ENGAGEMENT OF PRIVATESECURITY PERSONNEL/CARE TAKERS

IN INTEGRAL COACH FACTORY.

The quotation should be submitted in sealed cover, superscribed as

“Quotation for engaging Private Security Personnel/ Care Takers in ICF

addressed to SPO/Welfare. The last date for submission of sealed cover will be on 06.06.2019 upto 15.00 Hrs. The quotation in the sealed cover

should be dropped in the box placed at Chamber of SPO/Welfare (Ground

Floor GM’s Administrative Office Building /Shell ICF, Chennai – 38).

DETAILS OF PRIVATE SECURITY PERSONNEL REQUIRED TO BE

PROVIDED BY AGENCY.

Sl.

NO.

Place Details of Locations No. of

Guards

Hours of

Duty

01. ICF Marriage Hall Kambar Hall TholkappiarHall

Thiruvalluvar Hall

9 Guards @ 8 hrs

each

72 hours

02. South Colony Near D & D Building 2 Guards @ 12 hrs

each

56 Hours

Back side of

Thiruvalluvar Hall Near Tennis Court

4 Guards

@ 08 hrs each

03. North Colony Opposite Kambar Hall

Near Mosque

3 Guards

@ 12 hrs

each

44 Hours

Near UCO Bank 1 Guard

@ 08 hrs

04. East Colony Near Konnur High Road Near Avadi High Road

3 Guards @ 12 hrs

each

36 hours

05. West Colony Near Post Office 2 Guards

@ 12 hrs each

32 Hours

Near KK Bus Stop 1 Guard @

8 hrs

06. Anna Nagar Walkers Park 1 Guard @ 12 hrs

12 Hours

07. Dr.Ambdekar

Road

Near ICF SBI Bank 1 Guard @

8 hrs

08 Hours

08. Shell Factory Two Wheeler Shed 2 Guards

@ 8 hrs

each

16 hours

09. MahakaviBharathi Institute

Entrance 2 Guards @ 8 hrs

each

16 hours

10. DR.APJ Abdul Kalam Institute

Entrance 1 Guard @ 12 hrs

12 Hours

DETAILS OF CARE TAKERS REQUIRED TO BE PROVIDED BY AGENCY.

Sl.

NO.

Place Details of Locations No. of

care takers

Hours of

Duty

01. ICF Colonies Four Colony Welfare

Centres

1 each @

8 hrs

32 hours

SCOPE OF WORK & NATURE OF DUTIES OF SECURITY PERSONNEL ENGAGED IN PLACES OTHER THAN COLONIES:

1. The security agency shall provide security personnel as per requirements furnished below;

a) Have a minimum educational qualification of 10thstd. b) Be in the age group of 25 to 45 years.

c) Be healthy, smart with good physical bearing with atleast 5.6”

height 80 cm chest measurements. d) Be trained in handling standard safety/fire-fighting

equipments.

e) Be able to maintain documents, verifying Identity

cards/vehicle pass etc., as per security guidelines issued by nodal officer/ICF.

f) Should have knowledge in First Aid/Driving/handling

wireless equipment’s/ modern security gadgets and in usage of CCTV.

g) The security personnel should be well versed in English and

the local language. h) No person who has been convicted by a court of law/who has

been dismissed or removed on grounds of misconduct or

moral turpitude while serving in any of the armed forces of the Union, State Police Organization, Central or State

Governments or in any private security agency shall be

employed or engaged as a private security guard or

supervisor. i) Should be able to read/speak English/Tamil languages and

knowing additional languages like Hindi will be preferable.

2. The security personnel which expression includes field officers posted

at Railway Premises by the Security Agency should be vigilant against

any loss or theft of Railway properties & materials viz. furniture, utensils, fixtures, fittings, sensitive records, etc. in the above premises.

3. The security agency should ensure that the security personnel deployed by them should abide by the instructions of the Nodal Officer.

4. Every aspect of security including prevention of theft, prevention of un-

authorized movement of men and material and any other security related work in the exigencies of the interest of ICF Administration has

to be taken care of by the Security Agency.

5. The Security Guards should not allow grazing of any type of

animal/unauthorized persons to roam around or cut trees or damage any civil or electrical work/fittings inside the colony.

