E-5

PROCUREMENT OF GOODS/SERVICES

UNDER

NATIONAL SHOPPING PROCEDURES

(For Contracts valued less than the equivalent of US $ 1,00,000 each)

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INVITATION FOR QUOTATIONS FOR SUPPLY OF GOODS/SERVICES UNDER NATIONAL SHOPPING PROCEDURES

Enquiry No. : 01/(2018-19)IICZMP/ENQIWB/13-4 Dated: 17.04.2018

To

Dear Sirs,

SUB: INVITATION FOR QUOTATIONS FOR SERVICES OF RECEPTIONIST AND MULTI-TASKING HOUSEKEEING STAFF AT SPMU, ICZM PROJECT, AT 00-24, SECTOR-1, SALT LAKE CITY, KOLKAT A - 700 064.

1. SPMU invites tenders under National Shopping Procedure from a reputed Agency/Contractor/ Service Provider for the following services:

Brief Description Specifications Quan Duration of Location of of the Goods tity Service Service

Providing the Up to 31st ICZM Project, services of A. Receptionist 1 December IESWM, DD-

Receptionist and 2018. 24, Sector - ,

Multi -tasking B. Multi -tasking Salt lake City,

2 Kolkata -

Housekeeping Housekeeping Staffs. 700064 Staffs. (Male)

Detailed Terms & Conditions at Annexure - II and candidate's eligibility, Duties & responsibility are at Annexure III

2. Government of India has received a credit from the World Bank in various currencies equivalent to US$ 221.96million towards the cost of the leZM Project and intends to apply part of the proceeds of this credit to eligible payments under the contract for which this invitation for tender is issued.

3. Eligibility Criteria:

~ The applicant must be a Registered/Licensed holder Organization.

~ The applicant must have a prior experience of minimum 3 years with reputed clients in rendering Housekeeping and Security service.

~ The applicant must not have been at any time declared as insolvent or

convicted for any offence.

~ The applicant must not have been prosecuted or suffered any penalty for

violation of any labour laws by any Authority.

4. Bid Price: (a) The bidder shall quote for all the items as mentioned in the format of tender otherwise it will

be rejected. The format of price bid specified in Annexure- I should be used. Corrections, if any, shall be made by crossing out, initialling, dating and rewriting.

(b) The quoted price should be exclusive of GST. Those can be shown separately in price schedule.

(c) Rates mentioned in the schedule of price are fixed for the period of the contract. (d) The Prices shall be quoted in Indian Rupees only.

5. Each Bidder shall submit only one quotation with the format of quotation in Annexure-I with following documents:

Documents to be attached with the Quotation:

1. Copy of valid registration certificate.

2. Copy of GST Registration Certificate.

3. Copy of the PAN Card of the agency.

4. Certificate of Registration under Labour Department, Govt. of West Bengal.

5. PF Registration Certificate.

6. ESI Registration Certificate.

7. Audited Financial Statements (P & L and Balance Sheet) for the last three years.

8. Certificate of Satisfactory performance of Services from previous & present clients for last 3 years. The same should include

V' List of works in hand indicating name of clients, description of work, contract value, date of award,

V' Number of personnel and equipment deployed.

6. Validity of Quotation

Quotation shall remain valid for a period not less than 30 days after the deadline date specified for submission.

7. Evaluation of Quotations The Purchaser will evaluate and compare the quotations determined to be substantially responsive i.e. which (a) Are properly signed.

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(b) Are supported with documents mentioned above. (c) Conform to the terms and conditions, and specifications.

The Quotations would be evaluated for the entire item together. Quotation received late and incomplete will not be considered for evaluation.

GST in connection with Service provided shall not be taken into account in evaluation.

8. Award of contract:

The Award Notice will be placed on the selected bidder (s) whose bid has been determined to be substantially responsive and who has offered the lowest evaluated quotation price. The notification of award will constitute the formation of the Contract, subject only to the furnishing of a performance security in accordance with the provisions of Point 10.

8.1 Notwithstanding the above, the SPMU, WB reserves the right to accept or reject any quotations and to cancel the bidding process and reject all quotations at any time prior to the award of contract.

8.2 The bidder whose bid is accepted will be notified of the award of contract by SPMU, West Bengal prior to expiration of the quotation validity period.

8.3 Any legal disputes arising out of this are subject to Kolkata jurisdiction.

9. Payment condition.

(i) Payment will be made within 15 days after submission of bills on monthly basis.

(ii) The bill will be submitted with the servicing record and accompanied the proof of Attendance sheet, Duty roster for the succeeding month, PF & ESI payments proof, Payment of wage sheet to staff for the preceding month along with copy of the RTGS and Payment proof of GST statements duly signed by Authorised person of SPMU, ICZMP, West Bengal.

10. Performance Security:

Within seven (7) days of the receipt of notification of award from the Clients, the successful Bidder shall furnish the performance security equal to the amount of 10% of the contract value as per the format attached. The performance security deposit may be deposited through Demand Draft or Bank Guarantee drawn from any scheduled commercial Bank drawn in favour of Institute of Environmental Studies & Wetland Management, payable at Kolkata. The Performance security shall have to be valid for 28 days beyond the contract expiration date.

