the Member Secretary,

BSPCB, Patna.

44. The contractor shall provide the copies of relevant records/documents during the period of contract or

otherwise even after the contract is over whenever required by the Member Secretary, BSPCB, Patna.

45. The contractor will have to deposit the proof of depositing employee’s contribution towards PF/ESI etc. of

each employee/personnel in every three months.

46. OBLIGATION OF THE CONTRACTOR:-

The contractor shall ensure that all legal requirements, licenses and permissions required for

providing services mentioned in the scope of work are obtained by him before starting the services in the

Parivesh Bhawan. The contractor shall submit every year the copies of updated licenses and permissions

required and shall keep the employer fully indemnified against any liability, obligation and interest, which

may arise. The contractor shall ensure full compliance with tax laws of India with regard to this contract and

shall be solely responsible for the same. The contractor shall submit copies of acknowledgements to prove the

filing of prescribed returns every year and shall keep the employer fully indemnified against liability of any

tax, interest, which may arise.

47. The Member Secretary, BSPCB, Patna will deduct Income Tax at source under Section 194-C of Income Tax

Act from the contractor at the prevailing prescribed rates of such sum as income tax on the income comprised

therein.

48. DISPUTE RESOLUTION:-

a. Any dispute and or difference arising out of or relating to this contract will be resolved through joint

discussion of the authorities and representatives of the concerned parties. However, if the disputes are not

resolved by joint discussions, then the matter will be referred for adjudication to a sole Arbitrator appointed

by the Chairman, Bihar State pollution Control Board, Patna.

b. The award of the sole Arbitrator shall be final and binding of all the parties. The arbitration proceedings, if

required and agreed upon by both the parties, shall be governed by Bihar Public Works Contracts Disputes

Arbitration Tribunal Act 2008 as amended from time to time. Arbitration proceedings will be held at Patna,

Bihar only.

49. JURISDICTION OF COURT:-

The courts at Patna, Bihar shall have the exclusive jurisdiction to try all disputes, if any, arising out of this

agreement between the parties.

Financial Bid:

Financial Bid for providing Civil Maintenance Services at Parivesh Bhawan, Bihar State Pollution Control

Board, Patliputra Industrial Area, Patna – 800 010, Bihar.

Sl.No.

Description of work Area covered Annual amount (in Rs.) (inwords

andfigures)inclusive ofTaxes (C1)

Civil maintenance work of the building

including gardening, operation and

maintenance of Sewage Treatment Plant

as mentioned in the scope of work.

Whole of the

building upto

fencing = C1

Financial Bid for providing Electrical Maintenance Services at Parivesh Bhawan, Bihar State Pollution

Control Board, Patliputra Industrial Area, Patna – 800 010, Bihar.

Sl.No

Description of work

Annual amount (in Rs.) (in words and

figures) inclusive of all Taxes (C2)

Electrical maintenance work of the building including

electrical wiring, electrical equipments, lightings, audio-

visual equipments, CCTV cameras, Training Hall, lifts,

Diesel Generator, fire fighting system and air conditioning

system as mentioned in the scope of work.

= C2

Financial Bid for providing Sanitation services at Parivesh Bhawan, Bihar State Pollution Control Board,

Patliputra Industrial Area, Patna – 800 013, Bihar. (for 11 sanitation personnel including all costs)

Sl.No

Description of work

Area covered

/Unit

Frequency/

Periodicity

Annual amount (in Rs.) (in

words and

figures) inclusive of all Taxes

(C3)

1

Sweeping, Scrubbing, wet cleaning of

floor, Passages and different types of floor

area provided in different rooms and stair

cases of the building, lifts in covered area,

Dusting & Cleaning of different types of

doors/windows frames/glasses.

fixed to the doors, windows & fixtures,

hand railings,Dusting &Cleaning of

Telephone sets & Accessories, Dusting

&Cleaning of computers/Photocopier

machines/other

office equipments, Dusting & Cleaning of

indoor light fittings/External Light

Fittings, and Accessories, Dusting

&Cleaning of switch /panels /

distribution boxes, fans and accessories,

Dusting &Cleaning of officer table, work

station, chairs, file cabinet, almirah, sofa,

window blind, etc. (including Ante-room,

Training Hall, Library, Ground floor

3419 Sq.

Meters

Approx.

Once in a day

and as and

when required.

= C3

equipments, main gates, and reception)

2

Sweeping & Cleaning of open space like

roads, courtyards, parking lots & lawns,

open terrace, etc. where necessary.

461 Sq.

Meters

Approx.

Once in a day

and as and

when required.

3

Cleaning and sanitation of Toilets and

Bath rooms, Cleaning of mirrors, Urinal

pans and other articles contained in toilets

& bathrooms attached to office chambers.

24 Sq.

Meters

Approx.

