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INDIAN INSTITUTE OF FOREST MANAGEMENT, POST BOX 357, NEHRU NAGAR BHOPAL 462 003

Tel: EPABX :0755-2775716,2773799, Fax: 0755-2772878

E-TENDER NOTICE

NIT No: IIFM/TENDERS/HK/2017-18/01

Online Tender, (Two Bid System- Technical and Financial) are invited from experienced professional House Keeping Agencies for providing manpower for

sweeping, cleaning and sanitation, Multi Tasking Staff, Cook, Data Entry Operator etc.

including cleaning materials in the Institute’s main campus at Nehru Nagar and at its

Residential Colony ‘Vanika’ at Kotra Sultanabad on Annual Contract Basis as per the

requirements indicated in the Tender document.

The Tenderers intending to participate in this Tender are required to get enrolled on the portal https://eproc.lotusprocure.in, Enrollment on the above mentioned Portal is mandatory.

Tender documents are available in website https://eproc.lotusprocure.in/ which can be purchased and downloaded from 06-10-2017 05:31 PM to 26-10-2017, 05:30 PM. The tender documents are also available in website iifm.ac.in/tender and eprocure.gov.in

For Support: Bidders are to get trained on the e-Tendering process for participating in online

Tenders for which they should get in touch with OSMO IT Solution Pvt. Ltd (Contact Mr. Pankaj Dwivedi : +919755093882, Office Tel. No.: 0755-4078648, E-mail: info@lotusprocure.in). Regarding general queries, contact: 0755-2775716 (Exension No. 343/353).

(Chief Administrative Officer)

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INDIAN INSTITUTE OF FOREST MANAGEMENT, POST BOX 357, NEHRU NAGAR BHOPAL 462 003

Tel: EPABX :0755-2775716,2773799, Fax: 0755-2772878

E-TENDER NOTICE

NIT No: IIFM/TENDERS/HK/2017-18/01

Online Tender, (Two Bid System- Technical and Financial) are invited from experienced professional House Keeping Agencies for providing sweeping, cleaning and sanitation

services including cleaning materials in the Institute’s main campus at Nehru Nagar and at its

Residential Colony ‘Vanika’ at Kotra Sultanabad on Annual Contract Basis as per the requirements indicated in the Tender document.

Sl.No Name of work

PAC. In Rs.

Time allowed for

Completion of work

EMD Cost of tender form

(Rs) (In Rs)

01

House Keeping

Agencies for

providing manpower

for sweeping,

cleaning and

sanitation, Multi

Tasking Staff, Cook,

Data Entry Operator

etc. including

cleaning materials in

the Institute's main

campus at Nehru

Nagar ad at its

Residential Colony

'Vanika' at Kotra

Sultanabad

60 lakhs 1 Year 2,00,000/-

Offline Online

through processing

DD fee

Rs.2000/- Rs.1180/-

1. The Tenderers intending to participate in this Tender are required to get enrolled on the portal https://eproc.lotusprocure.in , Enrolment on the above mentioned Portal is mandatory.

2. The tenderer have to digitally sign their bids before submitting the bids online thus the tenderers are advised to obtain Class - III Digital Signature.

3. Tender documents are available in website http://www.lotusprocure.in/ which can be purchased and downloaded from 06-10-2017 to 05:31 PM to 26-10-2017 upto 03:30. The tender documents are also available in website iifm.ac.in/tender, www.tender.gov.in and eprocure.gov.in

4. The Tenderers are required to submit Envelope 'A' physically as per dates indicated in Key Dates. The Physical Envelope should contain the Technical Documents as mentioned in the tender documents, which should be sent by SPEED POST/Registered Post/Courier to the Chief Administrative Officer, Indian Institute of Forest Management, Nehru Nagar, Post Box no-357, Bhopal-462003. So as to reach at IIFM upto 26-10-2017 by 05:00 PM.

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5. Tender cost of Rs.2000/-(non-refundable) , application processing fee Rs.1180/- (non-refundable) and EMD should be submitted with the Technical Bid in the form of Demand draft in favour of Director, IIFM. Tenders which qualify the Technical bid will only be considered for opening of Financial Bid, rest of the financial bid will be rejected. IIFM reserves the right to reject any or all the Tenders received without assigning any reason(s) thereof.

6. The Earnest Money, of Rs. 2,00,000/- in the form of Demand draft in favour of Director, IIFM may be submitted along with the technical bid. The Earnest Money Deposit of the successful tenderer will be retained as part of the Security Deposit and for un successful tenderer, the EMD will be returned.

7. A pre-bid meeting with the Tenderers will be held on 13/10/2017 at 12.00 PM in Room No. 39 at Indian Institute of Forest Management (IIFM).

8. The bidder should bring the dully sealed envelope containing the technical documents in order to avoid postal delay.

Tender Date Schedule:

Start Date and

S.

End Date and

Stages Name

Stages By

Time

Time No

1 TENDER RELEASE DEPARTMENT 06-10-2017 05:30 PM

2 TENDER PURCHASE BIDDER 06-10-2017 05:31 PM 26-10-2017 03:30 PM

3 BID SUBMISSION BIDDER 06-10-2017 05:31 PM 26-10-2017 05:30 PM

4 TENDER CLOSING DEPARTMENT 27-10-2017 02:45PM

5 TENDER OPENING DEPARTMENT 27-10-2017 03:00 PM (EA)

6 TENDER OPENING DEPARTMENT 27-10-2017 03:00 PM (EC)

For Support: Bidders are to get trained on the e-Tendering process for participating in online Tenders for which they should get in touch with of M/s. OSMO IT SOLUTION PVT.LTD. On Contact No. 0755-4078648 or e-mail: info@lotusprocure.in for support.

(Chief Administrative officer) INDIAN INSTITUTE OF FOREST

MANAGEMENT, BHOPAL

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IIFM/TENDERS/HK/2017-18/01

TENDER DOCUMENT

HOUSE KEEPING SERVICES

[PROVIDING MANPOWER FOR SWEEPING, CLEANING AND

SANITATION, MULTI TASKING STAFF, COOK, DATA

ENTRY OPERATOR ETC. INCLUDING CLEANING

MATERIALS IN THE INSTITUTE’S MAIN CAMPUS AT

NEHRU NAGAR AND AT ITS RESIDENTIAL COLONY

‘VANIKA’]

P.O. Box No. 357, Nehru Nagar, Bhopal, 462003 (MP) Tel- EPABX – 0755- 2775716, Fax- 0755-2772878

Website: www.iifm.ac.in Email: cao@iifm.ac.in

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TENDER DOCUMENT FOR

HOUSE KEEPING AGENCIES FOR PROVIDING MANPOWER FOR SWEEPING, CLEANING AND SANITATION, MULTI TASKING STAFF, COOK, DATA ENTRY

OPERATOR ETC. INCLUDING CLEANING MATERIALS IN THE INSTITUTE’S MAIN CAMPUS AT NEHRU NAGAR AND AT ITS RESIDENTIAL COLONY

‘VANIKA’

INDEX

Sl Description Page

1 Bid Reference 6

2 Invitation of Bids 7

3 Section 1 - Instructions to Bidders (ITB) 8

4 Section 2 - Conditions of Contract 17

5 Section 3 - Schedule of Requirements 23

6 Section 4 - Technical Bid forwarding letter 26

and format 27

7 Section 5 - Financial Bid forwarding letter 31

and format 32

8 Agreement Format 33

9 Annexure 34

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BID REFERENCE

DOMESTIC COMPETITIVE BIDDING FOR PROVIDING SWEEPING, CLEANING AND

SANITATION SERVICES, INCLUDING CLEANING MATERIALS, IN THE INSTITUTE’S MAIN CAMPUS

AND AT RESIDENTIAL COLONY

BID NO

: : IIFM/TENDERS/HK/2017-18/01

Name of Work - HOUSE KEEPING AGENCIES FOR PROVIDING

MANPOWER FOR SWEEPING, CLEANING AND SANITATION, MULTI TASKING STAFF, COOK, DATA ENTRY OPERATOR ETC. INCLUDING CLEANING MATERIALS IN THE INSTITUTE’S MAIN CAMPUS AT NEHRU NAGAR AND AT ITS RESIDENTIAL COLONY ‘VANIKA’, KOTRA SULTANABAD, BHOPAL

Estimated Cost Rs. 60 lakh (approx.) annually.

Bid Security Rs.2,00,000/- in the form of Account payee DD ( Earnest Money Deposit) from any of the nationalised Indian banks, in

favour of “Director, Indian Institute of Forest Management” payable at Bhopal.

Tender Cost Rs.2,000/- in the form of Account payee DD from any of the nationalised Indian banks, in favour of “Director, Indian Institute of Forest Management” payable at Bhopal.

Access of Tender Document Tender Document can be downloaded from our website: www.iifm.ac.in

Date and Time

of Tender

Release

06-10-

2017

05:30 PM

Time and Date for Pre Bid 13-10.2017 12:00 PM

Meeting

Last Date and Time for receipt 26-10.2017 05.30 PM

of Bids by Speed Post/Regd.