6. The security personnel should also discharge the duties to be assigned

to him from time to time by the nodal officer.

7. The Security Agency should provide sufficient number of cane sticks

and torches with battery cell provided to each security guard and field

officer and no additional charge for this shall be paid.

8. The Security Agency may note that the uniform and insignia of Security Guard of their agency should not resemble with the uniform

of Army/Navy/Air Force/Para Military Force a Central/State Police.

9. The Security Guards should ensure that vehicles are parked in the allotted parking area.

10. Attendance (Muster Roll) should form the basis to claim salary and

the security personnel have to sign the attendance daily at the workplace.

The agreement is liable to be terminated by the PCPO/ICF after giving 30 days’ notice of his intention to do so without assigning any

reasons whatsoever.

The ICF Administration has the right to enhance or reduce the

security personnel at any point of time.

In addition to the above, field officers to be nominated by the

security agency to monitor the activities of security guards and report to

be submitted to Nodal officer on weekly basis. The Nodal Officer will be

nominated by the PCPO/ICF

SPO/WELFARE

SCOPE OF WORK & NATURE OF DUTIES OF SECURITY PERSONNEL ENGAGED IN ICF COLONIES:

1. The security agency shall provide security personnel as per terms and conditions;

a) Have a minimum educational qualification of 10thstd. b) Be in the age group of 25 to 45 years.

c) Be healthy, smart with good physical bearing with atleast 5.6”

height 80 cm chest measurements.

d) Be trained in handling standard Safety/fire-fighting equipments.

e) Be able to maintain documents, verifying Identity

cards/vehicle pass etc., as per security guidelines issued by nodal officer/ICF.

f) Should have knowledge in First Aid/Driving/handling

wireless equipment’s/ modern security gadgets and in usage of CCTV

g) The security personnel should be well versed in English and

the local language. h) No person who has been convicted by a competent court/who

has been dismissed or removed on grounds of misconduct or

moral turpitude while serving in any of the armed forces of the Union, State police organization, central or state

governments or in any private security agency shall be

employed or engaged as a private security guard or

supervisor. i) Should be able to read/speak English/Tamil languages and

knowing additional languages like Hindi will be preferable.

2. Security personnel who are on night duty will be going around the

colony and keep an overall vigil.

3. The Security Guards should assume responsibility for the security

of the property and premises of ICF Colonies.

4. Identity of visitors to be verified with proper ID cards, viz.Ration

card, Aadhaar cards, voter’s ID, Driving License, School/College ID

card etc.

5. Quarter’s number should be enquired before allowing family

members/relatives/friends inside the colony and necessary details

together with the signature of the visitor should be maintained in a register.

6. During night, rear south gate leading to Anna Nagar, should be closed at 23.00 hrs and that of east gate next to S.Rly reservation

counter should be closed at 23.30 hrs and the same will be opened

at 04.00 hrs and 04.30 hrs respectively by the night shift security guard.

7. All the earmarked security posts and surrounding areas should be

managed in such a manner that 4 security guards are

available/deployed in the shift of 12 hrs round the clock on all the days of week including off days and holidays. Number of Security

staff may be increased or decreased at the discretion of the

competent authority.Accordingly, the security agency has to deploy

the Guards.

8. The Security Agency has to prepare a duty roster for the

deployment of the security guards and field officers in three shifts and it has to be inspected/countersigned by the competent

authority

9. Every aspect of security including prevention of theft,prevention of un-authorized movement of men and material and any other

security related work in the exigencies of Railways interest has to

be takencare of by the Security Agency.

10. The Security Guards will not allow grazing of any type of

animal/unauthorized persons to roam around or cut trees or

damage any civil or electrical work/fittings inside the colony.

11. Record should be maintained about the registration numbers of all

the vehicles including 2-wheelers entering the colony.

12. ID cards of Contract labourers should be verified before allowing

them to enter the colony.

13. The Security Agency should provide sufficient number of cane sticks

and torches with battery cell provided to each security guard and

no additional charge for this shall be paid.

14.The Security Agency will have to carry out the security instructions

issued by the Nodal Officer/ICF from time to time.

15.The Security Agency shall be responsible to abide by the relevant

statuary acts and laws and ICF administration shall in no way

responsible for any claim.