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Date: II O~) AOl9 (Purchaser)

11. Termination of Agreement:

That either party is entitled to terminate this agreement due to some unavoidable circumstances by giving a minimum notice period of two months in writing or in lieu of two month's payment.

In case the service provider discontinues the contract without providing the notice period or in lieu of two month's payment then the Agency's/Contractor's security deposit will be forfeited.

In addition to the above SPMU, WB may at any time terminate the contract by giving written notice to the supplier, without compensation to Agency/Service Provider, if the Agency/Service Provider becomes bankrupt or otherwise insolvent as declared by the competent court.

12. Arbitration:

In the event of any question, dispute or difference arising under this agreement or in connection therewith, the same shall be referred to the sole arbitrator to be appointed by the Project Director, ICZMP West Bengal in accordance with the Arbitration and Conciliation Act 1996.The place of arbitration shall be Kolkata and language shall be English.

13. Commencement of Agreement:

The agreement shall come into force from the date of issuance of work order.

14. Tender closing & Bid opening

You are requested to provide your offer latest by 15-30 hours on 27/04/2018. The quotations received will be opened at 16-00 hours on 27/04/2018.

We look forward to receiving your quotation and would like to thank you for your interest in this project.

Signature:

Name Designation

Address

: Sri Kaushik Basu : Administrative. Officer : ICZM Project, West Bengal Institute of Environmental Studies and Wetland Management 00-24, Sector-I, Salt Lake City, Kolkata - 700064 Tel. No. 23340531/0239 Fax No. 91-33-2358 0967

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ANNEXURE-I

PRICE BID

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Description Qty Rate in Rate in Words Figure Amount

Monthly Wages A.

1 No. Receptionist ESI

EPF

B. Multi- Monthly Wages Tasking

ESI 2 Nos. Housekeeping

Staff EPF

Service Charge (Monthly)

Any Other Charges (Monthly)

Total Amount GST{ )

Gross Total Cost: Rs .

We agree to supply the above services in accordance with the technical specifications for a total contract price of Rs (amount in figures) (Rs amount in words) within the period specified in the Invitation for Quotations.

We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf will engage in bribery.

Signature of Supplier

Terms and Conditions

Annexure-II

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1. The Firm/ Agency/Contractor/ Service Provider will observe compliance of all the

relevant labour laws and minimum wages notified by the State Govt. from time to time.

Wages once fixed will remain valid for the period under contract except in case there is

revision in minimum wages notified by the State Govt. from time to time. I

2. The applicant firm shall comply with all the requirements of labour laws; obtain all

licenses / approvals / permissions to carryon the business of Housekeeping and

Security services.

3. The applicant firm should neither be a sub-contractor to any other entity/person, nor

should, at any time, sub-let, transfer, assign, pledge or sub contract his rights and

liabilities under this contract to any other agency/person.

4. The Contractor shall not employ any person below the age of 18 years.

5. A proper Inventory of all the equipment, fittings and furniture, linen including

consumables etc., which are placed at the direct charge and custody of the

Agency/Contractor shall be maintained by the Contractor. For any shortage of items

noticed during the period of the contract, appropriate replacement value of the item

shall be recovered from the amount payable to the Agency/Contractor by SPMU­

ICZMPWB

6. On receipt of Work Order, the Agency/Contractor/Service Provider will supply a list of

names with the bio-data and ID proof & Residence proof (PAN CardjVoter ID/Aadhaar

card, DL and Passport etc.) duly certified along with photograph of all the staffs to be

deployed under this Contract at the SPMU. In case of replacement of staffs, certified Bio

data, photo with copy of ID proof & Residence Proof (PAN Card/Voter ID/Aadhaar card,

DL and Passport etc.) should be immediately submitted to the SPMU

7. If any staffs of the Agency/Contractor/Service Provider indulge in theft, negligence or

any illegal/irregular activities, the Agency/Contractor/Service Provider shall take

appropriate action against its erring worker and intimate accordingly to SPMU­

ICZMPWB, or SPMU-ICZMPWB itself can take action in accordance with the law.

8. The Agency/Contractor/Service Provider shall provide uniforms with shoes and identity cards for both the position on its own name and trading style.

9. The Agency/Contractor/Service Provider shall maintain proper records about the

attendance of all staffs provided as mentioned above in the prescribed format as given

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in the Contract Labour (Regulation and Abolition) Act, 1970 along with Contract Labour

(Regulation and Abolition) Rules, 1971 and would ensure that adequate manpower is

maintained. That in case of any absence of manpower in any day for any reason

whatsoever the vacancy shall be taken care of by the service provider with immediate

suitable substitution against the vacancy. The Contractor/Service Provider/ Agency, if

fails to replace absentee within the stipulated duration, shall be liable to pay penalty for

the entire period of absenteeism including Saturdays, Sundays and Holidays at the rate

of Rs. 400/- per day per person.