Post only

Time and Date of Opening of 27-10.2017 04.00 PM

Technical Bid

Place of Opening of Bid Indian Institute of Forest Management, Bhopal

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Officer Inviting Bid Chief Administrative Officer

Indian Institute of Forest Management Nehru Nagar, Bhopal 462003

P.O. Box No. 357, Nehru Nagar, Bhopal-462003 (MP) Tel- EPABX – 0755- 2775716, Fax- 0755-2772878

(Bid No. : : IIFM/TENDERS/HK/2017-18/01)

INVITATION OF BIDS FOR SWEEPING, CLEANING & SANITATION SERVICES

INCLUDING CLEANING MATERIALS

Sealed Bids (Technical and Financial Bids) are invited by Speed Post/Registered Post

only on behalf of the Director, Indian Institute of Forest Management, Bhopal from

experienced professional House Keeping Agencies for providing sweeping, cleaning

and sanitation services including cleaning materials in the Institute’s main campus at

Nehru Nagar and at its Residential Colony ‘Vanika’ at Kotra Sultanabad on Annual

Contract Basis as per the requirements indicated in this Tender document, which will be

available on our web site www.iifm.ac.in/tender and www.eprocure.gov.in

The tender documents can be downloaded from our wensite www.iifm.ac.in/tender.

Filled in tender alongwith EMD and tender costs as indicated in the tender document,

with name of work and name of tenderers clearly mentioned on the envelope, should be

sent to Chief Administrative Officer, Indian Institute of Forest Management, Nehru

Nagar, Bhopal 462 003 and received at IIFM latest by 5.30 PM on 26-10-2017

through Speed Post/Registered Post only. Director, IIFM reserves the right to reject

any or all tenders received without assigning any reason(s) thereof.

Chief Administrative Officer

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SECTION -1

INSTRUCTIONS TO BIDDERS

1. Scope of the Bid

1.1 The Indian Institute of Forest Management, Nehru Nagar, Bhopal (hereinafter called the ‘Institute’) requires to appoint a House Keeping Agencies for providing manpower for sweeping, cleaning and sanitation, Multi Tasking Staff, Cook, Data Entry Operator etc. including cleaning materials (hereinafter called the ‘‘Agency’ or “Contractor”) to its complete premises and residential colony, situated at its main campus at Nehru Nagar, Bhopal and at the residential complex ‘Vanika’, Kotra Sultanabad, Bhopal, as detailed in Section 3 (Schedule of Requirements) in this document. This will also include supply of additional labour for any short period work such as additional labour for cleaning work for special functions in the institute, special cleaning works, shifting of furniture and fixtures in large quantities etc. at the premises of the institute. Under this contract, additional manpower requirements of this institute such as Data Entry Operator, Multi Task Staff etc can also be undertaken.

1.2 The duration of this Contract shall be for a period of one year with effect from the commencement of the contract with a quarterly periodic review by the institute. The duration of the contract may be extended for further period of two years on yearly basis on mutual consent depending upon the performance of the Agency and other related factors.

1.3 The successful bidder shall provide the services during the specified contract period on Annual

Contract Basis (including the extended period, if applicable) as described in this document.

1.4 The Agency shall have capabilities of providing complete House Keeping and Sanitation services including sweeping, cleaning and related works to IIFM as per its requirements including use of heavy duty cleaning equipments.

1.5 The Agency shall have all statutory licences for engaging in labour contract business under the

Contract Labour (Regulation and Abolition) Act, 1970 and all other statutory requirements such as

Employees Provident Fund & Miscellaneous Provisions Act, 1952, Payment of Minimum Wages

Act, 1948, ESI Act, Child Labour (Prohibition and Regulation) Act, 1986 etc. Any deviation from

these requirements will be the sole responsibility of the bidder.

1.6 The agency hwas to install a biometric attendance machine at its own cost for recording the

attendance of the manpower deployed and this attendance will be basis for payment of wags to the

deployed manpower.

1.7 The institute expects the contractor to make full payment to the House Keeping staff

without any cuts, kickbacks or malafide as per statutory norms.

2. Eligibility for Bidding

2.1 The Bidder must possess a valid Labour License from the Chief Labour Commissioner for engaging contract labour under Contract Labour (Regulation & Abolition) Act, 1970, as amended from time to time.

2.2 The Bidder should have an exclusive office and working set up at Bhopal including

landline telephone facility for the functioning of the House Keeping, as per M.P.Shops & Establishments Act, 1958. If not, the bidder must establish an office within 30 days from the date of awarding the contract alongwith registration under M.P.Shops & Establishments Act, 1958., failing which the first bill will not be released and will lead to termination of contract.

2.3 The Bidder must have a minimum experience of five years in executing such House

Keeping with minimum Annual Turn over (ATO) of Rs.60 lakhs per annum based on Service Tax Return filed during the Financial Years 2015-16 and 2016-17. Copies of Annual Returns of Service Tax (duly filed with Sales Tax Dept.) showing gross receipts of Rs.60 Lakhs or more each year towards cleaning services for the year 2015-16 to 2016-17 should be provided.

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2.4 The agency must have valid registration with the Provident Fund Commissioner under Employees Provident Fund & Miscellaneous Provisions Act, 1952. Inspection and compliance report as mentioned in Technical Bid Format should be submitted alongwith te3nder document.

2.5 The Agency must have valid registration with the Employees State Insurance Corporation

under Employees State Insurance Act, 1948. Insepction and compliance report as mentioned in Technical Bid Format should be submitted alongwith tender document.

2.6 If the Agency has provided House Keeping services to IIFM during the last five years,

such bidder should have given complete satisfactory services during the tenure of contract. Agencies that have been penalised three times or more for unsatisfactory services (under clause 12.2 of Section 2) during the tenure of last five years will not be eligible for this bidding. Similarly, those agencies who have filed a case against the institute in the past in any court of law/tribunal/facilitation council will not be eligible for this bidding.

2.7 The Agency must provide Heavy Duty Cleaning equipments such as Disc Scrubber,

Automatic Scrubber/Drier, Pick up water and Dirt machine, High Pressure Water jetting machine, Power cleaning staff, Hand hold Scrubber Insecticide sprayer, Heavy Duty Vacuum Cleaner etc. List of such equipments should be submitted along with the tender.

2.8 Copies of work orders indicating total length of experience (and number of persons

employed) in continuous working with government agencies or its autonomous bodies or central/state govt. institutions for providing house keeping services of more than 25 personnel each government agencies or its autonomous bodies or central/state govt. institutions

2.9 Proof of ownership of heavy duty cleaning machines (invoice in the name of

bidder) along with list of such machines should be provided alongwith the Technbical Bid.

3. Optional Requirements

The following documents are optional but they may have weightage in case of equal bids :

3.1. House Keeping Plan, prepared for IIFM campus as well as its residential colony.

3.2 Membership of Association of Indian Cleaning Industry (copy of certificate).

4. Authorities of the Institute

4.1 Chief Administrative Officer (CAO) of the Institute will be the executive officer for administering the contract and execute the contract on the recommendations of the Committee appointed by the Director for Security & House Keeping Activities. The day-to-day administration of the contract will be carried out by the Officer-in-charge (House Keeping) of the Institute.

5. Bidding Documents

5.1 Bidding documents consists of the Tender Document, Technical Bid in the prescribed

proforma alongwith the covering letter with undertaking including House Keeping Plan

and Financial Bid in the prescribed proforma alongwith the covering letter with

undertaking. Bid with any conditional bidding documents shall be disqualified.

6. Clarification of the Bidding Documents and Pre-bid meeting

6.1 A pre bid meeting is arranged on 13-10-2017 at the institute at 12.00 NOON in Room No.39. All

bidders are invited to attend the meeting clarifying the requirements.. 6.2 All the clarifications given during the pre-bid conference and such relevant matters shall be

mentioned in the minutes of the pre-bid conference. These minutes will also be uploaded in the institute web site for the benefit of all the bidders. These minutes will also be deemed to be a part of this bid document

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7. Amendment of Bidding Documents & Deadline

7.1 Before the deadline for submission of bids, the Institute may modify the bidding document by using addenda, by uploading it in the institute web site. All bidders are therefore requested to see our web site for such modifications. These minutes will also be deemed to be a part of this bid document.

8. Site visit and Preparation of House Keeping Plan

8.1 The Bidder, at his own risk and responsibility may undertake a site visit to prepare the House Keeping Plan which may be a part of the Technical Bid. With the help of this plan only, he will prepare the financial bid as bid once finalized will not be altered during the period of contract.

9. Preparation and Submission of the Bid

9.1 Only one bid will be accepted from one bidder. No alternative bids will be permitted. The

bid shall be prepared by the bidder after carefully studying the bid requirements as given

in the tender document. The language of the bid and the contract will be in English. The

bid will be prepared after conducting thorough study of the premises/campus of the

institute and the residential colony for how to keep the premises neat, clean, and hygienic.