16.The PCPO/ICF shall have the right to adopt any measures/set-up a

system for ensuring proper performance of duty of workers deployed

by the Security Agency, their uniform, equipped with canes/lathis, torches, whistles. The number of man power be increased or

decreased depending upon the exigency of workload to assessed by

competent authority.

17.Security Guards and Field Officers should be vigilant and be aware of any suspicious activities and remove any un-authorized business and

should bring to the notice of the administration.

18.Security Guards should ensure discreet watch on empty flats being

misused for unauthorized activities and report to the authorities.

19.Crowd management in the event of conduct of big functions in the colony viz., Pongal and other functions conducted in the colony.

CARE TAKERS:

1. Four care takers are to be deployed by the agency at the four colonies

welfare centres in shift of 8 hrs duty each.

2. Duties and responsibilities of the care takers proposed to be engaged in

the colony welfare centres shall be decided by the nodal officer.

SPO/WELFARE

THE SPECIAL CONDITIONS OF CONTRACT WHICH ARE PROPOSED

FOR ENGAGING SECURITY PERSONNEL STAFF AT ICF

1. These Special conditions of contract shall govern the works done

under this contract in addition to the Standard General condition of

contract for services in the Integral Coach Factory, Chennai – 600038, as amended and/or corrected from time to time which will also be applicable

to the contract. Where any of the terms and conditions specified in these

special conditioning contracts are invariance with any of the Terms of the General Conditions of contract for services, these special conditions will

prevail. The General conditions of contract for services in Integral Coach

Factory, Chennai is available in the website (www.icf.indianrailways.gov.in).

2. The contractor should have earlier entered/worked into a Government contract in this field worth 35% of this contract value to his

credit in the past.

3. The contractor should produce details of the Government projects undertaken by them in this field.

4. The contractor should have a turnover of around 150% of the contract value every year during the last three years.

5. The contractor should enclose application fee of Rs. 5,000/- in the form of DD in favour of Principal Financial Advisor/ICF along with their

application for participating in the tender.

6. The security agency must ensure before finalization of the contract

that extant provisions of all labour laws viz., Minimum Wages Act,EPF,

Variable Dearness Allowance and Miscellaneous Provision act, Contract

Labour (Regulation and Abolition) Act. 1970, EPF and Misc. provisions Act, ESIC guidelines relating to rest and leave, guidelines relating to

service tax, income tax are complied with. (ANNEXURE-I)

7. If the payment to the security personnel and field officers to be

employed is less than the prescribed mandatory Minimum Payable Wages,

PF, ESI, Bonus, etc., the offer is liable to be rejected at any point of time.

8. The security agency must possess a valid license underSection 4 of

the Private Security Agencies (Regulation) Act, 2005 to undertake the district in which the railway establishment, to be secured is located.

9. The private security personnel provided should be physically fit, smart and free from any physical disability.

10. The security agency shall arrange to pay the salary of the security

personnel deployed by them through NEFT and it shall be credited to the bank accounts of the guards within the stipulated date as per

payment of Wages Act. Cash payment of salary to the guards should be

avoided.

11. The Security Agency shall issue a valid ID card to each of his

guard and field officers and the guards & Field officers would be

required to display them on their person while on duty.

12. No residential accommodation will be provided to the security

guards.

13. The contractor shall deposit 2% of the contract value towards

Earnest Money Deposit during the time of submission of application.

14. The private security agency shall furnish 10% of the contract value

towards performance guarantee.

15. Security Guards should not be deployed on double duty except

under very extraordinary and exceptional circumstances and with the

prior permission of the nodal officer. If such deployment is noticed as a routine manner, payment of such guards shall not be made to the

contractor.

16. The Security Agency/Guards will have nothing to do with ICF and shall have no presumptive right of absorption in the services of ICF.

Engagement of the services is only on contract basis and should not be

construed as appointment in the ICF administration. The security personnel employed by the Agency are not eligible for any privileges viz.,

Free Pass or medical benefits during their tenure or duty in the

ICF/Administration.

17. The private security guards, to be deployed, shall be imparted one week orientation course by Railway Protection Force before they are

deployed on railway security duty. The guards shall, however, not be

treated as having performed duty for Railways during the period of

training. The expenditure on remuneration of any of these guards during the period of training will have to be borne by the concerned Security

Agency.