10. That any loss and damages caused to any of the assets, materials, property of the

SPMU due to negligence (wilful or otherwise) of the personnel engaged by the AGENCY

shall be compensated by the AGENCY, else shall be recovered by deducting the actual

loss in terms of monetary value from the monthly payment/ performance

security/security deposit payable to the AGENCY.

11. The service provider would be required to commence the work within 15 days after

Signing of the contract.

12. The selected receptionist and the multi-tasking housekeeping staff will work under the

control of the Project Director. Allotment of duty along with work supervision will be

done by the Administrative Officer as per the directions of the Project Director and

Additional Project Director.

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Agency/Contractor should at all times indemnify SPMU-ICZMPWB against all claims, damages or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act, 1948; Employer's Liability Act, 1938; the Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961, Contract labour (R&A) Act, 1970 and etc.

Annexure III

Candidate's Eligibility, Duties & Responsibility

A. Receptionist

Eligibility:

1. Passed 10 +2 from an accredited Board.

2. Proficient in Hindi Bengali and working knowledge of English.

3. Knowledge or Experience of simple record-keeping procedures.

4. Good communication and interpersonal skills;

5. At least 2 years' working experience in front office handling receptionist

responsibilities.

Schedule of work:

The Receptionist is required to attend office for 5 days in a week from Monday to Friday

from 9-30 AM to 5-30 PM. If the SPMU is opened on holidays, Saturdays and Sundays then

in such case receptionist is also required to attend office on those days.

Duties & Responsibilities: 1. Monitor visitor access and maintain security awareness.

2. Responsibility to operate office telephones by receiving, giving and dispatching office

telephone communication to the relevant recipients.

3. Distributes incoming correspondence to the relevant recipients for action or

information.

4. Maintaining appropriate logs related to newspapers delivered to SPMU.

5. Reception of visitors. to the SPMU in liaison with the security guard at the office's

entrance.

6. Maintenance of the Check-in and Check-out register of visitors on daily basis.

7. Carrying out any other duties that may reasonably or exceptionally be required to

ensure the smooth cooperation of SPMU's work and optimise the functioning of the

office.

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B. Multi- Tasking Housekeeping Staff

Eligibility:

1. Passed 8th standard from an accredited Board.

2. Conversant with Hindi and Bengali.

3. One year Experience in Housekeeping service is essential.

4. Good communication and interpersonal skills.

Schedule of work:

The service of one Multi-tasking Housekeeping Staff will commence from 9.30 am to 5.30

pm while for another will commence from 10.30 am to 6.30 pm. Multi- tasking

Housekeeping staffs are required to attend office for 5 days in a week from Monday to

Friday. If the SPMU is opened on holidays, Saturdays and Sundays then in such case the

Multi- tasking Housekeeping staffs are also required to attend office on those days.

Duties & Responsibilities:

1. Sweeping, mopping and cleaning including dusting out of furniture, fixtures and fittings.

2. Aiding SPMU for sourcing food items from outside vendors and serving the same at

SPMU.

3. Ferrying file/ correspondences to and from different Govt Depts/Agencies etc along with

facilitating the services related to courier/ speed post of the outbound/ inbound

materials/letters.

4. Providing clean filtered drinking water to every staff of SPMU.

5. Switch on/off lights, Digital display board, fans, AC machines, PCs etc.

6. Ensuring that all the water taps are closed and water is not got wasted.

7. Maintaining the inventory crockery, cutlery and other utensils as well as cleaning of the

same.

8. Disposal of waste in a proper manner.

9. Newspapers have to be kept in the office / reception.

10. Carrying out any other duties that may reasonably or exceptionally be required to

ensure the smooth operation of SPMU's work and optimise the functioning of the office.

"the Contractor") has undertaken, In pursuance of Contract No. __ dated to

execute [name of Contract and brief description of Works] (hereinafter

called "the Contract");

AND WHEREAS it has been stipulated by you in the said Contract that the Service Provider shall furnish

you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance

with his obligations in accordance with the Contract;

AND WHEREAS we have agreed to give the Service Provider such a Bank Guarantee;

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the

Contractor, up to a total of [amount of guarantee]

1 [in words], such sum being payable in the types and proportions of

currencies in which the Contract Price is payable, and we undertake to pay you, upon your first written

demand and without cavil or argument, any sum or sums within the limits of _

[amount of guarantee]l as aforesaid without your needing to prove or to show grounds or reasons for

your demand for the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Service Provider before

presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of the Contract or of the

Works to be performed thereunder or of any of the Contract documents which may be made between you

and the Service Provider shall in any way release us from any liability under this guarantee, and we

hereby waive notice of any such change, addition or modification.

This guarantee shall be valid until (i.e.) 28 days from the date of expiry of the contract Period.

Signature and seal of the guarantor _

NameofBank _

Address ---------------------- Date ----------------------

PERFORMANCE BANK GUARANTEE

To: [name of Client]

__________________ [address of Client]

WHEREAS [name and address of Service Provider] (hereinafter called

I An amount shall be inserted by the Guarantor, representing the percentage of the Contract Price

specified in the Contract and denominated in Indian Rupees.

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