Once in a day

and as and

when required.

4

Cleaning and sanitation of Toilets and

Bath rooms, Cleaning of mirrors, Urinal

pans and other articles contained in

common toilets & bathrooms.

198 Sq.

Meters

Approx.

Twice in a day

and as and

when required.

5

Dusting and Cleaning of portable fire

extinguishers /smoke detectors / Fire

detectors / Fire detection panel, CCTV

camera, TVs, Biometric attendance

system, etc.

Once in a

fortnight

6

Collection, segregation and disposal of

garbage outside the campus in the

designated common dustbin.

Once in a day

and as and

when required.

7 Material cost for housekeeping and other

services.

Total

4102 Sq.

Meters

(approx.)

Financial Bid for deploying Receptionist At Parivesh Bhawan, Bihar State Pollution Control Board, Patliputra

Industrial Area, Patna – 800 010, Bihar. (For one receptionist including all costs)

Sl.No.

Particulars Total annual Amount in Rs.

inclusive of all Taxes (C4)

1 Amount payable to the Receptionist

= C4

2 Amount payable towards ESI, PF and Statutory

contributions/benefits and all amounts to be deducted

/remitted towards statutory dues/payments

3 Service charge of the Agency

4 Service tax

5 Other charges including uniform, ID card, etc.

Total:

Financial Bid for deploying Lift-Boys At Parivesh Bhawan, Bihar State Pollution Control Board, Patliputra

Industrial Area, Patna – 800 010, Bihar. (For 3 Lift-Boys including all costs)

Sl.No. Particulars Total annual Amount in Rs.

inclusive of all Taxes (C5)

1 Amount payable to the Lift-Boys

= C5


contributions/benefits and all amounts to be deducted

/remitted towards statutory dues/payments


4 Service tax

5 Other charges including uniform, ID card, etc.

Total:

Financial Bid for deploying Pantry Service Personnel At Parivesh Bhawan, Bihar State Pollution Control

Board, Patliputra Industrial Area, Patna – 800 010, Bihar. (For one pantry boy and one server including all

costs)

Sl.No. Particulars Total annual amount

in Rs. inclusive of all Taxes (C6)

1 Amount payable to the two Staffs (one pantry boy and one server)

employed for catering

= C6


contributions/benefits and all amounts to be deducted /remitted

towards statutory dues/payments


4 Service tax

5 Other charges

6 Total:

Note:-

L1 will be the lowest of sum total of (C1+C2+C3+C4+C5+C6). It is compulsory to bid for all the

services. If anybody does not bid for all the services, he/she stands disqualified.

1. Contractor shall provide physically fit, uniformed and trained personnel and use its best endeavour to provide

the said services to the Bihar State Pollution Control Board, Patna. Rates quoted will include all statutory

obligations of the contractor under Minimum Wages Act, Contract Labour (R&A) Act, weekly-off

replacement charges, Cost of uniform of personnel deployed by the contractor, all kinds of taxes, cess, service

charges, etc. and subsequent revisions thereof as prescribed.

2. The offers/bids which are not in compliance of Minimum Wages Act and any other Labour laws will be

treated as invalid.

3. Conditional bids would summarily be rejected.

4. The contract is for One year which may be extended based on satisfactory services/performance.

5. The area of the Workplace and number of staff required is indicative and the actual number may vary.

6. The L1 (lowest bidder) (C1+C2+C3+C4+C5+C6) would be determined on the basis of the lowest

rate quoted by the agency for all the services mentioned in the scope of work. i.e., Civil and Electrical

maintenance, Sanitation, Security Services, Lift operation, receptionist and pantry service as whole and

not in pieces or separately.

7. All the columns shall be written legibly in ink or typed. The tenderer should quote the numbers, rates

and amount tendered by him/them in figures and in words. Alterations, if any, unless legible and

attested by the tenderer, shall disqualify the tender. The tenderer shall take care that the rate and

amount may be written in such a way that interpolation is not possible. No blanks should be left which

would be otherwise made the tender liable for rejection.

8. The bidder is required to provide comprehensive management including civil & electrical maintenance,

sanitation, security services, Lift operation, receptionist and pantry services, details of which are

mentioned in the scope of works and is advised to visit and acquaint himself/herself enough with the

area, equipment and operational system. It shall be deemed that the contractor has undertaken a visit

to the Parivesh Bhawan, Bihar State Pollution Control Board, Patliputra Industrial Area, Patna - 13

and is aware of the operational conditions prior to the submission of the tender documents.

ANNEXURE-I

Bihar State Pollution Control Board

Patna


(Civil & electrical), Sanitation, Reception management, Lift operation and Pantry services at

Parivesh Bhavan, Bihar State Pollution Control Board, Patliputra Industrial Area, Patna-800010,

Bihar.