18. The Security Guards of the agency shall not involve themselves in

any type of discussions or agitations, quarrel or fight with any of the ICF

staff/colony resident and behave politely and firmly while adhering to their duties. Any hindrance in the performance of their duties shall be

brought to the notice of nodal officer.

19. The Security Agency may note that the uniform and insignia of

Security Guard of their agency should not resemble with the uniform of

Army/Navy/Air Force/Para Military Force and Central/State Police.

20. The period of contract will be for TWO YEARS.

21. All the details of the security guards, caretakers and field officers engaged by the contractor including the wages, bonus, etc paid should be

updated in SharmiKalyan portal.

22. The security agency shall arrange to pay the salary of the guards deployed by them through NEFT and it shall be credited to the bank accounts of the guards within the stipulated date as per payment of Wages

Act. Cash payment of salary to the guards should be avoided and also the security agency should provide salary bill to security guards.

23. The contractor shall give three months notice in case the contractor

wishes to terminate the contract on his own during the currency of the contract.

24. The detailed terms and conditions of the contract will be listed as and when the contract is finalized and the private security agency is

identified and the security agency shall abide by the terms and conditions

of the contract to be executed thereafter.

25. The Security Agency shall be responsible for the proper conduct of

the Security Personnel and it shall be the responsibility of the ‘Security

Agency’ to have proper control and supervision of the Security Personnel provided in the said premises and the ‘Security Agency’ shall ensure that

the Security Personnel employed by them in the above premises shall

discharge their duties efficiently and diligently.

26. The Security Agency should make necessary arrangements for

frequent surprise checks and supervision of the Security Personnel posted for security at the said premises.

27. In case the security guards engaged by the agency have any grievances, they will take it up with their agency without creating

disturbances in the ICF premises.

28. The Security Agency should ensure that the Security Personnel permitted by them to work in the ICF premises are identified, counseled

and certified. The contractor shall be fully responsible for ensuring safety

at all times and shall bear the cost of all damages in case of accident/unusual occurrences resulting in damages to ICF property on

account of negligence of the security personnel deployed by the Security

Agency.

29. The ICF shall not be in any way responsible for injury loss or

damage sustained by the Security Personnel in carrying out their duties.

30. The Security Agency should agree that the persons employed by them and posted in the ICF premises shall not have any claim

whatsoever against the ‘Railways’ and should indemnify the ICF

Administration against any loss or damage that may be put to by reason

of any claims made by the Security Personnel posed in the ICF premises.

31. The Security Agency shall replace any security guard, if so advised

and deemed necessary during surprise checks by authorized officer of this administration, if a particular guard derelicts his duties or found

negligent/sleeping/drunk on duty, the Security Agency has to withdraw

the guard from the premises forthwith, which may even entail

cancellation/termination of contract for the rest of period.

32. The contractor should submit the details of Leave Reserve to the

ICF Administration at the time of executing the agreement, failing which award of tender is deemed to be cancelled. The firm should maintain

Attendance Register at the work spot and the same will be subjected to

inspection by Railway Officials.

33. ARBITRATION CLAUSE:

In the event of any dispute of difference between the parties hereto

as to the construction or operation of this contract, or the respective

rights and liabilities of the parties on any matter in question, dispute or

difference on any account shall be referred to either by the contractor or ICF administration for arbitration of a sole arbitrator who shall be

appointed by the General Manager in accordance with the provisions of

Cl.64 GCC and the Arbitration and Conciliation (Amendment) Act 2015. The place of Arbitration will be in Chennai. The courts of Chennai will

have the sole Jurisdiction to hear and adjudicate on all matters arising

out of this contract.

34. PENALTY CLAUSE:

In case any one or more personnel deployed by the “Contractor”

fails to report for duty or if not provided with suitable replacement in

case of leaves, sickness etc. a penalty equal to two times the daily cost

(as per the rate quoted in annexure) will be levied for the number of guards absent and the same will be deducted from the concerned

monthly bill.