The bidder will also assess the requirements of cleaning materials required for executing

the same. It will be responsibility of the bidder to assess the requirement before preparing

the bid as the bid once finalized will not be altered during the period of the contract. The

study so conducted will be at the risk and cost of the bidder and the bidder will submit a

copy of the House Keeping Plan prepared by them. The bid should consists of the

following :

a. Bid Payment (Envelope A)

One sealed envelope consisting of the following and super scribed as Envelope A -

Bid Payment :

a. Cost of Bid Form of RS.2000/- (Rupees one thousand only) in the form of a

Demand Draft, drawn on any nationalized Indian bank, in favour of Director, IIFM, Bhopal payable at Bhopal.

b. Bid Security (EMD) for RS,2,00,000/- (Rupees Two lakh only) in the form

of Demand Draft, drawn from any nationalized Indian bank, in favour of Director, IIFM payable at Bhopal.

b. Technical Bid (Envelope B)

A second envelope consisting of the following and super scribed as Envelope B -

Technical Bid :

i) Technical Bid with Qualification Information in the form prescribed in this

tender document along with prescribed forwarding letter. It should consist of the following documents :

The following documents are submitted along with the bid:

Sl Description

Documents submitted

(mention yes or no)

1

Copy of Registration/Licence under M.P.Shops & Establishments Act, 1958 (or

an application to give time to furnish this licence within 30 days of grant of

award

2

Currently valid Labour License issued by the Labour Commissioner under

Contract Labour (Regulation & Abolition) Act, 1970

3

Currently valid Registration Certificate with the Provident Fund Commissioner

under Employees Provident Fund & Miscellaneous Provisions Act, 1952

4 Copy of any one Annual EPF Inspection Report conducted anytime during the

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last five financial years i.e.2012-2013 to 2016-2017. In case of any adverse

report, then copy of compliance report submitted should also be attached

5 Copy of currently valid Registration certificate issued by ESIC

6

Copies of any one ESI Inspection Report conducted anytime during the last five

financial years i.e.2012-2013 to 2016-2017. In case of any adverse report, then

copy of compliance report submitted should also be attached.

7

Currently valid registration with Service Tax Authorities for Service Tax under

Cleaning Services

8

Attested Copies of Service Tax returns (duly filed with S.T. Dept.) showing

gross receipts of Rs.60.00 lakhs or more each year towards Cleaning Services for

financial years 2015-16 and 2016-17

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Attested Copies of work orders / housekeeping contracts for the year 2015-16

and 2016-17 showing evidence of employing more than 25 House Keeping

personnel individually or cumulatively to any Central Govt/State

Govt./PSUs/Autonomous Institutions of GoI/State government.

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Attested copies of the relevant documents and documentary evidences in support

of para 11.2 and 11.4 of the technical bid evaluation.

11 List of Heavy Duty Cleaning Equipment owned by the bidder.

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Complete set of tender document duly signed by the Bidder or his authorized

signatory on every page.

13 Photocopy of PAN Card

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Tender document Cost of Rs.2000/- (Rs. Two thousand only) by way of Demand

Draft in favour of Director, IIFM payable at Bhopal

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EMD of Rs.200,000/- (Rupees Two Lakhs only) by way of Demand Draft in

favour of Director, IIFM payable at Bhopal

Note : If the bidder fails to submit any of the above documents, the bid is liable to be rejected and if any

bidder is found to have submitted forged/manipulated documents the bid will be summarily

rejected. Any other papers/documents enclosed should also be properly numbered and should be

attached alongwith main document in a bounded format.

ii) If a bidder wants to withdraw the bid before the due date and time, they can do so by

submitting an application to that effect in an envelope superscribed as ‘WITHDRAWAL OF BID’. In such case, such bid will not be opened.

c. Financial Bid (Envelope C)

A third envelope consisting the following and superscribed as Envelope C – Financial

Bid:

a. Priced Bill of Quantities along with prescribed forwarding letter. [Note : The bill of quantity will have three components; viz., (1) Wage Component, (2) Service Charge Component and (3) Service Tax component.

(1) Wage Component (as per GoI rules applicable at Bhopal) :-

The institute will pay minimum rates of wages as applicable at Bhopal as

promulgated by Dy Chief Labour Commissioner (Central) dated 20th

April 2017 per month or as amended from time to time shall be applicable for all housekeeping personnel employed by the Bidder. The Institute will pay the following allowances on the basic minimum wages to all the Contract Workers per month:

Sl. Description 1 PF – 13.61% or as amended from time to time 2 ESI – 4.75% or as amended from time to time

3 Bonus – 8.33% or as amended from time to time. 4 Payment of leave wages 5.58 days or as amended from time to time

The net figure which includes the wages of the house keeping personnel and the PF, ESI, Bonus and Payment of leave wages shall constitute the “wage component”. The Wage component part will be revised from time to time as notified by the Dy. Chief Labour Commissioner (Central), Jabalpur and can be claimed by the bidder with a copy of the revised order.

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Number of House Keeping Personnel

(a) Supervisor (semi-skilled) - 2(b) Cleaning Staff (Unskilled) 7am to 3pm - 23

3(c) Cleaning Staff (Unksilled) 10 am to 6pm - 02

(d) Cleaning Staff (Unskilled) 3 pm to 11 pm - 01 Note : 06 cleaning staff deployed in Students Hostel will be on duty from 10 am to 6pm on Saturdays and Sundays.

The above combination may be changed as per the needs of the institute.

Cleaning materials to be used The Housekeeping Maintenance Committee of the Institute has assessed the

minimum quantity of cleaning materials (as listed below) required to keep the

Institute campus and Vanika residential complex neat and clean. The bidder is

expected to include the cost of cleaning materials in the form of percentage of

services charges in item no.9 of table given above. The materials mentioned below

should be deposited in House Keeping Stores of the Institute, before 10th

of every

month. In case of short supply of the materials the actual cost of the materials based

on MRP will be deducted from the House Keeping Bill.

Minimum Required Quantity of Cleaning Materials to be supplied in a month.

Sl Item/Description Brand/Other Monthly requirements

Specifications

01 Hard Broom (Seek) Mahavir 60 Nos

02 Soft Broom (Phool) -do- 50 Nos

03 Duster cloth (15”x15”) Standard Quality 160 Nos

04 Colin Big (500 ml.) Colin 70 Nos

05 Rassi Pocha One kg each 30 Nos

06 Phenyl/Disinfectant (5 Lt.x4) Doctor 20 Ltr.

07 Phenyl (White Scented) (5 Lt x26) Doctor 130 Ltr.

08 Room freshner (300 ml.) Airwick 10 Nos

09 Harpic Big (500 ml.) Harpic 70 Nos

10 Acid (5 Lt. x7) Doctor 35 Nos

11 Odonil (50gms.) Odonil 200 Nos

12 Napthalene Balls Diamond Coloured 15 Kgs.

13 Handwash (5 Lt x4) Dettol/Lifebuoy 20 Ltrs.

14 Scrubber/Gujja Standard Size 30 Nos

15 Nirma Powder Nirma 25 Kgs.

16 Saibaba Powder Saibaba 20 Kgs.

17 Dettol soap (75gms.) Dettol 10 Nos

18 Hit Mosquito Killer (Big)(425ml.) Hit/ Mortein 60 Nos

19 Nuvan (For mosquitos) Nuvan Pyrethrum 06 Ltrs.

20 Lagga with bamboo Mahavir 30 Nos

21 Lizol Liquid (Floor cleaner) Lizol 10 Ltrs.

22 Toilet Brush Supreme/Mahavir 20 Nos

23 Wiper Supreme 10 Nos

24 Supri Cello 10 Nos

25 Jhala Jadu 05 Nos

26 Brasso 500 ml.

27 Easy Move 02 Nos each Big & Small

28 Hit Cockroach (Big) (425ml.) HIT/Mortein 05 Nos

29 Finit 02 Ltrs. 30 Tissue paper in all toilets 200 Packs

2. Service Charge Component (Non-revisable during the entire period of contract or extended period) The bidder is required to quote only service charges in terms of percentage of the total wage component in the following form :

_______% (In figures) (____________________________________percent (In words)) only*

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(* Not to be more than two digits after decimal point.)

Cost of the cleaning materials Rs. ____________ per month.

While working out the service charge component and its percentage, the bidder is

required to take utmost care and consider all expenses which he is likely to incur

such as all administrative expenses of his office, cost of uniform cost of biometric

attendance machine and safety devices to be provided to the labourers, rent of the

cleaning equipment, taxes to be paid, other statutory obligations, TDS to be

deducted, communication expenses, supervision expenses, his intended profit and

any other such expenses likely to be incurred during the entire period of the contract.

The bidder must understand that this component will not be revised during the entire

period of this contract or its extended period. Therefore, great care should be taken

while working out the service component and subsequently the percentage of wage

component.

It is emphasised that the contractor will only be eligible for the monthly bills which will be inclusive of wage component, service charge) and the tax component. No additional payment shall be asked for and be entertained.

3. Goods & Service Tax Component (revisable as and when revised by the

government).

All these three envelopes should be put in a bigger envelope, properly sealed

and super scribed as TENDER DOCUMENT FOR HOUSE KEEPING and

sent by Speed Post/ Registered Post only addressed to the Chief Administrative

Officer, Indian Institute of Forest Management, Nehru Nagar, Bhopal 462 003

M.P. so as to reach latest by . The Institute will not be responsible for any

postal delay.

Any bid document received without the above required documents will be summarily rejected.

10. Bid Validity.

10.1 Bids shall remain valid up to a period of 90 days beyond the last date of submission of

bid. In exceptional circumstances, prior to expiry of the original time limit, the Institute

may request that the bidders may extend the period of validity for a specified additional

period. The request and the bidder’s responses shall be made in writing. A bidder may

refuse the request without forfeiting his bid security. A bidder agreeing to the request will

not be required or permitted to modify his bid, but will be required to extend the validity

of his bid security for a period of the extension.