Affix duly

Attested

Passport Size

recent

photograph of the

prospective

bidder.

1. Due date for tender ___________________________________

2. Opening time and date of tender ___________________________________

3. Names, address of firm/Agency ___________________________________

Telephone numbers.

4. Registration No. of the Firm/Agency ___________________________________

5. Name, Designation, Address and ___________________________________

Telephone No. of Authorized ___________________________________

Person of Firm/Agency to deal with ___________________________________

6. Please specify as to whether ___________________________________

Tenderer is sole proprietor/ ___________________________________

Partnership firm. Name and Address, ___________________________________

Telephone No. of Directors/partners ___________________________________

shouldbe specified:

7. Copy of PAN card issued by Income ___________________________________

Tax Department and copy of previous ___________________________________

Immediate Three Financial Year’s

Income TaxReturn: ___________________________________

8. Provident Fund Account No.: ____________________________________

9. ESI Number: ____________________________________

10. License number under Contract ____________________________________

Labour (R&A) Act, if any.: ____________________________________

11.Details of Bid Security deposited: ____________________________________

(a) Amount: Rs. ____________________________________

(Rupees in words also)

(b)DDNo. and Date Issuing Bank: ____________________________________

12. Details of ISO Certification: ____________________________________

13. Any other information: ____________________________________

14. Declaration by the bidder: ____________________________________

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)

Name and Address

(with seal)

ANNEXURE-II


Patna




Bihar.

SCOPE OF THE WORK

A. Civil Maintenance:

a. The work involves maintenance work such as any kind of minor civil maintenance work of the

building which includes earth work, masonry work, concrete work, carpentry works, painting,

plumbing, repairing etc., in the office premises as well as around the building, up to fencing wall

(including the ramps at the entrance and exit).

b. Maintenance of water tank, water pipe lines, drainage lines, toilets and wash basins, urinals, W/C,

choke up of flushing tanks and flush lines, alteration of components, rectification of leakage, and

repair of entire sewage system of the building, etc.

c. Check the availability of water in the water tanks and fill the tanks as and when required, Cleaning of

water Tanks at regular intervals, ensuring cleaning and maintenance of RO systems/water purifiers.

d. Check all the area for damaged false ceiling, floor tiles, glazing tiles and refix/refit wherever

necessary.

e. Check the door and window closures for its functional aspect and change or re-fix the closures when

required.

f. Proper maintenance of all furniture/compactors/almirahs/racks/whatnot/workstations.

.

i. Any other related works as and when required as directed by the officer in charge (like repairing &

maintenance of of water cooler, Ovens etc.) of Parivesh Bhawan.

j. Cleaning and upkeep of the glass walls (1910 Sq. M.) (inside and outside) of the entire building once

in a month.

k. Maintenance of the gardens, landscaped area, lawns, flower beds, flower pots including daily and

routine watering, manure, hoeing, weeding and planting new stocks.

l. Removal of any landslides/fallen trees or any part of structure there which is unwanted inside the

fencing of premises/ repairs thereof.

m. Cleaning of the all the glass doors and reception desk daily.

n. Pest control (except mosquitoes) inside the building premises.

Note:

The material involved in the repair and maintenance of civil works will be borne by the

contractor. Since the building is newly constructed and most of the equipments & appliances

are under warranty, the Contractor has to provide the services on cost-to-cost basis and quote

the rates in a very prudent manner.

B. Electrical Maintenance: 1) Maintenance of Electrical installations:

a) Annual maintenance contracts for routine and preventive maintenance of Electrical installations such

as substantial equipments like electric motors, Uninterrupted Power Supply (UPS), Electric Panels,

water pump, light fitting, Diesel Silent Generators, lifts, air conditioning systems, solar water heater

system, etc. in the office Building.

b) Operation and maintenance of all the electrical installations in accordance with manufacture’s

specifications, instruction Manuals, IE rules and other rules as specified by Electricity Board.

c) Checking all the meters, indicating lamps, condition of the wiring, batteries, control, lubricant system,

air pressure, air filter system, radiator, electric gates, etc. for their proper working periodically.

d) Checking of all earth electrodes, continuity of earth and maintenance of record for each electrode at

least once in a year.

e) Attending fuse calls/no power supply fault in all electrical appliances and up to the level of main

panel board.

f) Attending day-to-day fault of any kind of light fittings, water pumps, motors, starters, UPS sub-

station equipment, cables, LT Panel,etc.

g) Attending fault in main switches, distribution boards, MCBs, MCCBs, panel board and AMF panel

etc. In case of major breakdown, the staff of contractor should cooperate with the building in-charge/

staffs of the BSPCB/ Energy department till the rectification of the defects.