35. EXTENSION OF CONTRACT PERIOD:

If required, the original contract period of two years can be

extended up to 25% of the period of the contract i.e for six months for

which payment will be made at the same rate as agreed to while finalizing the contract. All terms and conditions for the extension period

will also remain the same and as applicable to the original contract.

36. PF &ESIC :-

The contractor shall register all his staff with PF commissioner &

ESIC manager as per current PF & ESIC acts of state Government. The contractor shall deposit employer’s contribution for each staff every

month with concern Department as per concern acts including EPF and

ESIC. Contractor while quoting the rates for tender shall consider this aspect.

The contractor while submission of bills for payment shall submit

proof of remittance of PF, ESIC of the security personnel for payments

made for the previous month.

The contractor shall submit the complete profile, bio-data, Aadhaar

ID, age/educational proof and contact numbers of the security personnel

proposed to be deployed in ICF.

The contractor shall deploy Field Officer/Field Supervisor to

supervise the security personnel deployed and to co-ordinate on matters with the nodal officer as deemed fit. The nodal officer will be nominated by

the PCPO/ICF.

Without prior permission of nodal officer, Field Officer/Field

Supervisors and the security personnel engaged shall not be

changed/redeployed/terminated.

Field Officer/Field Supervisor shall submit report to the nodal

officer/ICF at prescribed timings regarding attendance, deployment of

security personnel at designated work spots and any other matter as deemed fit by the nodal officer in connection with engagement of security

personnel.

The contractor shall furnish following information on monthly basis

with documentary evidence thereof.

(1) The registration number of each staff with PF commissioner & ESIC

commissioner or Manager. (2) Details of place where all the staff

registered with PF & ESIC department. (3) Details of employer’s contribution towards PF/ESIC for each staff for the month for which

payment is being claimed.

37. PAYMENT TERMS:-

Income tax and Works Contract tax shall be deducted from

payment as per extant rules. Payment to the contractor will be processed immediately after submission of salary slips/bills/bank statement for

transfer of security guards salary through NEFT. Payment for the first

month shall be made subject to submission of verified attendance of staff.

Payments for the subsequent month shall be made subject to;

1. Submission of Documentary evidence for disbursement of

payment to the contractor staff for previous month.

2. Verified attendance of the staff for the month for which payment is claimed.

3. Documentary evidence for deposition of employer’s shares for PF

& ESIC for previous month.

4. In case of failure of payments/obligatory deductions equivalent amount of previous month bill value shall be deducted from

current month’s bill.

5. This deduction shall be refundable on production of necessary documents along with subsequent month bills.

38. This tender complies with Public Procurement Policy Order 2017 dt.

15.06.2017.

39. A notarized Affidavit to be furnished by the Tenderer in Format

attached along with the Tender.

40. Before submitting a tender the tenderer will be deemed to have

satisfied himself by actual inspection of the site and locality of the works,

that all conditions liable to be encountered during the execution of the works are taken into account and that the rates he enters in the Tender

forms are adequate and all inclusive.

41. The successful tenderer who is liable to be registered under

CGST/IGST/UTGST/SGST Act shall submit GSTIN along with other

details required under the Acts to ICF immediately after the award of contract without which no payment shall be released to the contractor.

The contractor shall be responsible for deposition of applicable GST to the

concerned authority.

42. In case the successful tenderer is not liable to be registered under

CGST/GST/UTGST/SGST Act, the ICF shall deduct the applicable GST

from his/her bills under reverse change mechanism and deposit the same to the concerned tax authority.

SPO/WELFARE

Annexure – I

Integral Coach Factory, Chennai-600038 FINANCIAL BID

Name of the work: Engagement of Private Security Personnel/Care Takers In Integral Coach Factory.

S.No. Description Security Guard (Without Arms)

1. Basic wages per month

2. VDA per month

3. Sub total

4. E P F (12%) + EDLI (1.36%)

5. E S I (4.75 %)

6.

Service Charges

% Amount

7.

GST

% Amount

8. Grand Total

Note:

1. The basic wages and VDA quoted shall be as per the Central Government minimum

waged Act only.