11. TECHNICAL BID EVALUATION (SEGREGATED TYPE)

11.1 The Client shall follow two bid system where the technical bid and financial bid shall be evaluated

separately.

11.2 The tendering evaluation shall be done on weightage with 60% to Technical Evaluation and 40% to

financial evaluation.

11.3 The technical bid evaluation shall be done based on the following criteria:

11.4 During the technical evaluation stage, each bidder shall be assigned different marks out of a total of 100

marks, as per the criteria specified below:

(i) Number of years in Operations (As per Nagar Nigam Regn) Max 25 Marks

(a) More than 5 years and upto 7 years 10 Marks

(b) More than 7 years and upto 10 years 15 Marks

(c) More than 10 years and upto 13 years 20 Marks

(d) More than 13 years 25 Marks

(ii) Gross receipts from House Keeping Services (average of FY 2015-16 and 2016-17) Max. 25 Marks

(a) More than 60 lakh and upto 1.0 crore 10 Marks

(b) More than 1.0 crores and upto 2 crores 15 Marks

(c) More than 2.0 crores and upto 3.0 crores 20 Marks

(d) More 3 crores 25 Marks

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(iii) Number of Manpower on roll (in govt orgn in FY 2015-16 & 2016-17) Max. 25 Marks

(a) More than 25 and upto 50 10 Marks

(b) More than 50 and upto 75 15 Marks

(c) More than 75 and upto 100 20Marks

(d) More than 100 25 Marks

(iv) Experience in government agencies or its autonomous bodies or central/state govt. institutions in FY

2015-16 & 2016-17) Max. 25 Marks

(a) More than 3 and upto 5 10 Marks

(b) More than 5 and upto 7 15 Marks

(c) More than 7 and upto 10 20 Marks

(d) More than 10 25 Marks

11.5 A Bidder should secure mandatorily a minimum of 50% marks (i.e. 50 marks out of total 100 marks as

per para 11.2) in Technical Evaluation in order to be a qualified bidder for being eligible for Technical

weightage and subsequently for opening of financial bids.

11.6 The total marks obtained by a Bidder in the technical bid (as per 11.2) shall be allocated 60% of

technical weightage and the financial bids shall be allocated 40% of the financial weightage, and

thereby making a total of 100% weightage for the complete bidding.

Illustration 1 (for Technical Weightage)

If a Bidder has secured 80 marks out of the total 100 marks in technical evaluation after following para 11.4, his

technical evaluation value shall be:48 i.e. {80 x 60%)

11.7 The Bidder shall be required to produce attested copies of the relevant documents and documentary

evidences in support of 11.2 and 11.4 for consideration in the technical evaluation.

11.8 A substantially responsive bid shall be one that meets the requirements of the bidding document in

totality i.e. by following the procedures of para 11. The technical bid not meeting the minimum

requirements as per the tender documents shall be rejected and their financial proposals will be returned

unopened.

(i) The responsiveness of the bid, i.e; receipts of duly filled, signed and accepted bid documents in

complete form, including Authorisation letter.

(ii) Receipt of valid EMD with requisite amount in acceptable format.

(iii) Documents in proof of meeting the minimum eligibility criteria.

(iv) Any other documents as required to support the responsiveness of the bidder, as per tender.

11.9 The bidder who qualified in the technical evaluation stage shall only be called for opening of financial

bids. The institute shall intimate the bidders, the time/ venue for the financial Bid opening in written

communication.

12. FINANCIAL BID OPENING PROCEDURE

12.1 The Financial Bids of all the technically qualified Bidders shall be opened on the appointed date and

time in presence of the qualified bidders/their authorized representatives, who choose to be present at

the time of opening of the financial bids.

12.2 All the technically qualified bidders/their authorized representatives present at the time of opening of

the Financial Bids shall be required to submit the Authorisation letter from their Companies and shall

be asked to sign on all the sealed envelopes containing the Financial Bid.

12.3 Any bidder objecting to the same shall be disqualified and his financial bid shall be returned on the

spot.

12.4 Absence of bidders or their authorized representatives shall not impair the legality of the process.

12.5 The financial bid price, as indicated in the financial bid submission form of each bidder shall be read

out on the spot, however, it shall be clearly stated that the final financial bid prices would be arrived at

after detailed scrutiny/correction of arithmetical error in the financial bid.

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12.6 Mere becoming the lowest bidder, prior to financial bid scrutiny will not give any right to the Lowest

bidder to claim that he is successful in the bidding process. The successful bidder (L-1) shall be

decided only after following due procedure as explained in para 11.

13. FINANCIAL BID EVALUATION AND DETERMINATION OF THE

SUCCESSFUL BIDDER

13.1 The financial evaluation shall be carried out and financial bids of all the bidders shall be given 30% of

weightage.

13.2 The Bidder with the lowest bid Prices (L1) shall be assigned full 40 marks (i.e. 40% x 100) and his total

scores of the bid shall be as per Illustration 2 below:

Illustration 2

If the Bidder at Illustration 1 is L-1 Bidder and quoted Rs.100/- for being L-1, then his total value shall

be 88 i.e. (48 Technical Value + 40 Financial Value)

13.3 The financial scores of the other bidders (i.e. L-2, L-3…ad so on) shall be computed as under and as

explained at Illustration 3 below:

40 x Lowest Value (L-1 Price) / Quoted Value (L-2 OR L3..)

Illustration 3

If the Bidder at Illustration 1 is L-2 Bidder and he quoted Rs.125, therefore 40% being the weighted value, the

financial scores for L-2 shall be computed as under

40 x 100 (lowest prices-L1) / 125 (quoted prices – L2) = 32 (financial score)

Therefore L-2 Bidder shall have total value of 80 (48 Technical Value + 32 Financial Value)

13.4 The Bidders’ ranking shall be arranged depending on the marks obtained by each of the bidder both in

Technical Evaluation and Financial Evaluation.

13.5 The Bidder meeting the minimum eligibility criteria and with the highest marks/ rank (i.e. the total of

technical evaluation marks and financial evaluation marks) shall be deemed as the successful Bidder

and shall be considered eligible L-1 Bidder for further process.

13.6 If there is a discrepancy between words and figures, the amount in words shall prevail.

14. Bid Opening, Evaluation and Award of Contract

14.1 On the due date and appointed time as specified in the bid document, the Institute will first

open Envelopes –A (Bid Payment) of all bids received (except those received late) in

presence of the Bidders or their representatives who choose to attend. If any Bid does not

contain cost of Bid Document and Bid security in the manner prescribed in this Tender

document, then that Bid will be rejected and the Bidder informed accordingly. The Envelope

B and Envelope C of such Bids will not be opened at this stage. In the event of the specified

date for Bid opening being declared a holiday, the Bids will be opened at the appointed time

and location on the next working day.

14.2 Thereafter, Envelopes–B (Technical Bid) of all other bids received with bid payment as

mentioned in 11.1 will be opened. Envelopes marked “WITHDRAWAL” shall be opened

and read out first. Bids for which an acceptable notice of withdrawal has been submitted

shall not be opened. In the case of ‘MODIFIED BIDS’ only the envelope superscribed as

‘MODIFIED BID’ will be opened.

14.3 If any Bid contains any deviation from the Bids documents, then that Bid will be rejected

and the Bidder will be informed accordingly.

14.4 Financial bids (Envelope - C) shall be opened after the evaluation of technical bids. The

financial bids of only those bidders, whose technical bids have qualified, will be opened. All

such qualified bidders will be invited for Financial Bid Opening.

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14.5 All valid Financial Bids (Envelope – C) shall be opened on the notified date and time after

declaring the result of Envelope B (Technical Bid). The Bidder’s name, the quoted Bid

price, and such other details as the Institute may consider appropriate, will be announced by

the Institute at the opening. Any bid price, which is not read out and recorded at Bid

opening, will not be taken into account in Bid evaluation.

14.6 The Bidder, whose Bid has been accepted will be notified about the award by the Institute

prior to expiry of the Bid validity period in writing. This communication will state the sum

that the Institute will pay the Bidder in consideration of the execution, completion and

maintenance of the Services provided by the Bidder as prescribed in the Contract

(hereinafter and in the Contract called the “Contract Price”.

14.7 The notification of award will constitute the formation of the Contract subject to the

furnishing of a performance security guarantee (security deposit) in accordance with the

provisions in this document.

14.8 An agreement in the form given in this document will be signed between the Officer

nominated by the Director (nominee of the institute) and the successful bidder incorporating

all correspondence between the Institute (IIFM) and the successful Bidder. This tender

document will be a part of the agreement and all terms and conditions mentioned herein will

be part of the terms and conditions in the agreement.

14.9 The successful Bidder will furnish the performance security guarantee (security deposit) of

RS.6.00 lakhs or 10% of the annual contract price whichever is more, at the time of entering

the agreement, by way of a Demand Draft issued by a nationalized bank in favour of the

Director, IIFM, payable at Bhopal or a Fixed Deposit Receipt (FDR) for a valid period of 25

months from the date of commencement of contract, duly discharged and endorsed in favour

of Director, IIFM.

14.10 Upon the furnishing of the above Performance Security guarantee (security deposit) of

Rs.6.00 lakhs or 10% of the annual contract price whichever is more by the successful

Bidder, the Institute will notify the other Bidders that their Bids have been unsuccessful and

release their Bid security.