h) Attending cable faults, termination of cable, re-termination if required. The contractor shall arrange to

give temporary connection if the cable fault could not be rectified within a day.

i) Supply and replacement/removing of any kind of light fittings, fans, MCBs, MCCBs main switches,

starters and any other electrical accessories as available and directed by the officer in-charge of

Parivesh Bhawan. The contractor shall arrange additional labourers in case the quantum of work is

more.

j) Cleaning of all electrical appliances such as light fittings, fans, switchboard, distribution boards, panel

boards, cable trays, cable boxes, meters, etc. All panel board should be kept clean. The cleaning

process should be done thrice in a year.

k) To switch on and off the lifts, lights inside the building and campus, etc. daily as per the timings

specified by the officer in-charge of Parivesh Bhawan.

l) Complete Servicing and overhauling of all panels, DB’s on monthly basis. Complete Servicing and

overhauling of raising mains, cable terminals.

m) All the removed materials for routine maintenance works should be brought to the office for

accountability and no materials should be left anywhere in the building and outside the building

unattended.

n) Any other related works as and when required as directed by the officer-in-charge of Parivesh

Bhawan.

o) To switch on and off the water pumps and sump pumps as and when required.

p) Operation and Maintenance of lifts installed in the building, in accordance with the manufactures

instruction manual and in accordance with the office requirements.

q) Providing routine maintenance service, including attending to breakdown calls for full rectification as

& when needed including repair/replacement of all electrical and mechanical components of the lifts.

r) Operation and Maintenance of Diesel Silent Generators installed in the building, in accordance with

the manufactures instruction manual and in accordance with the office requirements. The cost of

fuel/lubricants etc., for generator operation will be borne by the BSPCB.

s) Providing routine maintenance service, including attending to breakdown calls for full rectification as

& when needed including repair/replacement of all electrical and mechanical components of the

Diesel Silent Generators.

t) Operation and Maintenance of audio-visual system and public address systems, Biometric attendance

system, ID card generation system, CCTV surveillance, etc. installed in the training halls, Library,

reception, Chairman’s room, Member secretary’s room, board meeting room and in different parts of

Parivesh Bhawan, in accordance with the manufactures' instruction manual and in accordance with

the office requirements.

u) Providing routine maintenance service, including attending to breakdown calls for full rectification as

& when needed including repair/replacement of audio-visual system and public address systems

installed in the board room, training hall and reception.

v) Operation and Maintenance of CCTV system installed in the building, in accordance with the

manufactures instruction manual and in accordance with the office requirements.

w) Providing routine maintenance service, including attending to breakdown calls for full rectification as

& when needed including repair/replacement of CCTV system installed in the building.

2) Fire Protection System.

a) Operation and maintenance of all Fire Fighting Systems installed in Parivesh Bhawan.

b) Checking and verifying the expiry date of all the fire extinguishers and arranging for timely refilling.

c) The refilling cost of the fire extinguishers will be borne by the BSPCB.

3) Comprehensive preventive maintenance service for air conditioning system.

a) Operation and Maintenance of AC machines, in accordance with the manufactures instruction manual

and in accordance with the office requirements.

b) Providing routine maintenance service, including attending to breakdown calls for full rectification as

& when needed including repair/replacement of all electrical components of the machine including

repair to compressors, Fan motors etc. and further changing of refrigerant & required overhauling on

routine basis or directed by the office with all labour and materials and as & when required.

c) Routine Checks of Ductable Unit Blowers, Blower Motors, adjustment replacement of Belt as and

when required.

d) Check for all Electrical Controls.

e) Periodically clean all Filters, Grills, Diffusers and Condensers of the Out Door and Indoor unit and as

often as necessary.

f) Ensure proper draining of condensate from the Indoor/Outdoor units.

g) Switch on and off of the AC units as per the timing specified by the office.

h) Shifting and reinstalling AC units as and when required or as directed by the officer in-charge of

Privesh Bhawan.

Note:

The material involved in the repair and maintenance of electrical works will be borne by the

Contractor. Since the building is newly constructed and most of the equipments & appliances

are under warranty, the Contractor has to provide the services on cost-to-cost basis and quote

the rates in a very prudent manner.

C. Sanitation: 1. The execution of cleaning will be done with suitably trained and uniformed hygiene specialist with

mechanized equipments, wherever required, and wet mopping.

2. The cleaning works are to be carried out as per national norms/standards and in such manners that the

entire premises always look neat and clean.

3. The manpower engaged should be properly trained.

(i) The contractor shall engage at least Eleven (11) safai karmcharis for cleaning and sanitation

works, excluding ONE (1) supervisor.

(ii) The work shall be finished up to 9.30 AM sharp before the office time starts on every working

day.

Note- The above numbers may be increased or decreased as per the need.