2. The shift in-charge and Unit-in-charge will be paid a special allowance as follows :

i) Shift-in-charge Rs.2000/- (Rupees Two Thousand only) per month

ii) Unit-in-charge Rs.4500/- (Rupees Four Thousand Five Hundred only) per

month

Place : Signature of the Tenderer Date :

Name & Address of the Tenderer with Office stamp

Annexure – II

Integral Coach Factory, Chennai-600038

TECHNICAL BID Having read and accepted all terms and conditions in the tender document and scope of work, we submit the details for security services as follows:

1 Name of the firm :

2 Address & Telephone no. and Email if any :

3

Status of firm and details of owner/partner (Attach copy of partnership deed/Articles and Memorandum of Association / Certificate of incorporation as applicable)

:

4 Year of commencement of business :

5 Organizational setup clearly indicating details of total Manpower on Roll

:

6

License under private securities (regulation) Act for the State of Tamilnadu (Attach copy of certificates)

:

7

Registration / Details Attach copy of certificate(s)

I. Registration Number II. ESI/PF Number III. GST Registration No. IV. PAN Number

:

8 List of institutions/officers where the firm is providing/provide security services

:

9 Annual Turnover Details for the last 3 years duly certified by the CA

:

10 Details of training to security guards :

11 Have you ever been debarred by Court of Law or penalized by Govt. Organization?

:

Certified that the above furnished information is true and correct. Place: Signature of the Tenderer Date : Name & Address of the tenderer with Stamp

Annexure-III

DETAILS OF EXPERIENCE (Copies of work orders along with customer satisfaction certificate may be enclosed)

S.No. Name of the Organization

Total Security Guards (SG) Deployed

Percentage of SG, 45 Years and below

Percentage of SG, Fluent in Tamil

Period of Work

Consolidated Billing amount per Annum

Name and contact details of the Officer in charge at the Client Organization with telephone number

Certified that the above furnished information is true and correct. Integral Coach Factory, Chennai is permitted to verify the above details from any of the clients listed above.

Signature of the Tenderer

Name &Address of the Tenderer with Office Stamp

Place : Date :

Annexure - A FORMAT FOR AFFIDAVIT TO BE UPLOADED BY TENDERER ALONGWITH THE TENDER DOCUMENTS (To be executed in presence of Public notary on non-judicial stamp paper of the value of Rs.100/-. The stamp paper has to be in the name of the tenderer)** I, ………………………………………………… (Name and Designation)** appointed as the attorney/authorized signatory of the tenderer (including its constituents), M/s ____________________________ (hereinafter called the tenderer) for the purpose of the tender documents for the work of _______________________________________ as per the tender No. _________________ of (------------ Railway), do hereby solemnly affirm and state on the behalf of the tenderer including its constituents as under: 1. I/We the tenderer(s), am/are signing this document after carefully reading the contents. 2. I/We the tenderer(s) also accept all the conditions of the tenderer and have

signes all the pages in confirmation thereof. 3. I/We declare and clarify that I/we have not made any misleading or false

representation in the forms, statements and attachments in proof of the qualification requirements.

4. I/We also understand that my/our offer will be evaluated based on the

documents/credentials submitted alongwith the offer and same shall be binding upon me/us.

5. I/We declare that the information and documents submitted along with the

tender by me/us are correct and I/we are fully responsible for the correctness of the information and documents, submitted by us.

6. I/We understand that if the certificates regarding eligibility criteria submitted by

us are found to be forged/false or incorrect at any time during process for evaluation of tenders, it shall lead to forfeiture of the tender EMD besides banning of business for five years on entire IR. Further, I/we (insert name of the tenderer) _____________________ and all my/our constituents understand that my/our offer shall be summarily rejected.

7. I/We also understand that if the certificates submitted by us are found to be

false/forged or incorrect at any time after the award of the contract, it will lead to termination of the contract, alongwith forfeiture of EMD/SD and Performance guarantee besides any other action provided in the contract including banning of business for five years on entire IR.

DEPONENT

SEAL AND SIGNATURE OF THE TENDERER

VERIFICATION I/We above named tenderer do hereby solemnly affirm and verify that the contents of my/our above affidavit are true and correct. Nothing has been concealed and no part of it is false.

DEPONENT SEAL AND

SIGNATURE OF THE TENDERER Place : Date : ** The contents in Italics are only for guidance purpose. Details as appropriate, are to be filled in suitably by tenderer. Attestation before Magistrate/Notary Public.