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SECTION 2 CONDITIONS OF CONTRACT

1. General Conditions

1.1 The very objective of this contract is to keep the IIFM premises (its main campus at Nehru

Nagar and Residential Colony at Vanika, Koltra Sultanabad) neat, clean and hygienic. For

this, a tentative requirement is prepared and is given in the section 3 (Schedule of

Requirements). The contractor is fully and solely responsible for achieving and maintaining

this objective, for which this contract is entered into. Any violation or deviation from the

terms and conditions of this contract will be considered as a breach of contract.

1.2 Any contractor who had provided services to IIFM earlier and if their services had been found

violating the terms of contract very frequently and were penalized by imposing penalty during

the tenure of the contract, or had been found giving/using false information/fraudulent tactics

during execution/ participation in tender process in any of the earlier occasions, will not be

considered in the tender process, even if the term of their contract was not terminated/

contractor’s participation was rejected.

1.3 In case of a tie the provision mentioned under clause 3 of section I will apply.

1.4 The successful bidder will be required to furnish the details about the House Keeping

personnel to be engaged at the institute premises. Before engaging them by the bidder for

work at IIFM, their credentials should be verified and cleared from the nearest police station.

1.5 The contractor or a senior representative authorized by them must visit the Institute every

week to inspect the services and get first hand feedback from the Officer-in-charge (House Keeping) / Chief Administrative Officer of the Institute.

1.6 The Director IIFM, on the recommendation of the Security & Housekeeping Committee, will

have the sole authority to impose / relax the terms and conditions contained in the tender

document and to take appropriate decision related with this contract, if needed.

1.7 The Director, IIFM has the right to reject any or all the tenders without assigning any reason

thereto. In that event, the EMD submitted will be returned to the Bidder. Similarly, the

Director, IIFM has the sole authority to impose / relax the terms and conditions contained in

the tender document and to take appropriate decision related with this contract, if needed.

2. Corrupt or Fraudulent Practices

2.1 The Institute requires that Contractors under this contract observe the highest standard of transparency and ethical behavior and does not engage in corrupt and fraudulent practices during the procurement and execution of this contract. In pursuance of this policy, the Institute:

a. defines, for the purpose of these provisions, the terms set forth below as follows:

i. “corrupt practice” means the offering, giving, receiving or soliciting of any thing

of value to influence the action of a public official in the procurement process or in contract execution; and

ii. “fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the Institute,

and includes collusive practice among Bidders (prior to or after bid submission )

designed to establish bid prices at artificial non-competitive levels and to deprive

the Institute of the benefits of free and open competition.

b. will reject a proposal for award of work if he determines that the Bidder recommended

for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

c. will declare a Bidder ineligible, either indefinitely or for a stated period of time, to be

awarded a contract/contracts if he at any time determines that the Bidder has engaged in

corrupt or fraudulent practices in competing for, or in executing, the contract.

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3. Interpretation of Conditions

3.1 In interpreting these Conditions of Contract, singular also means plural, male also means

female or neuter and the other way around. Headings have no significance. Words have their

normal meaning under the language of the Contract unless specifically defined. The Institute or

its nominee will provide instructions clarifying queries about the Conditions of Contract.

3.2 This Tender document and all terms and conditions mentioned herein will form a part of the

agreement of the contract for house keeping services in the institute.

4. Performance Security Guarantee (Security Deposit)

4.1 The successful Bidder will furnish the performance security guarantee (security deposit) of Rs.6.00 lakhs or 10% of the annual contract price whichever is more, payable to the Director, IIFM, Bhopal in the form of Demand Draft or Banker’s Cheque issued by a nationalized bank or FDR for a validity period of 25 months from the date of commencement of contract, duly discharged and endorsed in favour of Director, IIFM, at the time of signing agreement.

4.2 Failure of the successful Bidder to comply with the requirements of any clause of this

document shall constitute sufficient grounds for cancellation of the award of work and forfeiture of the Earnest Money Deposit or the Performance Security Guarantee, as the case may be.

5. House Keeping Personnel

5.1 Only those personnel whose antecedents and addresses were verified by the bidder will be deployed at the institute’s premises.

5.2 If any house keeping personnel is found to be not suitable by the institute or its nominee

or the Officer-in-charge (House Keeping), he will be replaced within a day by other personnel, whose antecedents and addresses are also verified.

5.3 The Agency will submit the list of House Keeping Personnel containing name, address,

mobile number, Bank account number and copy of photo id. Only those whose name is there in the list given will be deployed in the institute.

6. Contractor’s Risks and Insurance Cover there for

6.1 All risks of loss of or damage to physical property and of personal injury and death which

arise during and in consequence of the performance of the Contract are the responsibility

of the Contractor. For these risks, the contractor should get appropriate insurance cover.

The institute will in no way responsible for such risks during the tenure of the contract.

6.2 It will be the responsibility of the contractor to ensure supply of all personal safety equipments and health protecting devices like hand gloves, masks, safety belts etc to the labourers

6.3 All the employees of the contractor shall have to be covered under ESI scheme.

For this, the contractor should have valid registration with ESIC.

7. Provident Fund

7.1 All the employees of the contractor shall have to be covered under Employees Provident Fund scheme. For this, the contractor should have valid registration with EPF Commissioner. All the staff engaged by the contractor will have to be provided with periodical PF Statement issued by PF Commissioner from time to time. They should also be provided with membership card issued by PF Commissioner.

7.2 Copy of ECR,3-Challans and Salary/wages register reflecting P.F. deductions should be

submitted alongwith the Bills. Institute may ask any member (employee of contractor) at

random to check whether the dues are being deposited by the contractor fully without any

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manipulation/misappropriation. The agency should ensure to give annual statement of PF

accounts to all the cleaning personnel. The agency should provide online statement of

individual cleaning personnel alongwith the bill as obtained from the EPFO website.

8. Uniform and Identity Cards

8.1 The Agency shall provide the HK Personnel and ensure that the house keeping personnel on duty always wear proper uniform and possess identity cards issued by the contractor.

8.2 The House Keeping Agency should provide the House Keeping personnel the following

uniform materials every year: a. two sets of uniform b. one pair of woolen sweater\ c. one pair of gum boots d. one pair of rain coat e. sufficient number of handgloves/masks/ f. and other safety devices as per requiements and legal provisions.

9. Cleaning Equipments

9.1 The contractor shall provide heavy duty cleaning equipments/machines and its use on weekly basis. Absence of such equipments or its non-functioning, will attract appropriate penalty, as is mentioned in the penalty clause.

10. Communication Facilities

10.1 The Contractor must also maintain proper telephone facilities at his office and mobile connectivity to the contractor/authorised representative.

10.2 The contractor must provide to the house keeping supervisors necessary mobile

communication system at the contractor’s cost.

11. Ensuring Provisioning of Housekeeping Services.

11.1 The contractor who has been awarded contract for housekeeping services at IIFM shall nominate (preferably the owner/proprietor himself) a person from the agency to liaise with and to ensure that the house keeping services are executed as per the provisions of the contract. This nominated person of the agency shall visit the institute premises as frequently as possible but atleast once in a week and interact with the in-charge of housekeeping at the institute. In addition, such nominated person shall report to the Incharge-Housekeeping, IIFM as and when called.

11.2 The contractor will deploy the requisite number of housekeeping personnel as per the

House Keeping Plan approved by the institute.

11.3 The Supervisor of the contractor will submit completion of housekeeping services to the House Keeping Assistant on a daily basis alongwith the check list duly signed by the Supervisor for each section in the main campus and vanika campus.

11.4 The supervisor will also provide the actual daily attendance of the housekeeping

personnel to the House Keeping Assistant.

12. Penalty

12.1 Any violation of the terms and conditions of this tender document, will be treated as a

breach of contract, and appropriate penalty will be imposed. Recurrence of imposition of

penalty may lead to termination of the contract.

12.2 If any short coming is reported in provisioning of the cleaning services and/or unhygienic

conditions in the campus including Vanika will be considered as breach of contract. This

may attract a monetary penalty of 10% of the equivalent amount of daily bill (base

amount). This penalty will be recovered from the monthly bill of the contractor.

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12.3 If the contractor fails to deploy less than the requisite number of housekeeping personnel will also be considered breach of contract and will attract a penalty. An absence of more than 10 percent of requisite housekeeping personnel on a particular day will be considered as breach of contract and a penalty equivalent to 1.5 times the daily wages of the number of less persons above 10 percent will be imposed.

12.4 If the contractor fails to supply requisite cleaning materials, a penalty of Rs.1000 per day

will be levied Such amount will be deducted from the monthly bill submitted by the contractor.

12.6 Repeated instances of imposition of penalty may lead to termination of the contract

and forfeit the amount of Security Deposit by the Contractor.

13. Termination

13.1 The Institute may terminate the Contract, if the contractor causes a breach of the Contract.

13.2 Breaches of Contract include, but shall not be limited to, the following:

(a) Repeated instances of imposition of penalty as in clause 12.6

(b) the Contractor fails to provide housekeeping services continuously for three days .

(c) the Contractor becomes bankrupt or goes into liquidation other than for a reconstruction restructure or amalgamation of his firm/company.

(d) if the Contractor, in the judgment of the Institute, has engaged in corrupt or

fraudulent practices in competing for or in the executing the Contract.