4. It will be the sole responsibility of the contractor that the men engaged are properly trained and the

Bihar State Pollution Control Board will not be liable for any mishap, directly or indirectly.

5. All the consumable and disposables required for cleaning are to be procured and safely stored by the

contractor.

6. Mechanized equipments, wherever required, will be procured by the contractor on priority basis.

7. The cleanliness will be periodically checked by any officer authorized by the Member Secretary,

Bihar State Pollution Control Board based on certain objective criteria which are decided to

measure level of cleanliness and the contractor has to abide by those criteria. These are as follows:

(i) Shine level, presence of dust, paan &gutkha stains, spillage of water or other liquids, bird dropping etc. on

floors, tiled walls, doors, windows, stairs etc.

(ii) Dust or cobwebs etc. on the ceiling, windows grills, window blinds, etc.

(iii) Finger or palm marks, dust and gutka or paan-stain on glass panes of windows or doors, hand railings and

mirrors.

(iv) Dirt marks, dryness and odour in wash-basin, WC Seat, floors, around water purifiers, etc. in

toilets/bathrooms.

D. Housekeeping:

a) Complete housekeeping and complete maintenance of the building (including the reception and pantry).

b) Spray and spread of Phenyl daily or as and when required. The pest control measures has to be taken up

once in a week as prescribed.

c) Complete cleaning, sweeping and swabbing of floors, common areas, reception area & passage of Parivesh

Bhawan once a day or as & when required. During rainy days it should be done thrice daily or as required by

the building in-charge.

d) Dusting and cleaning of all the rooms and mirrors, windows, curtains, tables, other furnitures once a day.

e) General cleaning including cleaning of toilets with good quality phenyl/ Dettol once in a day and provide

air freshener in the toilets and naphthalene balls in the urinals and wash basins. The ceiling has to be vaccum

cleaned once in a week, preferably during weekends.

f) Dusting, cleaning and brushing of furniture, carpets, windows & doors normally as well as vacuum

cleaning on a daily basis.

g) Collection, carrying and dumping of sweeping garbage, Laboratory and pantry wastes daily at a specified

place as per the direction of the building in-charge.

h) Changing the hand towels and chair covers with washed ones, once in two days.

i) Cleaning and washing of curtains of windows once in three months.

j) The housekeeping services provided by the contractor in the Parivesh Bhawan should be of very high

standard.

k) Cleaning and washing the Sofa cover every week.

9. If cleanliness is not observed up to the satisfaction of the Member Secretary, Bihar State Pollution Control

Board, a penalty of a fine of Rs.1000/- per day for minor omission or commission or a major fine of

Rs.5000/- per day will be imposed on the contractor depending on the objective criteria as above.

DUTIES AND RESPONSIBILITY OF STAFF ENGAGED FOR SANITATION:

1. Cleaning of floor areas, vertical finishes (walls), Roof and False ceilings, Glass walls, Glass areas, doors and

attached fixture, windows with attached fixtures and frames, Rolling shutters, railings, mirrors aluminium grills,

pillars, curtains, slabs, cabinets, almirah with attached fixtures, lifts and adjoining areas etc. All the covered area

including all rooms, corridors, lawns, paved areas and terrace including overhead water tanks, if any.

2. Sanitation of bathrooms and toilets.

3. Cleaning of all equipments available in the rooms including telephone sets and accessories, computers, photocopier

machine, and accessories, furniture, signage, notice boards, switch, Air-conditioners, etc. with dusting or wet

mopping.

4. Cleaning of drinking water coolers, water filters, Desert coolers, etc.

5. Cleaning of fire-fighting equipment’s, CCTV and public address systems, etc.

6. Cleaning of all miscellaneous equipments as available or being provided from time to time.

7. Any other provisions as advised by the Employer may be incorporated in the agreement. The same shall also

be binding on the contractor. (The Member Secretary, Bihar State Pollution Control Board, Patna may also include the items, if any, other than

ones prescribed above, in the Duty chart as per the requirement)

E. Duties and Responsibilities of Reception Management: 1. The reception counter at the ground floor of the Parivesh Bhawan has to be manned by a trained receptionist. The

receptionist is expected to provide necessary information and guide the visitors in proper way.

2. Receptionist must be fluent in Hindi and English language. Female receptionist is preferred.

3. Receptionist must be properly trained and experienced in handling similar works.

4. The receptionist, rather none of the personnel of the contractor cannot claim any employer employee relationship

with the Department.

5. The receptionist ought to be polite, courteous but firm, disciplined, healthy, alert and present himself/herself

smartly dressed in proper uniform with ID card.

6. The receptionist should also be capable to attend the distinguished visitors, VIPs and Officers with compliments.

7. The receptionist should create a temporary pass for the visitors who intend to meet the officials inside the Parivesh

Bhawan, further it is also expected to check, control and restrict entries of staff/workers/authorized personnel of

outside organization/firm and others by checking valid passes/ID cards.