13.3 When the Institute gives notice of a breach of contract to the Contractor for a cause

other than those listed above, the Institute or his nominee shall decide whether the breach is severe or not.

13.4 If the Contract is terminated, the Contractor shall stop service immediately, make the

Site safe and secure and leave the Site after ensuring proper handing over the charge, as soon as reasonably possible.

13.5 In the event of termination of contract by the institute, the security Deposit

(performance guarantee) of the contractor shall be forfeited partially or in full based

on the severity of the breach of contract the house keeping services shall be

undertaken at the risk and cost of the agency, till the new contract is executed.

13.6 In case of non-compliance or breach of any terms of contract or unsatisfactory or

inefficient servicing on the part of the Contractor, the institute will be at liberty to

revoke the contract without giving any notice or payment in lieu of notice.

13.7 This contract can be terminated by either parties by giving notice period of atleast 60

days to each other.

14. Liquidated Damage

14.1 If the contractor fails to provide services of the House Keeping personnel as per the

requirement of the institute or if the contract is terminated as per Clause 13 of this

document due to any of the breaches committed by the Contractor, then the Institute shall

not only be entitled to engage the services of some other Agency/ organisation but shall

also be entitled to recover for the damages from the Contractor towards the loss sustained

by the Institute due to such breach being committed by the Contractor and also towards

the deficit house keeping personnel charges in engaging the services of other agency.

15. Settlement of Disputes

15.1 Any dispute between the parties to the agreement shall be finalized by mutual negotiations, which pertains to any interpretation of the terms and conditions of the

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agreement or with regard to any of the breaches contained under the agreement and or anything incidental thereto.

15.2 In case, no amicable settlement is arrived between the parties as to the dispute aforesaid

then the said dispute shall be referred to the Arbitrator, which shall be appointed by the

Director, IIFM and whose decision shall be final and binding on the parties and can not

be challenged save in accordance with the Arbitration & Conciliation Act, 1996. The

jurisdiction of all Courts for the said purposes shall be Bhopal only.

15.3 In the event of imposition of liquidated damages by the Institute on the contractors as per Clause 14 of the contract, the said action of the Institute shall not be a subject matter of arbitration and would fall within the excepted matters out of the purview of the arbitration and no dispute could be referred either before Arbitration or before any other Court challenging the said action of the Institute of imposition of liquidated damages on the contractors by the contractors.

16. Bill Payments

16.1 No advances including mobilization advance and secured advance will be paid to the

agency.

16.2 Bill should be prepared and submitted by the agency in three copies along with the

attendance sheet.

16.3 The Agency shall maintain proper account of payments including statutory benefit being given to the house keeping personnel engaged in the Institute. The contractor will make the payment of wages and other benefits to the house keeping personnel so deployed in the premises of the institute only by electronic transfer to the respective accounts of the employees or through crossed cheque transactions and as per the amounts charged by the agency in its monthly bill submitted to the Institute. No bearer cheque will be issued or no cash transactions will be made by the contractor to its house keeping personnel. The contractor must submit the proof of payments and statutory benefits being given to the house keeping personnel deployed in the premises of the institute for the previous month along with the bill of the running month alongwith statement of wages paid in format prescribed in Annexure A.

16.4 The Agency will make the payment of wages to the house keeping personnel adhering to all statutory requirements such as Minimum Wages, provisions for Provident Fund, ESIC or any other obligations.

16.5 The Agency shall deposit EPF and ESI contribution and submit the photocopies of the challan/returns of previous month and furnish respective information about EPF and ESI in the format prescribed by the Institute as per Annexure-B & C respectively along with running monthly bills. Copy for proof of payment made to the staff in the form of authorised bank statement / copy of passbook should be attached with monthly bill. The agency will also submit the Service Tax Challans towards proof of payment of Service Tax paid by the Institute. The Agency will also issue the EPF passbook and ESI cards to its employees and proof of having issued these will be submitted to the institute.

16.6 The institute shall release the payment to the agency only for the services of actual

number of house keeping personnel deployed in the premises of the institute.

16.7 Separate bill should be raised for additional man-power engaged, if any, along with the copy of the letter of indent for such additional man-power.

16.8 After submitting the monthly bill along with the above documents, the House Keeping

Assistant of the institute will check and verify the bill for payment. Such verified bills will be routed through the Officer in-charge (HK) to the Chief Administrative Officer for payment normally within seven days.

16.9 The Chief Administrative Officer will send the bill to the Finance Officer for financial

scrutiny of the bill and if there is no deficiency, the bill shall be normally paid within 10 days.

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17. Tax

17.1 The rates quoted by the Contractor shall be deemed to be inclusive of all the taxes like

VAT that the Contractor will have to pay for the performance of this Contract. The

Institute will perform such duties in regard to the deduction of taxes at source as per

applicable law. Any new taxes, levies, duties imposed after signing the Contract shall be

reimbursed by the institute on production of documentary evidence.

18. Price Adjustment.

18.1 If, 28 (Twenty eight) days prior to the date for submission of bid for the contract there

occur changes to any national or state statute, Ordinance or Decree or other Law or any

regulation or bye laws of any local or other duly constituted authority or introduction of

any such state statute, which causes additional or reduced cost to the contractor in

execution of the contract, such additional or reduced cost shall, after due consultation

with the Institute and the contractor be determined by the Institute or his nominee and

shall be added to or deducted from the contract price and the Institute or his nominee shall

notify the contractor accordingly with a copy to the Institute.

19. Final Settlement of Account

19.1 On completion of the contract period, or extended period of contract, the contractor will submit the final bill. The Officer-in-charge (House Keeping) will check and verify the bill and then send it for final payment.

19.2 If the Contract is terminated because of a breach of Contract by the Contractor, the

institute or his nominee shall issue a certificate for the value of the services

done, less liquidated damages/penalty up to the date of the issue of the certificate, less other recoveries due in terms of the contract, less taxes due to be deducted

at source as per applicable laws and less the percentage to apply to the services not

completed as indicated in the Contract. If the total amount due to the Institute exceeds any

payment due to the Contractor, the difference shall be a debt payable to the Institute.

19.3 After the release of the final payment, the contractor may apply separately for releasing the Security Deposit. The Security Deposit shall be released within 28 days after completion of contract period and upon submission of claim by the agency and issuance of no dues certificate by the Officer-in-charge (House Keeping) of the institute for final payment based on documentary proof about disbursement of bonus and fulfillment of other statutory requirements.

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SECTION 3

SCHEDULE OF REQUIREMENTS

1. Scope of Work

The objective of this Contract is satisfactory level of cleanliness, sanitation and hygiene in the

premises of the institute at its main campus at Nehru Nagar and the residential colony ‘VANIKA’ at

Kotra Sultanabad. Achieving and maintaining this objective is the sole responsibility of the House

Keeping Contractor. In order to attain this objective, the institute has identified the following

tentative minimum work that should be undertaken. However, this list is not exhaustive. Any other

work required to keep the premises clean and hygienic is also the responsibility of the contractor.

For doing this work, the institute has estimated a minimum number of 27 (twenty seven) house

keeping personnel and 1 (one) supervisor. The contractor should maintain this minimum

requirement daily. Engaging personnel for leave vacancy and other contingencies is the

responsibility of the contractor.

I. DAILY

I (A) The following work should be done in the main campus :

a. Total cleanliness in the institute premises including cleaning of floors, walls, railings,

corridors. No cobwebs should be seen anywhere. During cleaning the use of cleaning material, like disinfectants like phenyl, acid and items should be suitably used. The total object is to keep the premises hygiene, neat and clean.

b. Sweeping and cleaning of all class rooms of the institute before 8 ‘o’ clock using

phenyl/disinfectants should be ensured. The furniture in the class room should be properly arranged after cleaning.

c. Sweeping and cleaning of academic area and rooms, library, computer centre, office

premises and rooms, hostel premises and rooms, guest house and executive hostel premises and rooms, mess premises and rooms, sports complex and rooms, canteen premises and room should be cleaned every day with appropriate cleaning agents and disinfectants. All furnitures in respective rooms should be properly arranged after cleaning. This should be ensured before 9.30 a.m. every day.

d. Cleaning of all toilets attached to the class rooms using phenyl/disinfectants atleast three

times in a day, once in the early morning, once before the lunch break and once in the afternoon.

e. Cleaning of all toilets in the office premises using disinfectants atleast twice in a day, once

in the morning and once in the afternoon.

f. Cleaning of all sanitary wares in the toilets using vim/harpic/similar washing and cleaning

items atleast twice in a day and keeping the toilets clean hygienic by putting necessary sanitary items.

g. All solid waste should be put in the dust bin whereas all used paper should be kept in paper

recycling bin.

a) All dust bins must be emptied as and when these are full. The dust bins should be cleaned

after emptying. There should not be overflow of waste from the dust bins or no waste should be thrown outside the dust bins. The solid waste should be handed over to the Bhopal Municipal Corporation. For periodical removal of solid waste, the agency has to liaise with the Municipal Corporation.

h. Dusting and cleaning of all furniture and fixtures, equipments, almirahs, notice boards and

all other items in the rooms.

i. Sweeping and cleaning the entire corridors of the institute atleast twice in a day using phenyl (once in the morning and once in theafternoon). The reception area and the surrounding corridor should be cleaned atleast three times using phenyl, once in the morning before office hours, once before lunch break and once in the afternoon.

j. Cleaning of all the glass doors, windows and glass panes.

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k. Sweeping of all roads in the main campus.

l. All the cleaning items should be kept properly at one place and empty bottles/containers

should be returned back to HK Store and should not be thrown open.

m. A minimum stock of all cleaning materials must be maintained all the time.

n. Removing wastes from every house in the campus and depositing it at the specified Waste box on daily basis.

o. Sweeping and cleaning of all common areas, roads, corridors etc around all residences in

the campus. Cleaning of toilets of all residences atleast twice in a week.

I (B). The following work should be done daily in the Vanika IIFM Residential Colony:

b) Removing wastes from every house and depositing it at the specified Waste box on daily

basis.

c) Sweeping and cleaning of all common areas, roads, corridors etc around all residences in

the Vanika campus.

d) Cleaning of toilets of all residences atleast twice in a week.

e) Sweeping of all roads in the Vanika campus.

f) All dust bins must be emptied as and when these are full. The dust bins should be cleaned

after emptying. There should not be overflow of waste from the dust bins or no waste should be thrown outside the dust bins. The solid waste should be handed over to the Bhopal Municipal Corporation. For periodical removal of solid waste, the agency has to liaise with the Municipal Corporation.

II (A) WEEKLY

The following work should be done in the main campus on weekly basis.

a. Cleaning of all the corridors, rooms, floor areas, toilets with the machine and cleaning agents and

disinfectants.

b. Vaccum cleaning of all equipments and fixtures in all academic rooms, offices, computer centre, library,

guest house and executive hostel and other common enclosed spaces.

c. Cleaning of the windows, doors, railings and other electric fittings.

d. Cleaning and polishing of name plates in the institute using brasso.

e. Cleaning of CI Pipes, Sanitary wares, Man holes and sewage lines.

f. Polishing of the floors using heavy duty scrubbers and cleaning the tiles.

g. Thorough cleaning of all rooms and ceilings of the buildings using heavy duty vacuum

cleaners.

h. Spraying of insecticides at appropriate time and space to control mosquitoes and other insects.

i. Thorough cleaning of the roads and walking paths by removing grasses and small plants.

II.(B) The following work should be done in the Vanika Residential Colony in weekly basis:

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a. Cleaning of CI Pipes, Sanitary wares, Man holes and sewage lines

b. Spraying of insecticides at appropriate time and space to control mosquitoes and other insects on weekly basis

III OTHER GENERAL ACTIVITIES

a. Fuming and fogging operation for mosquito repulsion in both main campus and Vanika

Residential Colony, at least twice in a year, once in the month of September/October and once in the month of February/March.

b. Arranging for removal of honey-bee combs through appropriate means as and when

necessary.

c. Whenever necessary, shifting of internal furniture of the institute from one place to another. For major shifting in bulk

d. Providing additional man-power by the contractor as per the requirement of the institute as

per same terms and conditions of this contract.

d. Thorough cleaning of the exit pipes of toilets, man-holes and sewage lines in the main

campus as well as in the Residential Colony (Vanika) (If there is any temporary choking of these lines, it should be done on emergency basis).

2. Manpower Requirements

For doing the above work satisfactorily, the institute has estimated that minimum 28 house keeping

personnel (26 cleaning staff and 2 supervisors) are required. The contractor should provide this

minimum number of house keeping personnel daily. Deployment of these personnel and fixation of

their timings will be done in consultation with the Officer-in-charge (House Keeping).

3. Material Requirements

The Security & Housekeeping Committee of the Institute, prepared a comprehensive list of cleaning

materials is mentioned in Section 2 point No.9 2(c), which is required for keeping the premises neat

and clean. These items should be supplied on or before 10th

of every month and to be used in day to

day cleaning alongwith required machineries, as the case may be.

26

SECTION 4

TECHNICAL BID

(FORMAT OF COVERING LETTER TO BE SUBMITTED ON LETTER

HEAD OF THE BIDDER along with Technical Bid)

Description of Work: PROVIDING HOUSE KEEPING SERVICES IN THE INSTITUTE PREMISES AND RESIDENTIAL COLONY ‘VANIKA’.

Bid Reference No. : : IIFM/TENDERS/HK/2017-18/01 To

The Chief Administrative Officer,

Indian Institute of Forest Management PO Box No. 357, Nehru Nagar, Bhopal

Sir

Having examined the conditions of Contract document for House Keeping Services duly signed and receipt of which is hereby duly acknowledged, we, the described in the Tender document, in conformity with all bid document for the sum of the Contract Price (the component) mentioned in the Financial Bid. and specification of work in the Tender submitted herewith, including addenda the undersigned offer to execute the Services terms, conditions and specifications as per wage component and the service charge

The Bid document and all other correspondence with regard to it shall constitute a binding contract

between us. We understand that you are not bound to accept the lowest or any bid you receive.

We are not a blacklisted or debarred agency by any Govt. of India or Govt. of M.P. office or their

Autonomous Intuitions at the time of signing this bid. Should the contrary be found at a later date, we know that our bid is liable to be rejected or punished under this document.

We undertake, if our Bid is accepted, to deliver and execute the work in accordance with the

schedule specified in Schedule of Requirements. We also undertake that the bid documents do not contain any amendment, modification or change of any type whatsoever in the bid documents and also to any amendment issued after pre-bid meeting.

If our Bid is accepted, we will furnish the Performance Security - a sum equivalent to 10% of the

Contract Price or RS.6.00 lakhs, whichever is more for the due performance of the Contract, in the form

of interest free amount as prescribed by the Institute.

We agree to abide by this Bid for a Period of bid validity of 90 days from the date fixed for Bid opening. It shall remain binding upon us and may be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Bid, together with your written acceptance

thereof and your notification of award, shall constitute a binding Contract between us.

We undertake that, in competing for (and, if the award is made to us), in executing the above contract,

we will strictly observe the laws against fraud and corruption in force in India namely" Prevention of Corruption Act 1988.

We hereby confirm that this bid complies with the Bid validity and Bid Security required by the Tender

Document.

Yours faithfully

(Authorized Signatory)

Name & Title of Signatory----------

Name of Bidder-------------- Address---------------------

27

TECHNICAL BID FORMAT (Bid Reference No. : : IIFM/TENDERS/HK/2017-18/01)

The information to be filled in by the Bidder in the following pages will be used for purposes

of Evaluating the Technical Part of the Bid

Document 1: I. ORGNISATIONAL PROFILE

1 Name of Firm / Organization

2 Status of the Firm / Proprietary / Partnership/Private/

Organization (with supporting Government / Joint Venture / Other

documents) (specify)

3 Postal Address

4 Telephone

5 Fax

6 E –mail &

Web site

7 Year of Establishment

8 Activities/ Services Offered

9 Name of the Head of Organization

Document 2:

II. TECHNICAL DETAILS

2.1 Labour Licence Number

2.2 EPF / PF Registration Number

2.3 ESI Registration Details

2.4 Certificate of M.P. Shops & Establishment Act

2.5 Service Tax Registration details.

2.6 Constitution or legal status of Bidder

(Attach copy of MoU/Deed)

� Place of registration

__________________

� Principal

place of business

__________________

28

� (Power of attorney of signatory of Bid (Attach copy)

Document 3:

III. Details of Work performed as prime contractor (in the same name) on Services of a similar nature over the last three years.

Project Name of Description Contract Value Date of Stipulated Actual Remarks

Name Employer of work No. in issue of period of date of

Lakh work order completion completion

Rs.

Document 4:

IV. Financial reports for the last two years (2015-16 & 2016-17): Audited balance sheets and

profit and loss account along with auditors’ reports etc. list them below and attach copies.

Document 5:

V. Gross receipts from House Keeping Services for last two years, as per service tax return.

Year 2015-16 2016-17

Gross Receipts

from House

Keeping Services

Document 6:

VI. Evidence of access to financial resources

to meet the qualification requirements: cash in hand, lines of credit etc. list them and

attach copies of support documents.

Document 7:

VII. Name, address, telephone and Fax numbers of the Bidders’ bankers who

can provide references if contacted by

the Employer.

Document 8:

VIII Information on litigation history in which the Bidder is involved.

Other Employer Cause of Amount Remarks involved showing

party(ies) dispute present status.

Document 9:

IX. Whether proposed House Keeping Plan attached (Optional)

Yes / No (Pl. tick)

29

Document 10:

X. Documents submitted

The following documents are submitted along with the bid:

Sl Description

Documents submitted

(mention yes or no)

1

Copy of Registration/Licence under M.P.Shops & Establishments Act, 1958 (or

an application to give time to furnish this licence within 30 days of grant of

award

2

Currently valid Labour License issued by the Labour Commissioner under

Contract Labour (Regulation & Abolition) Act, 1970

3

Currently valid Registration Certificate with the Provident Fund Commissioner

under Employees Provident Fund & Miscellaneous Provisions Act, 1952

4

Copy of any one Annual EPF Inspection Report conducted anytime during the

last five financial years i.e.2012-2013 to 2016-2017. In case of any adverse

report, then copy of compliance report submitted should also be attached

5 Copy of currently valid Registration certificate issued by ESIC

6

Copies of any one ESI Inspection Report conducted anytime during the last five

financial years i.e.2012-2013 to 2016-2017. In case of any adverse report, then

copy of compliance report submitted should also be attached.