8. The receptionist must be experienced in handling the EPBAX / intercom operations. And he/she is expected to

operate the intercom facility. And to answer general phone calls from the public.

9. The contractor shall ensure functioning of Reception at the ground floor from Monday to Friday from 9:30 am to

6:00 pm.

10. The receptionist will be properly attired. The cost of uniform and ID card of the reception staff will be borne by

the contractor.

11. The receptionist will be expected to function as facilitator for the visitors to the building with necessary

information and guidance related to the official work of the board.

F. Duties and Responsibilities of Lift Operator:

1. The lift boys, rather none of the personnel of the contractor cannot claim any employer employee relationship with

the Department.

2. The personnel ought to be polite, courteous but firm, disciplined, physically fit, healthy, alert and smartly dressed in

proper uniform.

3. The personnel should also be capable to attend the distinguished visitors, VIPs and Officers with compliments.

4. The contractor shall ensure operation of both lifts in Parivesh Bhawan from Monday to Friday from 9: 00 am to

8:00 pm. It is to be noted that before and after the office hours only one lift shall be kept operational.

5. In case of fire, the Lift boy will immediately alert the Staff on duty, inform the fire brigade and assist in Fire

Fighting Operation and also inform the Building-in-Charge of the building.

6. The Lift boy must watch that there are no unidentified/ unclaimed/suspicious objects lying inside the lift(s). If any

valuables unclaimed found inside the lift must be handed over to the building in-charge of the board or to the Member

Secretary, Bihar State Pollution Control Board.

7. The Lift boy must be in proper neat and tidy uniform always while on duty.

8. The name(s) of the Lift boy should always be displayed by them on their uniforms for the purpose of identification.

9. The Lift boy(s) shall at all times comply with all directions and instructions of the building in-charge or board

authority. Non-compliance of valid instructions may lead to termination of agreement.

G. Pantry service:

The contractor shall:

a) The raw materials, utensils, crockery, cutlery, equipments/instruments for the Pantry will be provided by the

building in-charge or any other officer authorised by the Member Secretary, Bihar State Pollution Control Board.

b)Electricity to all cooking appliances will be provided free of cost for pantry purpose.

c) The contractor shall provide the service of one pantry boy and one server in the pantry.

d)The contractor should ensure that the pantry boy and one server is well trained and sufficiently experienced in his

field of work. Apart from making tea and coffee, the pantry boy should be able to prepare light snacks, juices, health

drinks, etc.

e) The contractor will have to cater to the officers, official visitors, and official meetings and hospitality service in the

office.

f)The contractor shall ensure that the pantry boy and the server are always in their uniform, with their name displayed,

while on duty.

g) In general, the timing for pantry service in Parivesh Bhawan will be from 10:30 am to 6:30 pm from Monday to

Friday or as and when directed by the building in-charge during special occasions.

h) The contractor will provide the pantry services for official meetings as and when required, regarding which prior

intimation will be given to the supervisor.

Important Note: 1. All appliances, equipments, cooking utensils, serving utensils, crockery and cutlery will be provided by the

building in-charge or by the officer authorised by the Member Secretary, Bihar State Pollution Control Board.

2. The pantry service provided by the contractor should be of very high standard.


Name and Address

(with seal)

ANNEXURE-III


Patna




Bihar.

Details of the Area to be cleaned:

Sl.

No.

Details of Floors

Total Area of

the floor

(Including

Toilets area)

Total Area which

Requires sweeping, Wet Cleaning and

scrubbing once in a day (sq. m)

Toilets which

require cleaning

twice a day(sq. m)

Office

area

Number of

Attached

Toilets to the

officers

chamber

Area of the

Toilets

attached to

officers

chambers

Number

of

Common

toilets

Area of

the

Common

toilets

1 Basement 557.63 557.63 0

2 Ground Floor. 501.37 501.37 0

3 First Floor. 371.29 341.64 2 29.65

4 Second Floor. 371.29 333.80 2 37.49

5 Third Floor 462.52 418.87 2 43.65

6 Fourth Floor 462.52 418.87 2 43.65

7 Fifth floor 494.49 440.14 2 43.65 2 10.70

8 Sixth floor 494.49 481.17 1 2.62 2 10.70

9

Lawns, Parking

lots, open terrace,

lift room, Mouty

room And other

open areas (only

sweeping)

390.30 +

72.12 =

462.42

462.42

(only

sweepin

g)

Total (approx): 4178.02

10. The total glassed wall area 1910.54 Sq. M. of Parivesh Bhawan has to be cleaned without any stain,

with utmost care without making any damages to the glassed wall, once in a month. Modern equipments

may be used for cleaning the glass walls.