7

Currently valid registration with Service Tax Authorities for Service Tax under

Cleaning Services

8

Attested Copies of Service Tax returns (duly filed with S.T. Dept.) showing

gross receipts of Rs.60.00 lakhs or more each year towards Cleaning Services for

financial years 2015-16 and 2016-17

9

Attested Copies of work orders / housekeeping contracts for the year 2015-16

and 2016-17 showing evidence of employing more than 25 House Keeping

personnel individually or cumulatively to any Central Govt/State

Govt./PSUs/Autonomous Institutions of GoI/State government.

10

Attested copies of the relevant documents and documentary evidences in support

of para 11.2 and 11.4 of the technical bid evaluation.

11 List of Heavy Duty Cleaning Equipment owned by the bidder.

12

Complete set of tender document duly signed by the Bidder or his authorized

signatory on every page.

13 Photocopy of PAN Card

14

Tender document Cost of Rs.2000/- (Rs. Two thousand only) by way of Demand

Draft in favour of Director, IIFM payable at Bhopal

15

EMD of Rs.200,000/- (Rupees Two Lakhs only) by way of Demand Draft in

favour of Director, IIFM payable at Bhopal

Note : If the bidder fails to submit any of the above documents and found to have submitted any forged/manipulated documents the bid is liable to be rejected.

Document No.11 Information for Technical Evaluation as per documents No.11 above

Sl Description Response

1 Number of years in Operations (as per Nagar Nigam Registration)

2 Gross receipts from House Keeping services (average of FY 2015-16 & 2016-17)

3 Number of Manpower on roll (in govt organisations in FY 15-16 &16-17)

4 Experience in government agencies or its autonomous bodies or central/state govt. institutions in F.Y.2015-16 &2016-17

Document 12: XIII Upload scan copy of EMD

30

Document 13: XIII Upload scan copy of Tender Cost

Document 14: XIII Any other document

Document 15: XIII Any other document

31

SECTION 5

FINANCIAL BID

(FORMAT OF COVERING LETTER TO BE SUBMITTED ON LETTER

HEAD OF THE BIDDER along with Financial Bid)

Description of work : PROVIDING HOUSE KEEPING SERVICES IN INSTITUTE PREMISES AND RESIDENTIAL COLONY AT ‘VANIKA’

Bid Reference No. : : IIFM/TENDERS/HK/2017-18/01

To The Chief Administrative Officer,

Indian Institute of Forest Management

PO Box No. 357, Nehru Nagar, Bhopal

Sir

Having examined the terms and conditions of the Tender document (Bid Reference No. IIFM/2015- 16/House Keeping Services/01), including addenda, the receipt of which is hereby duly acknowledged, we, the undersigned offer to execute the Services described in the said bid document, in conformity with all terms and conditions mentioned therein for a sum of “service charge component” expressed in terms of percentage of the “wage component” as mentioned in the Bill of Quantity (Financial Bid) attached herewith and made part of the Bid.

The service charge component mentioned in the accompanying financial bid is ____ % (in

figures) (in words) of the wage component (this figure of percentage will be limited up to only two digits after decimal point).

This Bid and all other correspondence with regard to it, shall constitute a binding contract between us. We

understand that you are not bound to accept the lowest or any bid you receive.

We undertake, if our Bid is accepted, to deliver and execute the work in accordance with the

schedule specified in Schedule of Requirements.

If our Bid is accepted, we will furnish the Security Deposit of a sum equivalent to 10% of the Annual Contract Price or RS.6.00 lakhs whichever is more for the due performance of the Contract, in the form

of interest free Demand Draft in favour of Director, IIFM or FDR duly discharged and endorsed in favour of Director, IIFM and issued by any Nationalized Bank.

We agree to abide by this Bid for a Period of bid validity of 90 days from the date fixed for Bid

opening. It shall remain binding upon us and may be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Bid, together with your written acceptance

thereof and your notification of award, shall constitute a binding Contract between us.

We undertake that, in competing for (and, if the award is made to us, in executing) the above contract,

we will strictly observe the laws against fraud and corruption in force in India namely" Prevention of Corruption Act 1988.

We hereby confirm that this bid complies with the Bid validity and Bid Security required by the Tender

Document.

Yours faithfully

(Authorized Signatory)

Name & Title of Signatory----------

Name of Bidder--------------

Address---------------------

32

BILL OF QUANTITIES

(Price schedule)

FOR HOUSE KEEPING SERVICES (in reference to Tender No. : IIFM/TENDERS/HK/2017-18/01)

Name of the Bidder

:

___________________________________

Address

:

___________________________________

___________________________________

_______________________________

For providing House Keeping Services (Sweeping, cleaning and sanitation services) in the Institute premises and Residential Colony at ‘Vanika’ using necessary heavy duty cleaning equipment and manpower, as defined in the Tender Document No. IIFM/2015-16/House KeepingServices/02, I/we, the authorised representative of M/s _______________________

quote the following bill of quantities.

In this context, we declare that, having read and understood the terms and conditions of the Tender Document, we fully understand that the bill of quantity has four components; viz., Wage Component, (2) Service Charge Component (3) Cost of cleaning materials to be quoted separately, (4) GST component.

Further, we understand and accept that we are required to quote only for service charges component in terms of percentage of the total wage component and cost of cleaning materials. We accordingly, by taking utmost care in working out the service charge amount and then converting the same as a percentage of the prevailing Wage Component, quote the following percentage as our bid :

1. __________(in figures) % (__________________________________percent (in words) only*

(*Not to be more than two digits after decimal point.)

Cost of the cleaning materials Rs. ____________ per month.

We further understand and accept that this Service Charge Component will not be revised during the entire period of contract, or its extended period.

Name & Seal of Contractor

33

AGREEMENT FORM (To be executed in Rs.100 non-judicial stamp paper after award of contract)

This agreement made on the _____________ day of __________________ two thousand ten between the Indian Institute of Forest Management, Nehru Nagar, Bhopal (MP) (hereinafter called “the Institute or the Employer)” and ___________________________(name and address of contractor) (hereinafter called “the Contractor” or the “the agency” ).

Whereas the Institute is desirous that the Contractor executes the House Keeping Services as per the tender document (hereinafter called “the Services”) and the Institute has accepted the Bid by the Contractor for the execution and completion of such Services and the remedying of any breach therein, at a service charge of ………….% (…………………………………………..in words) expressed as a percentage of wage component as mentioned in our bid.

NOW THIS AGREEMENT WITNESSETH as follows:

1. In this Agreement, words and expressions shall assume the same meanings as are respectively assigned to them in

the Conditions of Contract and they shall be deemed to form and be read and construed as part of this Agreement.

In consideration of the payments to be made by the Institute to the Contractor as hereinafter mentioned, the Contractor hereby covenants

with the Institute to execute and complete the House Keeping services, as per all the terms and conditions mentioned in the tender

document (Bid Reference No. : IIFM/TENDERS/HK/2017-18/01), which is a part of this agreement, and remedy the

breaches in conformity in all aspects with the provisions of the Contract document.

2. The Institute hereby covenants to pay the Contractor in consideration of the execution and completion of the

Services and in the remedying the breaches wherein the Contract Price or such other sum as may become payable

under the provisions of the Contract at the times and in the manner prescribed by the Contract.

The tender document under which this agreement is signed shall be deemed to form and be read and construed as part of this Agreement.

The Common Seal of the Indian Institute of Forest Management hereunto affixed in the presence of:

Signed Sealed and Delivered by

(Signature of Institute)

In presence of

1. ________________________________

______________________________

2. ________________________________

______________________________

Signed Sealed and Delivered by

(Signature of the contractor)

In presence of :

1. _________________________________

____________________________

2. _______________________________

____________________________

34

Annexure-A

STATEMENT OF MONTHLY PAYMENT OF WAGES TO HOUSE KEEPING PERSONNEL ENGAGED

AT IIFM DURING THE MONTH OF ……………………….

Sl. NameofHouseKeeping Bank A/c No. Cheque No. Amount Paid Remarks

No. Personnel

Signature of Authorized Signatory

Seal Date: Place:

Note: This statement must be supported with monthly statement from the Nationalized Bank for the reconciliation.

………….

Annexure-B

STATEMENT OF EPF DEPOSITION TOWARDS HOUSE KEEPING PERSONNEL ENGAGED

AT IIFM DURING THE MONTH OF …………………………………

Sl. NameofHouseKeeping EPF A/c No. Institute’s Employee’s Total

No. Personnel Contribution Contribution

Signature of Authorized Signatory

Seal Date:

Place: Note: This statement must be accompanied with the challan from O/o the EPF Commissioner, Bhopal along with

Certificate about inclusion of EPF contribution towards IIFM HK personnel as mentioned above. ………….

Annexure-C

STATEMENT OF ESI DEPOSITION TOWARDS HOUSE KEEPING PERSONNEL ENGAGED

AT IIFM DURING THE MONTH OF …………………..

Sl. Name of house keeping ESI Institute’s Employee’s Total

No. Personnel Membership Contribution Contribution

Signature of Authorized Signatory

Seal Date: Place:

Note: This statement must be accompanied with the challan from O/o the ESI, Bhopal along with Certificate about inclusion of

ESI contribution towards IIFM House Keeping Personnel as mentioned above.