Name and Address

(with seal)

ANNEXURE-IV


Patna




Bihar.

CHECK-LIST FOR TECHNICAL BID:

Sl.

No.

Documents asked

For Page

number at

which

document

is placed

1 Bid Security (EMD) of Rs.__________(Rupee in words) In the form of DD issued by any

Scheduled commercial bank in favour of ______________ (designation of the concerned

officer),________________________(name of theDepartment) valid for 45 days beyond

the Tender validity period.

2 One self-attested recent passport size photograph of the Authorized person of the

firm/agency, with name, designation, full address and office telephone numbers. If the

bidder is a partnership firm, name of directors/Partners also.

3 Undertaking on a Stamp paper of Rs.100/- (Rupees one Hundred only) as per format

prescribed in Annexure-VI).

4 Self attested copy of the PAN card issued by the Income Tax Department with copy of

Income-Tax Return of the last financial year.

5 Self attested copy of Service Tax Registration No.

6 Self attested copy of valid Registration number of the firm/agency.

7 Self attested copy of valid Provident Fund Registration number or required undertaking

8 Self attested copy of valid ESI Registration No. or required undertaking

9 Self attested copy of valid Licence No. under Contract Labour (R&A) Act, 1970.

10 Proof of experiences of last three financial years as specified in clause 2.2 of the NIT

along with satisfactory performance certificates from the concerned employers.

11 Annual returns of previous three years supported by audited balance sheet (clause 2.1 of

NIT).

12 Any other documents if required.

13 Declaration stating that the agency is not blacklisted by any of the

Departments/Institutions/Local Bodies/Municipalities/Public Sector Undertakings, etc.

14 Annexures I to V duly filled and signed by the bidder

Signature of the Bidder

(Name and Address of the Bidder)

Telephone No.:

ANNEXURE-V


Patna




Bihar.

(ON A STAMP PAPER OF Rs.100/-)

UNDERTAKING

To

___________________

___________________

___________________

___________________

(Designation and Name of the concerned office/department)

Name of the firm/Agency_______________________

Name of the tender___________________Due date:______________

Sir,

1. I/We hereby agree to abide by all terms and conditions laid down in tender document.

2. This is to certify that I/We before signing this bid have read and fully understood all the terms and conditions and

instructions contained therein and undertake myself/ourselves to abide by the said terms and conditions.

3. I/We abide by the provisions of Minimum Wages Act, Contract Labour Act and other statutory provisions like

Provident Fund Act, ESI Bonus, Gratuity, Leave, Relieving Charges, Uniform and Allowance thereof and any other

charges applicable form time to time. I/We will pay the wages to the personnel deployed as per Minimum Wages Act

asamended by the State Government from time to time and shall be fully responsible for any violation.

4. I/We shall prove trained personnel for the services.

5. I/We do hereby undertake that all theservices mentioned in scope of work shall be ensured by our Agency. Our

services shall be covered under “Fidelity Bond” through Insurance Agency for minimum sum of

Rs.__________Lakhs (Rupees in words). The Insurance charges for Fidelity Bond shall be paid by me/us. The loss on

account of theft, if any, shall be recoverable from me/us through fidelity bond.

(Signature of the Bidder)

Name and Address of the Bidder.

Telephone No.:

ANNEXURE-VI


Patna




Bihar.

FORM OF BANK GUARANTEE FOR PERFORMANCE SECURITY (Refer Clause 11.1.4 of the NIT)

(To be stamped in accordance with Stamps Act of India)

1. THIS DEED of Guarantee made this day of ___________________ between _______ (Name of the Bank) (hereinafter called

the “Bank”) of the one part and _______________(Name of the Board/Office/Department (hereinafter called the “Board”) of the

other part.

2. WHEREAS __________________ (Name of the Board/Office/Department) has awarded the contract for comprehensive

management, routine maintenance (Civil & electrical), sanitation, security, reception management, lift operation and pantry

service at PariveshBhavan,servicescontract for Rs. _________________ (Rupees in figures and words) (hereinafter called the

“contract”) to M/s ______________ (Name of the contractor) (hereinafter the “contractor”).

3. AND WHEREAS THE Contractor is bound by the said Contract to submit to the Department a Performance Security for a total

amount of Rs. __________________ (Amount in figures and words).

4. NOW WE the Undersigned _____________________ (Name of the Bank) being fully authorized to sign and to incur

obligations for and on behalf of and in the name of _______________________ (Full name of Bank), hereby declare that the said

Bank willguarantee the Board the full amount of Rs. ________________________(Amount in figures and words) as stated above.

5. After the Contractor has signed the aforementioned contract with the Board, the Bank is engaged to pay the Board, any amount

up to and inclusive of the aforementioned full amount upon written order from the Board to indemnify the Board for any liability

of damage resulting from any defects or shortcomings of the service of the Contractor or the debts he may have incurred to any

parties involved in the Works under the Contract mentioned above, whether these defects or shortcomings or debts are actual or

estimated or expected. The Bank will deliver themoney required by the Board immediately on demand without delay without

reference to the Contractor and without the necessity of a previous notice or of judicial or administrative procedures and without

it being necessary to prove to the Bank the liability or damages resulting from any defects or shortcomings or debts of the

Contractor. The Bank shall pay to the Board any money so demanded notwithstanding any dispute/disputes raised by the

Contractor in any suit or proceedings pending before any Court, Tribunal or Arbitrator(s) relating thereto and the liability under

this guarantee shall be absolute and unequivocal.

6. THIS GUARANTEE is valid for a period of _________ months from the date of signing. (The initial period for which this

Guarantee will be valid must be for at least six months longer than the anticipated expiry date of the Contract period).

7. At any time during the period in which this Guarantee is still valid, if the Board agrees to grant a time of extension to the

contractor or if the contractor fails to compete the works within the time of completion as stated in the contract, or fails to

discharge himself of the liability or damages or debts as stated under para-5 above, it is understood that the Bank will extend this

Guarantee under the same conditions for the required time on demand by the board and at the cost of the contractor.

8. The Guarantee hereinbefore contained shall not be affected by any change in the Constitution of the Bank or of the contractor.

9. The neglect or forbearance of the Board in enforcement of payment of any moneys, the payment whereof is intended to be

hereby secured or the giving of time by the Board for the payment hereof shall in no way relieve the Bank of their liability under

this deed.

10. The expressions “the Board”, “the Bank” and “the Contractor” hereinbefore used shall include their respective successors and

assigns. IN WITNESS whereof I/We of the bank have signed and sealed this guarantee on the ___________ day of __________

(Month) __________ (year) being herewith duly authorized.

For and on behalf of the _________________Bank.

Signature of authorized Bank official

Name ________________________

Designation ___________________

I.D. No.______________________

Stamp/Seal of the Bank.

Signed, sealed and delivered for and on behalf of the Bank by the above named____________________ in the presence of:

Witness-1 witness-2

Signature__________________ Signature________________

Name __________________ Name _________________

Address __________________ Address ________________

ANNEXURE-VII


Patna




Bihar.

FORM OF AGREEMENT

THIS AGREEMENT is made on the _____ day _________ (Month) __________ (Year) Between the Governor of Biharthrough

the_____________________(Name and address of the Board/Office/Department) hereinafter called “the Board”, which

expression shall, unless excluded by or repugnant to the context, be deemed to include its successor in office and assigns of the

one part AND____________________(Name and address of the contractor) through Shri. ____________________, the

authorized representative (hereinafter called “the contractor”) (which expression shall, unless excluded by or repugnant to the

context, be deemed to include its/their heirs, successors, executors, administrators, representatives and assigns) of the other part.

Under which the contractor shall provide uniformed and trained personnel and will use its best endeavours to provide servicesto

the __________________ (Name of the Board/Office/Department)

NOW THIS AGREEMENT WITNESSETH as follows:-

1. In this Agreement words and expression shall have the same meanings as are respectively assigned to them in the Terms and

Conditions of contract hereinafter referred to.

2. The following documents shall be deemed to form and be read and constructed as part of this Agreement, viz:

a. Letter of acceptance of award of contract;

b. Terms and Conditions;

c. Notice inviting Tender;

d. Bill of Quantities;

e. Scope of work;

f. Addendums, if any;

g. Any other documents forming part of the contract.

3. In consideration of the payments to be made by the Board to the Contractor as hereinafter mentioned, the Contractor hereby

covenants with the employer to execute and the services mentioned in scope of work w.e.f__________________ as per the

provisions of this Agreement and the tender documents.

4. The Department hereby covenants to pay the contractor in consideration of the execution and completion of the works/services

as per the provisions of this Agreement and the tender documents, the contract price of Rs.___________________

(______________Rupees in words).

5. Being the sum stated in the letter of acceptance subject to such additions thereto or deductions there from as may be made

under the provisions of the contract at the times in manner prescribed by the contract. IN WITNESS WHEREOF the parties

hereto have signed the agreement the day and the year first above written.

For and on behalf of the Contractor,For and on behalf of the Presidentof India.

Signature of the authorized official Signature of the authorized Officer

Name of the official Name of the Officer

Stamp/Seal of the Contractor Stamp/Seal of the Employer

By the said By the said

Name __________________ Name _________________

On behalf of the Contractor in on behalf of the Employer in

the presence the presence

Witness _________________ Witness _________________

Name ___________________ Name ___________________

Address _________________ Address _________________

Telephone No:____________ Telephone No:___________